CITY OF GLENDORA
CITY COUNCIL, SUCCESSOR AGENCY AND HOUSING AUTHORITY
AGENDA
Tuesday, February 25, 2025
6:00 PM CLOSED SESSION
7:00 PM BUSINESS SESSION
CITY HALL COUNCIL CHAMBER, 116 E. FOOTHILL BOULEVARD, GLENDORA As a courtesy to others attending this meeting, please turn off or place in silent mode all cell phones and other communication devices while in the Council Chamber. Thank you.
MAYOR/CHAIR
David Fredendall, District 2
MAYOR PRO TEM/VICE-CHAIR
Michael Allawos, District 1
COUNCIL/COMMISSIONERS
Karen Davis, District 4
Shaunna Elias, District 3
Mendell Thompson, District 5
GUIDE TO PUBLIC MEETINGS PARTICIPATING IN
PUBLIC MEETING
MEETING MATERIALS
CALL TO ORDER
ROLL CALL
CLOSED SESSION
1. CONFERENCE WITH LABOR NEGOTIATOR
— A closed session will be held, pursuant to Government Code §54957.6 to conduct labor negotiations. City Manager Adam Raymond, City Attorney Danny Aleshire, Assistant City Manager Moises Lopez, Deputy City Manager Marie Ricci, and Human Resources Assistant Director Rita Wendling. Employee Organization:
Glendora Police Managers Association (GPMA), and Glendora Police Officers Association (GPOA)
INVOCATION AND PLEDGE OF ALLEGIANCE
In permitting a nonsectarian invocation, the City does not intend to proselytize, advance, or disparage any faith or belief. Neither the City nor the City Council endorses any particular belief or form of invocation.
HIGH SCHOOL STUDENT REPORTS
2. High School Student Reports
REORDERING OF AND ADDITIONS TO THE AGENDA
PUBLIC COMMENT
Three (3) Minute speaking time limit, speaking once, unless upon motion, such time is extended by the legislative body.
Any person may request to address a legislative body during a public meeting. Speakers are limited to three (3) minutes, speaking once, on both on- and off- agenda items, unless, upon motion, such time is extended by the legislative body. Such statements shall only be allowed during the Public Comment portion of the agenda. If there are any public hearings scheduled, individuals will be given an additional opportunity to comment under said items.
Speakers are not permitted to yield their time to another speaker. Public comment is limited to 30 minutes at each meeting, with the ability to extend if the legislative body so chooses by majority vote.
To ensure that the public is able to participate, the City may provide a variety of ways in which the public can submit their comment: in person, email, phone call, mail and any other method which may become available.
Methods of participation may be subject to change during other such times when a State of Emergency, Health Order or State Executive Order limits in-person participation.
3. Public Comments received
MEMBER STATEMENTS/REPORTS
CITY MANAGER AND CITY ATTORNEY STATEMENTS
CONSENT CALENDAR
Items on the Consent Calendar will be enacted by one motion without individual discussion. There will be no separate discussion of these items unless a member of the governing body requests specific item(s) be removed from the Consent Calendar for separate action. Items removed from the Consent Calendar will be considered after the Consent Calendar is approved. Anyone wishing to address a Consent Calendar item should do so during the Public Comment Period.
4. Affirm minutes from the February 11, 2025 Special and Regular Joint Meeting RECOMMENDED ACTION:
— 1. Affirm minutes as presented
5. City of Glendora and Glendora Successor Agency Investment Report for January 2025 RECOMMENDED ACTION:
— 1. City of Glendora and Glendora Successor Agency Investment Report for January 2025.
6. Award an Agreement to Disability Access Consultants, LLC. for the Development of an Americans and Disabilities Act (ADA) Self-Evaluation and Transition Plan (Plan 1395) in the amount of $299,840
RECOMMENDED ACTION
— 1. Award an Agreement to Disability Access Consultants, LLC for the Development of an Americans with Disabilities Act (ADA) Self-Evaluation and Transition Plan (Plan 1395) in the amount of $299,840; — 2. Authorize a ten percent (10%) contingency in the amount of $29,985; — 3. Approve a supplemental appropriation from Water Capital Projects Fund 502 in the amount of $54,824; and
— 4. Authorize the City Manager or his designee to execute the Agreement with Disability Access Consultants, LLC. Including minimal and/or non-substantive changes.
UNFINISHED BUSINESS
7. Glendora People Movement Project Recap and Approve the Amended and Restated Memorandum of Agreement for the Glendora People Movement Project between the City of Glendora and the San Gabriel Valley Council of Government
RECOMMENDED ACTION:
— 1. Authorize the City Manager or his designee to execute the Amended and Restated Memorandum of Agreement for the Glendora People Movement Project between the City of Glendora and the San Gabriel Valley Council of Governments.
8. Conduct a Mid-Year Budget Review and Adopt a Joint Resolution amending the Fiscal year 2024-25 Budget RECOMMENDED ACTION:
— 1. Adopt a Joint City Council Resolution entitled, "A RESOLUTION OF THE CITY COUNCIL, SUCCESSOR AGENCY AND HOUSING AUTHORITY AMENDING THE FY 2024-25 FISCAL BUDGET PER THE MID-YEAR REVIEW RECOMENDATIONS."
NEW BUSINESS
9. Approve a contract with Complete Paperless Solutions, LLC. (CPS) to provide citywide scanning services in an amount $500,000
RECOMMENDED ACTION:
— 1. Approve a contract with Complete Paperless Solutions, LLC (CPS) for scanning services to provide document imaging, indexing, and quality control services for a Citywide scanning project for one year with three (3) optional one year extensions in the amount of $500,000; — 2. Authorize a ten percent (10%) contingency in the amount of $50,000; and — 3. Authorize the City Manager or their designee to execute the Agreement with Complete Paperless Solutions, LLC including minimal and/or non-substantive changes.
MEMBER/STAFF CLOSING COMMENTS
ADJOURNMENT
I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on th Glendora City Hall bulletin board at the three established posting locations and on the City of Glendora website a www.cityofglendora.org not less than 72 hours prior to the meeting in accordance with Government Code Section 54954.2.
Kathleen R. Sessman, MMC
City Clerk/Communications Directo
Date Posted: February 20, 2025
STAFF REPORT
TO: Mayor and Council Members DATE: February 25, 2025
FROM: City Clerk DISTRICT(S): Not Applicable
SUBJECT: Affirm minutes from the February 11, 2025 Special and Regular Joint Meeting
RECOMMENDATION
That the City Council, Successor Agency, and Housing Authority:
1. Affirm the minutes as presented.
STRATEGIC FOCUS AREAS
Not Applicable
EXECUTIVE SUMMARY
None.
LEGISLATIVE HISTORY / PREVIOUS ACTIONS
None.
DISCUSSION
None.
FISCAL IMPACT
None.
ENVIRONMENTAL DETERMINATION
None.
Attachments
A. February 11, 2025 Special Meeting minutes.pdf
B. February 11, 2025 Regular Joint Meeting minutes.pdf
CALL TO ORDER
The City Council meeting was called to order at 6:00 PM.
ROLL CALL
Members Present: Karen Davis, Shaunna Elias, Mendell L. Thompson, Mayor Pro Tem Michael Allawos, Mayor David Fredendall
Members Absent: None
Staff Members Present: City Manager Adam Raymond, Assistant City Manager Moises Lopez, Recreation and Human Services Director John Aguirre, City Clerk/Communications Director Kathleen Sessman, Administrative Assistant Megan Stone, Digital Media Specialist Craig Gill, Senior Digital Media Specialist Greg Morton, City Clerk Specialist Lorena Cordova, and Deputy City Clerk/Records Manager Roxanne Breceda
PUBLIC COMMENT
There was no one wishing to provide comment.
MEMBER STATEMENTS/REPORTS
1. Conduct Interviews and Appoint an Applicant to fill Office No. 3 Unscheduled Vacancy on the Community Services Commission with a term that expires on June 30, 2027 The City Council conducted interviews with the three applicants, noting that Andrew Meyer participated via Zoom and that Michael Saccheto was not interviewed.
The City Council formal balloting process was utilized and City Council nominations were as follows: Ballot 1
Community Services Commission (CSC) Vote for One (1)
Davis Elias Thompson Allawos Fredendall Results
Michael Kotowski 1 1 2
Lisa Long 1 1 2
Andrew Meyer 1 1
Michael Saccheto 0
Total Ballots 5
A second ballot was provided due to a tie-in.
City of Glendora Minutes
Special Meeting
Tuesday, February 11, 2025
City Hall Council Chamber
116 E. Foothill Boulevard, Glendora
Virtually via Zoom ID 9329247224
Minutes Tuesday, February 11, 2025 Page 2 of 2
City Council Meeting Special Meeting Ballot 2
Community Services Commission (CSC) Vote for One (1)
Davis Elias Thompson Allawos Fredendall Results
Michael Kotowski 1 1 1 3
Lisa Long 1 1 2
Total Ballots 5
The City Council appointed Michael Kotowski to the Community Services Commission, Office No. 3 for the unexpired term of July 1, 2023 - June 30, 2027.
ADJOURNMENT
The meeting was adjourned at 6:42 PM.
Kathleen R. Sessman, MMC
City Clerk/Communication Director
Minutes were approved on ________ .
CALL TO ORDER
The City Council, Successor Agency, and Housing Authority meeting was called to order at 7:00 PM.
ROLL CALL
Members Present: Karen Davis, Shaunna Elias, Mendell Thompson, Mayor Pro Tem/Vice-Chair Michael Allawos, Mayor/Chair David Fredendall
Members Absent: None
Staff Present: City Manager/Executive Director Adam Raymond, City/Agency Attorney Danny Aleshire, Assistant City Manager Moises Lopez, Police Chief Mike Randazzo, Public Works Director William Wittkoph, Finance Director/City Treasurer Kyle Johnson, Community Development Director Jeff Kugel, Recreation and Human Services Director John Aguirre, Information and Technology Director Sam Robbin, Library Director Janet Stone, City Clerk/Communications Director Kathleen Sessman, Captain Shelly Gold, Administrative Assistant Megan Stone, Digital Media Specialist Craig Gill, Senior Digital Media Specialist Greg Morton, City Clerk Specialist Lorena Cordova, and Deputy City Clerk/Records Manager Roxanne Breceda
PLEDGE OF ALLEGIANCE AND INVOCATION
The Invocation was given by Associate Paster Father Daniel Vega of St. Dorothy Catholic Church.
The Pledge of Allegiance was led by Evangline Leslie.
REORDERING OF AND ADDITIONS TO THE AGENDA
There were no requests received.
PUBLIC COMMENT
1. Public Comments received
Comments were received from: Bob Moore and Krista Granger.
MEMBER STATEMENTS/REPORTS
Council Member/Commissioner Davis commented on the upcoming February 19, 2025 homeless count at 6:00 PM and encouraged folks to volunteer; and on the March 9, 2025 5K Crop Hunger Walk.
Council Member/Commissioner Thompson expressed his thanks to loved ones dealing with hardship and encouraged people to show their appreciation.
City of Glendora Minutes
Regular Joint Meeting
Tuesday, February 11, 2025
City Hall Council Chamber
116 E. Foothill Boulevard, Glendora
Virtually via Zoom ID 9329247224
The City Council also serves as members of the Board of Directors of the Successor Agency of the former Community Redevelopment Agency, Housing Authority and Public Financing Authority, which are concurrently convening this evening.
Minutes Tuesday, February 11, 2025 Page 2 of 3
Regular Joint Meeting City Council, Successor Agency and Housing Authority Mayor Pro Tem/Vice-Chair Allawos reported on a tour at St. Lucy’s Priory High School and San Gabriel Valley Council of Government (COG) meeting.
Mayor/Chair Fredendall reported on his attendance at the City of Duarte town hall meeting, which concerned concerns about water monitoring, rainstorms, and burn region clean up.
CITY MANAGER AND CITY ATTORNEY STATEMENTS
City Manager/Executive Director Raymond announced that additional information on California wildfires can be obtained by visiting www.epa.gov/california-wildfires.
CONSENT CALENDAR
A motion was made by Mayor Pro Tem/Vice-Chair Allawos, seconded by Council Member/Commissioner Davis, to approve Consent Calendar Items as presented, affirming the actions appropriate to each item. Motion carried 5 - 0 as follows: AYES Davis, Elias, Thompson, Allawos, Fredendall; NOES None; ABSENT None; ABSTAIN None.
2. Affirm Minutes from January 28, 2025 Meeting
The City Council, Successor Agency, and Housing Authority 1. Affirmed Minutes as presented.
3. Review and Affirm Disbursements for January in the amount of $4,265,588.11 The City Council and Successor Agency 1. Reviewed and Affirmed Disbursements for January in the amount of $4,265,588.11.
4. Authorize Renewal of the Enterprise License Agreement with Environmental Systems Research Institute, Inc. (ESRI) for Geographic Information System (GIS) Enterprise Licensing for a threeyear term in an amount not to exceed $198,510 The City Council 1. Authorized Renewal of the Enterprise License Agreement with Environmental Systems Research Institute, Inc. (ESRI) for Geographic Information System (GIS) Enterprise Licensing for a three-year term in an amount not to exceed $198,510; and 2.
Authorized the City Manager or his designee to execute the Enterprise License Agreement with ESRI.
5. Award a Professional Services Agreement with JPW Communications for Communication Audit and Services in an amount not to exceed $99,250
The City Council 1. Approved a Professional Services Agreement with JPW Communications in an amount not to exceed $99,250 for a Communications Audit and Services; 2. Authorized the City Manager to execute the Agreement; 3. Authorized the City Manager, or designee to execute any necessary contingency in an amount not to exceed $5,000 of the original contract amount; and 4. Authorized the necessary budgetary adjustments.
NEW BUSINESS
6. Award the Contract for CDBG Funded Street Improvements at Norgate Street and Nearglen Avenue, et al. (Plan No. 1394) to Copp Contracting, Inc. in the amount of $361,364 Minutes Tuesday, February 11, 2025 Page 3 of 3
Regular Joint Meeting City Council, Successor Agency and Housing Authority A motion was made by Mayor Pro Tem Allawos, seconded by Council Member Thompson, that the City Council 1. Adopt a Categorical Exemption from the California Environmental Quality Act pursuant to Section 15301(c) of the California Code of Regulations; 2. Award the contract for CDBG Funded Street Improvements at Norgate Street and Nearglen Avenue, et al. (Plan No. 1394) to Copp Contracting, Inc. of Buena Park in the amount of $361,364; 3. Authorize City Manager to execute the Agreement; and 4. Authorize the Public Works Director to execute any necessary change orders in an amount not to exceed 10% of the original contract amount. Motion carried 5 - 0 as follows: AYES Davis, Elias, Thompson, Allawos, Fredendall; NOES None; ABSENT None; ABSTAIN None.
MEMBER/STAFF CLOSING COMMENTS
City Manager Raymond announced that updates on the Strategic Plan; Capital Projects; Community Survey; and State of the City will be presented at upcoming City Council meetings.
Mayor Pro Tem/Vice-Chair Allawos congratulated Gary and Kathy Boyer on being selected as the 2024 Glendora Citizen of the Year and wished everyone a Happy Valentine’s Day.
ADJOURNMENT
Meeting was adjourned at 7:29 PM.
Kathleen R. Sessman, MMC
City Clerk/Communication Director
Minutes were approved on ________.
STAFF REPORT
TO: Mayor and Council Members DATE: February 25, 2025
FROM: Finance DISTRICT(S): Citywide
SUBJECT: City of Glendora and Glendora Successor Agency Investment Report for January 2025
RECOMMENDATION
That the City/Agency Council:
1. City of Glendora and Glendora Successor Agency Investment Report for January 2025.
STRATEGIC FOCUS AREAS
Goal 2: Maintain Financial Stability and Sustainability (MFSS)
EXECUTIVE SUMMARY
The City’s book value of cash and investments for January 2025 totaled $115,783,821. This is an increase of $4,215,181 (3.78%) compared to the previous month. The increase is primarily due to property tax revenues totaling $4,888,536.
LEGISLATIVE HISTORY / PREVIOUS ACTIONS
Pursuant to Section 19 of the City’s FY 2024-25 Investment Policy, a monthly investment report must be provided to the City Council to provide a clear picture of the status of the current portfolio.
DISCUSSION
As prescribed in the Investment Policy for FY 2025, the attached investment report provides a listing of individual securities held at the end of the reporting period by authorized investment category, the average life and final maturity of all investments listed, coupon rate, discount or earnings rate, Par Value, Market Value and Book Value of each investment in the portfolio, including funds managed for the City by third parties.
In the month of January, there were five investment purchases (consisting of Limited Term Government Funds, Medium-Term Corporate Notes, and U.S. Government Treasuries) totaling $4,270,985. There were two securities that matured at $2,141,000, resulting in neither a gain nor loss.
FISCAL IMPACT
There is no fiscal impact associated with the recommended action.
ENVIRONMENTAL DETERMINATION
Not Applicable
Prepared By Kylie Petrovick
Concurs With Not Applicable
Reviewed By Kyle Johnson, Finance Director/City Treasurer Certified to Availability of Funds Kyle Johnson, Finance Director/City Treasurer Approved By Adam Raymond, City Manager
Legal Review Not Applicable
CEQA Review Not Applicable
ATTACHMENTS:
A. January 2025 Investment Report
Attachments
A. January 2025 Investment Report.pdf
Financial Advisor
JAMES GIORDANO
626-405-4753
UBS Client Review
As of January 31, 2025
251 South Lake Avenue10th FloorPasadena, CA 911013003Branch office Report Prepared for: City of Glendora* excluded from performance exhibits Type
AccountName
AccountNumberSX XX180 City of Glendora Business Service Account@SX XXX279* CITY OF GL Non UBS Investment LAIF@SX XXX283* CITY OF GL Non UBS Investment Bank of America What's insideAsset Allocation Review. . . . . . . . . . . . . . . . . . . . . . 2Sources of Portfolio Value. . . . . . . . . . . . . . . . . . . . 3Bond Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Portfolio Holdings. . . . . . . . . . . . . . . . . . . . . . . . . . 5Bond Holdings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Important Information About This Report. . . . . . . . 31
Consolidated report prepared for City of Glendora
Asset Allocation Reviewas of January 31, 2025
Summary of Asset Allocation
Market
value ($)
% of
Portfolio
Cash 21,978,418.12 19.07
Cash 21,978,418.12 19.07 US 21,978,418.12 19.07
Fixed Income 93,257,160.67 80.93
US 93,257,160.67 80.93 US Fixed Income 14,829,713.04 12.87 Government 51,561,919.92 44.74 Corporate IG Credit 26,865,527.70 23.31 Equity 0.00 0.00Commodities 0.00 0.00Non-Traditional 0.00 0.00Other 0.00 0.00Total Portfolio $115,235,578.79 100%Balanced mutual funds and Insurance & Annuity products are allocated in the 'Other' category Cash 19.07%US Fixed Income 80.93%
Total Value: $115,235,578.79
Assets held at other financial institutions are included in this report. We have not verified, and are not responsible for, the accuracy or completeness of this information.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 2 of 36 Consolidated report prepared for City of Glendora
Sources of Portfolio Valueas of January 31, 2025
Market Value Net amount you invested (net of fees)
02/22 12/22 12/23 01/25
5075
100125150
$ Millions
MTD
12/31/2024 to
01/31/2025
QTD
12/31/2024 to
01/31/2025
ITD
02/23/2022 to
01/31/2025
YTD
12/31/2024 to
01/31/2025
Opening value 103,422,623.88 103,422,623.88 103,422,623.88 40,589,214.16Net deposits/withdrawals -106,755.78 -106,755.78 -106,755.78 57,341,447.79Div./interest income 99,823.95 99,823.95 99,823.95 5,362,565.36Change in accr. interest 65,248.32 65,248.32 65,248.32 349,453.68Change in value 231,357.63 231,357.63 231,357.63 69,617.00Closing value 103,712,298.00 103,712,298.00 103,712,298.00 103,712,298.00Net Time-weighted ROR 0.38 0.38 0.38 1.62Performance returns are annualized after 1 year. Net deposits and withdrawals include program and account fees.Benchmarks - Annualized time-weighted returnsUS Treasury Bill - 3 Mos 0.37 0.37 0.37 4.19BofA Corp/Gov 1-5Y 0.53 0.53 0.53 1.84BBG Agg Bond 0.53 0.53 0.53 -0.85Past performance does not guarantee future results and current performance may be lower/higher than past data presented.Report created on: February 03, 2025 Page 3 of 36 Consolidated report prepared for City of Glendora
Bond Summaryas of January 31, 2025Bond OverviewTotal quantity 95,138,000Total market value $92,840,439.49Total accrued interest $416,721.18Total market value plus accrued interest $93,257,160.67Total estimated annual bond interest $1,740,132.25Average yield to maturityAverage coupon 1.84%
4.44%1.87%4.43%
Average current yieldAverage yield to worstAverage modified duration 1.38Average effective maturity 1.54 Investment Type AllocationInvestment type Taxable ($) Total ($) Tax-exempt /
deferred ($)
% of
bond
port.
Certificates of deposit 14,829,713.04 0.00 14,829,713.04 15.90U.S. corporates 26,865,527.70 0.00 26,865,527.70 28.81U.S. federal agencies 46,638,385.86 0.00 46,638,385.86 50.01U.S. treasuries 4,923,534.06 0.00 4,923,534.06 5.28Total $93,257,160.66 $0.00 $93,257,160.66 100% Credit Quality of Bond HoldingsA Aaa/AAA/AAA 14 24,072,622.05 25.81B Aa/AA/AA 23 32,993,467.20 35.37C A/A/A 14 20,296,860.53 21.77D Baa/BBB/BBB 1 1,064,497.84 1.13E Non-investment grade 0 0.00 0.00F Certificate of deposit 62 14,829,713.04 15.92G Not rated 0 0.00 0.00Total 114 $93,257,160.67 100%Effective credit rating % of
port.
Value on
Issues 01/31/2025 ($)
Bond Maturity Schedule
Effective maturity schedule
2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 2036 2036 + Other 0 1020304050
44.5%
28.3%
9.2%
2.6%
15.3%
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
Cash, mutual funds and some preferred securities are not included.$ Millions Includes all fixed income securities in the selected portfolio. Average yields and durations exclude Structured Product, Pass-Through, Perpetual Preferred, and Foreign securities.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 4 of 36 Consolidated report prepared for City of Glendora
Portfolio Holdingsas of January 31, 2025Summary of Portfolio Holdings Unrealized
Cost basis ($) gain/loss (%)
Est. annual
income ($)
Unrealized
gain/loss ($)
Value on
01/31/2025 ($)
Current
yield (%)
% of
portfolio
A Cash 21,978,418 21,978,418 0 0.00% 442,905 2.02% 19.07% Cash 21,978,418 21,978,418 0 0.00% 442,905 2.02% 19.07% US 21,978,418 21,978,418 0 0.00% 442,905 2.02% 19.07%
B Fixed Income 93,805,403* 93,257,161 -1,554,282* -1.66%* 1,740,132 1.87% 80.93% US 93,805,403* 93,257,161 -1,554,282* -1.66%* 1,740,132 1.87% 80.93% US Fixed Income 15,021,956 14,829,713 -192,243 -1.28% 329,262 2.22% 12.88% Government 51,466,277* 51,561,920 -910,397* -1.77%* 834,960 1.62% 44.74% Corporate IG Credit 27,317,169 26,865,528 -451,641 -1.65% 575,910 2.14% 23.31% C Equity 0 0 0 0.00% NA NA 0.00%D Commodities 0 0 0 0.00% NA NA 0.00%E Non-Traditional 0 0 0 0.00% NA NA 0.00%F Other 0 0 0 0.00% NA NA 0.00%Total Portfolio $115,783,821* $115,235,579 -$1,554,282* -1.34%* $2,183,038 1.89% 100% Balanced mutual funds and Insurance & Annuity products are allocated in the 'Other' category B
A
* Total Cost Basis and/or Unrealized G/L values marked with an asterisk (*) are incomplete due to missing cost basis information.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 5 of 36 Consolidated report prepared for City of Glendora
Portfolio Holdingsas of January 31, 2025 (continued)
Details of Portfolio Holdings
% of
asset
class
Est. annual
Cost basis ($) income ($)
Unrealized
gain/loss
(%)
Unrealized
Market value ($) gain/loss ($)
Current
yield (%)
Total Portfolio $115,783,821* $115,235,579 -$1,554,282* -1.34%* $2,183,038 1.89% 100% 100% % of
portfolio
Unrealized
gain/loss ($)
Unrealized
gain/loss
Quantity (%)
Current
Cost basis ($) yield (%)
Est. annual
income ($)
Purchase
price ($) / Cash Avg Price Market value ($)
Price on
01/31/2025
($)
% of
Cash
% of
portfolio
Cash
US
Outside ASSET(1) 1.00 8,228,571.21 8,228,571.21 0.00 0.00% NA NA 37.44% 7.14%[Outside Account @SXXXX279]
1.00 Outside ASSET(1) 1.00 3,294,709.58 3,294,709.58 0.00 0.00% NA NA 14.99% 2.86%[Outside Account @SXXXX283]
1.00 UBS INSURED SWEEP 143,977.52 1.00 143,977.52 143,977.52 0.00 0.00% 143.98 0.10% 0.12%PROGRAM
1.00 0.66%
10,417,915.5 1.00 442,761.41
9 UBS SELECT TREASURY 10,417,915.59 10,417,915.59 0.00 0.00% 4.25% 9.04%INSTITUTIONAL FUND
1.00 47.40%
USD CASH -106,755.78 1.00 1.00 -106,755.78 -106,755.78 0.00 0.00% NA NA -0.49% -0.09% Total US $21,978,418 $21,978,418 $0 0.00% $442,905 2.02% 100% 19.07% Total Cash $21,978,418 $21,978,418 $0 0.00% $442,905 2.02% 100% 19.07% Total Cash $21,978,418 $21,978,418 $0 0.00% $442,905 2.02% 100% 19.07%(1)Assets held at other financial institutions are included in this report. We have not verified, and are not responsible for, the accuracy or completeness of this information.* Total Cost Basis and/or Unrealized G/L values marked with an asterisk (*) are incomplete due to missing cost basis information.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 6 of 36 Consolidated report prepared for City of Glendora
Portfolio Holdingsas of January 31, 2025 (continued)
Unrealized
gain/loss ($)
Unrealized
gain/loss
Quantity (%)
Current
Cost basis ($) yield (%)
Est. annual
income ($)
Purchase
price ($) /
Avg Price Market value ($)
Amort/Accr.($)
as of
Fixed Income 01/31/2025
Price on
01/31/2025
($)
% of
Fixed
Income
% of
portfolio
US
US Fixed Income
AFFINITY PLUS MN US RT 245,000.00 100.00 245,000.00 247,509.27 0.00 2,509.27 1.02% 12,372.50 5.00% 0.21%05.0500% MAT 03/20/26LICU SHARE CERTIFICATE 100.87 0.27%
ALLY BK UT US RT 245,000.00 100.00 245,000.00 243,317.42 0.00 -1,682.58 -0.69% 8,697.50 3.57% 0.21%03.5500% MAT 06/30/26FIXED RATE CD
99.00 0.26%
AMER EXPRESS NATL UT US 245,000.00 98.05 240,222.50 241,406.99 0.00 1,184.49 0.49% 8,820.00 3.65% 0.21%RT 03.6000% MAT 09/25/29FIXED RATE CD
97.27 0.26%
AMERICAN COMM BK GA 245,000.00 100.00 245,000.00 239,036.36 0.00 -5,963.64 -2.43% 980.00 0.41% 0.21%US RT 00.4000% MAT09/22/25 FIXED RATE CD
97.56 0.26%
ARBOR FINL CREDIT MI US 245,000.00 100.00 245,000.00 247,221.08 0.00 2,221.08 0.91% 12,250.00 4.96% 0.21%RT 05.0000% MAT 04/03/28FIXED RATE CD 100.52 0.27%
BANK3 TENNESSEE TN US RT 245,000.00 100.00 245,000.00 239,613.15 0.00 -5,386.85 -2.20% 980.00 0.41% 0.21%00.4000% MAT 08/28/25FIXED RATE CD
97.80 0.26%
BANKUNITED NA FLOR FL US 245,000.00 100.00 245,000.00 235,805.15 0.00 -9,194.85 -3.75% 2,327.50 0.99% 0.20%RT 00.9500% MAT 03/31/26FIXED RATE CD
96.25 0.25%
BELL ST B&T ND US RT 245,000.00 100.00 245,000.00 244,538.26 0.00 -461.74 -0.19% 3,920.00 1.60% 0.21%01.6000% MAT 02/27/25FIXED RATE CD
99.79 0.26%
BK HAPOALIM BM NY US RT 245,000.00 100.00 245,000.00 237,379.90 0.00 -7,620.10 -3.11% 1,225.00 0.52% 0.21%00.5000% MAT 12/15/25FIXED RATE CD
96.82 0.25%
BMO HARRIS BK NA IL US RT 245,000.00 100.00 245,000.00 235,972.82 0.00 -9,027.18 -3.68% 1,960.00 0.83% 0.20%00.8000% MAT 03/18/26FIXED RATE CD
96.22 0.25%
BMW BANK NORTH AME UT 245,000.00 100.00 245,009.40 246,246.55 -304.49 1,237.15 0.50% 4,410.00 1.79% 0.21%US RT 01.8000% MAT03/04/25 FIXED RATE CD
99.77 0.26%
CAPITAL ONE BK USA VA US 245,000.00 100.00 245,000.00 232,226.30 0.00 -12,773.70 -5.21% 2,817.50 1.21% 0.20%RT 01.1500% MAT 11/24/26FIXED RATE CD
94.57 0.25%
(1)Assets held at other financial institutions are included in this report. We have not verified, and are not responsible for, the accuracy or completeness of this information.* Total Cost Basis and/or Unrealized G/L values marked with an asterisk (*) are incomplete due to missing cost basis information.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 7 of 36 Consolidated report prepared for City of Glendora
Portfolio Holdingsas of January 31, 2025 (continued)
Unrealized
gain/loss ($)
Unrealized
gain/loss
Quantity (%)
Current
Cost basis ($) yield (%)
Est. annual
income ($)
Purchase
price ($) /
Avg Price Market value ($)
Amort/Accr.($)
as of
Fixed Income 01/31/2025
Price on
01/31/2025
($)
% of
Fixed
Income
% of
portfolio
US
US Fixed Income
CAPITAL ONE NA VA US RT 245,000.00 100.00 245,000.00 232,226.30 0.00 -12,773.70 -5.21% 2,817.50 1.21% 0.20%01.1500% MAT 11/24/26FIXED RATE CD
94.57 0.25%
CENTERSTATE BK NA FL US 245,000.00 100.00 245,000.00 243,622.60 0.00 -1,377.40 -0.56% 2,450.00 1.01% 0.21%RT 01.0000% MAT 04/30/25FIXED RATE CD
99.18 0.26%
CFG COMMUNITY BANK 245,000.00 100.00 245,000.00 248,219.53 0.00 3,219.53 1.31% 9,310.00 3.75% 0.22%MD US RT 03.8000% MAT03/11/26 FIXED RATE CD
99.51 0.27%
CHAMBERS BANK AK US RT 108,000.00 100.00 108,000.00 105,540.43 0.00 -2,459.57 -2.28% 378.00 0.36% 0.09%00.3500% MAT 09/22/25FIXED RATE CD
97.60 0.11%
CIBC BANK ILLINOIS IL US RT 245,000.00 100.00 245,000.00 251,309.05 0.00 6,309.05 2.58% 12,250.00 4.87% 0.22%05.0000% MAT 03/24/26FIXED RATE CD 100.81 0.27%
CITADEL FED CREDIT PA US 245,000.00 100.00 245,000.00 244,549.40 0.00 -450.60 -0.18% 4,042.50 1.65% 0.21%RT 01.6500% MAT 02/27/25CREDIT UNION SHARE CERT
99.80 0.26%
COMMUNITY BK TN US RT 245,000.00 100.00 245,000.00 239,667.52 0.00 -5,332.48 -2.18% 980.00 0.41% 0.21%00.4000% MAT 08/26/25FIXED RATE CD
97.82 0.26%
CY-FAIR FED CREDIT TX US 245,000.00 100.00 245,000.00 246,418.18 0.00 1,418.18 0.58% 12,985.00 5.27% 0.21%RT 05.3000% MAT 07/14/28FIXED RATE CD 100.33 0.26%
DISCOVER BANK DE US RT 245,000.00 100.00 245,000.00 240,666.35 0.00 -4,333.65 -1.77% 7,840.00 3.26% 0.21%03.2000% MAT 05/24/27FIXED RATE CD
97.64 0.26%
EAGLEMARK SVGS BK NV 245,000.00 100.19 245,471.78 235,921.27 -631.32 -9,550.51 -3.89% 4,900.00 2.08% 0.20%US RT 02.0000% MAT03/02/27 FIXED RATE CD
95.47 0.25%
EATON CMNTY BK MI US RT 245,000.00 99.90 244,755.00 245,900.06 0.00 1,145.06 0.47% 12,495.00 5.08% 0.21%05.1000% MAT 03/08/29FIXED RATE CD 100.05 0.26%
ENCORE BANK AR US RT 245,000.00 100.00 245,000.00 242,584.47 0.00 -2,415.53 -0.99% 1,960.00 0.81% 0.21%00.8000% MAT 05/15/25FIXED RATE CD
98.98 0.26%
(1)Assets held at other financial institutions are included in this report. We have not verified, and are not responsible for, the accuracy or completeness of this information.* Total Cost Basis and/or Unrealized G/L values marked with an asterisk (*) are incomplete due to missing cost basis information.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 8 of 36 Consolidated report prepared for City of Glendora
Portfolio Holdingsas of January 31, 2025 (continued)
Unrealized
gain/loss ($)
Unrealized
gain/loss
Quantity (%)
Current
Cost basis ($) yield (%)
Est. annual
income ($)
Purchase
price ($) /
Avg Price Market value ($)
Amort/Accr.($)
as of
Fixed Income 01/31/2025
Price on
01/31/2025
($)
% of
Fixed
Income
% of
portfolio
US
US Fixed Income
ENERBANK UT US RT 245,000.00 100.00 245,000.00 241,725.26 0.00 -3,274.74 -1.34% 1,592.50 0.66% 0.21%00.6500% MAT 06/19/25FIXED RATE CD
98.64 0.26%
ESSENTIAL FED CRED LA US 245,000.00 100.00 245,000.00 247,824.92 0.00 2,824.92 1.15% 11,515.00 4.65% 0.22%RT 04.7000% MAT 06/15/27LICU SHARE CERTIFICATE 100.95 0.27%
FIRST CAROLINA BK NC US 245,000.00 100.00 245,000.00 241,531.34 0.00 -3,468.66 -1.42% 1,470.00 0.61% 0.21%RT 00.6000% MAT 06/26/25FIXED RATE CD
98.58 0.26%
FIRST GTY BK HAMMO LA 219,000.00 100.00 219,000.00 219,853.95 0.00 853.95 0.39% 9,526.50 4.33% 0.19%US RT 04.3500% MAT11/06/28 FIXED RATE CD
99.37 0.24%
FLAGSTAR BANK, FSB MI US 245,000.00 100.00 245,000.00 243,683.21 0.00 -1,316.79 -0.54% 2,572.50 1.06% 0.21%RT 01.0500% MAT 04/30/25FIXED RATE CD
99.20 0.26%
GREAT STHN BK MO US RT 245,000.00 100.00 245,000.00 245,337.16 0.00 337.16 0.14% 11,025.00 4.49% 0.21%04.5000% MAT 10/20/25FIXED RATE CD 100.00 0.26%
GREENSTATE CREDIT IA US 245,000.00 100.00 245,000.00 235,641.20 0.00 -9,358.80 -3.82% 2,327.50 0.99% 0.20%RT 00.9500% MAT 04/16/26FIXED RATE CD
96.10 0.25%
HOME LN INVT BK RI US RT 245,000.00 100.00 245,000.00 239,685.65 0.00 -5,314.35 -2.17% 980.00 0.41% 0.21%00.4000% MAT 08/29/25FIXED RATE CD
97.80 0.26%
HORIZON BK NE US RT 245,000.00 100.00 245,000.00 243,593.67 0.00 -1,406.33 -0.57% 3,185.00 1.31% 0.21%01.3000% MAT 04/15/25FIXED RATE CD
99.37 0.26%
JPMORGAN CHASE BK OH 245,000.00 100.00 245,000.00 239,938.03 0.00 -5,061.97 -2.07% 1,715.00 0.71% 0.21%US RT 00.7000% MAT09/30/25 FIXED RATE CD
97.70 0.26%
LAFAYETTE FED CRED MD 245,000.00 100.00 245,000.00 239,669.94 0.00 -5,330.06 -2.18% 7,962.50 3.32% 0.21%US RT 03.2500% MAT06/15/27 LICU SHARECERTIFICATE
97.68 0.26%
(1)Assets held at other financial institutions are included in this report. We have not verified, and are not responsible for, the accuracy or completeness of this information.* Total Cost Basis and/or Unrealized G/L values marked with an asterisk (*) are incomplete due to missing cost basis information.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 9 of 36 Consolidated report prepared for City of Glendora
Portfolio Holdingsas of January 31, 2025 (continued)
Unrealized
gain/loss ($)
Unrealized
gain/loss
Quantity (%)
Current
Cost basis ($) yield (%)
Est. annual
income ($)
Purchase
price ($) /
Avg Price Market value ($)
Amort/Accr.($)
as of
Fixed Income 01/31/2025
Price on
01/31/2025
($)
% of
Fixed
Income
% of
portfolio
US
US Fixed Income
LIVE OAK BKG CO NC US RT 245,000.00 100.00 245,000.00 232,533.80 0.00 -12,466.20 -5.09% 1,960.00 0.84% 0.20%00.8000% MAT 08/13/26FIXED RATE CD
94.85 0.25%
MEDALLION BK UT US RT 245,000.00 100.00 245,000.00 240,544.69 0.00 -4,455.31 -1.82% 1,347.50 0.56% 0.21%00.5500% MAT 07/30/25FIXED RATE CD
98.18 0.26%
METRO CREDIT UNION MA 245,000.00 100.00 245,000.00 232,837.53 0.00 -12,162.47 -4.96% 4,165.00 1.79% 0.20%US RT 01.7000% MAT02/18/27 LICU SHARECERTIFICATE
94.90 0.25%
MORGAN STANLEY BK UT 245,000.00 100.00 245,000.00 250,089.09 0.00 5,089.09 2.08% 10,412.50 4.16% 0.22%US RT 04.2500% MAT02/02/26 FIXED RATE CD
99.96 0.27%
MORTON CMNTY BK IL US 245,000.00 100.00 245,000.00 241,721.23 0.00 -3,278.77 -1.34% 1,470.00 0.61% 0.21%RT 00.6000% MAT 06/19/25FIXED RATE CD
98.64 0.26%
NEW ORLEANS FIREME LA 245,000.00 100.00 245,000.00 251,430.71 0.00 6,430.71 2.62% 12,250.00 4.87% 0.22%US RT 05.0000% MAT07/17/28 FIXED RATE CD 102.43 0.27%
NEW YORK CMNTY BK NY 245,000.00 100.00 245,000.00 233,236.01 0.00 -11,763.99 -4.80% 1,715.00 0.74% 0.20%US RT 00.7000% MAT07/01/26 FIXED RATE CD
95.14 0.25%
PACIFIC CREST SVGS WA US 245,000.00 100.00 245,000.00 243,155.85 0.00 -1,844.15 -0.75% 2,940.00 1.21% 0.21%RT 01.2000% MAT 04/30/25FIXED RATE CD
99.24 0.26%
PACIFIC WSTN BK CA US RT 245,000.00 100.00 245,000.00 244,448.15 0.00 -551.85 -0.23% 3,307.50 1.35% 0.21%01.3500% MAT 04/16/25FIXED RATE CD
99.38 0.26%
PENTAGON FED CREDI VA 245,000.00 100.00 245,000.00 232,675.39 0.00 -12,324.61 -5.03% 4,165.00 1.79% 0.20%US RT 01.7000% MAT02/18/27 CREDIT UNIONSHARE CERT
94.91 0.25%
SALLIE MAE BANK UT US RT 245,000.00 99.80 244,510.00 244,781.48 0.00 271.48 0.11% 9,922.50 4.05% 0.21%04.0500% MAT 11/21/29FIXED RATE CD
99.12 0.26%
(1)Assets held at other financial institutions are included in this report. We have not verified, and are not responsible for, the accuracy or completeness of this information.* Total Cost Basis and/or Unrealized G/L values marked with an asterisk (*) are incomplete due to missing cost basis information.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 10 of 36 Consolidated report prepared for City of Glendora
Portfolio Holdingsas of January 31, 2025 (continued)
Unrealized
gain/loss ($)
Unrealized
gain/loss
Quantity (%)
Current
Cost basis ($) yield (%)
Est. annual
income ($)
Purchase
price ($) /
Avg Price Market value ($)
Amort/Accr.($)
as of
Fixed Income 01/31/2025
Price on
01/31/2025
($)
% of
Fixed
Income
% of
portfolio
US
US Fixed Income
SAN FRANCISCO FED CA US 245,000.00 100.00 245,000.00 243,777.58 0.00 -1,222.42 -0.50% 2,695.00 1.11% 0.21%RT 01.1000% MAT 03/27/25LICU SHARE CERTIFICATE
99.49 0.26%
SAVOY BK NY US RT 245,000.00 100.00 245,000.00 242,641.76 0.00 -2,358.24 -0.96% 1,960.00 0.81% 0.21%00.8000% MAT 05/13/25FIXED RATE CD
99.00 0.26%
SOMERSET TRUST CO PA US 245,000.00 100.00 245,000.00 243,973.15 0.00 -1,026.85 -0.42% 2,450.00 1.00% 0.21%RT 01.0000% MAT 03/19/25FIXED RATE CD
99.55 0.26%
STAR FINL BK IN US RT 245,000.00 100.00 245,000.00 245,108.81 0.00 108.81 0.04% 11,270.00 4.60% 0.21%04.6000% MAT 08/27/29FIXED RATE CD
99.99 0.26%
STATE BANK OF INDI NY US 245,000.00 100.00 245,000.00 236,664.16 0.00 -8,335.84 -3.40% 2,205.00 0.93% 0.21%RT 00.9000% MAT 03/25/26FIXED RATE CD
96.28 0.25%
STATE BK IL US RT 245,000.00 100.00 245,000.00 245,189.56 0.00 189.56 0.08% 10,045.00 4.10% 0.21%04.1000% MAT 11/26/29FIXED RATE CD
99.34 0.26%
STOCKMAN BK MT US RT 245,000.00 100.00 245,000.00 242,347.82 0.00 -2,652.18 -1.08% 1,470.00 0.61% 0.21%00.6000% MAT 06/10/25FIXED RATE CD
98.83 0.26%
SYNCHRONY BANK UT US 245,000.00 100.00 245,000.00 245,873.11 0.00 873.11 0.36% 4,900.00 1.99% 0.21%RT 02.0000% MAT 03/25/25FIXED RATE CD
99.66 0.26%
TECHNOLOGY CREDIT CA 245,000.00 100.00 245,000.00 248,042.80 0.00 3,042.80 1.24% 12,250.00 4.94% 0.22%US RT 05.0000% MAT03/23/26 CREDIT UNIONSHARE CERT 100.83 0.27%
TEXAS EXCHANGE BK TX US 245,000.00 100.00 245,000.00 238,324.12 0.00 -6,675.88 -2.72% 1,470.00 0.62% 0.21%RT 00.6000% MAT 10/23/25FIXED RATE CD
97.26 0.26%
TOYOTA FINL SVG BK NV US 245,000.00 100.00 245,000.00 235,881.20 0.00 -9,118.80 -3.72% 2,205.00 0.93% 0.20%RT 00.9000% MAT 04/22/26FIXED RATE CD
96.03 0.25%
(1)Assets held at other financial institutions are included in this report. We have not verified, and are not responsible for, the accuracy or completeness of this information.* Total Cost Basis and/or Unrealized G/L values marked with an asterisk (*) are incomplete due to missing cost basis information.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 11 of 36 Consolidated report prepared for City of Glendora
Portfolio Holdingsas of January 31, 2025 (continued)
Unrealized
gain/loss ($)
Unrealized
gain/loss
Quantity (%)
Current
Cost basis ($) yield (%)
Est. annual
income ($)
Purchase
price ($) /
Avg Price Market value ($)
Amort/Accr.($)
as of
Fixed Income 01/31/2025
Price on
01/31/2025
($)
% of
Fixed
Income
% of
portfolio
US
US Fixed Income
UBS BANK UT US RT 245,000.00 100.00 245,000.00 233,903.78 0.00 -11,096.22 -4.53% 2,082.50 0.89% 0.20%00.8500% MAT 06/16/26FIXED RATE CD
95.44 0.25%
USALLIANCE FED CRE NY US 245,000.00 100.00 245,000.00 239,181.75 0.00 -5,818.25 -2.37% 1,225.00 0.51% 0.21%RT 00.5000% MAT 09/29/25FIXED RATE CD
97.58 0.26%
VALLEYSTAR CR UN M VA 245,000.00 100.00 245,000.00 247,370.83 0.00 2,370.83 0.97% 12,250.00 4.95% 0.21%US RT 05.0000% MAT03/20/26 LICU SHARECERTIFICATE 100.82 0.27%
WELLS FARGO BK NA SD US 245,000.00 100.00 244,987.75 244,306.21 0.00 -681.54 -0.28% 10,045.00 4.11% 0.21%RT 04.1000% MAT 02/06/29FIXED RATE CD
99.44 0.26%
WORKERS CREDIT UNI MA 245,000.00 100.00 245,000.00 244,289.73 0.00 -710.27 -0.29% 10,045.00 4.11% 0.21%US RT 04.1000% MAT11/22/27 LICU SHARECERTIFICATE
99.61 0.26%
Total US Fixed Income $15,021,956 $14,829,713 -$935.81 -$192,243 -1.28% $329,262 2.22% 15.90% 12.88%Government FFCB BOND 00.600 % DUE 2,000,000.00 100.00 2,000,000.00 1,973,240.00 0.00 -26,760.00 -1.34% 12,000.00 0.61% 1.71%061625 DTD 061621 FC12162021
98.59 2.12%
FFCB BOND 00.600 % DUE 2,000,000.00 100.00 2,000,000.00 1,944,593.33 0.00 -55,406.67 -2.77% 12,000.00 0.62% 1.69%112425 DTD 112420 FC05242021
97.12 2.09%
FFCB BOND 00.610 % DUE 2,000,000.00 100.00 2,000,000.00 1,979,044.44 0.00 -20,955.56 -1.05% 12,200.00 0.62% 1.72%052325 DTD 082321 FC11232021
98.84 2.12%
FFCB BOND 00.660 % DUE 2,000,000.00 100.00 2,000,000.00 1,961,266.67 0.00 -38,733.33 -1.94% 13,200.00 0.67% 1.70%091525 DTD 091521 FC03152022
97.81 2.10%
FFCB BOND 00.680 % DUE 2,000,000.00 100.00 2,000,000.00 1,981,300.00 0.00 -18,700.00 -0.94% 13,600.00 0.69% 1.72%051925 DTD 051921 FC11192021
98.93 2.12%
(1)Assets held at other financial institutions are included in this report. We have not verified, and are not responsible for, the accuracy or completeness of this information.* Total Cost Basis and/or Unrealized G/L values marked with an asterisk (*) are incomplete due to missing cost basis information.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 12 of 36 Consolidated report prepared for City of Glendora
Portfolio Holdingsas of January 31, 2025 (continued)
Unrealized
gain/loss ($)
Unrealized
gain/loss
Quantity (%)
Current
Cost basis ($) yield (%)
Est. annual
income ($)
Purchase
price ($) /
Avg Price Market value ($)
Amort/Accr.($)
as of
Fixed Income 01/31/2025
Price on
01/31/2025
($)
% of
Fixed
Income
% of
portfolio
US
Government
FFCB BOND 00.710 % DUE 2,000,000.00 100.00 2,000,000.00 1,988,604.44 0.00 -11,395.56 -0.57% 14,200.00 0.71% 1.73%042125 DTD 042121 FC10212021
99.23 2.13%
FFCB BOND 01.840 % DUE 2,000,000.00 100.00 2,000,000.00 1,902,691.11 0.00 -97,308.89 -4.87% 36,800.00 1.93% 1.65%012627 DTD 012622 FC07262022
95.11 2.04%
FFCB BOND 04.620 % DUE 1,500,000.00 99.92 1,498,850.25 1,517,655.00 0.00 18,804.75 1.25% 69,300.00 4.57% 1.32%100129 DTD 100124 FC04012025
99.64 1.63%
FFCB NTS 00.940 % DUE 2,000,000.00 100.00 2,000,000.00 1,899,643.33 0.00 -100,356.67 -5.02% 18,800.00 0.99% 1.65%092826 DTD 092821 FC03282022
94.66 2.04%
FHLB BOND 00.625 % DUE 2,000,000.00 100.00 2,000,000.00 1,971,401.67 0.00 -28,598.33 -1.43% 12,500.00 0.63% 1.71%063025 DTD 063021 FC12302021
98.52 2.11%
FHLB BOND 01.050 % DUE 1,000,000.00 96.84 968,385.25 957,060.00 0.00 -11,325.25 -1.17% 10,500.00 1.10% 0.83%081326 DTD 081321 FC02132022
95.22 1.03%
FHLB BOND 01.780 % DUE 2,000,000.00 100.00 2,000,000.00 1,919,170.00 0.00 -80,830.00 -4.04% 35,600.00 1.85% 1.67%021027 DTD 021022 FC08102022
95.11 2.06%
FHLB BOND 02.010 % DUE 3,215,000.00 95.65 3,075,098.40 3,097,170.25 0.00 22,071.85 0.72% 64,621.50 2.09% 2.69%022527 DTD 022522 FC08252022
95.46 3.32%
FHLB BOND STEP-UP 2,000,000.00 100.00 2,000,000.00 1,940,286.67 0.00 -59,713.33 -2.99% 20,000.00 1.03% 1.68%1.0000% DUE 063026 DTD063021 FC 12302021
96.93 2.08%
FHLB NTS 1.0500% DUE 2,000,000.00 100.00 2,000,000.00 1,935,760.00 0.00 -64,240.00 -3.21% 21,000.00 1.08% 1.68%033026 DTD 033021 FC09302021
96.44 2.08%
FHLB NTS 1.1500% DUE 2,000,000.00 100.00 2,000,000.00 1,916,522.78 0.00 -83,477.22 -4.17% 23,000.00 1.20% 1.66%082626 DTD 082621 FC02262022
95.33 2.06%
FHLB NTS 1.5000% DUE 2,000,000.00 100.00 2,000,000.00 1,926,920.00 0.00 -73,080.00 -3.65% 30,000.00 1.56% 1.67%063026 DTD 063021 FC12302021
96.22 2.07%
(1)Assets held at other financial institutions are included in this report. We have not verified, and are not responsible for, the accuracy or completeness of this information.* Total Cost Basis and/or Unrealized G/L values marked with an asterisk (*) are incomplete due to missing cost basis information.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 13 of 36 Consolidated report prepared for City of Glendora
Portfolio Holdingsas of January 31, 2025 (continued)
Unrealized
gain/loss ($)
Unrealized
gain/loss
Quantity (%)
Current
Cost basis ($) yield (%)
Est. annual
income ($)
Purchase
price ($) /
Avg Price Market value ($)
Amort/Accr.($)
as of
Fixed Income 01/31/2025
Price on
01/31/2025
($)
% of
Fixed
Income
% of
portfolio
US
Government
FHLB NTS 04.625 % DUE 1,000,000.00 99.76 997,555.25 1,012,218.06 0.00 14,662.81 1.47% 46,250.00 4.57% 0.88%101529 DTD 101524 FC04152025
99.86 1.09%
FHLMC MED TERM NTS 1,000,000.00 99.85 998,500.00 982,581.11 0.00 -15,918.89 -1.59% 5,000.00 0.51% 0.85%00.500 % DUE 072325 DTD072320 FC 01232021
98.25 1.05%
FHLMC MED TERM NTS 2,000,000.00 100.00 2,000,000.00 1,979,215.00 0.00 -20,785.00 -1.04% 14,600.00 0.74% 1.72%00.730 % DUE 052825 DTD052820 FC 11282020
98.83 2.12%
FHLMC NTS 05.150 % DUE 1,000,000.00 100.07 1,000,700.16 1,019,778.33 -55.47 19,078.17 1.91% 51,500.00 5.05% 0.88%082729 DTD 083024 FC02272025
99.83 1.09%
FNMA NTS 00.500 % DUE 1,000,000.00 100.00 999,950.00 982,109.44 0.00 -17,840.56 -1.78% 5,000.00 0.51% 0.85%081425 DTD 081420 FC02142021
97.98 1.05%
FNMA NTS 00.540 % DUE 2,000,000.00 100.00 2,000,000.00 1,950,360.00 0.00 -49,640.00 -2.48% 10,800.00 0.55% 1.69%102725 DTD 102720 FC04272021
97.38 2.09%
FNMA NTS 00.560 % DUE 2,000,000.00 100.00 2,000,000.00 1,945,622.22 0.00 -54,377.78 -2.72% 11,200.00 0.58% 1.69%111725 DTD 111720 FC05172021
97.17 2.09%
FNMA NTS 04.125 % DUE 988,000.00 99.59 983,948.13 1,003,341.17 0.00 19,393.04 1.97% 40,755.00 4.06% 0.87%082825 DTD 083022 FC02282023
99.83 1.08%
FNMA NTS 05.050 % DUE 1,000,000.00 - - 1,006,039.72 0.00 - - 50,500.00 5.02% 0.87%062629 DTD 062824 FC12262024 100.11 1.08%
INTL FIN CORP NTS 00.500 2,000,000.00 100.00 2,000,000.00 1,944,791.11 0.00 -55,208.89 -2.76% 10,000.00 0.51% 1.69%% DUE 051526 DTD 052821FC 11152021
97.13 2.09%
US TSY NOTE 01.125 % DUE 1,000,000.00 98.21 982,052.13 951,099.12 0.00 -30,953.01 -3.15% 11,250.00 1.18% 0.83%10/31/26 DTD 10/31/21 FC04/30/22
94.82 1.02%
US TSY NOTE 03.875 % DUE 1,500,000.00 99.38 1,490,677.13 1,477,320.41 0.00 -13,356.72 -0.90% 58,125.00 3.93% 1.28%11/30/29 DTD 11/30/22 FC05/31/23
97.83 1.58%
(1)Assets held at other financial institutions are included in this report. We have not verified, and are not responsible for, the accuracy or completeness of this information.* Total Cost Basis and/or Unrealized G/L values marked with an asterisk (*) are incomplete due to missing cost basis information.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 14 of 36 Consolidated report prepared for City of Glendora
Portfolio Holdingsas of January 31, 2025 (continued)
Unrealized
gain/loss ($)
Unrealized
gain/loss
Quantity (%)
Current
Cost basis ($) yield (%)
Est. annual
income ($)
Purchase
price ($) /
Avg Price Market value ($)
Amort/Accr.($)
as of
Fixed Income 01/31/2025
Price on
01/31/2025
($)
% of
Fixed
Income
% of
portfolio
US
Government
US TSY NOTE 03.875 % DUE 1,017,000.00 97.76 994,218.09 997,848.23 0.00 3,630.14 0.37% 39,408.75 3.95% 0.87%12/31/29 DTD 12/31/22 FC06/30/23
97.79 1.07%
US TSY NOTE 04.000 % DUE 500,000.00 98.51 492,571.66 497,092.87 0.00 4,521.21 0.92% 20,000.00 4.02% 0.43%10/31/29 DTD 10/31/22 FC04/30/23
98.40 0.53%
US TSY NOTE 04.125 % DUE 1,000,000.00 98.38 983,770.88 1,000,173.43 0.00 16,402.55 1.67% 41,250.00 4.12% 0.87%10/31/29 DTD 10/31/24 FC04/30/25
98.97 1.07%
Total Government $51,466,277* $51,561,920 -$55.47 -$910,397* -1.77%* $834,960 1.62% 55.29% 44.74%Corporate IG Credit ACCENTURE CAPITAL INC 1,000,000.00 97.76 977,635.25 986,432.50 0.00 8,797.25 0.90% 40,500.00 4.11% 0.86%04.050% 100429DTD100424 FC040425CALL@MW+10BP
97.33 1.06%
AMAZON COM INC NTS B/E 1,000,000.00 100.03 1,000,334.58 989,288.89 -4,488.14 -11,045.69 -1.10% 8,000.00 0.81% 0.86%00.800% 060325DTD060320CALL@MW+10BP
98.80 1.06%
AMEREN ILL CO NTS B/E 1,500,000.00 99.67 1,494,995.25 1,469,298.33 0.00 -25,696.92 -1.72% 57,000.00 3.88% 1.28%03.800% 051528DTD052218 FC111518CALL@MW+15BP
97.15 1.58%
CATERPILLAR FINL SERVICE 2,026,000.00 100.22 2,030,410.22 2,015,406.27 -66,035.28 -15,003.95 -0.74% 29,377.00 1.46% 1.75%01.450% 051525DTD051520 FC111520CALL@MW+20BP
99.17 2.16%
CHARLES SCHWAB CORP 470,000.00 94.17 442,604.25 444,262.41 0.00 1,658.16 0.37% 15,275.00 3.44% 0.39%B/E 03.250% 052229DTD052219 FC112219
93.90 0.48%
CHARLES SCHWAB CORP 2,000,000.00 99.49 1,989,860.00 1,927,940.00 0.00 -61,920.00 -3.11% 18,000.00 0.93% 1.67%NTS 00.900% 031126DTD121120 FC031121CALL@MW+10BP
96.05 2.07%
(1)Assets held at other financial institutions are included in this report. We have not verified, and are not responsible for, the accuracy or completeness of this information.* Total Cost Basis and/or Unrealized G/L values marked with an asterisk (*) are incomplete due to missing cost basis information.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 15 of 36 Consolidated report prepared for City of Glendora
Portfolio Holdingsas of January 31, 2025 (continued)
Unrealized
gain/loss ($)
Unrealized
gain/loss
Quantity (%)
Current
Cost basis ($) yield (%)
Est. annual
income ($)
Purchase
price ($) /
Avg Price Market value ($)
Amort/Accr.($)
as of
Fixed Income 01/31/2025
Price on
01/31/2025
($)
% of
Fixed
Income
% of
portfolio
US
Corporate IG Credit
COMCAST CORP NEW B/E 1,000,000.00 101.41 1,014,054.49 1,009,742.50 -105,087.33 -4,311.99 -0.43% 33,750.00 3.34% 0.88%03.375% 081525DTD052715 FC081515CALL@MW+20BP
99.42 1.08%
E I DU PONT DE NEMOURS 2,141,000.00 100.34 2,148,353.16 2,114,484.91 -58,441.52 -33,868.25 -1.58% 36,397.00 1.72% 1.83%01.700% 071525DTD051520 FC011521CALL@MW+25BP
98.69 2.27%
INTEL CORP NTS B/E 1,054,000.00 100.43 1,058,556.50 1,064,497.84 -129,131.38 5,941.34 0.56% 35,836.00 3.37% 0.92%03.400% 032525DTD032520CALL@MW+45BP
99.81 1.14%
JOHN DEERE CPTL CORP 2,000,000.00 100.04 2,000,761.59 1,933,702.22 -3,140.61 -67,059.37 -3.35% 14,000.00 0.72% 1.68%00.700% 011526DTD010721 FC071521 MEDTERM NTS
96.65 2.07%
JPMORGAN CHASE & CO 1,200,000.00 100.00 1,200,000.00 1,145,513.33 0.00 -54,486.67 -4.54% 9,600.00 0.84% 0.99%00.800% 022626DTD022621 FC082621 MEDTERM NTS
95.12 1.23%
MASTERCARD INC NTS B/E 2,000,000.00 100.08 2,001,594.03 2,012,424.44 -81,094.28 10,830.41 0.54% 40,000.00 1.99% 1.75%02.000% 030325DTD120319 FC030320CALL@MW+10BP
99.80 2.16%
MICROSOFT CORP B/E 1,000,000.00 100.07 1,000,713.31 1,012,205.00 -93,716.13 11,491.69 1.15% 27,000.00 2.67% 0.88%02.700% 021225DTD021215 FC081215CALL@MW+12.5BP
99.95 1.09%
MORGAN STANLEY FIN LLC 2,000,000.00 100.00 2,000,000.00 1,888,483.33 0.00 -111,516.67 -5.58% 21,000.00 1.11% 1.64%01.050% 082726DTD082721 FC022722 MEDTERM NTS
93.98 2.03%
PACIFICORP B/E 03.500% 1,000,000.00 97.14 971,415.25 947,812.22 0.00 -23,603.03 -2.43% 35,000.00 3.69% 0.82%061529 DTD030119FC061519 CALL@MW+15BP
94.33 1.02%
(1)Assets held at other financial institutions are included in this report. We have not verified, and are not responsible for, the accuracy or completeness of this information.* Total Cost Basis and/or Unrealized G/L values marked with an asterisk (*) are incomplete due to missing cost basis information.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 16 of 36 Consolidated report prepared for City of Glendora
Portfolio Holdingsas of January 31, 2025 (continued)
Unrealized
gain/loss ($)
Unrealized
gain/loss
Quantity (%)
Current
Cost basis ($) yield (%)
Est. annual
income ($)
Purchase
price ($) /
Avg Price Market value ($)
Amort/Accr.($)
as of
Fixed Income 01/31/2025
Price on
01/31/2025
($)
% of
Fixed
Income
% of
portfolio
US
Corporate IG Credit
ST STREET BK & TR CO NTS 500,000.00 99.90 499,490.25 503,818.50 0.00 4,328.25 0.87% 23,910.00 4.75% 0.44%04.782% 112329DTD112524 FC052325 B/E
99.89 0.54%
TARGET CORP NTS B/E 2,000,000.00 100.29 2,005,748.08 2,004,290.00 -126,628.56 -1,458.08 -0.07% 45,000.00 2.25% 1.74%02.250% 041525DTD033120 FC101520CALL@MW+30BP
99.55 2.15%
UNITED HEALTH GROUP INC 2,000,000.00 100.06 2,001,257.20 1,922,155.56 -3,505.49 -79,101.64 -3.95% 23,000.00 1.20% 1.67%01.150% 051526DTD051921 FC111521CALL@MW+07.50BP
95.87 2.06%
UNITED HEALTH GROUP INC 1,000,000.00 98.46 984,595.25 977,334.44 0.00 -7,260.81 -0.74% 40,000.00 4.09% 0.85%04.000% 051529DTD052022 FC111522CALL@MW+20BP
96.89 1.05%
US BANCORP NTS B/E 500,000.00 98.96 494,790.25 496,435.00 0.00 1,644.75 0.33% 23,265.00 4.69% 0.43%04.653% 020129DTD020123 FC080123
99.29 0.53%
Total Corporate IG Credit $27,317,169 $26,865,528 -$671,268.72 -$451,641 -1.65% $575,910 2.14% 28.81% 23.31% Total US $93,805,403* $93,257,161 -$672,260.00 -$1,554,282* -1.66%* $1,740,132 1.87% 100% 80.93% Total Fixed Income $93,805,403* $93,257,161 -$672,260.00 -$1,554,282* -1.66%* $1,740,132 1.87% 100% 80.93%Total Portfolio $115,783,821* $115,235,579 -$1,554,282* -1.34%* $2,183,038 1.89% 100% 100% Unrealized
gain/loss
(%)
Unrealized
gain/loss ($)
% of
asset
class
Est. annual
Cost basis ($) income ($)
Current
Market value ($) yield (%)
% of
portfolio
Total accrued interest (included in market values): $416,721.18(1)Assets held at other financial institutions are included in this report. We have not verified, and are not responsible for, the accuracy or completeness of this information.* Total Cost Basis and/or Unrealized G/L values marked with an asterisk (*) are incomplete due to missing cost basis information.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 17 of 36 Consolidated report prepared for City of Glendora
Bond Holdingsas of January 31, 2025Summary of Bond HoldingsMaturityYear Yield to
maturity (%)
Yield to
worst (%)
Unrealized
Issues gain/loss ($) Mkt. value ($)
Est. annual
income ($)
Adjusted
cost basis ($)
Modified
duration
Current
Quantity yield (%) % of bond portfolio maturing
2025 49 41,932,000 501,515.50 1.21% 4.33% 4.33% 0.40 41,965,171.9 -589,398.41 41,509,281.51
44.57%
2026 30 27,365,000 330,110.00 1.26% 4.53% 4.53% 1.29 27,307,316.17 -1,020,150.82 26,369,826.17
28.31%
2027 10 8,930,000 187,614.00 2.20% 4.34% 4.34% 2.00 8,790,570.18 -248,157.33 8,592,916.50
9.20%
2028 5 2,454,000 104,011.50 4.30% 4.73% 4.63% 2.61 2,448,995.25 -31,065.30 2,434,222.25
2.60%
2029 20 14,457,000 616,881.25 4.34% 4.67% 4.62% 3.82 13,293,349.17 923,808.68 14,350,914.23
15.31%
2030 0 0 N/A N/A N/A2031 0 0 N/A N/A N/A2032 0 0 N/A N/A N/A2033 0 0 N/A N/A N/A2034 0 0 N/A N/A N/A2035 0 0 N/A N/A N/A2036 0 0 N/A N/A N/A2037 0 0 N/A N/A N/A2038 0 0 N/A N/A N/A2039 0 0 N/A N/A N/A2040 0 0 N/A N/A N/A2041 0 0 N/A N/A N/A2042 0 0 N/A N/A N/A2043 0 0 N/A N/A N/A2044 0 0 N/A N/A N/A2045 0 0 N/A N/A N/A2046 0 0 N/A N/A N/A2047 0 0 N/A N/A N/A2048 0 0 N/A N/A N/A2049 0 0 N/A N/A N/A2050 0 0 N/A N/A N/A2050 + 0 0 N/A N/A N/AOther 0 0 N/A N/A N/ATotal 114 95,138,000 $1,740,132.25 1.87% 4.44% 4.43% 1.38 $93,805,402.67 $-964,963.18 $93,257,160.67Includes all fixed-rate securities in the selected portfolio. Average yields and durations exclude Structured Product, Pass-Through, Perpetual Preferred, and Foreign securities.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 18 of 36 Consolidated report prepared for City of Glendora
Bond Holdingsas of January 31, 2025 (continued)
Effective rating/
Underlying rating
(Mdy/Fitch/S&P)
Mkt. value ($)/
Accr. interest ($)
Adjusted
cost basis ($)/
Unreal. g/l ($)
Call date/
Coupon Call price ($)
Modified
duration
YTM (%)/
Quantity YTW (%)
Effective
maturity
% of
bond
port.
Market
price ($)
4.44%4.43%
08/18/2026 N/A 1.38$93,805,402.67 N/A $92,840,439.49
$-964,963.18
95,138,000
1.87% $416,721.18
1.84% $1,740,132.25 100%
$93,257,160.67
Total Bond PortfolioDetails of Bond Holdings
Est. annual
income ($)/
Curr. yield (%)
Maturing 2025
Effective rating/
Underlying rating
(Mdy/Fitch/S&P) Quantity Coupon
Effective
maturity
Call date/
Call price ($)
Est. annual
income ($)/
Curr. yield (%)
YTM (%)/
YTW (%)
Modified
duration
Market
price ($)
Mkt. value ($)/
Accr. interest ($)
% of
bond
port.
Adjusted
cost basis ($)/
Unreal. g/l ($)
1,000,000 1,000,713.31 99.953
12,675.00
2.70%
2.70% -1,183.31
02/12/2025 0.03 999,530.00 1.08%
4.19%
27,000.00 4.19%
NR/NR/NR
MICROSOFT CORP B/E Aaa/WD/AAA02.700% 021225DTD021215 FC081215CALL@MW+12.5BP 245,000 245,000.00 99.794
42.96 1.60%
1.60% -504.70
02/27/2025 0.07 244,495.30 0.26%
4.39%
BELL ST B&T ND US RT 3,920.00 4.39%01.6000% MAT 02/27/25FIXED RATE CD /ND CD
245,000 245,000.00 99.798
44.30 1.65%
1.65% -494.90
02/27/2025 0.07 244,505.10 0.26%
4.39%
CITADEL FED CREDIT PA US 4,042.50 4.39%RT 01.6500% MAT 02/27/25CREDIT UNION SHARE CERT/PA CD
2,000,000 2,001,594.03 99.799
16,444.44
2.00%
2.00% -5,614.03
03/03/2025 02/03/2025 0.09 1,995,980.00 2.15%
4.23%4.23%
100.00
40,000.00
NR/NR/NR
MASTERCARD INC NTS B/E Aa3/NR/A+02.000% 030325DTD120319 FC030320CALL@MW+10BP 245,000 245,009.40 99.774
1,800.25
1.80%
1.80% -563.10
03/04/2025 0.09 244,446.30 0.26%
4.36%
BMW BANK NORTH AME UT 4,410.00 4.36%US RT 01.8000% MAT03/04/25 FIXED RATE CD /UT CD
245,000 245,000.00 99.548
80.55 1.00%
1.00% -1,107.40
03/19/2025 0.13 243,892.60 0.26%
4.53%
SOMERSET TRUST CO PA US 2,450.00 4.53%RT 01.0000% MAT 03/19/25FIXED RATE CD /PA CD
1,054,000 1,058,556.50 99.806
12,542.60
3.40%
3.41% -6,601.26
03/25/2025 02/25/2025 0.15 1,051,955.24 1.13%
4.65%4.65%
100.00
35,836.00
NR/NR/NR
INTEL CORP NTS B/E Baa1/BBB+/BBB03.400% 032525DTD032520CALL@MW+45BP 245,000 245,000.00 99.655
1,718.36
2.00%
2.01% -845.25
03/25/2025 0.14 244,154.75 0.26%
4.36%
SYNCHRONY BANK UT US RT 4,900.00 4.36%02.0000% MAT 03/25/25FIXED RATE CD /UT CD
Includes all fixed-rate securities in the selected portfolio. Average yields and durations exclude Structured Product, Pass-Through, Perpetual Preferred, and Foreign securities.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 19 of 36 Consolidated report prepared for City of Glendora
Bond Holdingsas of January 31, 2025 (continued)Maturing 2025 Effective rating/
Underlying rating
(Mdy/Fitch/S&P) Quantity Coupon
Effective
maturity
Call date/
Call price ($)
Est. annual
income ($)/
Curr. yield (%)
YTM (%)/
YTW (%)
Modified
duration
Market
price ($)
Mkt. value ($)/
Accr. interest ($)
% of
bond
port.
Adjusted
cost basis ($)/
Unreal. g/l ($)
245,000 245,000.00 99.489
29.53 1.10%
1.11% -1,251.95
03/27/2025 0.15 243,748.05 0.26%
4.51%
SAN FRANCISCO FED CA US 2,695.00 4.51%RT 01.1000% MAT 03/27/25LICU SHARE CERTIFICATE/CA CD
245,000 245,000.00 99.369
139.62
1.30%
1.31% -1,545.95
04/15/2025 0.20 243,454.05 0.26%
4.43%
HORIZON BK NE US RT 3,185.00 4.43%01.3000% MAT 04/15/25FIXED RATE CD /NE CD
2,000,000 2,005,748.08 99.552
13,250.00
2.25%
2.26% -14,708.08
04/15/2025 03/15/2025 0.20 1,991,040.00 2.14%
4.42%4.42%
100.00
45,000.00
NR/NR/NR
TARGET CORP NTS B/E A2/A/A02.250% 041525DTD033120 FC101520CALL@MW+30BP 245,000 245,000.00 99.379
969.60
1.35%
1.36% -1,521.45
04/16/2025 0.20 243,478.55 0.26%
4.38%
PACIFIC WSTN BK CA US RT 3,307.50 4.38%01.3500% MAT 04/16/25FIXED RATE CD /CA CD
2,000,000 2,000,000.00 99.233
3,944.44
0.71%
0.72% -15,340.00
04/21/2025 0.22 1,984,660.00 2.14%
4.19%
14,200.00 4.19%
NR/NR/NR
FFCB BOND 00.710 % DUE Aaa/AA+/AA+042125 DTD 042121 FC10212021 245,000 245,000.00 99.183
624.25
1.00%
1.01% -2,001.65
04/30/2025 0.24 242,998.35 0.26%
4.38%
CENTERSTATE BK NA FL US 2,450.00 4.38%RT 01.0000% MAT 04/30/25FIXED RATE CD /FL CD
245,000 245,000.00 99.195
655.46
1.05%
1.06% -1,972.25
04/30/2025 0.24 243,027.75 0.26%
4.37%
FLAGSTAR BANK, FSB MI US 2,572.50 4.37%RT 01.0500% MAT 04/30/25FIXED RATE CD /MI CD
245,000 245,000.00 99.244
8.05 1.20%
1.21% -1,852.20
04/30/2025 0.24 243,147.80 0.26%
4.32%
PACIFIC CREST SVGS WA US 2,940.00 4.32%RT 01.2000% MAT 04/30/25FIXED RATE CD /WA CD
245,000 245,000.00 98.998
96.66 0.80%
0.81% -2,454.90
05/13/2025 0.28 242,545.10 0.26%
4.41%
SAVOY BK NY US RT 1,960.00 4.41%00.8000% MAT 05/13/25FIXED RATE CD /NY CD
2,026,000 2,030,410.22 99.171
6,201.81
1.45%
1.46% -21,205.76
05/15/2025 0.29 2,009,204.46 2.16%
4.34%
29,377.00 4.34%
NR/NR/NR
CATERPILLAR FINL SERVICE A2/A+/A01.450% 051525DTD051520 FC111520CALL@MW+20BP 245,000 245,000.00 98.979
85.92 0.80%
0.81% -2,501.45
05/15/2025 0.28 242,498.55 0.26%
4.41%
ENCORE BANK AR US RT 1,960.00 4.41%00.8000% MAT 05/15/25FIXED RATE CD /AR CD
Includes all fixed-rate securities in the selected portfolio. Average yields and durations exclude Structured Product, Pass-Through, Perpetual Preferred, and Foreign securities.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 20 of 36 Consolidated report prepared for City of Glendora
Bond Holdingsas of January 31, 2025 (continued)Maturing 2025 Effective rating/
Underlying rating
(Mdy/Fitch/S&P) Quantity Coupon
Effective
maturity
Call date/
Call price ($)
Est. annual
income ($)/
Curr. yield (%)
YTM (%)/
YTW (%)
Modified
duration
Market
price ($)
Mkt. value ($)/
Accr. interest ($)
% of
bond
port.
Adjusted
cost basis ($)/
Unreal. g/l ($)
2,000,000 2,000,000.00 98.929
2,720.00
0.68%
0.69% -21,420.00
05/19/2025 0.30 1,978,580.00 2.13%
4.29%
13,600.00 4.29%
NR/NR/NR
FFCB BOND 00.680 % DUE Aaa/AA+/AA+051925 DTD 051921 FC11192021 2,000,000 2,000,000.00 98.837
2,304.44
0.61%
0.62% -23,260.00
05/23/2025 0.31 1,976,740.00 2.13%
4.39%
12,200.00 4.39%
NR/NR/NR
FFCB BOND 00.610 % DUE Aaa/AA+/AA+052325 DTD 082321 FC11232021 2,000,000 2,000,000.00 98.833
2,555.00
0.73%
0.74% -23,340.00
05/28/2025 02/28/2025 0.32 1,976,660.00 2.13%
4.37%4.37%
100.00
14,600.00
NR/NR/NR
FHLMC MED TERM NTS Aaa/AA+/NR00.730 % DUE 052825 DTD052820 FC 11282020 1,000,000 1,000,334.58 98.800
1,288.89
0.80%
0.81% -12,334.58
06/03/2025 05/03/2025 0.33 988,000.00 1.06%
4.39%4.39%
100.00
8,000.00
NR/NR/NR
AMAZON COM INC NTS B/E A1/AA-/AA00.800% 060325DTD060320CALL@MW+10BP 245,000 245,000.00 98.832
209.42
0.60%
0.61% -2,861.60
06/10/2025 0.35 242,138.40 0.26%
3.92%
STOCKMAN BK MT US RT 1,470.00 3.92%00.6000% MAT 06/10/25FIXED RATE CD /MT CD
2,000,000 2,000,000.00 98.587
1,500.00
0.60%
0.61% -28,260.00
06/16/2025 0.37 1,971,740.00 2.12%
4.43%
12,000.00 4.43%
NR/NR/NR
FFCB BOND 00.600 % DUE Aaa/AA+/AA+061625 DTD 061621 FC12162021 245,000 245,000.00 98.642
52.36 0.65%
0.66% -3,327.10
06/19/2025 0.38 241,672.90 0.26%
4.25%
ENERBANK UT US RT 1,592.50 4.25%00.6500% MAT 06/19/25FIXED RATE CD /UT CD
245,000 245,000.00 98.642
48.33 0.60%
0.61% -3,327.10
06/19/2025 0.38 241,672.90 0.26%
4.20%
MORTON CMNTY BK IL US 1,470.00 4.20%RT 00.6000% MAT 06/19/25FIXED RATE CD /IL CD
245,000 245,000.00 98.576
20.14 0.60%
0.61% -3,488.80
06/26/2025 0.40 241,511.20 0.26%
4.20%
FIRST CAROLINA BK NC US 1,470.00 4.20%RT 00.6000% MAT 06/26/25FIXED RATE CD /NC CD
2,000,000 2,000,000.00 98.518
1,041.67
0.63%
0.63% -29,640.00
06/30/2025 0.41 1,970,360.00 2.12%
4.24%
12,500.00 4.24%
NR/NR/NR
FHLB BOND 00.625 % DUE Aaa/NR/AA+063025 DTD 063021 FC12302021 2,141,000 2,148,353.16 98.686
1,617.65
1.70%
1.72% -35,485.90
07/15/2025 06/15/2025 0.45 2,112,867.26 2.28%
4.64%4.64%
100.00
36,397.00
NR/NR/NR
E I DU PONT DE NEMOURS A3/A/A01.700% 071525DTD051520 FC011521CALL@MW+25BPIncludes all fixed-rate securities in the selected portfolio. Average yields and durations exclude Structured Product, Pass-Through, Perpetual Preferred, and Foreign securities.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 21 of 36 Consolidated report prepared for City of Glendora
Bond Holdingsas of January 31, 2025 (continued)Maturing 2025 Effective rating/
Underlying rating
(Mdy/Fitch/S&P) Quantity Coupon
Effective
maturity
Call date/
Call price ($)
Est. annual
income ($)/
Curr. yield (%)
YTM (%)/
YTW (%)
Modified
duration
Market
price ($)
Mkt. value ($)/
Accr. interest ($)
% of
bond
port.
Adjusted
cost basis ($)/
Unreal. g/l ($)
1,000,000 998,500.00 98.247
111.11
0.50%
0.51% -16,030.00
07/23/2025 0.47 982,470.00 1.06%
4.24%
5,000.00 4.24%
NR/NR/NR
FHLMC MED TERM NTS Aaa/AA+/NR00.500 % DUE 072325 DTD072320 FC 01232021 245,000 245,000.00 98.180
3.69 0.55%
0.56% -4,459.00
07/30/2025 0.49 240,541.00 0.26%
4.29%
MEDALLION BK UT US RT 1,347.50 4.29%00.5500% MAT 07/30/25FIXED RATE CD /UT CD
1,000,000 999,950.00 97.979
2,319.44
0.50%
0.51% -20,160.00
08/14/2025 02/14/2025 0.52 979,790.00 1.06%
4.35%4.35%
100.00
5,000.00
NR/NR/NR
FNMA NTS 00.500 % DUE Aaa/AA+/AA+081425 DTD 081420 FC02142021 1,000,000 1,014,054.49 99.418
15,562.50
3.38%
3.39% -19,874.49
08/15/2025 05/15/2025 0.52 994,180.00 1.07%
4.48%4.48%
100.00
33,750.00
NR/NR/NR
COMCAST CORP NEW B/E A3/A-/A03.375% 081525DTD052715 FC081515CALL@MW+20BP 245,000 245,000.00 97.818
13.42 0.40%
0.41% -5,345.90
08/26/2025 0.56 239,654.10 0.26%
4.30%
COMMUNITY BK TN US RT 980.00 4.30%00.4000% MAT 08/26/25FIXED RATE CD /TN CD
245,000 245,000.00 97.798
8.05 0.40%
0.41% -5,394.90
08/28/2025 0.57 239,605.10 0.26%
4.30%
BANK3 TENNESSEE TN US RT 980.00 4.30%00.4000% MAT 08/28/25FIXED RATE CD /TN CD
988,000 983,948.13 99.834
16,981.25
4.13%
4.13% 2,411.79
08/28/2025 02/28/2025 0.55 986,359.92 1.06%
4.42%4.42%
100.00
40,755.00
NR/NR/NR
FNMA NTS 04.125 % DUE Aaa/AA+/AA+082825 DTD 083022 FC02282023 245,000 245,000.00 97.798
80.55 0.40%
0.41% -5,394.90
08/29/2025 0.57 239,605.10 0.26%
4.28%
HOME LN INVT BK RI US RT 980.00 4.28%00.4000% MAT 08/29/25FIXED RATE CD /RI CD
2,000,000 2,000,000.00 97.814
4,986.67
0.66%
0.67% -43,720.00
09/15/2025 0.61 1,956,280.00 2.11%
4.26%
13,200.00 4.26%
NR/NR/NR
FFCB BOND 00.660 % DUE Aaa/AA+/AA+091525 DTD 091521 FC03152022 245,000 245,000.00 97.556
24.16 0.40%
0.41% -5,987.80
09/22/2025 03/22/2025 0.64 239,012.20 0.26%
4.27%4.27%
100.00
AMERICAN COMM BK GA 980.00US RT 00.4000% MAT09/22/25 FIXED RATE CD /GA CD
108,000 108,000.00 97.597
135.67
0.35%
0.36% -2,595.24
09/22/2025 0.63 105,404.76 0.11%
4.18%
CHAMBERS BANK AK US RT 378.00 4.18%00.3500% MAT 09/22/25FIXED RATE CD /AK CD
Includes all fixed-rate securities in the selected portfolio. Average yields and durations exclude Structured Product, Pass-Through, Perpetual Preferred, and Foreign securities.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 22 of 36 Consolidated report prepared for City of Glendora
Bond Holdingsas of January 31, 2025 (continued)Maturing 2025 Effective rating/
Underlying rating
(Mdy/Fitch/S&P) Quantity Coupon
Effective
maturity
Call date/
Call price ($)
Est. annual
income ($)/
Curr. yield (%)
YTM (%)/
YTW (%)
Modified
duration
Market
price ($)
Mkt. value ($)/
Accr. interest ($)
% of
bond
port.
Adjusted
cost basis ($)/
Unreal. g/l ($)
245,000 245,000.00 97.580
110.75
0.50%
0.51% -5,929.00
09/29/2025 03/29/2025 0.65 239,071.00 0.26%
4.23%4.23%
100.00
USALLIANCE FED CRE NY US 1,225.00RT 00.5000% MAT 09/29/25FIXED RATE CD /NY CD
245,000 245,000.00 97.698
577.93
0.70%
0.72% -5,639.90
09/30/2025 03/31/2025 0.65 239,360.10 0.26%
4.25%4.25%
100.00
JPMORGAN CHASE BK OH 1,715.00US RT 00.7000% MAT09/30/25 FIXED RATE CD /OH CD
245,000 245,000.00 100.002
332.26
4.50%
4.50% 4.90
10/20/2025 02/20/2025 0.05 245,004.90 0.26%
4.46%4.50%
100.00
GREAT STHN BK MO US RT 11,025.0004.5000% MAT 10/20/25FIXED RATE CD /MO CD
245,000 245,000.00 97.262
32.22 0.60%
0.62% -6,708.10
10/23/2025 02/23/2025 0.72 238,291.90 0.26%
4.44%4.44%
100.00
TEXAS EXCHANGE BK TX US 1,470.00RT 00.6000% MAT 10/23/25FIXED RATE CD /TX CD
2,000,000 2,000,000.00 97.377
2,820.00
0.54%
0.55% -52,460.00
10/27/2025 0.72 1,947,540.00 2.10%
4.18%
10,800.00 4.18%
NR/NR/NR
FNMA NTS 00.540 % DUE Aaa/AA+/AA+102725 DTD 102720 FC04272021 2,000,000 2,000,000.00 97.166
2,302.22
0.56%
0.58% -56,680.00
11/17/2025 0.78 1,943,320.00 2.09%
4.22%
11,200.00 4.22%
NR/NR/NR
FNMA NTS 00.560 % DUE Aaa/AA+/AA+111725 DTD 111720 FC05172021 2,000,000 2,000,000.00 97.118
2,233.33
0.60%
0.62% -57,640.00
11/24/2025 0.80 1,942,360.00 2.09%
4.24%
12,000.00 4.24%
NR/NR/NR
FFCB BOND 00.600 % DUE Aaa/AA+/AA+112425 DTD 112420 FC05242021 245,000 245,000.00 96.824
161.10
0.50%
0.52% -7,781.20
12/15/2025 0.85 237,218.80 0.26%
4.25%
BK HAPOALIM BM NY US RT 1,225.00 4.25%00.5000% MAT 12/15/25FIXED RATE CD /NY CD
Total 2025 41,932,000 1.20% 06/29/2025 $501,515.50
1.21%
4.33%4.33%
0.40$41,965,171.90
$-589,398.41
$41,375,773.49
$133,508.02
44.57%
Includes all fixed-rate securities in the selected portfolio. Average yields and durations exclude Structured Product, Pass-Through, Perpetual Preferred, and Foreign securities.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 23 of 36 Consolidated report prepared for City of Glendora
Bond Holdingsas of January 31, 2025 (continued)Maturing 2026 Effective rating/
Underlying rating
(Mdy/Fitch/S&P) Quantity Coupon
Effective
maturity
Call date/
Call price ($)
Est. annual
income ($)/
Curr. yield (%)
YTM (%)/
YTW (%)
Modified
duration
Market
price ($)
Mkt. value ($)/
Accr. interest ($)
% of
bond
port.
Adjusted
cost basis ($)/
Unreal. g/l ($)
2,000,000 2,000,761.59 96.654
622.22
0.70%
0.72% -67,681.59
01/15/2026 0.93 1,933,080.00 2.08%
4.31%
14,000.00 4.31%
NR/NR/NR
JOHN DEERE CPTL CORP A1/A+/A00.700% 011526DTD010721 FC071521 MEDTERM NTS 245,000 245,000.00 99.958
5,191.99
4.25%
4.25% -102.90
02/02/2026 0.95 244,897.10 0.26%
4.29%
MORGAN STANLEY BK UT US 10,412.50 4.29%RT 04.2500% MAT 02/02/26FIXED RATE CD /UT CD
1,200,000 1,200,000.00 95.115
4,133.33
0.80%
0.84% -58,620.00
02/26/2026 02/26/2025 1.03 1,141,380.00 1.23%
5.57%5.57%
100.00
9,600.00
NR/NR/NR
JPMORGAN CHASE & CO A1/AA-/A00.800% 022626DTD022621 FC082621 MEDTERM NTS 245,000 245,000.00 99.513
4,412.68
3.80%
3.82% -1,193.15
03/11/2026 02/11/2025 1.06 243,806.85 0.26%
4.25%4.25%
100.00
CFG COMMUNITY BANK MD 9,310.00US RT 03.8000% MAT03/11/26 FIXED RATE CD/MD CD
2,000,000 1,989,860.00 96.047
7,000.00
0.90%
0.94% -68,920.00
03/11/2026 02/11/2026 1.08 1,920,940.00 2.07%
4.59%4.59%
100.00
18,000.00
NR/NR/NR
CHARLES SCHWAB CORP A2/A/ANTS 00.900% 031126DTD121120 FC031121CALL@MW+10BP 245,000 245,000.00 96.219
236.27
0.80%
0.83% -9,263.45
03/18/2026 03/18/2025 1.11 235,736.55 0.25%
4.26%4.26%
100.00
BMO HARRIS BK NA IL US RT 1,960.0000.8000% MAT 03/18/26FIXED RATE CD /IL CD
245,000 245,000.00 100.872
372.87
5.05%
5.01% 2,136.40
03/20/2026 1.10 247,136.40 0.27%
4.26%
AFFINITY PLUS MN US RT 12,372.50 4.26%05.0500% MAT 03/20/26LICU SHARE CERTIFICATE/MN CD
245,000 245,000.00 100.817
369.18
5.00%
4.96% 2,001.65
03/20/2026 1.10 247,001.65 0.27%
4.26%
VALLEYSTAR CR UN M VA 12,250.00 4.26%US RT 05.0000% MAT03/20/26 LICU SHARECERTIFICATE /VA CD
245,000 245,000.00 100.831
1,006.85
5.00%
4.96% 2,035.95
03/23/2026 1.11 247,035.95 0.27%
4.25%
TECHNOLOGY CREDIT CA US 12,250.00 4.25%RT 05.0000% MAT 03/23/26CREDIT UNION SHARE CERT/CA CD
Includes all fixed-rate securities in the selected portfolio. Average yields and durations exclude Structured Product, Pass-Through, Perpetual Preferred, and Foreign securities.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 24 of 36 Consolidated report prepared for City of Glendora
Bond Holdingsas of January 31, 2025 (continued)Maturing 2026 Effective rating/
Underlying rating
(Mdy/Fitch/S&P) Quantity Coupon
Effective
maturity
Call date/
Call price ($)
Est. annual
income ($)/
Curr. yield (%)
YTM (%)/
YTW (%)
Modified
duration
Market
price ($)
Mkt. value ($)/
Accr. interest ($)
% of
bond
port.
Adjusted
cost basis ($)/
Unreal. g/l ($)
245,000 245,000.00 100.808
4,329.45
5.00%
4.96% 1,979.60
03/24/2026 1.09 246,979.60 0.27%
4.26%
CIBC BANK ILLINOIS IL US RT 12,250.00 4.26%05.0000% MAT 03/24/26FIXED RATE CD /IL CD
245,000 245,000.00 96.282
773.26
0.90%
0.93% -9,109.10
03/25/2026 1.12 235,890.90 0.25%
4.26%
STATE BANK OF INDI NY US 2,205.00 4.26%RT 00.9000% MAT 03/25/26FIXED RATE CD /NY CD
2,000,000 2,000,000.00 96.438
7,000.00
1.05%
1.09% -71,240.00
03/30/2026 N/A 1,928,760.00 2.08%
N/A
21,000.00 N/A
NR/NR/NR
FHLB NTS 1.0500% DUE Aaa/NR/AA+033026 DTD 033021 FC09302021 245,000 245,000.00 96.247
0.00 0.95%
0.99% -9,194.85
03/31/2026 01/31/2025 N/A 235,805.15 0.25%
N/AN/A
100.00
BANKUNITED NA FLOR FL US 2,327.50RT 00.9500% MAT 03/31/26FIXED RATE CD /FL CD
245,000 245,000.00 96.102
191.30
0.95%
0.99% -9,550.10
04/16/2026 1.19 235,449.90 0.25%
4.27%
GREENSTATE CREDIT IA US 2,327.50 4.27%RT 00.9500% MAT 04/16/26FIXED RATE CD /IA CD
245,000 245,000.00 96.029
610.15
0.90%
0.94% -9,728.95
04/22/2026 1.19 235,271.05 0.25%
4.26%
TOYOTA FINL SVG BK NV US 2,205.00 4.26%RT 00.9000% MAT 04/22/26FIXED RATE CD /NV CD
2,000,000 2,000,000.00 97.134
2,111.11
0.50%
0.51% -57,320.00
05/15/2026 05/15/2025 N/A 1,942,680.00 2.09%
N/AN/A
100.00
10,000.00
NR/NR/NR
INTL FIN CORP NTS 00.500 % Aaa/NR/AAADUE 051526 DTD 052821 FC11152021 2,000,000 2,001,257.20 95.865
4,855.56
1.15%
1.20% -83,957.20
05/15/2026 04/15/2026 1.25 1,917,300.00 2.07%
4.49%4.49%
100.00
23,000.00
NR/NR/NR
UNITED HEALTH GROUP INC A2/A/A+01.150% 051526DTD051921 FC111521CALL@MW+07.50BP 245,000 245,000.00 95.436
85.58 0.85%
0.89% -11,181.80
06/16/2026 06/16/2025 1.36 233,818.20 0.25%
4.28%4.28%
100.00
UBS BANK UT US RT 2,082.5000.8500% MAT 06/16/26FIXED RATE CD /UT CD
245,000 245,000.00 99.002
762.52
3.55%
3.59% -2,445.10
06/30/2026 02/28/2025 1.36 242,554.90 0.26%
4.28%4.28%
100.00
ALLY BK UT US RT 03.5500% 8,697.50MAT 06/30/26 FIXED RATECD /UT CD
2,000,000 2,000,000.00 96.931
1,666.67
1.00%
1.03% -61,380.00
06/30/2026 03/30/2025 N/A 1,938,620.00 2.09%
N/AN/A
100.00
20,000.00
NR/NR/NR
FHLB BOND STEP-UP Aaa/NR/AA+1.0000% DUE 063026 DTD063021 FC 12302021Includes all fixed-rate securities in the selected portfolio. Average yields and durations exclude Structured Product, Pass-Through, Perpetual Preferred, and Foreign securities.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 25 of 36 Consolidated report prepared for City of Glendora
Bond Holdingsas of January 31, 2025 (continued)Maturing 2026 Effective rating/
Underlying rating
(Mdy/Fitch/S&P) Quantity Coupon
Effective
maturity
Call date/
Call price ($)
Est. annual
income ($)/
Curr. yield (%)
YTM (%)/
YTW (%)
Modified
duration
Market
price ($)
Mkt. value ($)/
Accr. interest ($)
% of
bond
port.
Adjusted
cost basis ($)/
Unreal. g/l ($)
2,000,000 2,000,000.00 96.221
2,500.00
1.50%
1.56% -75,580.00
06/30/2026 N/A 1,924,420.00 2.07%
N/A
30,000.00 N/A
NR/NR/NR
FHLB NTS 1.5000% DUE Aaa/NR/AA+063026 DTD 063021 FC12302021 245,000 245,000.00 95.137
150.36
0.70%
0.74% -11,914.35
07/01/2026 1.38 233,085.65 0.25%
4.28%
NEW YORK CMNTY BK NY 1,715.00 4.28%US RT 00.7000% MAT07/01/26 FIXED RATE CD /NY CD
1,000,000 968,385.25 95.216
4,900.00
1.05%
1.10% -16,225.25
08/13/2026 02/13/2025 1.49 952,160.00 1.03%
4.31%4.31%
100.00
10,500.00
NR/NR/NR
FHLB BOND 01.050 % DUE Aaa/NR/AA+081326 DTD 081321 FC02132022 245,000 245,000.00 94.846
161.10
0.80%
0.84% -12,627.30
08/13/2026 1.52 232,372.70 0.25%
4.28%
LIVE OAK BKG CO NC US RT 1,960.00 4.28%00.8000% MAT 08/13/26FIXED RATE CD /NC CD
2,000,000 2,000,000.00 95.331
9,902.78
1.15%
1.21% -93,380.00
08/26/2026 N/A 1,906,620.00 2.05%
N/A
23,000.00 N/A
NR/NR/NR
FHLB NTS 1.1500% DUE Aaa/NR/AA+082626 DTD 082621 FC02262022 2,000,000 2,000,000.00 93.975
8,983.33
1.05%
1.12% -120,500.00
08/27/2026 08/27/2025 1.52 1,879,500.00 2.02%
5.09%5.09%
100.00
21,000.00
NR/NR/NR
MORGAN STANLEY FIN LLC A1/A+/A01.050% 082726DTD082721 FC022722 MEDTERM NTS 2,000,000 2,000,000.00 94.661
6,423.33
0.94%
0.99% -106,780.00
09/28/2026 1.61 1,893,220.00 2.04%
4.31%
18,800.00 4.31%
NR/NR/NR
FFCB NTS 00.940 % DUE Aaa/AA+/AA+092826 DTD 092821 FC03282022 1,000,000 982,052.13 94.824
2,859.12
1.13%
1.19% -33,812.13
10/31/2026 1.69 948,240.00 1.02%
4.23%
11,250.00 4.23%
NR/NR/NR
US TSY NOTE 01.125 % DUE NR/AA+/NR10/31/26 DTD 10/31/21 FC04/30/22 245,000 245,000.00 94.572
524.90
1.15%
1.22% -13,298.60
11/24/2026 1.76 231,701.40 0.25%
4.29%
CAPITAL ONE BK USA VA US 2,817.50 4.29%RT 01.1500% MAT 11/24/26FIXED RATE CD /VA CD
245,000 245,000.00 94.572
524.90
1.15%
1.22% -13,298.60
11/24/2026 1.76 231,701.40 0.25%
4.29%
CAPITAL ONE NA VA US RT 2,817.50 4.29%01.1500% MAT 11/24/26FIXED RATE CD /VA CD
Total 2026 27,365,000 1.22% 06/05/2026 $330,110.00
1.26%
4.53%4.53%
1.29$27,307,316.17
$-1,020,150.82
$26,287,165.35
$82,660.82
28.31%
Includes all fixed-rate securities in the selected portfolio. Average yields and durations exclude Structured Product, Pass-Through, Perpetual Preferred, and Foreign securities.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 26 of 36 Consolidated report prepared for City of Glendora
Bond Holdingsas of January 31, 2025 (continued)Maturing 2027 Effective rating/
Underlying rating
(Mdy/Fitch/S&P) Quantity Coupon
Effective
maturity
Call date/
Call price ($)
Est. annual
income ($)/
Curr. yield (%)
YTM (%)/
YTW (%)
Modified
duration
Market
price ($)
Mkt. value ($)/
Accr. interest ($)
% of
bond
port.
Adjusted
cost basis ($)/
Unreal. g/l ($)
2,000,000 2,000,000.00 95.109
511.11
1.84%
1.93% -97,820.00
01/26/2027 1.92 1,902,180.00 2.05%
4.44%
36,800.00 4.44%
NR/NR/NR
FFCB BOND 01.840 % DUE Aaa/AA+/AA+012627 DTD 012622 FC07262022 2,000,000 2,000,000.00 95.113
16,910.00
1.78%
1.87% -97,740.00
02/10/2027 02/10/2025 1.94 1,902,260.00 2.05%
4.33%4.33%
100.00
35,600.00
NR/NR/NR
FHLB BOND 01.780 % DUE Aaa/NR/AA+021027 DTD 021022 FC08102022 245,000 245,000.00 94.896
342.33
1.70%
1.79% -12,504.80
02/18/2027 2.01 232,495.20 0.25%
4.31%
METRO CREDIT UNION MA 4,165.00 4.31%US RT 01.7000% MAT02/18/27 LICU SHARECERTIFICATE /MA CD
245,000 245,000.00 94.909
148.34
1.70%
1.79% -12,472.95
02/18/2027 2.01 232,527.05 0.25%
4.30%
PENTAGON FED CREDI VA US 4,165.00 4.30%RT 01.7000% MAT 02/18/27CREDIT UNION SHARE CERT/VA CD
3,215,000 3,075,098.40 95.464
28,002.65
2.01%
2.11% -5,930.80
02/25/2027 02/25/2025 1.97 3,069,167.60 3.31%
4.33%4.33%
100.00
64,621.50
NR/NR/NR
FHLB BOND 02.010 % DUE Aaa/NR/AA+022527 DTD 022522 FC08252022 245,000 245,471.78 95.467
2,027.12
2.00%
2.09% -11,577.63
03/02/2027 1.99 233,894.15 0.25%
4.30%
EAGLEMARK SVGS BK NV US 4,900.00 4.30%RT 02.0000% MAT 03/02/27FIXED RATE CD /NV CD
245,000 245,000.00 97.635
1,460.60
3.20%
3.28% -5,794.25
05/24/2027 2.19 239,205.75 0.26%
4.28%
DISCOVER BANK DE US RT 7,840.00 4.28%03.2000% MAT 05/24/27FIXED RATE CD /DE CD
245,000 245,000.00 100.947
504.77
4.70%
4.66% 2,320.15
06/15/2027 2.23 247,320.15 0.27%
4.28%
ESSENTIAL FED CRED LA US 11,515.00 4.28%RT 04.7000% MAT 06/15/27LICU SHARE CERTIFICATE /LA CD
245,000 245,000.00 97.682
349.04
3.25%
3.33% -5,679.10
06/15/2027 2.27 239,320.90 0.26%
4.28%
LAFAYETTE FED CRED MD US 7,962.50 4.28%RT 03.2500% MAT 06/15/27LICU SHARE CERTIFICATE/MD CD
245,000 245,000.00 99.609
247.68
4.10%
4.12% -957.95
11/22/2027 2.64 244,042.05 0.26%
4.25%
WORKERS CREDIT UNI MA 10,045.00 4.25%US RT 04.1000% MAT11/22/27 LICU SHARECERTIFICATE /MA CD
Total 2027 8,930,000 2.11% 03/03/2027 $187,614.00
2.20%
4.34%4.34%
2.00 $8,790,570.18
$-248,157.33
$8,542,412.85
$50,503.65
9.20%
Includes all fixed-rate securities in the selected portfolio. Average yields and durations exclude Structured Product, Pass-Through, Perpetual Preferred, and Foreign securities.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 27 of 36 Consolidated report prepared for City of Glendora
Bond Holdingsas of January 31, 2025 (continued)Maturing 2028 Effective rating/
Underlying rating
(Mdy/Fitch/S&P) Quantity Coupon
Effective
maturity
Call date/
Call price ($)
Est. annual
income ($)/
Curr. yield (%)
YTM (%)/
YTW (%)
Modified
duration
Market
price ($)
Mkt. value ($)/
Accr. interest ($)
% of
bond
port.
Adjusted
cost basis ($)/
Unreal. g/l ($)
245,000 245,000.00 100.523
939.73
5.00%
4.97% 1,281.35
04/03/2028 04/03/2026 1.13 246,281.35 0.27%
4.54%4.82%
100.00
ARBOR FINL CREDIT MI US RT 12,250.0005.0000% MAT 04/03/28FIXED RATE CD /MI CD
1,500,000 1,494,995.25 97.151
12,033.33
3.80%
3.91% -37,730.25
05/15/2028 02/15/2028 3.02 1,457,265.00 1.57%
4.74%4.74%
100.00
57,000.00
NR/NR/NR
AMEREN ILL CO NTS B/E A1/WD/A03.800% 051528DTD052218 FC111518CALL@MW+15BP 245,000 245,000.00 100.332
604.78
5.30%
5.28% 813.40
07/14/2028 07/14/2025 0.44 245,813.40 0.26%
4.55%5.19%
100.00
CY-FAIR FED CREDIT TX US 12,985.00RT 05.3000% MAT 07/14/28FIXED RATE CD /TX CD
245,000 245,000.00 102.433
469.86
5.00%
4.88% 5,960.85
07/17/2028 3.17 250,960.85 0.27%
4.24%
NEW ORLEANS FIREME LA US 12,250.00 4.24%RT 05.0000% MAT 07/17/28FIXED RATE CD /LA CD
219,000 219,000.00 99.365
2,244.60
4.35%
4.38% -1,390.65
11/06/2028 11/06/2025 3.40 217,609.35 0.23%
4.53%4.53%
100.00
FIRST GTY BK HAMMO LA US 9,526.50RT 04.3500% MAT 11/06/28FIXED RATE CD /LA CD
Total 2028 2,454,000 4.25% 06/08/2028 $104,011.50
4.30%
4.73%4.63%
2.61 $2,448,995.25
$-31,065.30
$2,417,929.95
$16,292.30
2.60%
Maturing 2029
Effective rating/
Underlying rating
(Mdy/Fitch/S&P) Quantity Coupon
Effective
maturity
Call date/
Call price ($)
Est. annual
income ($)/
Curr. yield (%)
YTM (%)/
YTW (%)
Modified
duration
Market
price ($)
Mkt. value ($)/
Accr. interest ($)
% of
bond
port.
Adjusted
cost basis ($)/
Unreal. g/l ($)
500,000 494,790.25 99.287
0.00 4.65%
4.69% 1,644.75
02/01/2029 02/01/2028 N/A 496,435.00 0.53%
N/AN/A
100.00
23,265.00
NR/NR/NR
US BANCORP NTS B/E A3/A/A04.653% 020129DTD020123 FC080123 245,000 244,987.75 99.436
688.01
4.10%
4.12% -1,369.55
02/06/2029 3.69 243,618.20 0.26%
4.25%
WELLS FARGO BK NA SD US 10,045.00 4.25%RT 04.1000% MAT 02/06/29FIXED RATE CD /SD CD
245,000 244,755.00 100.046
787.36
5.10%
5.10% 357.70
03/08/2029 02/08/2025 0.02 245,112.70 0.26%
2.99%5.09%
100.00
EATON CMNTY BK MI US RT 12,495.0005.1000% MAT 03/08/29FIXED RATE CD /MI CD
1,000,000 984,595.25 96.889
8,444.44
4.00%
4.13% -15,705.25
05/15/2029 03/15/2029 3.85 968,890.00 1.04%
4.81%4.81%
100.00
40,000.00
NR/NR/NR
UNITED HEALTH GROUP INC A2/A/A+04.000% 051529DTD052022 FC111522CALL@MW+20BPIncludes all fixed-rate securities in the selected portfolio. Average yields and durations exclude Structured Product, Pass-Through, Perpetual Preferred, and Foreign securities.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 28 of 36 Consolidated report prepared for City of Glendora
Bond Holdingsas of January 31, 2025 (continued)Maturing 2029 Effective rating/
Underlying rating
(Mdy/Fitch/S&P) Quantity Coupon
Effective
maturity
Call date/
Call price ($)
Est. annual
income ($)/
Curr. yield (%)
YTM (%)/
YTW (%)
Modified
duration
Market
price ($)
Mkt. value ($)/
Accr. interest ($)
% of
bond
port.
Adjusted
cost basis ($)/
Unreal. g/l ($)
470,000 442,604.25 93.901
2,927.71
3.25%
3.46% -1,269.55
05/22/2029 02/22/2029 3.92 441,334.70 0.48%
4.83%4.83%
100.00
15,275.00
NR/NR/NR
CHARLES SCHWAB CORP B/E A2/A/A03.250% 052229DTD052219 FC112219 1,000,000 971,415.25 94.334
4,472.22
3.50%
3.71% -28,075.25
06/15/2029 03/15/2029 3.97 943,340.00 1.02%
4.96%4.96%
100.00
35,000.00
NR/NR/NR
PACIFICORP B/E 03.500% A2/NR/A061529 DTD030119FC061519 CALL@MW+15BP 1,000,000 0.00 100.113
4,909.72
5.05%
5.04% 1,001,130.00
06/26/2029 12/26/2025 0.87 1,001,130.00 1.08%
4.92%5.02%
100.00
50,500.00
NR/NR/NR
FNMA NTS 05.050 % DUE Aaa/AA+/AA+062629 DTD 062824 FC12262024 1,000,000 1,000,700.16 99.832
21,458.33
5.15%
5.16% -2,380.16
08/27/2029 02/27/2025 3.94 998,320.00 1.08%
5.19%5.19%
100.00
51,500.00
NR/NR/NR
FHLMC NTS 05.150 % DUE Aaa/AA+/AA+082729 DTD 083024 FC02272025 245,000 245,000.00 99.994
123.51
4.60%
4.60% -14.70
08/27/2029 02/27/2025 4.11 244,985.30 0.26%
4.60%4.60%
100.00
STAR FINL BK IN US RT 11,270.0004.6000% MAT 08/27/29FIXED RATE CD /IN CD
245,000 240,222.50 97.271
3,093.04
3.60%
3.70% -1,908.55
09/25/2029 4.18 238,313.95 0.26%
4.25%
AMER EXPRESS NATL UT US 8,820.00 4.25%RT 03.6000% MAT 09/25/29FIXED RATE CD /UT CD
1,500,000 1,498,850.25 99.637
23,100.00
4.62%
4.64% -4,295.25
10/01/2029 04/01/2025 4.09 1,494,555.00 1.61%
4.71%4.71%
100.00
69,300.00
NR/NR/NR
FFCB BOND 04.620 % DUE Aaa/AA+/AA+100129 DTD 100124 FC04012025 1,000,000 977,635.25 97.327
13,162.50
4.05%
4.16% -4,365.25
10/04/2029 09/04/2029 4.15 973,270.00 1.05%
4.69%4.69%
100.00
40,500.00
NR/NR/NR
ACCENTURE CAPITAL INC Aa3/A+/AA04.050% 100429DTD100424 FC040425CALL@MW+10BP 1,000,000 997,555.25 99.860
13,618.06
4.63%
4.63% 1,044.75
10/15/2029 04/15/2025 4.13 998,600.00 1.08%
4.66%4.66%
100.00
46,250.00
NR/NR/NR
FHLB NTS 04.625 % DUE Aaa/NR/AA+101529 DTD 101524 FC04152025 500,000 492,571.66 98.402
5,082.87
4.00%
4.06% -561.66
10/31/2029 4.23 492,010.00 0.53%
4.38%
20,000.00 4.38%
NR/NR/NR
US TSY NOTE 04.000 % DUE Aaa/AA+/AA+10/31/29 DTD 10/31/22 FC04/30/23 1,000,000 983,770.88 98.969
10,483.43
4.13%
4.17% 5,919.12
10/31/2029 4.22 989,690.00 1.07%
4.37%
41,250.00 4.37%
NR/NR/NR
US TSY NOTE 04.125 % DUE Aaa/AA+/AA+10/31/29 DTD 10/31/24 FC04/30/25Includes all fixed-rate securities in the selected portfolio. Average yields and durations exclude Structured Product, Pass-Through, Perpetual Preferred, and Foreign securities.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 29 of 36 Consolidated report prepared for City of Glendora
Bond Holdingsas of January 31, 2025 (continued)Maturing 2029 Effective rating/
Underlying rating
(Mdy/Fitch/S&P) Quantity Coupon
Effective
maturity
Call date/
Call price ($)
Est. annual
income ($)/
Curr. yield (%)
YTM (%)/
YTW (%)
Modified
duration
Market
price ($)
Mkt. value ($)/
Accr. interest ($)
% of
bond
port.
Adjusted
cost basis ($)/
Unreal. g/l ($)
245,000 244,510.00 99.123
1,930.13
4.05%
4.09% -1,658.65
11/21/2029 4.29 242,851.35 0.26%
4.25%
SALLIE MAE BANK UT US RT 9,922.50 4.25%04.0500% MAT 11/21/29FIXED RATE CD /UT CD
500,000 499,490.25 99.887
4,383.50
4.78%
4.79% -55.25
11/23/2029 4.22 499,435.00 0.54%
4.81%
23,910.00 4.81%
NR/NR/NR
ST STREET BK & TR CO NTS Aa2/AA/AA04.782% 112329DTD112524 FC052325 B/E 245,000 245,000.00 99.336
1,816.36
4.10%
4.13% -1,626.80
11/26/2029 4.30 243,373.20 0.26%
4.25%
STATE BK IL US RT 04.1000% 10,045.00 4.25%MAT 11/26/29 FIXED RATECD /IL CD
1,500,000 1,490,677.13 97.828
9,900.41
3.88%
3.96% -23,257.13
11/30/2029 4.32 1,467,420.00 1.58%
4.38%
58,125.00 4.38%
NR/NR/NR
US TSY NOTE 03.875 % DUE Aaa/AA+/NR11/30/29 DTD 11/30/22 FC05/31/23 1,017,000 994,218.09 97.785
3,374.78
3.88%
3.96% 255.36
12/31/2029 4.41 994,473.45 1.07%
4.38%
39,408.75 4.38%
NR/NR/NR
US TSY NOTE 03.875 % DUE Aaa/AA+/AA+12/31/29 DTD 12/31/22 FC06/30/23 Total 2029 14,457,000 4.27% 09/05/2029 $616,881.25
4.34%
4.67%4.62%
3.82$13,293,349.17
$923,808.68
$14,217,157.85
$133,756.38
15.31%
Effective rating/
Underlying rating
(Mdy/Fitch/S&P)
Mkt. value ($)/
Accr. interest ($)
Adjusted
cost basis ($)/
Unreal. g/l ($)
Call date/
Coupon Call price ($)
Modified
duration
YTM (%)/
YTW (%)
Est. annual
income ($)/
Quantity Curr. yield (%)
Effective
maturity
% of
bond
port.
Market
price ($)
4.44%4.43%
08/18/2026 N/A 1.38$93,805,402.67 N/A $92,840,439.49
$-964,963.18
95,138,000
1.87% $416,721.18 Total Bond Portfolio 1.84% $1,740,132.25 100% $93,257,160.67
Includes all fixed-rate securities in the selected portfolio. Average yields and durations exclude Structured Product, Pass-Through, Perpetual Preferred, and Foreign securities.Accrued interest, if any, has been included in the total market value.Report created on: February 03, 2025 Page 30 of 36 Important Information About This Report Disclosures Applicable to Accounts at UBS Financial Services Inc.
This section contains important disclosures regarding the information and valuations presented here. Allinformation presented is subject to change at any time and is provided only as of the date indicated. Theinformation in this report is for informational purposes only and should not be relied upon as the basis of aninvestment or liquidation decision. UBS FS account statements and official tax documents are the only officialrecord of your accounts and are not replaced, amended or superseded by any of the information presented inthese reports. You should not rely on this information in making purchase or sell decisions, for tax purposes orotherwise.UBS FS offers a number of investment advisory programs to clients, acting in our capacity as an investmentadviser, including fee-based financial planning, discretionary account management, non-discretionary investmentadvisory programs, and advice on the selection of investment managers and mutual funds offered through ourinvestment advisory programs. When we act as your investment adviser, we will have a written agreement withyou expressly acknowledging our investment advisory relationship with you and describing our obligations toyou. At the beginning of our advisory relationship, we will give you our Form ADV brochure(s) for the program(s)you selected that provides detailed information about, among other things, the advisory services we provide, ourfees, our personnel, our other business activities and financial industry affiliations and conflicts between ourinterests and your interests.In our attempt to provide you with the highest quality information available, we have compiled this report usingdata obtained from recognized statistical sources and authorities in the financial industry. While we believe thisinformation to be reliable, we cannot make any representations regarding its accuracy or completeness. Pleasekeep this guide as your Advisory Review.Please keep in mind that most investment objectives are long term. Although it is important to evaluate yourportfolio's performance over multiple time periods, we believe the greatest emphasis should be placed on thelonger period returns.Please review the report content carefully and contact your Financial Advisor with any questions.Client Accounts: This report may include all assets in the accounts listed and may include eligible and ineligibleassets in a fee-based program. Since ineligible assets are not considered fee-based program assets, the inclusionof such securities will distort the actual performance of your accounts and does not reflect the performance ofyour accounts in the fee-based program. As a result, the performance reflected in this report can varysubstantially from the individual account performance reflected in the performance reports provided to you aspart of those programs. For fee-based programs, fees are charged on the market value of eligible assets in theaccounts and assessed quarterly in advance, prorated according to the number of calendar days in the billingperiod. When shown on a report, the risk profile and return objectives describe your overall goals for theseaccounts. For each account you maintain, you choose one return objective and a primary risk profile. If you havequestions regarding these objectives or wish to change them, please contact your Financial Advisor to updateyour account records.Performance: This report presents account activity and performance depending on which inception type you'vechosen. The two options are: (1) All Assets (Since Performance Start): This presents performance for all assetssince the earliest possible date; (2) Advisory Assets (Advisory Strategy Start) for individual advisory accounts: Thispresents Advisory level performance since the Latest Strategy Start date; If an account that has never beenmanaged is included in the consolidated report, the total performance of that unmanaged account will beincluded since inception.
Time-weighted Returns for accounts / SWP/AAP sleeves (Monthly periods): The report displays a timeweighted rate of return (TWR) that is calculated using the Modified Dietz Method. This calculation uses thebeginning and ending portfolio values for the month and weighs each contribution/withdrawal based upon theday the cash flow occurred. Periods greater than one month are calculated by linking the monthly returns. TheTWR gives equal weighting to every return regardless of amount of money invested, so it is an effective measurefor returns on a fee based account. All periods shown which are greater than 12 months are annualized. Thisapplies to all performance for all assets before 09/30/2010, Advisory assets before 12/31/2010 and SWP sleevesbefore 04/30/2018.Time-weighted Returns for accounts / SWP/AAP sleeves (Daily periods): The report displays a timeweighted rate of return (TWR) that is calculated by dividing the portfolio's daily gain/loss by the previous day'sclosing market value plus the net value of cash flows that occurred during the day, if it was positive. The TWRgives equal weighting to every return regardless of amount of money invested, so it is an effective measure forreturns on a fee based account. Periods greater than one day are calculated by linking the daily returns. Allperiods shown which are greater than 12 months are annualized. For reports generated prior to 01/26/2018, theperformance calculations used the account's end of day value on the performance inception (listed in the reportunder the column "ITD") and all cash flows were posted at end of day. As a result of the change, the overallrate of return (TWR) and beginning market value displayed can vary from prior generated reports. This applies toall performance for all assets on or after 09/30/2010, Advisory assets on or after 12/31/2010, SWP/AAP sleeveson or after 04/30/2018 as well as all Asset Class and Security level returns.Money-weighted returns: Money-weighted return (MWR) is a measure of the rate of return for an asset orportfolio of assets. It is calculated by finding the daily Internal Rate of Return (IRR) for the period and thencompounding this return by the number of days in the period being measured. The MWR incorporates the sizeand timing of cash flows, so it is an effective measure of returns on a portfolio.Annualized Performance: All performance periods greater than one year are calculated (unless otherwisestated) on an annualized basis, which represents the return on an investment multiplied or divided to give acomparable one year return.Cumulative Performance: A cumulative return is the aggregate amount that an investment has gained or lostover time, independent of the period of time involved.Net of Fees and Gross of Fees Performance: Performance is presented on a "net of fees" and "gross offees" basis, where indicated. Net returns do not reflect Program and wrap fees prior to 10/31/10 for accountsthat are billed separately via invoice through a separate account billing arrangement. Gross returns do not reflectthe deduction of fees, commissions or other charges. The payment of actual fees and expenses will reduce aclient's return. The compound effect of such fees and expenses should be considered when reviewing returns.For example, the net effect of the deduction of fees on annualized performance, including the compoundedeffect over time, is determined by the relative size of the fee and the account's investment performance. Itshould also be noted that where gross returns are compared to an index, the index performance also does notreflect any transaction costs, which would lower the performance results. Market index data maybe subject toreview and revision.Benchmark/Major Indices: The past performance of an index is not a guarantee of future results. Anybenchmark is shown for informational purposes only and relates to historical performance of market indices andnot the performance of actual investments. Although most portfolios use indices as benchmarks, portfolios areactively managed and generally are not restricted to investing only in securities in the index. As a result, your Report created on: February 03, 2025 Page 31 of 36
Disclosures Applicable to Accounts at UBS Financial Services Inc. (continued) portfolio holdings and performance may vary substantially from the index. Each index reflects an unmanageduniverse of securities without any deduction for advisory fees or other expenses that would reduce actualreturns, as well as the reinvestment of all income and dividends. An actual investment in the securities includedin the index would require an investor to incur transaction costs, which would lower the performance results.Indices are not actively managed and investors cannot invest directly in the indices. Market index data maybesubject to review and revision. The benchmark index is selected from among the indices for which UBSFS haslicensing agreements with the index provider. UBSFS does not have licensing agreements for all available indices.The benchmarks may vary from those used by the Money Manager or those listed in the prospectus. Further,there is no guarantee that an investor's account will meet or exceed the stated benchmark. Index performanceinformation has been obtained from third parties deemed to be reliable. We have not independently verified thisinformation, nor do we make any representations or warranties to the accuracy or completeness of thisinformation.Blended Index - For Advisory accounts, Blended Index is designed to reflect the asset categories in which youraccount is invested. For Brokerage accounts, you have the option to select any benchmark from the list.For certain products, the blended index represents the investment style corresponding to your client targetallocation. If you change your client target allocation, your blended index will change in step with your changeto your client target allocation.Blended Index 2 - 8 - are optional indices selected by you which may consist of a blend of indexes. For advisoryaccounts, these indices are for informational purposes only. Depending on the selection, the benchmark selectedmay not be an appropriate basis for comparison of your portfolio based on its holdings.For alternative investments and strategies that are highly customized, such as Concentrated Equity Solutions(CES), benchmarks are broad market indices included for general reference and are not intended to showcomparative market performance or potential portfolios with risk or return profiles similar to your account.Benchmark indices are shown for illustrative purposes only.Custom Time Periods: If represented on this report, the performance start date and the performance end datehave been selected by your Financial Advisor in order to provide performance and account activity informationfor your account for the specified period of time only. As a result, only a portion of your account's activity andperformance information is presented in the performance report, and, therefore, presents a distortedrepresentation of your account's activity and performance.Net Deposits/Withdrawals: When shown on a report, this information represents the net value of all cash andsecurities contributions and withdrawals, program fees (including wrap fees) and other fees added to orsubtracted from your accounts from the first day to the last day of the period. When fees are shown separately,net deposits / withdrawals does not include program fees (including wrap fees). When investment return isdisplayed net deposits / withdrawals does not include program fees (including wrap fees). For securitycontributions and withdrawals, securities are calculated using the end of day UBS FS price on the day securitiesare delivered in or out of the accounts. Wrap fees will be included in this calculation except when paid via aninvoice or through a separate accounts billing arrangement. When shown on Client summary and/or Portfolioreview report, program fees (including wrap fees) may not be included in net deposits/withdrawals. PACEProgram fees paid from sources other than your PACE account are treated as a contribution. A PACE ProgramFee rebate that is not reinvested is treated as a withdrawal.Deposits: When shown on a report, this information represents the net value of all cash and securities contributions added to your accounts from the first day to the last day of the period. On Client Summary Reportand/or Portfolio Review Report, this may exclude the Opening balance. For security contributions, securities arecalculated using the end of day UBS FS price on the day securities are delivered in or out of the accounts.Withdrawals: When shown on a report, this information represents the net value of all cash and securitieswithdrawals subtracted from your accounts from the first day to the last day of the period. On Client summaryand/or portfolio review report Withdrawals may not include program fees (including wrap fees). For securitywithdrawals, securities are calculated using the end of day UBS FS price on the day securities are delivered in orout of the accounts.Dividends/Interest: Dividend and interest earned, when shown on a report, does not include income onsecurities that have been lent out & does not reflect your account's tax status or reporting requirements. Useonly official tax reporting documents (i.e. 1099) for tax reporting purposes. The classification of privateinvestment distributions can only be determined by referring to the official year-end tax-reporting documentprovided by the issuer.Change in Accrued Interest: When shown on a report, this information represents the difference between theaccrued interest at the beginning of the period from the accrued interest at the end of the period.Change in Value: Represents the change in value of the portfolio during the reporting period, excludingadditions/withdrawals, dividend and interest income earned and accrued interest. Change in Value may includeprograms fees (including wrap fees) and other fees.Fees: Fees represented in this report include program and wrap fees. Program and wrap fees prior to October 1,2010 for accounts that are billed separately via invoice through a separate account billing arrangement are notincluded in this report.Performance Start Date Changes: The Performance Start Date for accounts marked with a '^' have changed.Performance figures of an account with a changed Performance Start Date may not include the entire history ofthe account. The new Performance Start Date will generate performance returns and activity information for ashorter period than is available at UBS FS. As a result, the overall performance of these accounts may generatebetter performance than the period of time that would be included if the report used the inception date of theaccount. UBS FS recommends reviewing performance reports that use the inception date of the account becausereports with longer time frames are usually more helpful when evaluating investment programs and strategies.Performance reports may include accounts with inception dates that precede the new Performance Start Dateand will show performance and activity information from the earliest available inception date.The change in Performance Start Date may be the result of a performance gap due to a zero-balance thatprevents the calculation of continuous returns from the inception of the account. The Performance Start Datemay also change if an account has failed one of our performance data integrity tests. In such instances, theaccount will be labeled as 'Review Required' and performance prior to that failure will be restricted. Finally, thePerformance Start Date will change if you have explicitly requested a performance restart. Please contact yourFinancial Advisor for additional details regarding your new Performance Start Date.Closed Account Performance: Accounts that have been closed may be included in the consolidatedperformance report. When closed accounts are included in the consolidated report, the performance report willonly include information for the time period the account was active during the consolidated performancereporting time period.
Report created on: February 03, 2025 Page 32 of 36
Disclosures Applicable to Accounts at UBS Financial Services Inc. (continued) Important information on options-based strategies: Options involve risk and are not suitable for everyone.Prior to buying or selling an option investors must read a copy of the Characteristics & Risks of StandardizedOptions, also known as the options disclosure document (ODD). It explains the characteristics and risks ofexchange traded options. The options risk disclosure document can be accessed at the following web address:www.optionsclearing.com/about/publications/character-risks.Concentrated Equity Solutions (CES) managers are not involved in the selection of the underlying stock positions.The Manager will advise only on the options selection in order to pursue the strategy in connection with theunderlying stock position(s) deposited in the account. It is important to keep this in mind when evaluating themanager's performance since the account's performance will include the performance of the underlying equityposition that is not being managed. CES use options to seek to achieve your investment objectives regardingyour concentration stock position. Options strategies change the potential return profile of your stock. In certainscenarios, such as call writing, the call position will limit your ability to participate in any potential increase in theunderlying equity position upon which the call was written. Therefore, in some market conditions, particularlyduring periods of significant appreciation of the underlying equity position(s), the CES account will decrease theperformance that would have been achieved had the stock been held long without implementing the CESstrategy.Portfolio: For purposes of this report "portfolio" is defined as all of the accounts presented on the cover pageor the header of this report and does not necessarily include all of the client's accounts held at UBS FS orelsewhere.Percentage: Portfolio (in the "% Portfolio / Total" column) includes all holdings held in the account(s) selectedwhen this report was generated. Broad asset class (in the "% broad asset class" column) includes all holdingsheld in that broad asset class in the account(s) selected when this report was generated.Tax lots: This report displays security tax lots as either one line item (i.e., lumped tax lots) or as separate tax lotlevel information. If you choose to display security tax lots as one line item, the total cost equals the total valueof all tax lots. The unit cost is an average of the total cost divided by the total number of shares. If the shareswere purchased in different lots, the unit price listed does not represent the actual cost paid for each lot. Theunrealized gain/loss value is calculated by combining the total value of all tax lots plus or minus the total marketvalue of the security.If you choose to display tax lot level information as separate line items on the Portfolio Holdings report, the taxlot information may include information from sources other than UBS FS. The Firm does not independently verifyor guarantee the accuracy or validity of any information provided by sources other than UBS FS. As a result thisinformation may not be accurate and is provided for informational purposes only. Clients should not rely on thisinformation in making purchase or sell decisions, for tax purposes or otherwise. See your monthly statement foradditional information.Pricing: All securities are priced using the closing price reported on the last business day preceding the date ofthis report. Every reasonable attempt has been made to accurately price securities; however, we make nowarranty with respect to any security's price. Please refer to the back of the first page of your UBS FS accountstatement for important information regarding the pricing used for certain types of securities, the sources ofpricing data and other qualifications concerning the pricing of securities. To determine the value of securities inyour account, we generally rely on third party quotation services. If a price is unavailable or believed to beunreliable, we may determine the price in good faith and may use other sources such as the last recordedtransaction. When securities are held at another custodian or if you hold illiquid or restricted securities for which there is no published price, we will generally rely on the value provided by the custodian or issuer of thatsecurity.Cash: Cash on deposit at UBS Bank USA is protected by the Federal Deposit Insurance Corporation (FDIC) up to$250,000 in principal and accrued interest per depositor for each ownership type. Deposits made in anindividual's own name, joint name, or individual retirement account are each held in a separate type ofownership. Such deposits are not guaranteed by UBS FS. More information is available upon request.Margin: The quantity value may indicate that all or part of this position is held on margin or held in the shortaccount. When an account holds a debit balance, this debit balance is incorporated into the account's totalmarket value and deducted from the total value. When calculating the percent of portfolio on each security, thepercentage will be impacted by the total market value of the account. Therefore, if the account's market value isreduced by a debit value of a holding the percent of portfolio will be greater and if the account's market value isincreased by a holding then the percent of portfolio will be less.Asset Allocation: Your allocation analysis is based on your current portfolio. The Asset Allocation portion ofthis report shows the mix of various investment classes in your account. An asset allocation that shows asignificantly higher percentage of equity investments may be more appropriate for an investor with a moreaggressive investment strategy and higher tolerance for risk. Similarly, the asset allocation of a more conservativeinvestor may show a higher percentage of fixed income investments.Separately Managed Accounts and Pooled Investment Vehicles (such as mutual funds, closed end fundsand exchanged traded funds): The asset classification displayed is based on firm's proprietary methodology forclassifying assets. Please note that the asset classification assigned to rolled up strategies may include individualinvestments that provide exposure to other asset classes. For example, an International Developed Marketsstrategy may include exposure to Emerging Markets, and a US Large Cap strategy may include exposure to MidCap and Small Cap, etc.Mutual Fund Asset Allocation: If the option to unbundle balanced mutual funds is selected and if a fund'sholdings data is available, mutual funds will be classified by the asset class, subclass, and style breakdown oftheir underlying holdings. Where a mutual fund or ETF contains equity holdings from multiple equity sectors, thisreport will proportionately allocate the underlying holdings of the fund to those sectors measured as apercentage of the total fund's asset value as of the date shown.This information is supplied by Morningstar, Inc. on a daily basis to UBS FS based on data supplied by the fundwhich may not be current. Mutual funds change their portfolio holdings on a regular (often daily) basis.Accordingly, any analysis that includes mutual funds may not accurately reflect the current composition of thesefunds. If a fund's underlying holding data is not available, it will be classified based on its corresponding overallMorningstar classification. All data is as of the date indicated in the report.All pooled investment vehicles (such as mutual funds, closed end mutual funds, and exchange traded funds)incorporate internal management and operation expenses, which are reflected in the performance returns.Please see relevant fund prospectus for more information. Please note, performance for mutual funds is inclusiveof multiple share classes.Ineligible Assets: We require that you hold and purchase only eligible managed assets in your advisoryaccounts. Please contact your Financial Advisor for a list of the eligible assets in your program. These reports mayprovide performance information for eligible and ineligible assets in a fee-based program. Since ineligible assets Report created on: February 03, 2025 Page 33 of 36
Disclosures Applicable to Accounts at UBS Financial Services Inc. (continued) are not considered fee-based program assets, the inclusion of such securities will distort the actual performanceof your advisory assets. As a result, the performance reflected in this report can vary substantially from theindividual account performance reflected in the performance reports provided to you as part of those programs.For fee-based programs, fees are charged on the market value of eligible assets in the accounts and assessedquarterly in advance, prorated according to the number of calendar days in the billing period. Neither UBS noryour Financial Advisor will act as your investment adviser with respect to Ineligible Assets.Variable Annuity Asset Allocation: If the option to unbundle a variable annuity is selected and if a variableannuity's holdings data is available, variable annuities will be classified by the asset class, subclass, and stylebreakdown for their underlying holdings. Where a variable annuity contains equity holdings from multiple equitysectors, this report will proportionately allocate the underlying holdings of the variable annuity to those sectorsmeasured as a percentage of the total variable annuity's asset value as of the date shown.This information is supplied by Morningstar, Inc. on a weekly basis to UBS FS based on data supplied by thevariable annuity which may not be current. Portfolio holdings of variable annuities change on a regular (oftendaily) basis. Accordingly, any analysis that includes variable annuities may not accurately reflect the currentcomposition of these variable annuities. If a variable annuity's underlying holding data is not available, it willremain classified as an annuity. All data is as of the date indicated in the report.Equity Style: The Growth, Value and Core labels are determined by Morningstar. If an Equity Style isunclassified, it is due to non-availability of data required by Morningstar to assign it a particular style.Equity Capitalization: Market Capitalization is determined by Morningstar. Equity securities are classified asLarge Cap, Mid Cap or Small Cap by Morningstar. Unclassified securities are those for which no capitalization isavailable on Morningstar.Equity Sectors: The Equity sector analysis may include a variety of accounts, each with different investment andrisk parameters. As a result, the overweighting or underweighting in a particular sector or asset class should notbe viewed as an isolated factor in making investment/liquidation decisions; but should be assessed on anaccount by account basis to determine the overall impact on the account's portfolio.Classified Equity: Classified equities are defined as those equities for which the firm can confirm the specificindustry and sector of the underlying equity instrument.Estimated Annual Income: The Estimated Annual Income is the dividend/interest rate paid by the investmentsolely as of the date of this report, annualized yearly per share and multiplied by the quantity of shares held inthe selected account(s). For Expected Cash Flow and Portfolio Holdings reports prior to June 23, 2023, savingsproducts & sweep funds do not display such calculations and instead, values are displayed as N/A. For all otherreports, Estimated Annual Income for savings products & sweep funds is not calculated or factored intoaggregate calculations and will be displayed as 0.Current Yield: Current yield calculations display the current yield of the investment solely as of the date of thisreport, is defined as the estimated annual income divided by the total market value. For Portfolio Holdings reportgenerated prior to June 23, 2023, savings products & sweep funds do not include such information and instead,values are displayed as N/A. For all other reports, Current Yield for savings products & sweep funds is notcalculated or factored into aggregate calculations and will be displayed as 0.YTM (at Market): Yield to Maturity (at Market) is the expected return of an interest-bearing security from the report date, assuming that it is held to maturity with all coupon payments paid. For displays at the tax lot level,the Yield to Maturity is calculated based on the cost basis of that specific tax lot. For position level displays(consisting of multiple tax lots), Yield to Maturity is derived by using the weighted average cost basis of all theunderlying tax lots.YTW (at Market): Yield to Worst (at Market) is the expected return of an interest-bearing security from thereport date, assuming that it is held to the next call date or until maturity (if no next call date) with all couponpayments paid. For displays at the tax lot level, the Yield to Worst is calculated based on the cost basis of thatspecific tax lot. For position level displays (consisting of multiple tax lots), Yield to Worst is derived by using theweighted average cost basis of all the underlying tax lots.Bond Rating: These ratings are obtained from independent industry sources and are not verified by UBS FS.Securities without rating information are left blank. Rating agencies may discontinue ratings on high yieldsecurities.NR: When NR is displayed under bond rating column, no ratings are currently available from that rating agency.High Yield: This report may designate a security as a high yield fixed income security even though one or morerating agencies rate the security as an investment grade security. Further, this report may incorporate a ratingthat is no longer current with the rating agency. For more information about the rating for any high yield fixedincome security, or to consider whether to hold or sell a high yield fixed income security, please contact yourfinancial advisor or representative and do not make any investment decision based on this report.Credit/Event Risk: Investments are subject to event risk and changes in credit quality of the issuer. Issuers canexperience economic situations that may have adverse effects on the market value of their securities.Interest Rate Risk: Bonds are subject to market value fluctuations as interest rates rise and fall. If sold prior tomaturity, the price received for an issue may be less than the original purchase price.Reinvestment Risk: Since most corporate issues pay interest semiannually, the coupon payments over the lifeof the bond can have a major impact on the bond's total return.Call Provisions: When evaluating the purchase of a corporate bond, one should be aware of any features thatmay allow the issuer to call the security. This is particularly important when considering an issue that is trading ata premium to its call price, since the return may be negatively impacted if the issue is redeemed. Should an issuebe called, investors may be faced with an earlier than anticipated reinvestment decision, and may be unable toreinvest their principal at equally favorable rates.Effective Maturity: Effective maturity is the expected redemption due to pre-refunding, puts, or maturity anddoes not reflect any sinking fund activity, optional or extraordinary calls. Securities without a maturity date areleft blank and typically include Preferred Securities, Mutual Funds and Fixed Income UITs.Yields: Yield to Maturity and Yield to Worst are calculated to the worst call.Accrued Interest: Interest that has accumulated between the most recent payment and the report date may bereflected in market values for interest bearing securities.Bond Averages: All averages are weighted averages calculated based on market value of the holding, not Report created on: February 03, 2025 Page 34 of 36
Disclosures Applicable to Accounts at UBS Financial Services Inc. (continued) including accrued interest.Tax Status: "Taxable" includes all securities held in a taxable account that are subject to federal and/or state orlocal taxation. "Tax-exempt" includes all securities held in a taxable account that are exempt from federal, stateand local taxation. "Tax-deferred" includes all securities held in a tax-deferred account, regardless of the statusof the security.Bond sensitivity analysis: This analysis uses Modified Duration which approximates the percentage pricechange of a security for a given change in yield. The higher the modified duration of a security, the higher itsrisk. For callable securities, modified duration does not address the impact of changing interest rates on abond's expected cash flow as a result of a call or prepayment.Amortization and Accretion: Prior to March 2008, amortization was calculated using the straight line methodfor tax exempt securities and was not calculated for taxable securities. Post March 2008, amortization iscalculated using the constant yield method. Prior to October 2008, accretion due to original issue discount wasnot calculated. Post October 2008, accretion due to original issue discount is calculated using the constant yieldmethod.  Prior to January 2015, accretion due to market discount was calculated using the straight linemethod. Post January 2015, accretion due to market discount is calculated using the constant yield method. We assume the securities are held to par and premiums are calculated to call date. Amortization and accretionvalues may be incorrect due to adjustments related to cost basis. You may hold additional fixed income securitiesthat may not appear on this report. Please refer to your account statements for information regarding all of yourholdings.Gain/Loss: The gain/loss information may include calculations based upon non-UBS FS cost basis information.The firm does not independently verify or guarantee the accuracy or validity of any information provided bysources other than UBS FS. In addition, for Schedule K-1 reported investments, such as alternative investmentfunds, please refer to your annual K-1 and 1099 tax forms. If this report contains positions with unavailable costbasis, the gain/(loss) for these positions are excluded in the calculation for the Gain/(Loss). As a result thesefigures may not be accurate and are provided for informational purposes only. Clients should not rely on thisinformation in making purchase or sell decisions, for tax purposes or otherwise. Rely only on year-end tax formswhen preparing your tax return. See your monthly statement for additional information.Accounts Included in this Report: The account listing may or may not include all of your accounts with UBSFS. The accounts included in this report are listed under the "Accounts included in this review" shown on thefirst page or listed at the top of each page. If the account is a donor advised fund account, the assets in thoseaccounts are owned by the Sponsoring Charitable Organization, and not the donor. You and your financialadvisor have procured the appropriate authorization to view the assets in the donor advised fund account. If anaccount number begins with "@" this denotes assets or liabilities held at other financial institutions. Informationabout these assets, including valuation, account type and cost basis, is based on the information you provided tous, or provided to us by third party data aggregators or custodians at your direction. We have not verified, andare not responsible for, the accuracy or completeness of this information.Account name(s) displayed in this report and labels used for groupings of accounts can be customizable"nicknames" chosen by you to assist you with your recordkeeping or may have been included by your financialadvisor for reference purposes only. The names used have no legal effect, are not intended to reflect anystrategy, product, recommendation, investment objective or risk profile associated with your accounts or anygroup of accounts, and are not a promise or guarantee that wealth, or any financial results, can or will be achieved. All investments involve the risk of loss, including the risk of loss of the entire investment.For more information about account or group names, or to make changes, contact your Financial Advisor.Account changes: At UBS, we are committed to helping you work toward your financial goals. So that we maycontinue providing you with financial advice that is consistent with your investment objectives, please considerthe following two questions:1) Have there been any changes to your financial situation or investment objectives?2) Would you like to implement or modify any restrictions regarding the management of your account?If the answer to either question is "yes," it is important that you contact your Financial Advisor as soon aspossible to discuss these changes. For MAC advisory accounts, please contact your investment manager directlyif you would like to impose or change any investment restrictions on your account.ADV disclosure: A complimentary copy of our current Form ADV Disclosure Brochure that describes theadvisory program and related fees is available through your Financial Advisor. Please contact your FinancialAdvisor if you have any questions.Important information for former Piper Jaffray and McDonald Investments clients: As anaccommodation to former Piper Jaffray and McDonald Investments clients, these reports include performancehistory for their Piper Jaffray accounts prior to August 12, 2006 and McDonald Investments accounts prior toFebruary 9, 2007, the date the respective accounts were converted to UBS FS. UBS FS has not independentlyverified this information nor do we make any representations or warranties as to the accuracy or completenessof that information and will not be liable to you if any such information is unavailable, delayed or inaccurate.For insurance, annuities, and 529 Plans, UBS FS relies on information obtained from third party services itbelieves to be reliable. UBS FS does not independently verify or guarantee the accuracy or validity of anyinformation provided by third parties. Information for insurance, annuities, and 529 Plans that has been providedby a third party service may not reflect the quantity and market value as of the previous business day. Whenavailable, an "as of" date is included in the description.Investors outside the U.S. are subject to securities and tax regulations within their applicable jurisdiction that arenot addressed in this report. Nothing in this report shall be construed to be a solicitation to buy or offer to sellany security, product or service to any non-U.S. investor, nor shall any such security, product or service besolicited, offered or sold in any jurisdiction where such activity would be contrary to the securities laws or otherlocal laws and regulations or would subject UBS to any registration requirement within such jurisdiction.Performance History prior to the account's inception at UBS Financial Services, Inc. may have been included inthis report and is based on data provided by third party sources. UBS Financial Services Inc. has notindependently verified this information nor does UBS Financial Services Inc. guarantee the accuracy or validity ofthe information.Important information about brokerage and advisory services. As a firm providing wealth managementservices to clients, UBS Financial Services Inc. offers investment advisory services in its capacity as an SECregistered investment adviser and brokerage services in its capacity as an SEC-registered broker-dealer.Investment advisory services and brokerage services are separate and distinct, differ in material ways and aregoverned by different laws and separate arrangements. It is important that clients understand the ways in whichwe conduct business, that they carefully read the agreements and disclosures that we provide to them about theproducts or services we offer. For more information, please review client relationship summary provided at ubs.
Report created on: February 03, 2025 Page 35 of 36
Disclosures Applicable to Accounts at UBS Financial Services Inc. (continued) com/relationshipsummary. UBS Financial Services account protectionThe Firm is a member of the Securities Investor Protection Corporation (SIPC), which protects securitiescustomers of its members up to $500,000 (including $250,000 for claims for cash). Explanatory brochureavailable upon request or at www.sipc.org. The SIPC asset protection limits apply to all accounts that you hold ina particular capacity.The Firm, together with certain affiliates, has also purchased supplemental insurance. The maximum amountpayable to all eligible clients, collectively under this protection is $500 million as of December 10, 2019. Subjectto the policy conditions and limitations, cash at the Firm is further protected for up to $1.9 million in theaggregate for all your accounts held in a particular capacity. A full copy of the policy wording is available uponrequest.Neither the SIPC protection nor the supplemental protection apply to:
• Certain financial assets controlled by (and included in your account value) but held away from UBS Financial Services. For example certain (i) insurance products, including variable annuities,and (ii) shares of mutual funds registered in the name of the account holder on the books ofthe issuer or transfer agent); • Investment contracts or investment interests (e.g., limited partnerships and private placements) that are not registered under the Securities Act of 1933; • Commodities contracts (e.g., foreign exchange and precious metal contracts), including futures contracts and commodity option contracts;
• Securities on loan to UBS Financial Services; and• Deposit accounts (except certificates of deposit) at UBS Bank USA, UBS AG U.S. branches and banks in the FDIC Insured Deposit Program.
The SIPC protection and the supplemental protection do not apply to these assets even if they otherwise appearon your statements. The SIPC protection and the supplemental protection do not protect against changes in themarket value of your investments (whether as a result of market movement, issuer bankruptcy or otherwise).Non-UBS Assets and Liabilities: This report is not intended to provide you with consolidated information orreporting regarding your holdings at other firms. However, at your request, this report may include informationregarding assets that you hold at other financial institutions so that you may review your asset allocation and/orinvestment strategy in the context of your overall holdings. You should review and maintain the originaldocuments for these assets, such as the statements for individual accounts held away from UBS. Thosedocuments may contain notices, disclosures and other information important to you, and may also serve as areference should questions arise regarding the accuracy of that information as presented in this report.The information presented for accounts held at other financial institutions has been provided to UBS at yourdirection through your agreement with an Outside Asset Data Aggregation Service. These accounts have beenadded to this report at your request and are automatically updated to reflect the most recent data received fromthe custodian. Information may have also been provided based on documents and valuation you provided toyour Financial Advisor. These accounts have been added to this report at your request and may not reflect thecurrent valuation.
If an account number begins with "@" this denotes assets or liabilities held at other financial institutions.Information about these assets, including valuation, account type and cost basis, is based on the information youprovided to us, or provided to us by third party data aggregators or custodians at your direction. We have notverified, and are not responsible for, the accuracy or completeness of this information.If the information you or your custodians provided to us is not current, inclusion of these assets will impact theaccuracy of the current asset allocation and other analysis presented. We do not provide purchase, sale or holdrecommendations or advice with respect to your assets at other firms and do not assume responsibility foractivity you conduct at other financial institutions.UBS’s SIPC coverage applies to assets held at UBS. If you maintain assets at other firms that may be SIPCmembers, you should contact their financial representative or the other entity or refer to the other entitysstatement regarding SIPC membership. Your UBS Financial Services Inc. account statements are the only officialrecord of your UBS holdings and account and are not replaced, amended or superseded by any of theinformation presented in this report.Assets that you hold at other financial institutions are priced using the closing price reported on the last businessday preceding the date of this report. Every reasonable attempt has been made to accurately price securities;however, we make no warranty with respect to any security’s price. To determine the value of securities in youraccount, we generally rely on third party quotation services. If a price is unavailable or believed to be unreliable,we may determine the price in good faith and may use other sources such as the last recorded transaction.When securities are held at another custodian or if you hold illiquid or restricted securities for which there is nopublished price, we will generally rely on the value provided by the custodian or issuer of that security.The value of assets held at other financial institutions is based on the "Last Refresh Date" displayed. Up todate valuation and information can be obtained directly from the custodian of your assets. The accountstatements you receive from your third party custodian regarding the assets you hold with them are the officialrecord of your holdings and accounts and are not impacted or superseded by the information in this report.Account balances and security pricing will always display in U.S. Dollars even if assets in your Outside Accountsare denominated in other currencies. UBS will convert any values received in the Outside Account Information toU.S. Dollars using foreign exchange rates from UBS as of the previous business.
Report created on: February 03, 2025 Page 36 of 36
STAFF REPORT
TO: Mayor and Council Members DATE: February 25, 2025
FROM: Public Works DISTRICT(S): Citywide
SUBJECT: Award an Agreement to Disability Access Consultants, LLC. for the Development of an Americans and Disabilities Act (ADA) Self-Evaluation and Transition Plan (Plan 1395) in the amount of $299,840
RECOMMENDATION
That the City Council:
1. Award an Agreement to Disability Access Consultants, LLC for the Development of an Americans with Disabilities Act (ADA) Self-Evaluation and Transition Plan (Plan 1395) in the amount of $299,840;
2. Authorize a ten percent (10%) contingency in the amount of $29,985;
3. Approve a supplemental appropriation from Water Capital Projects Fund 502 in the amount of $54,824; and
4. Authorize the City Manager or his designee to execute the Agreement with Disability Access Consultants, LLC.
Including minimal and/or non-substantive changes.
STRATEGIC FOCUS AREAS
Goal 4: Enhance and Modernize the Organization (EMO)
Goal 5: Improve and Maintain the City’s Infrastructure and Facilities (IMCIF)
EXECUTIVE SUMMARY
The Americans with Disabilities Act (ADA) requires state and local governments to ensure that all individuals have access to engagement in public affairs. This includes not only physical accessibility but also the availability to participate in government programs, services, activities, and employment opportunities. To comply with the law, public entities must conduct a selfevaluation of their programs, services, and facilities to develop an ADA transition plan that identifies and addresses any structural or programmatic barriers.
To meet these requirements, staff recommends that the City Council award an agreement to Disability Access Consultants, LLC for the development of an ADA Self-Evaluation and Transition Plan for the City of Glendora in the amount of $299,840.
This plan will identify accessibility barriers in City buildings, parks, programs, policies, procedures, and the public right of ways, such as sidewalks and curb ramps. Serving as a guide for future improvements, the Plan will help ensure that the City of Glendora’s programs, services, and activities are accessible to individuals with disabilities.
LEGISLATIVE HISTORY / PREVIOUS ACTIONS
The ADA Self-Evaluation and Transition Plan (Plan No. 1395) is included in the adopted FY 2024-2025 budget with an allocation of $275,000.
DISCUSSION
The Americans with Disabilities Act (ADA) mandates that all public agencies ensure their programs, services, and facilities are accessible to individuals with disabilities. Cities are required to conduct a comprehensive ADA Self-Evaluation and Transition Plan to identify barriers to accessibility and create a structured approach to achieving compliance. This process helps municipalities prioritize improvements, allocate funding, and demonstrate their commitment to ADA compliance. A wellexecuted ADA Transition Plan not only ensures regulatory compliance but also enhances accessibility for all residents, contributing to a more equitable and welcoming community, it reduces the risk of lawsuits, and it will assist the Public Works Department with integrating ADA improvements into capital improvement projects.
A Request for Proposals (RFP) was released to solicit professional services for the development of a comprehensive ADA Self-Evaluation and Transition Plan. The RFP included a detailed scope of work, including a comprehensive facility survey and barrier assessment to evaluate City buildings, parks, open spaces, and public rights-of-way, including crosswalks, pathways, sidewalks, and curb ramps. Additionally, the scope calls for an evaluation of City programs and services, such as classes, workshops, meetings, and public events, along with a thorough review of City communications and the City’s website to ensure digital accessibility.
Following the assessment, the selected firm will work with staff to develop a comprehensive ADA Self-Evaluation and Transition Plan. This plan would include a summary of findings, outlining identified barriers and compliance gaps, followed by strategies on how to correct deficiencies. It will also provide cost estimates for necessary modifications and an implementation schedule to guide the City in achieving full ADA compliance over time. The goal of the initiative is to create an accessible environment for all residents and visitors while aligning with federal and state accessibility standards.
The RFP was publicly advertised on October 3, 2024, with proposals due on November 14, 2024. Five proposals were received:
Firm Initial Bid Amount
Accessibility Consulting Partners, Sacramento CA $333,815* ARCOR Inc., San Diego CA $367,820
Bureau Veritas, Irvine CA $282,135*
Disability Access Consultants LLC, Oroville, CA $135,440* Sally Swanson Architects Inc, Burbank, CA $274,525
*Bid amounts were noted as subject to change based on actual right of way.
The proposals received ranged from $135,440 to $367,820, with a significant disparity due to inconsistent estimates for public right-of-way elements, such as linear miles of sidewalk and curb ramp counts. This information was not provided in the RFP, leading firms to approach cost estimation differently. Some firms included itemized pricing per additional mile, while others either omitted these details or provided general estimates.
Staff thoroughly reviewed and scored all five proposals based on content, qualifications, experience, and project approach.
Staff conducted interviews with the top three firms and requested revised bid amounts based on the City's estimate of 156.5 centerline miles of public right-of-way. The table below presents the top three firms along with their corresponding updated bid amounts.
Firm Updated Bid Amount
Sally Swanson Architects Inc. $274,525
Disability Access Consultants, LLC $299,840*
Bureau Veritas $429,528
*Recommended firm.
Based on the evaluation process, staff recommends that the City Council award the Professional Services Agreement to Disability Access Consultants, LLC in the amount of $299,840. DAC’s experience in preparing ADA Self-Evaluation and Transition Plans for over 450 public entities, combined with their expertise in accessibility compliance, makes them the most suitable choice for this project. Additionally, DACTrak, DAC’s proprietary software, will provide an invaluable tool for the City to track, update, and manage compliance efforts effectively over time. Their demonstrated ability to execute projects of similar scope and their commitment to stakeholder engagement further reinforce this recommendation.
The ADA Self-Evaluation and Transition Plan is included in the adopted FY 2024-25 budget with an allocation of $275,000.
However, approving the contract will require a supplemental appropriation from the Water Capital fund in the amount of $54,824 to cover the total contract amount of $299,840, plus a 10% contingency.
FISCAL IMPACT
This project was approved in the adopted FY 2024-25 Operating and Capital Improvement Budget. Sufficient funding is available in the Water Capital Fund reserves for the supplemental appropriation.
Agreement for ADA Self Evaluation and Transition Plan $299,840 10% Contingency $29,985
Total Requested Amount: $329,825
FY 2025, Project 5523101, Allocation from Fund 301 (Capital Improvement Project) $275,000 Additional Funds Needed: $54,824
Supplemental Appropriation Request from Fund 502 (Water Capital): $54,824
ENVIRONMENTAL DETERMINATION
This activity is not a project as defined by Section 21065 of the Public Resources Code or Section 15378 of Title 24, Chapter 3 of the California Code of Regulations
Prepared By Valerie Velasquez Santoya, Assistant Public Works Director - Maintenance & Operations
Concurs With Not Applicable
Reviewed By William Wittkopf, Public Works Director
Certified to Availability of Funds Marie Ricci, Deputy City Manager Approved By Adam Raymond, City Manager
Legal Review Danny Aleshire, City Attorney
CEQA Review Not Applicable
ATTACHMENTS:
A. Agreement
B. Proposal
C. PowerPoint
Attachments
A. Agreement.pdf
B. Proposal.pdf
C. PowerPoint.pdf
AGREEMENT FOR CONTRACT SERVICES
By and Between
CITY OF GLENDORA
and
DISABILITY ACCESS CONSULTANTS, LLC
Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 1
AGREEMENT FOR CONTRACT SERVICES
BETWEEN THE CITY OF GLENDORA AND
DISABILITY ACCESS CONSULTANTS, LLC
THIS AGREEMENT FOR CONTRACT SERVICES (herein “Agreement”) is made and entered into this _____ day of __________, 2025 by and between the City of Glendora, a California municipal corporation (“City”) and Disability Access Consultants, LLC, a California limited liability company (“Consultant”). City and Consultant may be referred to, individually or collectively, as “Party” or “Parties.”
RECITALS
A. City has sought, by issuance of a Request for Proposals or Invitation for Bids, the performance of the services defined and described particularly in Article 1 of this Agreement.
B. Consultant, following submission of a proposal or bid for the performance of the services defined and described particularly in Article 1 of this Agreement, was selected by the City to perform those services.
C. Pursuant to the City of Glendora’s Municipal Code, City has authority to enter into and execute this Agreement.
D. The Parties desire to formalize the selection of Consultant for performance of those services defined and described particularly in Article 1 of this Agreement and desire that the terms of that performance be as particularly defined and described herein.
OPERATIVE PROVISIONS
NOW, THEREFORE, in consideration of the mutual promises and covenants made by the Parties and contained herein and other consideration, the value and adequacy of which are hereby acknowledged, the Parties agree as follows:
ARTICLE 1. SERVICES OF CONSULTANT
1.1 Scope of Services.
In compliance with all terms and conditions of this Agreement, the Consultant shall provide those services specified in the “Scope of Services” attached hereto as Exhibit “A” and incorporated herein by this reference, which may be referred to herein as the “services” or “work” hereunder. As a material inducement to the City entering into this Agreement, Consultant represents and warrants that it has the qualifications, experience, and facilities necessary to properly perform the services required under this Agreement in a thorough, competent, and professional manner, and is experienced in performing the work and services contemplated herein. Consultant shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all services described herein. Consultant covenants that it shall follow the highest professional standards in performing the work and services required hereunder and that all materials will be both of good quality as well as fit for the purpose intended. For purposes of this Agreement, the phrase “highest professional standards” shall mean those standards of practice recognized by one or more first-class firms performing similar work under similar circumstances.
1.2 Consultant’s Proposal.
Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 2 The Scope of Services shall include the Consultant’s scope of work or bid which shall be incorporated herein by this reference as though fully set forth herein. In the event of any inconsistency between the terms of such proposal and this Agreement, the terms of this Agreement shall govern.
1.3 Compliance with Law.
Consultant shall keep itself informed concerning, and shall render all services hereunder in accordance with, all ordinances, resolutions, statutes, rules, and regulations of the City and any Federal, State or local governmental entity having jurisdiction in effect at the time service is rendered.
1.4 California Labor Law.
If the Scope of Services includes any “public work” or “maintenance work,” as those terms are defined in California Labor Code section 1720 et seq. and California Code of Regulations, Title 8, Section 16000 et seq., and if the total compensation is $1,000 or more, Consultant shall pay prevailing wages for such work and comply with the requirements in California Labor Code section 1770 et seq. and 1810 et seq., and all other applicable laws, including the following requirements:
(a) Public Work. The Parties acknowledge that some or all of the work to be performed under this Agreement is a “public work” as defined in Labor Code Section 1720 and that this Agreement is therefore subject to the requirements of Division 2, Part 7, Chapter 1 (commencing with Section 1720) of the California Labor Code relating to public works contracts and the rules and regulations established by the Department of Industrial Relations (“DIR”) implementing such statutes. The work performed under this Agreement is subject to compliance monitoring and enforcement by the DIR. Consultant shall post job site notices, as prescribed by regulation.
(b) Prevailing Wages. Consultant shall pay prevailing wages to the extent required by Labor Code Section 1771. Pursuant to Labor Code Section 1773.2, copies of the prevailing rate of per diem wages are on file at City Hall and will be made available to any interested party on request. By initiating any work under this Agreement, Consultant acknowledges receipt of a copy of the Department of Industrial Relations (DIR) determination of the prevailing rate of per diem wages, and Consultant shall post a copy of the same at each job site where work is performed under this Agreement.
(c) Penalty for Failure to Pay Prevailing Wages. Consultant shall comply with and be bound by the provisions of Labor Code Sections 1774 and 1775 concerning the payment of prevailing rates of wages to workers and the penalties for failure to pay prevailing wages. The Consultant shall, as a penalty to the City, forfeit two hundred dollars ($200) for each calendar day, or portion thereof, for each worker paid less than the prevailing rates as determined by the DIR for the work or craft in which the worker is employed for any public work done pursuant to this Agreement by Consultant or by any subcontractor. (d) Payroll Records. Consultant shall comply with and be bound by the provisions of Labor Code Section 1776, which requires Consultant and each subconsultant to: keep accurate payroll records and verify such records in writing under penalty of perjury, as specified in Section 1776; certify and make such payroll records available for inspection as provided by Section 1776; and inform the City of the location of the records. (e) Apprentices. Consultant shall comply with and be bound by the provisions of Labor Code Sections 1777.5, 1777.6, and 1777.7 and California Code of Regulations Title 8, Section 200 et seq. concerning the employment of apprentices on public works projects. Consultant shall be responsible for compliance with these aforementioned Sections for all apprenticeable occupations. Prior to commencing work under this Agreement, Consultant shall provide City with a copy of the information submitted to any applicable apprenticeship program. Within sixty (60) days after concluding work pursuant to this Agreement, Consultant Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 3 and each of its subconsultants shall submit to the City a verified statement of the journeyman and apprentice hours performed under this Agreement.
(f) Eight-Hour Work Day. Consultant acknowledges that eight (8) hours labor constitutes a legal day's work. Consultant shall comply with and be bound by Labor Code Section 1810. (g) Penalties for Excess Hours. Consultant shall comply with and be bound by the provisions of Labor Code Section 1813 concerning penalties for workers who work excess hours. The Consultant shall, as a penalty to the City, forfeit twenty-five dollars ($25) for each worker employed in the performance of this Agreement by the Consultant or by any subcontractor for each calendar day during which such worker is required or permitted to work more than eight (8) hours in any one calendar day and forty (40) hours in any one calendar week in violation of the provisions of Division 2, Part 7, Chapter 1, Article 3 of the Labor Code. Pursuant to Labor Code section 1815, work performed by employees of Consultant in excess of eight (8) hours per day, and forty (40) hours during any one week shall be permitted upon public work upon compensation for all hours worked in excess of 8 hours per day at not less than one and one-half (1½) times the basic rate of pay. (h) Workers’ Compensation. California Labor Code Sections 1860 and 3700 provide that every employer will be required to secure the payment of compensation to its employees if it has employees. In accordance with the provisions of California Labor Code Section 1861, Consultant certifies as follows:
“I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.”
Consultant’s Authorized Initials ___________________
Barbara Thorpe, President
(i) Consultant’s Responsibility for Subcontractors. For every subcontractor who will perform work under this Agreement, Consultant shall be responsible for such subcontractor's compliance with Division 2, Part 7, Chapter 1 (commencing with Section 1720) of the California Labor Code, and shall make such compliance a requirement in any contract with any subcontractor for work under this Agreement. Consultant shall be required to take all actions necessary to enforce such contractual provisions and ensure subcontractor's compliance, including without limitation, conducting a review of the certified payroll records of the subcontractor on a periodic basis or upon becoming aware of the failure of the subcontractor to pay his or her workers the specified prevailing rate of wages. Consultant shall diligently take corrective action to halt or rectify any such failure by any subcontractor.
1.5 Licenses, Permits, Fees and Assessments.
Consultant shall obtain at its sole cost and expense such licenses, permits and approvals as may be required by law for the performance of the services required by this Agreement. Consultant shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Consultant’s performance of the services required by this Agreement, and shall indemnify, defend and hold harmless City, its officers, employees or agents of City, against any such fees, assessments, taxes, penalties or interest levied, assessed or imposed against City hereunder.
1.6 Familiarity with Work.
Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 4 By executing this Agreement, Consultant warrants that Consultant (i) has thoroughly investigated and considered the scope of services to be performed, (ii) has carefully considered how the services should be performed, and (iii) fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. If the services involve work upon any site, Consultant warrants that Consultant has or will investigate the site and is or will be fully acquainted with the conditions there existing, prior to commencement of services hereunder. Should the Consultant discover any latent or unknown conditions, which will materially affect the performance of the services hereunder, Consultant shall immediately inform the City of such fact and shall not proceed except at Consultant’s risk until written instructions are received from the Contract Officer.
1.7 Care of Work.
The Consultant shall adopt reasonable methods during the life of this Agreement to furnish continuous protection to the work, and the equipment, materials, papers, documents, plans, studies and/or other components thereof to prevent losses or damages, and shall be responsible for all such damages, to persons or property, until acceptance of the work by City, except such losses or damages as may be caused by City’s own negligence.
1.8 Further Responsibilities of Parties.
Both Parties agree to use reasonable care and diligence to perform their respective obligations under this Agreement. Both Parties agree to act in good faith to execute all instruments, prepare all documents and take all actions as may be reasonably necessary to carry out the purposes of this Agreement. Unless hereafter specified, neither Party shall be responsible for the service of the other.
1.9 Additional Services.
City shall have the right at any time during the performance of the services, without invalidating this Agreement, to order extra work beyond that specified in the Scope of Services or make changes by altering, adding to or deducting from said work. No such extra work may be undertaken unless a written order is first given by the Contract Officer (as defined below) to the Consultant, incorporating therein any adjustment in (i) the Contract Sum (or a portion of the compensation due to Consultant) for the actual costs of the extra work, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written approval of the Consultant. Any increase in compensation of up to ten percent (10%) of the Contract Sum or $50,000, whichever is less; or, in the time to perform of up to one hundred eighty (180) days, may be approved by the Contract Officer.
Any greater increases, taken either separately or cumulatively, must be approved by the City Council. It is expressly understood by Consultant that the provisions of this Section shall not apply to services specifically set forth in the Scope of Services. Consultant hereby acknowledges that it accepts the risk that the services to be provided pursuant to the Scope of Services may be more costly or time consuming than Consultant anticipates and that Consultant shall not be entitled to additional compensation therefor. City may in its sole and absolute discretion have similar work done by other Consultants. No claims for an increase in the Contract Sum or time for performance shall be valid unless the procedures established in this Section are followed.
1.10 Special Requirements.
Additional terms and conditions of this Agreement, if any, which are made a part hereof are set forth in the “Special Requirements” attached hereto as Exhibit “B” and incorporated herein by this reference. In the event of a conflict between the provisions of Exhibit “B” and any other provisions of this Agreement, the provisions of Exhibit “B” shall govern.
ARTICLE 2. COMPENSATION AND METHOD OF PAYMENT.
Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 5
2.1 Contract Sum.
Subject to any limitations set forth in this Agreement, City agrees to pay Consultant the amounts specified in the “Schedule of Compensation” attached hereto as Exhibit “C” and incorporated herein by this reference. The total compensation, including reimbursement for actual expenses, shall not exceed Two Hundred Ninety-Nine Thousand, Eight Hundred Forty Dollars ($299,840) (the “Contract Sum”), unless additional compensation is approved pursuant to Section 1.9.
2.2 Method of Compensation.
The method of compensation may include: (i) a lump sum payment upon completion; (ii) payment in accordance with specified tasks or the percentage of completion of the services, less contract retention; (iii) payment for time and materials based upon the Consultant’s rates as specified in the Schedule of Compensation, provided that (a) time estimates are provided for the performance of sub tasks, (b) contract retention is maintained, and (c) the Contract Sum is not exceeded; or (iv) such other methods as may be specified in the Schedule of Compensation.
2.3 Reimbursable Expenses.
Compensation may include reimbursement for actual and necessary expenditures for reproduction costs, telephone expenses, and travel expenses approved by the Contract Officer in advance, or actual subcontractor expenses of an approved subcontractor pursuant to Section 4.5, and only if specified in the Schedule of Compensation. The Contract Sum shall include the attendance of Consultant at all project meetings reasonably deemed necessary by the City. Coordination of the performance of the work with City is a critical component of the services. If Consultant is required to attend additional meetings to facilitate such coordination, Consultant shall not be entitled to any additional compensation for attending said meetings.
2.4 Invoices.
Each month Consultant shall furnish to City an original invoice for all work performed and expenses incurred during the preceding month in a form approved by City’s Director of Finance. By submitting an invoice for payment under this Agreement, Consultant shall be deemed to have certify compliance with all provisions of this Agreement. The invoice shall contain all information specified in Exhibit “C”, and shall detail charges for all necessary and actual expenses by the following categories: labor (by sub-category), travel, materials, equipment, supplies, and sub-contractor contracts. Sub-contractor charges shall also be detailed by such categories.
Consultant shall not invoice City for any duplicate services performed by more than one person.
City shall independently review each invoice submitted by the Consultant to determine whether the work performed and expenses incurred are in compliance with the provisions of this Agreement. Except as to any charges for work performed or expenses incurred by Consultant which are disputed by City, or as provided in Section 7.3, City will use its best efforts to cause Consultant to be paid within forty-five (45) days of receipt of Consultant’s correct and undisputed invoice; however, Consultant acknowledges and agrees that due to City warrant run procedures, the City cannot guarantee that payment will occur within this time period. In the event any charges or expenses are disputed by City, the original invoice shall be returned by City to Consultant for correction and resubmission. Review and payment by City for any invoice provided by the Consultant shall not constitute a waiver of any rights or remedies provided herein or any applicable law.
2.5 Waiver.
Payment to Consultant for work performed pursuant to this Agreement shall not be deemed to waive any defects in work performed by Consultant.
Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 6 ARTICLE 3. PERFORMANCE SCHEDULE
3.1 Time of Essence.
Time is of the essence in the performance of this Agreement.
3.2 Schedule of Performance.
Consultant shall commence the services pursuant to this Agreement upon receipt of a written notice to proceed and shall perform all services within the time period(s) established in the “Schedule of Performance” attached hereto as Exhibit “D” and incorporated herein by this reference. When requested by the Consultant, extensions to the time period(s) specified in the Schedule of Performance may be approved in writing by the Contract Officer but not exceeding one hundred eighty (180) days cumulatively.
3.3 Force Majeure.
The time period(s) specified in the Schedule of Performance for performance of the services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of the Consultant, including, but not restricted to, acts of God or of the public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, litigation, and/or acts of any governmental agency, including the City, if the Consultant shall within ten (10) days of the commencement of such delay notify the Contract Officer in writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and extend the time for performing the services for the period of the enforced delay when and if in the judgment of the Contract Officer such delay is justified. The Contract Officer’s determination shall be final and conclusive upon the Parties to this Agreement. In no event shall Consultant be entitled to recover damages against the City for any delay in the performance of this Agreement, however caused, Consultant’s sole remedy being extension of this Agreement pursuant to this Section.
3.4 Term.
Unless earlier terminated in accordance with Article 7 of this Agreement, this Agreement shall continue in full force and effect until completion of the services but not exceeding two (2) years from the date hereof (“Term”), except as otherwise provided in the Schedule of Performance (as shown on Exhibit “D” attached hereto). The City Manager may, at his/her sole discretion, extend the Term for an additional (1) one year term.
ARTICLE 4. COORDINATION OF WORK
4.1 Representatives and Personnel of Consultant.
The following principals of Consultant (“Principals”) are hereby designated as being the principals and representatives of Consultant authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith:
Barbara Thorpe, President
Tim Mahoney, Managing Member
It is expressly understood that the experience, knowledge, capability and reputation of the foregoing principals were a substantial inducement for City to enter into this Agreement. Therefore, the foregoing principals shall be responsible during the Term of this Agreement for directing all activities of Consultant and devoting Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 7 sufficient time to personally supervise the services hereunder. All personnel of Consultant, and any authorized agents, shall at all times be under the exclusive direction and control of the Principals. For purposes of this Agreement, the foregoing Principals may not be replaced nor may their responsibilities be substantially reduced by Consultant without the express written approval of City. Additionally, Consultant shall utilize only competent personnel to perform services pursuant to this Agreement. Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant’s staff and subcontractors, if any, assigned to perform the services required under this Agreement. Consultant shall notify City of any changes in Consultant’s staff and subcontractors, if any, assigned to perform the services required under this Agreement, prior to and during any such performance.
4.2 Status of Consultant.
Consultant shall have no authority to bind City in any manner, or to incur any obligation, debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by City. Consultant shall not at any time or in any manner represent that Consultant or any of Consultant’s officers, employees, or agents are in any manner officials, officers, employees or agents of City. Neither Consultant, nor any of Consultant’s officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City’s employees. Consultant expressly waives any claim Consultant may have to any such rights.
4.3 Contract Officer.
The Contract Officer shall be the Public Works Director, or such person as may be designated by the City Manager. It shall be the Consultant’s responsibility to assure that the Contract Officer is kept informed of the progress of the performance of the services and the Consultant shall refer any decisions which must be made by City to the Contract Officer. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer. The Contract Officer shall have authority, if specified in writing by the City Manager, to sign all documents on behalf of the City required hereunder to carry out the terms of this Agreement.
4.4 Independent Consultant.
Neither the City nor any of its employees shall have any control over the manner, mode or means by which Consultant, its agents or employees, perform the services required herein, except as otherwise set forth herein.
City shall have no voice in the selection, discharge, supervision or control of Consultant’s employees, servants, representatives or agents, or in fixing their number, compensation or hours of service. Consultant shall perform all services required herein as an independent contractor of City and shall remain at all times as to City a wholly independent contractor with only such obligations as are consistent with that role. Consultant shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. City shall not in any way or for any purpose become or be deemed to be a partner of Consultant in its business or otherwise or a joint venturer or a member of any joint enterprise with Consultant.
4.5 Prohibition Against Subcontracting or Assignment.
The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for the City to enter into this Agreement. Therefore, Consultant shall not contract with any other entity to perform in whole or in part the services required hereunder without the express written approval of the City. In addition, neither this Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty five percent (25%) of the present ownership and/or Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 8 control of Consultant, taking all transfers into account on a cumulative basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this Agreement shall be void. No approved transfer shall release the Consultant or any surety of Consultant of any liability hereunder without the express consent of City.
ARTICLE 5. INSURANCE AND INDEMNIFICATION
5.1 Insurance Coverages.
Without limiting Consultant’s indemnification of City, and prior to commencement of any services under this Agreement, Consultant shall obtain, provide and maintain at its sole cost and expense during the Term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to City. (a) General Liability Insurance. Consultant 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 $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.
(b) Automobile Liability Insurance. Consultant shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with the services to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
(c) Professional Liability (errors & omissions) Insurance. Consultant shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement and Consultant agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this Agreement.
(d) Workers’ Compensation Insurance. Consultant shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). (e) Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and certified endorsements for each subcontractor. All coverages for subcontractors shall include all of the requirements stated herein. (f) Additional Insurance. Policies of such other insurance, as may be required in the Special Requirements in Exhibit “B”.
5.2 General Insurance Requirements.
(a) Proof of Insurance. Consultant shall provide certificates of insurance to City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by City’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with City at all times during the Term of this Agreement. City reserves the right to require complete, certified copies of all required insurance policies, at any time.
Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 9 (b) Duration of Coverage. Consultant shall procure and maintain for the duration of this Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Services hereunder by Consultant, its agents, representatives, employees or subconsultants.
(c) Primary/Noncontributing. Coverage provided by Consultant shall be primary and any insurance or self-insurance procured or maintained by City shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of City before the City’s own insurance or selfinsurance shall be called upon to protect it as a named insured. (d) City’s Rights of Enforcement. In the event any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement.
(e) Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or that is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VI (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the City’s Risk Manager.
(f) Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against City, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants.
(g) Enforcement of Contract Provisions (non-estoppel). Consultant acknowledges and agrees that any actual or alleged failure on the part of the City to inform Consultant of non-compliance with any requirement imposes no additional obligations on the City nor does it waive any rights hereunder. (h) Requirements not Limiting. Requirements of specific coverage features or limits contained in this section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
(i) Notice of Cancellation. Consultant agrees to oblige its insurance agent or broker and insurers to provide to City with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. (j) Additional Insured Status. General liability and automobile policies shall provide or be endorsed to provide that City and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies.
Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 10 (k) Prohibition of Undisclosed Coverage Limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved by the City in writing. (l) Separation of Insureds. A severability of interests provision must apply for all additional insureds ensuring that Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions.
(m) Pass Through Clause. Consultant agrees to ensure that its subconsultants, subcontractors, and any other party involved with the services who is brought onto or involved in the services by Consultant, provide the same minimum insurance coverage and endorsements required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with consultants, subcontractors, and others engaged in the services will be submitted to City for review. (n) City’s Right to Revise Specifications. The City reserves the right at any time during the Term of this Agreement to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City and Consultant may renegotiate Consultant’s compensation. (o) Deductibles / Self-insured Retentions. Any deductibles and self-insured retentions must be declared to and approved by City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions with respect to the City, it officers, officials, employees, agents and volunteers, or the Consultant shall provide a financial guarantee satisfactory to the city guaranteeing payment of losses and related investigations, claims administration and defense expense. (p) Timely Notice of Claims. Consultant shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from Consultant’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies. (q) Additional Insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work.
5.3 Indemnification.
To the full extent permitted by law, Consultant agrees to indemnify, defend and hold harmless the City, its officers, employees and agents (“Indemnified Parties”) against, and will hold and save them and each of them harmless from, any and all actions, either judicial, administrative, arbitration or regulatory claims, damages to persons or property, losses, costs, penalties, obligations, errors, omissions or liabilities whether actual or threatened (herein “claims or liabilities”) that may be asserted or claimed by any person, firm or entity arising out of or in connection with the negligent performance of the work, operations or activities provided herein of Consultant, its officers, employees, agents, subcontractors, or invitees, or any individual or entity for which Consultant is legally liable (“indemnitors”), or arising from Consultant’s or indemnitors’ reckless or willful misconduct, or arising from Consultant’s or indemnitors’ negligent performance of or failure to perform any term, provision, covenant or condition of this Agreement, and in connection therewith:
(a) Consultant will defend any action or actions filed in connection with any of said claims or liabilities and will pay all costs and expenses, including legal costs and attorneys’ fees incurred in connection therewith;
Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 11 (b) Consultant will promptly pay any judgment rendered against the City, its officers, agents or employees for any such claims or liabilities arising out of or in connection with the negligent performance of or failure to perform such work, operations or activities of Consultant hereunder; and Consultant agrees to save and hold the City, its officers, agents, and employees harmless therefrom; (c) In the event the City, its officers, agents or employees is made a party to any action or proceeding filed or prosecuted against Consultant for such damages or other claims arising out of or in connection with the negligent performance of or failure to perform the work, operation or activities of Consultant hereunder, Consultant agrees to pay to the City, its officers, agents or employees, any and all costs and expenses incurred by the City, its officers, agents or employees in such action or proceeding, including but not limited to, legal costs and attorneys’ fees.
(d) Consultant shall incorporate similar indemnity agreements with its subcontractors and if it fails to do so Consultant shall be fully responsible to indemnify City hereunder therefore, and failure of City to monitor compliance with these provisions shall not be a waiver hereof. This indemnification includes claims or liabilities arising from any negligent or wrongful act, error or omission, or reckless or willful misconduct of Consultant in the performance of professional services hereunder. The provisions of this Section do not apply to claims or liabilities occurring as a result of City’s sole negligence or willful acts or omissions, but, to the fullest extent permitted by law, shall apply to claims and liabilities resulting in part from City’s negligence, except that design professionals’ indemnity hereunder shall be limited to claims and liabilities arising out of the negligence, recklessness or willful misconduct of the design professional. The indemnity obligation shall be binding on successors and assigns of Consultant and shall survive termination of this Agreement.
ARTICLE 6. RECORDS, REPORTS, AND RELEASE OF INFORMATION
6.1 Records.
Consultant shall keep, and require subcontractors to keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports, studies or other documents relating to the disbursements charged to City and services performed hereunder (the “books and records”), as shall be necessary to perform the services required by this Agreement and enable the Contract Officer to evaluate the performance of such services. Any and all such documents shall be maintained in accordance with generally accepted accounting principles and shall be complete and detailed. The Contract Officer shall have full and free access to such books and records at all times during normal business hours of City, including the right to inspect, copy, audit and make records and transcripts from such records. Such records shall be maintained for a period of three (3) years following completion of the services hereunder, and the City shall have access to such records in the event any audit is required. In the event of dissolution of Consultant’s business, custody of the books and records may be given to City, and access shall be provided by Consultant’s successor in interest. Notwithstanding the above, the Consultant shall fully cooperate with the City in providing access to the books and records if a public records request is made and disclosure is required by law including but not limited to the California Public Records Act.
6.2 Reports.
Consultant shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the services required by this Agreement as the Contract Officer shall require. Consultant hereby acknowledges that the City is greatly concerned about the cost of work and services to be performed pursuant to this Agreement. For this reason, Consultant agrees that if Consultant becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the work or services contemplated herein or, if Consultant is providing design services, the cost of the project being designed, Consultant shall promptly notify the Contract Officer of said fact, circumstance, technique or event and the estimated increased or Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 12 decreased cost related thereto and, if Consultant is providing design services, the estimated increased or decreased cost estimate for the project being designed.
6.3 Ownership of Documents.
All drawings, specifications, maps, designs, photographs, studies, surveys, data, notes, computer files, reports, records, documents and other materials (the “documents and materials”) prepared by Consultant, its employees, subcontractors and agents in the performance of this Agreement shall be the property of City and shall be delivered to City upon request of the Contract Officer or upon the termination of this Agreement, and Consultant shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership use, reuse, or assignment of the documents and materials hereunder. Any use, reuse or assignment of such completed documents for other projects and/or use of uncompleted documents without specific written authorization by the Consultant will be at the City’s sole risk and without liability to Consultant, and Consultant’s guarantee and warranties shall not extend to such use, reuse or assignment.
Consultant may retain copies of such documents for its own use. Consultant shall have the right to use the concepts embodied therein. All subcontractors shall provide for assignment to City of any documents or materials prepared by them, and in the event Consultant fails to secure such assignment, Consultant shall indemnify City for all damages resulting therefrom. Moreover, Consultant with respect to any documents and materials that may qualify as “works made for hire” as defined in 17 U.S.C. § 101, such documents and materials are hereby deemed “works made for hire” for the City.
6.4 Confidentiality and Release of Information.
(a) All information gained or work product produced by Consultant in performance of this Agreement shall be considered confidential, unless such information is in the public domain or already known to Consultant. Consultant shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the Contract Officer. (b) Consultant, its officers, employees, agents or subcontractors, shall not, without prior written authorization from the Contract Officer or unless requested by the City Attorney, voluntarily provide documents, declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives City notice of such court order or subpoena. (c) If Consultant, or any officer, employee, agent or subcontractor of Consultant, provides any information or work product in violation of this Agreement, then City shall have the right to reimbursement and indemnity from Consultant for any damages, costs and fees, including attorney’s fees, caused by or incurred as a result of Consultant’s conduct.
(d) Consultant shall promptly notify City should Consultant, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed there under. City retains the right, but has no obligation, to represent Consultant or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, this right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response.
ARTICLE 7. ENFORCEMENT OF AGREEMENT AND TERMINATION
7.1 California Law.
Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 13 This Agreement shall be interpreted, construed and governed both as to validity and to performance of the Parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Los Angeles, State of California, or any other appropriate court in such county, and Consultant covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. In the event of litigation in a U.S.
District Court, venue shall lie exclusively in the Central District of California, in the County of Los Angeles, State of California.
7.2 Disputes; Default.
In the event that Consultant is in default under the terms of this Agreement, the City shall not have any obligation or duty to continue compensating Consultant for any work performed after the date of default. Instead, the City may give notice to Consultant of the default and the reasons for the default. The notice shall include the timeframe in which Consultant may cure the default. This timeframe is presumptively thirty (30) days, but may be extended, though not reduced, if circumstances warrant, as determined by the Contract Officer. The cure period may run concurrently with the termination period as provided in Section 7.7, if the option to cure in the alternative to termination. During the period of time that Consultant is in default, the City shall hold all invoices and shall, when the default is cured, proceed with payment on the invoices. In the alternative, the City may, in its sole discretion, elect to pay some or all of the outstanding invoices during the period of default. If Consultant does not cure the default, the City may take necessary steps to terminate this Agreement under this Article. Any failure on the part of the City to give notice of the Consultant’s default shall not be deemed to result in a waiver of the City’s legal rights or any rights arising out of any provision of this Agreement.
7.3 Retention of Funds.
Consultant hereby authorizes City to deduct from any amount payable to Consultant (whether or not arising out of this Agreement) (i) any amounts the payment of which may be in dispute hereunder or which are necessary to compensate City for any losses, costs, liabilities, or damages suffered by City, and (ii) all amounts for which City may be liable to third parties, by reason of Consultant’s acts or omissions in performing or failing to perform Consultant’s obligation under this Agreement. In the event that any claim is made by a third party, the amount or validity of which is disputed by Consultant, or any indebtedness shall exist which shall appear to be the basis for a claim of lien, City may withhold from any payment due, without liability for interest because of such withholding, an amount sufficient to cover such claim. The failure of City to exercise such right to deduct or to withhold shall not, however, affect the obligations of the Consultant to insure, indemnify, and protect City as elsewhere provided herein.
7.4 Waiver.
Waiver by any Party to this Agreement of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any Party of any breach of the provisions of this Agreement shall not constitute a waiver of any other provision or a waiver of any subsequent breach or violation of any provision of this Agreement. Acceptance by City of any work or services by Consultant shall not constitute a waiver of any of the provisions of this Agreement. No delay or omission in the exercise of any right or remedy by a non-defaulting Party on any default shall impair such right or remedy or be construed as a waiver.
Any waiver by either Party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement.
7.5 Rights and Remedies are Cumulative.
Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the Parties are cumulative and the exercise by either Party of one or more of such rights or Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 14 remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other Party.
7.6 Legal Action.
In addition to any other rights or remedies, either Party may take legal action, in law or in equity, to cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. Notwithstanding any contrary provision herein, Consultant shall file a statutory claim pursuant to Government Code Sections 905 et seq. and 910 et seq., in order to pursue a legal action under this Agreement.
7.7 Termination Prior to Expiration of Term.
This Section shall govern any termination of this Agreement except as specifically provided in the following Section for termination for cause. The City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days’ written notice to Consultant, except that where termination is due to the fault of the Consultant, the period of notice may be such shorter time as may be determined by the Contract Officer. In addition, the Consultant reserves the right to terminate this Agreement at any time, with or without cause, upon sixty (60) days’ written notice to City, except that where termination is due to the fault of the City, the period of notice may be such shorter time as the Consultant may determine. Upon receipt of any notice of termination, Consultant shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. Except where the Consultant has initiated termination, the Consultant shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer, except as provided in Section 7.3. In the event the Consultant has initiated termination, the Consultant shall be entitled to compensation only for the reasonable value of the work product actually produced hereunder. In the event of termination without cause pursuant to this Section, the terminating party need not provide the non-terminating party with the opportunity to cure pursuant to Section 7.2.
7.8 Termination for Default of Consultant.
If termination is due to the failure of the Consultant to fulfill its obligations under this Agreement, City may, after compliance with the provisions of Section 7.2, take over the work and prosecute the same to completion by contract or otherwise, and the Consultant shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that the City shall use reasonable efforts to mitigate such damages), and City may withhold any payments to the Consultant for the purpose of set-off or partial payment of the amounts owed the City as previously stated.
7.9 Attorneys’ Fees.
If either Party to this Agreement is required to initiate or defend or made a party to any action or proceeding in any way connected with this Agreement, the prevailing party in such action or proceeding, in addition to any other relief which may be granted, whether legal or equitable, shall be entitled to reasonable attorney’s fees. Attorney’s fees shall include attorneys’ fees on any appeal, and in addition a Party entitled to attorneys’ fees shall be entitled to all other reasonable costs for investigating such action, taking depositions and discovery and all other necessary costs the court allows which are incurred in such litigation. All such fees shall be deemed to have accrued on commencement of such action and shall be enforceable whether or not such action is prosecuted to judgment.
Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 15 ARTICLE 8. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
8.1 Non-liability of City Officers and Employees.
No officer or employee of the City shall be personally liable to the Consultant, or any successor in interest, in the event of any default or breach by the City or for any amount which may become due to the Consultant or to its successor, or for breach of any obligation of the terms of this Agreement.
8.2 Conflict of Interest.
Consultant covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Consultant’s performance of services under this Agreement. Consultant further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent or subcontractor without the express written consent of the Contract Officer. Consultant agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City in the performance of this Agreement.
No officer or employee of the City shall have any financial interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to this Agreement which affects her/his financial interest or the financial interest of any corporation, partnership or association in which (s)he is, directly or indirectly, interested, in violation of any State statute or regulation. The Consultant warrants that it has not paid or given and will not pay or give any third party any money or other consideration for obtaining this Agreement.
8.3 Covenant Against Discrimination.
Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry or other protected class in the performance of this Agreement. Consultant shall take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry or other protected class.
8.4 Unauthorized Aliens.
Consultant hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act, 8 U.S.C. § 1101 et seq., as amended, and in connection therewith, shall not employ unauthorized aliens as defined therein. Should Consultantso employ such unauthorized aliens for the performance of work and/or services covered by this Agreement, and should any liability or sanctions be imposed against City for such use of unauthorized aliens, Consultant hereby agrees to and shall reimburse City for the cost of all such liabilities or sanctions imposed, together with any and all costs, including attorneys’ fees, incurred by City.
ARTICLE 9. MISCELLANEOUS PROVISIONS
9.1 Notices.
Any notice, demand, request, document, consent, approval, or communication either Party desires or is required to give to the other Party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail, in the case of the City, to the City Manager and to the attention of the Contract Officer (with her/his name and City title), City of Glendora, 116 E. Foothill Blvd., Glendora, California 91741-3380, and Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 16 in the case of the Consultant, to the person(s) at the address designated on the execution page of this Agreement.
Either Party may change its address by notifying the other Party of the change of address in writing. Notice shall be deemed communicated at the time personally delivered or in seventy-two (72) hours from the time of mailing if mailed as provided in this Section.
9.2 Interpretation.
The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either Party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply.
9.3 Counterparts.
This Agreement may be executed in counterparts, each of which shall be deemed to be an original, and such counterparts shall constitute one and the same instrument. Each of the parties intend to be bound by the signatures on any telecopied, .pdf or other electronically delivered document, and are aware that the other party will rely on the telecopied, .pdf or other electronically delivered signatures, and hereby waive any defenses to the enforcement of the terms of this Agreement based on the form of signature.
9.4 Integration; Amendment.
This Agreement including the attachments hereto is the entire, complete and exclusive expression of the understanding of the Parties. It is understood that there are no oral agreements between the Parties hereto affecting this Agreement and this Agreement supersedes and cancels any and all previous negotiations, arrangements, agreements and understandings, if any, between the Parties, and none shall be used to interpret this Agreement.
No amendment to or modification of this Agreement shall be valid unless made in writing and approved by the Consultant and by the City Council. The Parties agree that this requirement for written modifications cannot be waived and that any attempted waiver shall be void.
9.5 Severability.
In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the Parties hereunder unless the invalid provision is so material that its invalidity deprives either Party of the basic benefit of their bargain or renders this Agreement meaningless.
9.6 Warranty & Representation of Non-Collusion.
No official, officer, or employee of City has any financial interest, direct or indirect, in this Agreement, nor shall any official, officer, or employee of City participate in any decision relating to this Agreement which may affect his/her financial interest or the financial interest of any corporation, partnership, or association in which (s)he is directly or indirectly interested, or in violation of any corporation, partnership, or association in which (s)he is directly or indirectly interested, or in violation of any State or municipal statute or regulation. The determination of “financial interest” shall be consistent with State law and shall not include interests found to be “remote” or “noninterests” pursuant to Government Code Sections 1091 or 1091.5. Consultant warrants and represents that it has not paid or given, and will not pay or give, to any third party including, but not limited to, any City official, officer, or employee, any money, consideration, or other thing of value as a result or consequence of obtaining or being awarded any agreement. Consultant further warrants and represents that (s)he/it has not engaged in any act(s), omission(s), or other conduct or collusion that would result in the payment of any money, Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 17 consideration, or other thing of value to any third party including, but not limited to, any City official, officer, or employee, as a result of consequence of obtaining or being awarded any agreement. Consultant is aware of and understands that any such act(s), omission(s) or other conduct resulting in such payment of money, consideration, or other thing of value will render this Agreement void and of no force or effect.
Consultant’s Authorized Initials ___________________
Barbara Thorpe, President
9.7 Authority.
The persons executing this Agreement on behalf of the Parties hereto warrant that (i) such Party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said Party, (iii) by so executing this Agreement, such Party is formally bound to the provisions of this Agreement, and (iv) that entering into this Agreement does not violate any provision of any other agreement to which said Party is bound. This Agreement shall be binding upon the heirs, executors, administrators, successors and assigns of the Parties.
[SIGNATURES APPEAR ON THE FOLLOWING PAGE]
Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Agreement – Disability Access Consultants (ADA Self Evaluation and Transition Plan) 02.25.2025 18 IN WITNESS WHEREOF, the Parties hereto have executed this Agreement on the date and year first-above written.
CITY:
CITY OF GLENDORA, a municipal corporation
Adam Raymond
City Manager
APPROVED AS TO FORM: CERTIFY AVAILABILITY OF FUNDS:
ALESHIRE & WYNDER, LLP
Danny Aleshire
City Attorney
Kyle Johnson
Finance Director/City Treasurer
ATTEST:
Kathleen R. Sessman
City Clerk/Communications Director
CONSULTANT:
DISABILITY ACCESS CONSULTANTS, LLC, a
California limited liability company
Name: Barbara Thorpe
Title: President
Email: [email protected]
Name: Tim Mahoney
Title: Managing Member
Email: [email protected]
Address:2862 Olive Hwy, Suite D, Oroville, CA 95966
Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 Feb 13, 2025 | 7:37 AM PST
Feb 13, 2025 | 9:00 AM EST
01240.0001/1016474.1 A-1
EXHIBIT “A”
SCOPE OF SERVICES
I. Consultant will perform the following services:
A. Develop a comprehensive self-evaluation and transition plan of City facilities, programs, services, activities, and policies for compliance with the Americans with Disabilities Act (ADA), State of California Building Codes, Caltrans Standards, federal codes such as Section 504 of the Rehabilitation Ace, and civil rights regulations, federal, highway and related local regulations.
II. As part of the services, Consultant will prepare and deliver the following tangible work products to the City:
A. A comprehensive self-evaluation report and ADA transition plan.
B. Interactive online software, DACTrak, an ongoing management tool.
III. In addition to the requirements of Section 6.2, during performance of the services, Consultant will keep the City appraised of the status of performance by delivering the following status reports:
A. Kickoff meeting and check in meetings as necessary.
IV. All work product is subject to review and acceptance by the City, and must be revised by the Consultant without additional charge to the City until found satisfactory and accepted by City.
V. Consultant will utilize the following personnel to accomplish the services:
A. Barbara Thorpe, Project Manager
B. Michael Boga, Senior Director of Accessibility Services C. Candice Pursch, Director of Accessibility Services
D. Jennie Grover, Director of Administrative Services
E. Tim Mahoney, General Manager
F. Srikant Talasila, Director of IT
Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 01240.0001/1016474.1 B-1
EXHIBIT “B”
SPECIAL REQUIREMENTS
(Superseding Contract Boilerplate)
Added text is indicated in bold italics, deleted text is indicated in strikethrough.
I. None.
Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 01240.0001/1016474.1 C-1
EXHIBIT “C”
SCHEDULE OF COMPENSATION
I. Consultant shall perform the following “Tasks” at the following rates:
DESCRIPTION SUB-BUDGET
A. ADA Self-Evaluation and Transition Plan Preparation: Master list; Review of plans, policy & programs; Barrier assessment planning; Evaluate effectiveness; Summarize findings, Staff meetings. $28,080
B. Conduct Comprehensive Facility Surveys & Barrier Assessment:
Buildings; Parks and Open spaces; Public Rights of Way; Programs and Services, City Communication and Web pages.
$264,440
C. Comprehensive ADA Self-Evaluation and Transition Plan:
Plan development, Present plan to staff; Present to City Council; Provide (6) hard copies and electronic copy to City.
$7,320
D. Access to DACTrak Online Accessibility Management Software:
Training and unlimited City user access to software for two years.
Starting in year 3, a DACTrak Subscription for unlimited users will be $2,000 per year.
$0
($2,000/year
beginning year 3)
Total Not to Exceed Cost: $299,840
III. Within the budgeted amounts for each Task, and with the approval of the Contract Officer, funds may be shifted from one Task subbudget to another so long as the Contract Sum is not exceeded per Section 2.1, unless Additional Services are approved per Section 1.9.
IV. The City will compensate Consultant for the services performed upon submission of a valid invoice. Each invoice is to include:
A. Line items for all personnel describing the work performed, the number of hours worked, and the hourly rate.
B. Line items for all materials and equipment properly charged to the Services.
C. Line items for all other approved reimbursable expenses claimed, with supporting documentation.
D. Line items for all approved subcontractor labor, supplies, equipment, materials, and travel properly charged to the Services.
V. The total compensation for the services shall not exceed the Contract Sum as provided in Section 2.1 of this Agreement.
VI. The Consultant’s billing rates for all personnel are attached as Exhibit “C-1”.
Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 01240.0001/1016474.1 C-1
EXHIBIT “C-1”
CONSULTANT’S BILLING RATES
Position Hourly Rate
Project Manager $140
Sr. Director of Accessibility Services $140
General Manager $120
Director of Administrative Services $120
Director of Accessibility Services $120
Accessibility Specialist $100
Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716 01240.0001/1016474.1 D-1
EXHIBIT “D”
SCHEDULE OF PERFORMANCE
I. Consultant shall perform all services timely in accordance with the schedule below. Services will commence upon Contract Officer’s issuance of the Notice to Proceed.
II. Consultant shall deliver the following tangible work products to the City by the following dates.
A. Comprehensive ADA Self-Evaluation and Transition Plan March 31, 2027 III. The Contract Officer may approve extensions for performance of the services in accordance with Section 3.2.
Docusign Envelope ID: A4A77A79-871B-448B-A11C-395953A74716
REQUEST FOR PROPOSAL
Professional Services to Develop an
Americans with Disabilities Act (ADA) Self-Evaluation
and Transition Plan
Plan No. 1395
Submitted by:
Disability Access Consultants, LLC (DAC)
November 14, 2024
DAC Proposal to the City of Glendora for ADA Professional Services i Table of Contents
TABLE OF CONTENTS........................................................................................................................ I A. COVER LETTER .................................................................................................................... 1 B. STATEMENT OF UNDERSTANDING, SCOPE AND APPROACH .................................... 3 STATEMENT OF UNDERSTANDING............................................................................... 3 PROJECT SCOPE AND APPROACH ............................................................................... 4 Task 1. Oversee Development and Execution of Self Evaluation Report and ADA Transition Plan........................................................................................................................................................................... 4 Task 2: Conduct Comprehensive Facility Surveys and Barrier Assessments................................. 4 Opportunities for Public Input and Outreach ......................................................................................... 11 Data Intake and Management: DACTrak Accessibility Management Software ........................ 11 Task 3: Comprehensive ADA Self-Evaluation and Transition Plan ................................................. 12 PROJECT TIMELINE ....................................................................................................................... 13 COMPANY PERSONNEL ................................................................................................................. 14 RELEVANT EXPERIENCE AND REFERENCES............................................................................. 16 EXPERIENCE ........................................................................................................ 16 CLIENT REFERENCES ............................................................................................. 18 PRICING........................................................................................................................................... 20 EXHIBIT A – BIDDER’S CERTIFICATION OF ADDENDUM #1
EXHIBIT B – SAMPLE SCREEN SHOTS OF DACTRAK ACCESSIBILITY MANAGEMENT
SOFTWARE
EXHIBIT C – RESUMES OF PROJECT MANAGER AND QUALITY CONTROL MANAGER DAC Proposal to the City of Glendora for ADA Professional Services 1 A. Cover Letter
Date: November 14, 2024
To: Maliha Ansari, Principal Civil Engineer
Maria Fraser, PE
City of Glendora
116 E. Foothill Boulevard
Glendora, CA 91741
Re: Request for Proposal for Professional Services to develop an Americans with Disabilities Act (ADA) Self-Evaluation and Transition Plan Plan No. 1395
DAC Headquarters: 2862 Olive Highway, Suite D, Oroville, CA 95966 Project Managers: Tim Mahoney, General Manager Barbara Thorpe, President [email protected] [email protected]
Phone: (800) 743-7067 Phone: (800) 743-7067
Fax: (530) 533-3001 Fax: (530) 533-3001
Disability Access Consultants, LLC (DAC) understands that the City of Glendora is seeking to enter into a professional services agreement with a qualified and experienced firm to provide an updated and comprehensive evaluation of City facilities, programs, services, activities, policies for compliance with the American with Disabilities Act (ADA), State of California Building Codes, Caltrans Standards, federal codes such as Section 504 of the Rehabilitation Act, and civil rights regulations, federal highway and related local regulations.
DAC is familiar with the previous efforts that were completed by the City and understands the deliverables of this RFP. DAC has successfully completed hundreds of projects similar to the City of Glendora and understands that this plan is meant to update all previous ADA compliance efforts in a comprehensive manner. DAC has also worked as a consultant to the California Department of Transportation (Caltrans) to assist Caltrans with performing ADA compliance desk audits for hundreds of cities, counties and special districts throughout the state of California. DAC has also assisted more than thirty public entities in the past year to respond to the recent ADA/504 Transition Plan upload request mandated by the Federal Highway Administration (FHWA) through Caltrans.
Programmatic, policy or physical barriers that may deny access to the programs, services and activities for persons with disabilities will be identified by DAC. The evaluation of physical barriers will include field surveys of the City buildings, parks, parking lots, street intersections and public rights-of-way. Ordinances and other accessibility related documents for the provision of programs, services and activities for persons with disabilities will be reviewed and recommendations made by DAC as appropriate.
City policies may include, but are not limited to effective communication, accessible documents (pdf, word), accessible fonts, service animals, emergency evacuation, grievance procedures, notice of the rights afforded for persons with disabilities, the identity of the ADA Coordinator, reasonable accommodations, accommodation statements on public-facing documents and others as applicable.
DAC will conduct an accessibility review of the City’s public facing website in accordance with the required Web Content Accessibility Guidelines (WCAG) and Section 508 requirements.
DAC Proposal to the City of Glendora for ADA Professional Services 2 A public outreach strategy will be organized, and public input will be solicited during the development of the ADA Self-evaluation and Transition Plan. Announcements, surveys, virtual meetings, social media and other proposed methods for input by City stakeholders will be prepared for review by the City.
DAC will provide the City with findings from the self-evaluation, field surveys and proposed methods to remove barriers. These findings and recommendations, proposed methodologies and DACTrak accessibility management software will provide the City with a framework and tools to produce a comprehensive transition plan that will remediate issues, over time.
The transition plan deliverables provided by DAC will include information on each barrier, recommended methods to remove barrier for persons with disabilities, accessibility code references, photographs of all elements surveyed, estimated costing information, GIS measurements and locations (as applicable) and other tools such as mapping and multiple report formats.
DAC will provide the City with our DACTrak online accessibility management software. As the City requested a project database for ongoing monitoring of the transition plan, DACTrak will allow the City staff to continuously manage, monitor, update and implement the transition plan. DACTrak also provides estimated costs of barrier removal.
Tim Mahoney, General Manager, has the authority to negotiate on behalf of and to contractually bind DAC. DAC has received and reviewed Addendum #1 posted by the City on November 6, 2024 and has included the information in preparation of our response.
Respectfully submitted by Tim Mahoney
DAC Proposal to the City of Glendora for ADA Professional Services 3 B. Statement of Understanding, Scope and Approach
Statement of Understanding
Disability Access Consultants, LLC (DAC) understands that the City of Glendora is seeking to enter into a professional services agreement with a qualified and experienced firm to provide a comprehensive Americans with Disabilities Act (ADA) Self-Evaluation and Transition Plan for the City facilities, parks, and parking structures and public rights-of-way (PROW).
DAC will review the City’s programs, services, activities, policies for compliance with the American with Disabilities Act (ADA), State of California Building Codes, Caltrans Standards, federal codes such as Section 504 of the Rehabilitation Act, and civil rights regulations, federal highway and related local regulations. DAC will collaborate with the City and provide best practices to assist the City in the updates of these compliance requirements.
DAC has extensive experience in the evaluation of program and facility accessibility and provides a full continuum of Americans with Disabilities Act (ADA) and accessibility services for public entities, such as the City of Glendora.
Founded as a California company in 1998, DAC has provided services for the past 26 years to assist public entities to comply and implement accessibility requirements in accordance with the ADA, Title 24 of the California Building Code, Section 504 and related federal, state and local disability-related nondiscrimination laws and regulations.
DAC has conducted over 30,000 building inspections, surveyed thousands of parks and playgrounds, over 40,000 thousand miles of public rights-of-way and performed hundreds of programmatic reviews and self-evaluations to study the accessibility of programs, services, activities, events and related areas.
DAC has a team of 25 staff, including CASp certified inspectors, dedicated to assisting public entities, such as the City of Glendora, with ADA compliance. DAC has a comprehensive understanding of applicable standards, regulations and requirements under Title II of the ADA, California Building Code and related state accessibility standards.
DAC has successfully completed over 500 similar projects throughout the US over the past 26 years and has a clear understanding of the necessary requirements and deliverables that the City is seeking.
DAC has a clear understanding of the requirements of this RFP and has successfully completed projects in similar size and scope to the City. DAC is currently assisting or has recently completed similar studies for numerous city and county governments, including cities in proximity to the City of Glendora, such as the City of Upland, City of Chino Hills, City of Fullerton, City of Jurupa Valley, City of La Habra, City of Murrieta, City of Hemet, City of San Dimas, City of Palm Desert, City of Moreno Valley, City Manhattan Beach, City of Redondo Beach, City of Huntington Beach, City of Carson, City of Torrance, City of La Canada Flintridge, City of Victorville, Town of Apple Valley, City of Lawndale, City of Oceanside, City of Carlsbad, and the City of San Juan Capistrano.
To provide for easy management of the transition plan and documentation of compliance efforts, DAC has developed online software called DACTrak. DACTrak is a powerful tool to manage and update the transition plan, project costs and document progress. Custom reports can be printed in a variety of formats. The use of DACTrak provides for a better quality and finished product for easy and cost-effective management of the ADA plans.
DAC Proposal to the City of Glendora for ADA Professional Services 4 Project Scope and Approach
Task 1. Oversee Development and Execution of Self Evaluation Report and ADA Transition Plan
a. DAC will develop a master list of City programs, services, and activities; accessibility policies; disability customer service training; communication practices and any additional available information regarding program accessibility. DAC will review appropriate and existing City transition plans, master plans, reports, and programs, as well as meet with City staff to gain insight into the City's facilities and programs in order to identify issues, which may be discriminatory to people with disabilities.
b. The document review by DAC will include previous plans, as-built drawings, accessibility standards and City regulatory policies related to accessibility. DAC will develop the process, procedure and forms needed to conduct the self-evaluation of the City's programs, activities and services for ADA compliance and compile the findings and recommendations into a City ADA Selfevaluation and Transition plan Executive Summary.
Also, DAC will review the City’s previous Self-Evaluation Reports, previous compliance efforts and reports, property condition assessment reports, as-built drawings, and any other relevant land development reports.
c. The review will also include City policy and program accessibility, including eligibility requirements, participation requirements, facilities used, transportation, communication, grievance procedures and emergency procedures. DAC will review, analyze and make recommendations based on current or plans. DAC will conduct barrier assessment surveys to collect information on each program and activity. Based on the barrier assessment surveys and policy reviews, DAC will evaluate the access of existing programs and services and provide recommendations where deficiencies are identified.
d. As part of the deliverables DAC will provide the City with an Executive Summary report that will summarize the data and findings from the ADA self-evaluation of the City’s programs, services, activities, policies and procedures. The Executive Summary will provide recommendations for accessibility enhancement when applicable.
e. DAC will provide the City with DACTrak online accessibility management software that will allow the City to generate summary reports and very detailed reports of the data and findings from the ADA self-evaluation and transition plan for City buildings, parks, open spaces and public rights-of-way. DACTrak will also provide the City with tools to manage implementation of the transition plan.
f. DAC will conduct an initial project kickoff meeting with selected City staff. The kick-off meeting will clarify roles and lines of communication, refine project goals, review the overall project schedule scope and, schedule surveys of City facilities, recreational areas and public rights-ofway and identify key City personnel related to the project scope. DAC would suggest scheduling monthly, virtual progress meetings, with key City staff to ensure scheduled and timelines are being met. Furthermore, DAC will plan to attend at least three meetings with City staff, per the RFP requirements. DAC will schedule a remote kick-off meeting, interim progress meeting, and a final completion meeting along with any required site visits and City staff meetings needed for Self-Evaluation investigations and document research.
Task 2: Conduct Comprehensive Facility Surveys and Barrier Assessments DAC will oversee and conduct the surveys of the interior and exterior areas of the City’s buildings, facilities, parks, parking and public rights-of-way identified in the RFP and confirmed at the kickoff meeting.
DAC will prepare reports identifying each physical element that is out of compliance with the ADA and related codes and regulations or otherwise hinders or prevents access to persons with disabilities.
DAC Proposal to the City of Glendora for ADA Professional Services 5 Task 2a: Public Buildings and Facilities
a. In consultation with the City, DAC will identify which City buildings are subject to the requirements of the ADA, and perform assessments of all interior and exterior elements, including the path of travel as well as common areas throughout City owned and tenant occupied buildings. The reports prepared from the assessments will include details of all elements surveyed.
b. DAC will conduct barrier assessment surveys with field reviews of all City-owned public buildings that provide programs, services or activities to the public, as appropriate. The surveys will identify physical barriers at each facility that could limit accessibility. The information collected in the field will be compared to the Federal ADA codes as well as applicable state codes and the standard that provides the greater level of accessibility utilized.
i. Based on the results of the barrier assessment surveys, DAC will develop access compliance assessment reports issued through our DACTrak online accessibility management software in order to provide the City with comprehensive assessment results. The reports will include:
1. as-is condition measurements and verifications as they relate to ADA access;
2. a detailed barrier description;
3. photographs for documentation of each barrier;
4. detailed location description identifying the location of the barrier, maps will also be provided for findings where GIS coordinates can be collected for available outdoor findings;
5. a proposed solution to eliminate the barrier; and
6. individual cost estimates for each solution.
c. DAC will provide the City with access to DACTrak, allowing the City’s users to generate details reports in multiple formats, including PDF and Excel, as well as map style formats of KML and Shapefile for available exterior areas where GIS coordinates can be collected.
The DACTrak online accessibility management software will provide the City with comprehensive reports for the interior and exterior of each facility. DACTrak also includes tools that will allow the City to plan a schedule of barrier removal, adjust priorities and update the implementation of the transition plan. Many report options are available in DACTrak that can show detailed information for every noncompliant finding in each building, through high level summary reports that can offer a concise synopsis of noncompliant findings by category across all facilities City-wide. Estimated costs are available in all reports, however a DACTrak user can choose to generate a report without estimated costs if needed.
d. DAC will survey all City-owned buildings listed included in Attachment A provided with the RFP and confirmed at the project kick off meeting.
Task 2b: Parks and Open Spaces
e. In consultation with the City, DAC will identify which City-owned parks, trails, outdoor facilities and open spaces are subject to the requirements of the ADA and perform assessments of all areas within the recreational facilities. The reports prepared from the assessments will include details of all elements surveyed. f. DAC will conduct barrier assessment surveys with field reviews of all parks, trails, outdoor facilities and open spaces owned by the City of Glendora and included in Attachment A that provide programs, services or activities to the public, as appropriate. The surveys will identify physical barriers at each City-owned parks, trails, outdoor facility and open space that could limit accessibility. The information collected in the field will be compared to the Federal ADA codes as well as applicable state codes and the standard that provides the greater level of accessibility utilized.
DAC Proposal to the City of Glendora for ADA Professional Services 6 i. Based on the results of the barrier assessment surveys, DAC will develop access compliance assessment reports issued through our DACTrak online accessibility management software in order to provide the City with comprehensive assessment results. The reports will include:
1. as-is condition measurements and verifications as they relate to ADA access;
2. a detailed barrier description;
3. photographs for documentation of each barrier;
4. detailed location description
identifying the location of the
barrier, maps will also be
provided for findings where
GIS coordinates can be
collected for available outdoor
findings;
5. a proposed solution to
eliminate the barrier; and
6. individual cost estimates for
each solution.
g. DAC will provide the City with access to
DACTrak, allowing the City’s users to
generate details reports in multiple
formats, including PDF and Excel, as well as map style formats of KML and Shapefile for available exterior areas where GIS coordinates can be collected. The DACTrak online accessibility management software will provide the City with comprehensive reports for the interior and exterior of each facility. DACTrak also includes tools that will allow the City to plan a schedule of barrier removal, adjust priorities and update the implementation of the transition plan. Many report options are available in DACTrak that can show detailed information for every noncompliant finding in each recreational facility, through high level summary reports that can offer a concise synopsis of noncompliant findings by category across all facilities City-wide. Estimated costs are available in all reports, however a DACTrak user can choose to generate a report without estimated costs if needed. h. DAC will survey all City-owned parks and park facilities included in Attachment A provided with the RFP and confirmed at the project kick off meeting.
Task 2c: Public Rights-of-Way
a. In consultation with the City, DAC will identify which City-owned public rights-of-way, including, but not limited to cross walks, pathways, sidewalks and curb ramps are subject to the requirements of the ADA and perform assessments of all areas within the identified public rights-of-way facilities. The reports prepared from the assessments will include details of all elements surveyed. Per Addendum #1 published on November 6, 2024, the City states that there is not an available estimate of the miles of sidewalk that are to be inspected.
b. DAC will conduct barrier assessment surveys with field reviews of the identified public rights-of-way owned by the City of Glendora, as appropriate. The surveys will identify physical barriers in the public rights-of-way that could limit accessibility. The information collected in the field will be compared to the Federal ADA codes as well as applicable state codes and the standard that provides the greater level of accessibility utilized. i. Based on the results of the barrier assessment surveys, DAC will develop access compliance assessment reports issued through our DACTrak online accessibility management software in order to provide the City with comprehensive assessment results. The reports will include:
DAC Proposal to the City of Glendora for ADA Professional Services 7
1. as-is condition measurements and verifications as they relate to ADA access;
2. a detailed barrier description;
3. photographs for documentation of each barrier;
4. detailed location description identifying the location of the barrier, maps will also be provided for findings where GIS coordinates can be collected for available outdoor findings;
5. a proposed solution to eliminate the barrier; and
6. individual cost estimates for each solution.
c. DAC will provide the City with access to DACTrak, allowing the City’s users to generate details reports in multiple formats, including PDF and Excel, as well as map style formats of KML and Shapefile for available exterior areas where GIS coordinates can be collected.
The DACTrak online accessibility management software will provide the City with comprehensive reports for the interior and exterior of each facility. DACTrak also includes tools that will allow the City to plan a schedule of barrier removal, adjust priorities and update the implementation of the transition plan. Many report options are available in DACTrak that can show detailed information for every noncompliant finding along each area of sidewalk, through high level summary reports that can offer a concise synopsis of noncompliant findings by category across all public rights-of-way facilities City-wide.
Estimated costs are available in all reports, however a DACTrak user can choose to generate a report without estimated costs if needed.
d. DAC will survey all City-owned public rights-of-way confirmed at the project kick off meeting.
Task 2d: Policy and Program Review - City Programs and Services DAC will conduct an accessibility review of City programs, services, activities and policies to comply with a core requirement of an ADA Self-Evaluation and Transition Plan. a. In consultation with the City, DAC will identify which City programs and services are subject to the requirements of the ADA, including but not limited to, classes, workshops, meetings, and events. DAC will perform reviews of program policies, procedures, including but not limited to eligibility requirements, location(s) of services, methods of providing information and procedure for processing requests for accommodations. The information prepared from the programmatic assessments will be included in the self-evaluation and transition plan Executive Summary.
b. DAC will conduct programmatic barrier assessment surveys of City programs and services, as appropriate and available. The reviews will identify programmatic barriers in City programs and services that could limit accessibility or be considered potentially discriminatory. These include, but are not limited to: eligibility requirements, participation requirements, participation requirements, facility use, staffing, transportation, communication, grievance policies and procedures, emergency procedure, required notices and postings, staffing, transportation, and facility use. c. Based on the programmatic barrier assessment surveys, DAC will provide the City with suggestions and recommendations as needed to ensure or enhance compliance in the City’s programs and services. The findings and recommendations will be included in the ADA Self-evaluation and Transition Plan report.
d. The ADA self-evaluation and transition plan report will identify issues that may limit physical or other access to individuals with disabilities to City Programs and Services. The report will include a feasible solution and cost estimate for eliminating each barrier if applicable.
Most programmatic changes to enhance compliance would have little to no cost associated. e. Review and recommendation of City’s ADA Design exception form with consideration of safe harbor and technically infeasible provisions.
DAC Proposal to the City of Glendora for ADA Professional Services 8 Task 2e: City Communications and Webpages
a. DAC will complete a current accessibility review of the City’s public facing website and web pages. The assessment will identify accessibility barriers in City communications and webpages as well as potential language or procedures that could be considered discriminatory.
b. DAC can identify which City communications and webpages, including but not limited to, signup forms, registration forms and public facing website pages, are subject to the requirements of the ADA. DAC can provide the City with a programmatic review that will identify all communications items that are not compliant or are potentially discriminatory.
The City’s website will be reviewed for compliance with the standard required for Title II entities, Web Content Accessibility Guidelines (WCAG) 2.1 Level AA. c. DAC will provide the City with a report that includes the findings are recommendations from the reviews of the City’s communications and website review. The report will include a synopsis of the comprehensive website review which will be issued separately as a related and referenced report. The report will identify programmatic issues found in public communications and the City’s public facing website that limit accessibility.
In addition to the previous scope of work summary, DAC’s approach and tasks will also include, but are not limited to the following:
Orientation/Project Meeting and Clarification of Project Scope and Schedule DAC will conduct an initial project kickoff meeting with selected City staff to clarify roles and lines of communication, refine project goals, review the overall project schedule, schedule surveys of City facilities, recreational areas and public rights-of-way and identify key City personnel related to the project scope. To ensure an efficient commencement of the project in order to meet the deadline requirements, the kickoff meeting may be held via teleconference. More specific activities will include:
Information that is needed will be clarified at the initial orientation meeting. The initial meeting will also clarify proposed activities and provide a collaborative framework to discuss project strategies. The project methodology is generally designed to develop a comprehensive plan without placing additional activities and impact upon City staff. Barbara Thorpe will be designated as the project manager and will also serve as policy and program analyst. She will be the DAC contact for the project and serve as the point of contact for the City. The designated team members that will coordinate the inspection team during the facility reviews will be Michael Boga and Candice Pursch. The management approach will include coordination and assistance from DAC office staff under the direction of Jennie Grover, Director of Administrative Services, Tim Mahoney, General Manager and Candice Pursch, Director of Accessibility Services.
Specific methodologies and data collection will be clarified. Timelines and benchmarks will be developed. Operational and procedural requirements will be reviewed, such as coordination of schedules, name tags, project dates and other relevant information. DAC staff members wear DAC uniform shirts and have DAC identification badges.
The initial orientation meeting will include an assessment of any previous compliance activities and areas of current or potential litigation. The review of compliance activities and high priority areas will assist with the development of an overall project plan. The review and documentation of prior initiatives will also build a more defensible plan if the City is challenged by litigation. Project objectives will be clarified and elements that may be unique or of importance for the City will be discussed. Hours of operation, schedules and City activities by location will be discussed.
Survey of Facilities, Parks and PROW, Software for Transition Plans DAC will conduct the surveys of the interior and exterior areas of each City building, facility recreational area and public right-of-way identified in the RFP and confirmed at the kickoff meeting.
DAC Proposal to the City of Glendora for ADA Professional Services 9 DAC will prepare reports identifying each physical element within the public areas of each of the City buildings, facilities, recreational areas and public right-of-way that is out of compliance with the ADA and related codes and regulations or otherwise hinders or prevents access to persons with disabilities.
As required by the ADA, the 2010 ADA Standards will be compared with state codes and the standard that provides the greater level of accessibility utilized. As DAC collects actual measurements of as-is field conditions and records all information, data can be reprocessed if codes change without conducting a re-inspection, thus resulting in a significant savings when codes change, and the plan needs to be updated.
DAC will provide the City with DACTrak online accessibility management software for City staff to generate reports in multiple styles and file formats. DACTrak reports will include, but may not be limited to the following:
DAC collects as-built dimensions as they relate to ADA and other relevant code and guideline access;
o Detailed description of the accessibility barrier;
o Reference to code or codes defining the barrier to access; o Proposed solution(s) to eliminate the barrier;
o Individual detailed cost estimate for each solution;
o At least one digital photograph of each barrier to access; o Detailed location description, including GIS coordinates for available outdoor areas, to further identify the barrier when available.
Assessments and reports will include a high degree of detail with photographs, code references, cost estimates and GIS information when applicable. The DACTrak software provides the user with the capability to generate reports in multiple formats such as progress reports, additional prioritizations, preset reporting features and other custom reports. The inclusion of photographs showing the as-is condition has proven to be valuable assistance to clients in the formulation of the decisions regarding barrier removal priorities. The DACTrak software provides an easy-touse accessibility management platform that exceeds the ability to manage the plan by hard copies and binders. The assessment report of each facility will include cost estimates to correct deficiencies in accordance with the ADA or other applicable federal or state accessibility codes. Barriers are identified by building, floor or location and given a unique identifier record number to assist with navigation in the accessibility software and location of the finding and recommendation by area and site. Estimated applicable costs will be given by item and element in accordance with industry standards. Costs can be easily adjusted to adhere to any cost estimates the City may utilize.
Physical access problems that require structural solutions will be documented in the compliance assessment reports that will be used to develop the transition plan. The proposed method for barrier removal will be provided. The transition plan will identify physical barriers that may limit accessibility of the City programs, services or activities for individuals with disabilities. The schedule for removal of barriers and appropriate timelines will be developed in consultation with the City. Identified barriers and obstacles will be available through DACTrak as discussed in the Scope of Work. Use of the DACTrak software will provide the City with an additional tool to reprioritize items depending upon the unique and ongoing needs of the City and public comments during the public input process. Public and nonpublic areas will be identified, if requested. Employee-only areas, for example, are usually given a lower priority for barrier removal. Detailed findings, inspection intake records and digital photos are recorded during the intake process. Findings are
incorporated into the transition/barrier removal plans.
Information collected during the survey process is preloaded by DAC into our DACTrak accessibility management software.
DAC Proposal to the City of Glendora for ADA Professional Services 10 The DAC surveys of the public rights-of-way may include, but would not be limited to:
Sidewalks
• Width
• Cross Slope
• Running slope
• Changes in elevation greater than 1/4 inch and changes in elevation that are not beveled up to ½ inch
• Any obstructions in the sidewalk that obstruct or narrow the path of travel such as protruding objects and items that narrow the required width
• Street furniture
• Collection of GIS location information and photographs Signalized Intersections
• Crosswalks
• T-intersections
• Pedestrian ramps-curb ramps; width, slope, side flares, grooved borders, truncated domes, alignment with the crosswalk
• Accessible pedestrian signals
• Traffic stop bars
DAC uses a comprehensive approach to inspecting public rights-of-way. In order to conduct an assessment of all of the requirements in the PROW, DAC accessibility specialists walk each mile of sidewalk to record manual measurements and photographs of the field conditions and enter the information into our DACTrak tablet in the field. DAC has found that the use of automated equipment for running slopes on sidewalks, such as ultra-light profilers, do not provide an actual measurement, but only provide a chart showing ranges. In some cases, if a change in level is greater than ½ inch, no actual quantifiable information is reported of how much greater the severity. In order to get the actual measurements for the sidewalks, the use of a “profiler” does not provide the measurements needed for items such as vertical clearance and street furniture.
The on-site facility team leader conducts a quality assurance review and contacts the field inspector regarding any items in the report that may need further investigation. The on-site facility team leader completes any necessary edits, and the final quality control editor is notified that the report is ready for the final edit.
Cost estimates are provided by DACTrak and then can be refined by DAC in collaboration with the City. If the City has utilized cost estimates for standard nonaccessible items or elements, then the City’s costs can be entered into the DACTrak program.
As is the case with most public entities, due to the limited City staff availability it is the intent of DAC to conduct the surveys with as little burden on the City staff as possible.
DAC team members will conduct on-site inspections on our DACTrak tablets and export the on-site field conditions for processing by our servers the same day of the inspection while located in the City. Thus, the draft report is ready the same day or at the end of the inspection of the site. Cost estimates are then refined by Michael Boga, Senior Director of Accessibility Services, in collaboration with the City. If the City has utilized cost estimates for standard nonaccessible items or elements, then the City’s costs can be entered into the DACTrak program.
The on-site facility team leader conducts a quality assurance review and contacts the field inspector regarding any items in the report that may need further investigation. The on-site facility team leader completes any necessary edits and the final quality control editor is notified that the report is ready for the final edit. As is the case with most public entities, due to the limited City staff availability it is the intent of DAC to conduct the surveys with as little burden to the City staff as possible.
DAC Proposal to the City of Glendora for ADA Professional Services 11 Opportunities for Public Input and Outreach
While not specifically requested in the RFP, the City is required per the ADA to provide opportunities for public input in order to develop a comprehensive plan. DAC will recommend and lead a public participation and outreach process that will incorporate the requirements of the ADA.
The outreach portion of the self-evaluation and transition plan project will include multiple methods to provide opportunities for public input from members of the community as well as area organizations that provide services to persons with disabilities. The surveys that will be prepared for use in acquiring public input will encourage respondents to describe current accessibility needs and challenges to assist the City in developing accessible programs and facilities. DAC will work with the City to determine the most effective methods to gather input from individuals and groups who would like to participate in the development of the plan. DAC will compile all comments and feedback from public outreach efforts to be incorporated in the final transition plan.
Data Intake and Management: DACTrak Accessibility Management Software As a key management tool for the City, DAC will provide the City with DACTrak online accessibility management software for City staff to better manage its ADA Self-Evaluation and Transition plan.
DACTrak is interactive online software and is not an enhanced excel spread sheet. The ability to collect, compile, analyze and use report data in a practical format was one of the driving forces to develop the DACTrak intake and management software.
Our DAC accessibility management software, DACTrak, provides our clients with a powerful management tool to document compliance, project costs, print custom reports and record progress.
As DAC collects actual measurements of as-is field conditions and records all information, data can be reprocessed if codes change without conducting a re-inspection, thus resulting in a significant savings when codes change, and the plan needs to be updated.
As part of the inspection process and required by the ADA, the 2010 ADA Standards will be compared with state codes and the standard that provides the greater level of accessibility utilized.
DACTrak reports will include but may not be limited to as-built dimensions as they relate to the ADA and other relevant code and guideline access, reference to accessibility codes, proposed solution(s) to eliminate the barrier, cost estimate for each solution, at least one digital photograph of each barrier to access, and a detailed location description, including GIS coordinates and mapping.
The inclusion of photographs showing the as-is condition has proven to be valuable assistance to clients in the formulation of the decisions regarding barrier removal priorities. The DACTrak software provides an easy-to-use accessibility management platform that exceeds the ability to manage the plan by hard copies and binders. The assessment report of each facility will include cost estimates to correct deficiencies in accordance with the ADA or other applicable federal or state accessibility codes.
Barriers are identified by building, floor or location and given a unique identifier record number to assist with navigation in the accessibility software and location of the finding and recommendation by area and site. Estimated applicable costs will be given by item and element in accordance with industry standards. Costs can be easily adjusted to adhere to any cost estimates the City may utilize.
The proposed method for barrier removal will be provided. The transition plan will identify physical barriers that may limit accessibility of the City programs, services or activities for individuals with disabilities. The schedule for removal of barriers and appropriate timelines will be developed in collaboration with the City. Identified barriers and obstacles will be initially prioritized.
Use of the DACTrak software will provide the City with an additional tool to update prioritizations, budget, implement and monitor barrier removal. DAC uses a comprehensive approach to inspecting public rights-of-way and records actual as-is measurements, not just an indicator of compliant or DAC Proposal to the City of Glendora for ADA Professional Services 12 not compliant. DAC has found that the use of automated equipment for compliance measurements of sidewalks does not provide actual comprehensive measurement of areas required to be assessed, such as protruding objects.
DAC team members will conduct onsite inspections on our DACTrak tablets and export the on-site field conditions for processing by our servers the same day of the inspection.
An Executive Summary of the entire project will also be provided to the City that will include the method and process for conducting the self-evaluation and developing the transition plan, as well as an overview of the barriers found in the City’s parks and open spaces. All exterior paths of travel, curb ramps, and sidewalks providing access and are adjacent to the facilities will be inspected.
DAC will provide the City with access to DACTrak, allowing the City’s users to generate details reports in multiple formats, including PDF and Excel, as well as map style formats of KML and Shapefile for available exterior areas where GIS coordinates can be collected. The DACTrak online accessibility management software will provide the City with comprehensive reports for the interior and exterior of each facility. DACTrak also includes tools that will allow the City to plan a schedule of barrier removal, adjust priorities and update the implementation of the transition plan.
Many report options are available in DACTrak that can show detailed information for every noncompliant finding in each building, through high level summary reports that can offer a concise synopsis of noncompliant findings by category across all facilities City-wide. Estimated costs are available in all reports, however a DACTrak user can choose to generate a report without estimated costs if needed.
Based on experience and knowledge of the accessibility field and best practices, DAC continues to develop innovative methodologies, easy to use ADA management tools, and proven, successful strategies for evaluating programs, services, activities, events, facilities, parks and public rights-ofway. DACTrak was developed by DAC for the purpose of easy and useful importing and management of the accessibility data collected in the field.
DAC owns the DACTrak online software which is accessed through a secure website compatible with all Windows-based internet browsers. There is no software program file to download or install on the City’s servers or computers in order to access and manage report data on DACTrak. All maintenance and updates to the DACTrak software are performed by DAC’s in-house IT Team, therefore there is no burden on the City’s IT staff to maintain or administer any software, programs or databases.
The data contained in the database shall be the property of the City. DAC proposes that the City use DACTrak to facilitate ongoing monitoring and updating of the final transition plan.
If the City chooses not to use the DACTrak online management software, DAC can provide reports to the City in a compatible format such as Excel and PDF.
Task 3: Comprehensive ADA Self-Evaluation and Transition Plan DAC will assist the City to develop a comprehensive ADA Self-evaluation and Transition plan and will include at a minimum:
a. A description of the overall methodology used to evaluate the City’s buildings, facilities, parks, public rights-of-way, programs, services and activities, b. a summary of findings of the self-evaluation of facilities, policies, programs, and practices, c. the recommendations for remedial measures to correct deficiencies and a methodology for prioritizing barrier remediation, cost estimates for recommended remediation measures, d. cost estimates for barrier removal or remediation;
e. assistance with an implementation schedule that includes milestones or measures of achievement for monitoring implementation,
f. recommendations for procedures and forms for monitoring implementation, DAC Proposal to the City of Glendora for ADA Professional Services 13 g. recommendations for procedures for periodically reviewing and updating the ADA transition plan,
h. recommendations for procedures and forms for performing evaluations of additional barriers, i. recommendations for procedures and forms for filing requests for accommodation, j. information on references for ADA and accessibility related resources, and, k. identification of the City official(s) with overall responsibility for implementation of the plan.
DAC will assist the City with strategies for implementation of the City’s Transition Plan. Timelines, funding, and action plans will be discussed with the City, using CIP and other achievable funding options.
The final proposed ADA transition plan findings to City Staff by issuing logins to the DACTrak accessibility management software and conducting and interactive training session via teleconference.
DAC will provide the City with DACTrak online accessibility management software which will allow City staff to review and print standard and custom reports on demand, as well as implement and update the transition plan and schedule of barrier removal overtime. There are no per user seat licenses to access DACTrak, DAC can establish password protected logins to as many City staff as needed. In addition to providing the City with access to DACTrak to view and download reports, DAC can deliver the final self-evaluation and transition plan to the City in multiple formats such as in PDF, Microsoft Excel, KML and ESRI Shapefile for available exterior reports.
The Executive Summary will be provided to the City in both Word and PDF formats and can also be provided as six (6) bound copies, as requested. If the City chooses not to use DACTrak, all data files, project maps and drawings associated with the self-evaluation report and transition plan will be provided to the City in a mutually agreed format. All data collected will be property of the City.
DAC will also plan to present an overview of the City’s process to conduct a comprehensive ADA selfevaluation and transition plan and strategies for implementation of barrier removal over time to the City Council.
Project Timeline
We recognize that the City is seeking the project to be completed in nine (9) months from the notice to proceed which is anticipated to be sent in March 2025. The following chart is a summary of major milestones and is not representative of all the individual project activities.
Scope of Service –Activity or Task Months
1 2 3 4 5 6 7 8 9
DAC kickoff meeting; survey methodologies, deliverables and schedule confirmation.
Project planning, survey and activity scheduling, procedures review
Surveys of City buildings, parks, recreational facilities and public rights-of-way
Transition plan project database and accessibility reports prepared for City
Opportunities for public input
Draft self-evaluation of services, policies, programs and practices for City review
DACTrak software presented to City and logins created,
training on use of DACTrak to implement the transition plan Deliverables completed and provided to the City
DAC Proposal to the City of Glendora for ADA Professional Services 14 Company Personnel
DAC has experienced team members who have worked with public entities for successful and on time completion of numerous projects. Necessary staff members have ICC, NPSI, and CASp certification.
A CASp certified Team Leader will be involved with the project and field evaluations. The project team is organized to provide a representation of skills needed to accomplish the project objectives.
In addition, teams that have worked together previously will be assigned to the City of Glendora project. Please see the following descriptions of key team members’ qualifications and their assigned roles. DAC does not use sub-contractors and is the prime for the project.
Barbara Thorpe, M.Ed., LOT
DAC President and Project Manager
As DAC Project Manager, Barbara will coordinate activities and schedules and report to the City’s Project Manager or designee. Barbara will serve in the leadership role regarding the ADA selfevaluation of programs, services, activities and events along with the review of policies and procedures. The public input process will be coordinated by Barbara in collaboration with the City.
Barbara brings 19 years of experience in public entity administration prior to founding DAC in 1998.
With an additional 26 years of experience with DAC working with school districts, city, town and county governments nationally, Barbara provides unparalleled understanding of the application of the Americans with Disabilities Act and related legislation for accessibility compliance.
In addition to assisting public entities with compliance with the ADA, Barbara has conducted compliance reviews for the California Department of Transportation (Caltrans) and the Department of the Interior to audit for compliance with the ADA, Section 504 of the Rehabilitation Act and related civil rights laws and regulations. Barbara has served as an expert witness for the Department of Justice, Office of the Attorney General. Additionally, Barbara is a licensed occupational therapist.
Barbara served on the Division of State Architect Advisory Board and served as the vice-chair for the DSA Access Compliance Committee. Barbara has successfully spearheaded and completed over 400 public entity self-evaluation and transition plan projects that are similar to the City of Glendora’s project.
City of Glendora
City Contacts
Srikant Talasila
Director of IT
Michael Boga, ICC
Senior Director of Accessibility Services
Candice Pursch
CASp-1140, ICC
Director of Accessibility Services
Field Inspectors (4-6)
Jennie Grover
Director of
Administrative Services
Barbara Thorpe
President
Project Manager
Tim Mahoney
General Manager
DAC Proposal to the City of Glendora for ADA Professional Services 15 Michael Boga, B.A. Education, ICC Accessibility, Usability and Plans Examiner Senior Director of Accessibility Services and Quality Control As manager of the production and the field survey teams for the past 26 years at DAC, Michael brings a unique blend of experience in the building industry along with his understanding of individuals with disabilities to the accessibility team. Michael is a certified accessibility specialist through the International Conference of Building Officials (ICC), certified in Accessibility, Usability and Plans examination and was one of the original recipients of California’s CASp certification.
Michael has completed the updated DSA courses regarding the California Building Code. Michael has provided numerous staff development sessions to public entities regarding accessibility requirements for facilities, parks and public rights-of-way. If requested, Michael would provide training, assist with plan reviews and review new construction and renovations completed for compliance.. Michael has worked on over 400 projects that are similar to the City of Glendora’s ADA Self-evaluation and Transition Plan project.
Candice Pursch, California Certified Access Specialist (CASp #1140), , ICC Accessibility, Usability and Plans Examiner, Accessibility Trainer, A.S. Building Inspection Technology Director of Accessibility Services
Candice’s 19 years of experience with DAC includes accessibility surveys of thousands of public facilities while employed by DAC as an accessibility specialist. Her educational background includes a degree in Building Inspection Technology from Butte College and coursework in Architectural Project Management at California State University with emphasis on construction plans and specifications, construction materials and systems, building codes, construction graphics and architectural design. Candice has completed the updated DSA courses regarding the California Building Code that include CBC Amendments, Plan Review, Accessible Public Housing Regulations, Transient Lodging, Housing and Social Service Enter Establishments. Candice also has International Code Council (ICC) Certification for Accessibility, Usability and Plans Examiner. Candice is a Certified Combination Building Inspector. As a volunteer for Habitat for Humanity, Candice volunteers to help build residential homes. Candice provides oversight of accessibility specialists and performs quality control checks.
Jennie Grover, B.A. Corporate Communications
Director of Administrative Services
Jennie has worked in administration for DAC for the past 17 years. Jennie draws on her experience in technical writing to provide leadership and management of the production and technical writing team, organizing the completion of technical reports, as well as managing production schedules, staff and timelines. Jennie also organizes the process and procedure for providing opportunities for public input, as well as collecting and compiling the information received into the self-evaluation and transition plan. Jennie also provides training and help desk support for DACTrak users.
Tim Mahoney, B.S.
General Manager
Tim brings twenty-eight years of executive management experience in consulting, IT, manufacturing and the construction industries. Additionally, Tim has provided program development and management for members of professional associations for twenty years. Tim has also assisted in the design and construction of hundreds of ADA, CPSC and ASTM compliant outdoor recreation areas.
As General Manager of DAC, Tim conducts quality assurance project management reviews and helps ensure contract fulfillment. Tim also provides ADA and Section 504 compliance consultation services for public entities, and staff training and development activities for public entities, businesses, and associations.
Srikant Talasila, M.S. Computer and Internet Applications Director, Information Technology
Srikant has worked in DAC’s IT Department for the past 17 years and has a total of 25 years in the field of Information Technology, holding a master’s degree in Computer Science. Srikant is very DAC Proposal to the City of Glendora for ADA Professional Services 16 proficient in numerous software technologies, including but not limited to all modules of .Net, Java, SQL Server and Oracle. Srikant is also a Microsoft Certified Azure Solutions Architect Expert. Srikant oversees DAC’s entire IT department, including infrastructure and applications, as well as managing and overseeing all stages of the development lifecycle for new software. In addition to maintaining existing software, Srikant also ensures that all necessary software updates and version enhancements are completed. Srikant also oversees the maintenance of all hardware and verifies that all reported IT related issues are resolved quickly and efficiently.
In-House Abilities and Experience of the Team
All staff are direct employees of DAC and represent a strong in-house team that has worked together on the majority of our projects. Due to our in-house capabilities, DAC does not have a need to subcontract with other companies or individuals. Having all team members for the project under one roof provides for clearer communication and accountability within the DAC team and between the City and DAC.
Background Checks
All employees of Disability Access Consultants, LLC have background checks from the FBI and DOJ on file with DAC. We have conducted studies for school districts, state and local governments, the Federal Government, Judicial Chambers and Correctional Institutions that require background checks.
Relevant Experience and References
Experience
DAC’s staff is highly qualified to provide the services requested by the City of Glendora. DAC has provided services to public and private entities for the past 26 years to assist them in enhancing their compliance with the ADA and related state accessibility codes. DAC staff have necessary CASp and ICC certifications and have provided similar services to hundreds of public entities, including cities, counties, towns, school districts, universities and park districts. DAC has also developed DACTrak software, which allows for consistent and efficient data collection in the field and seamless processing of data into usable and manageable online reports. DAC proposes to use DACTrak software to provide the requested transition plan services to the City of Glendora.
As our founder, Barbara Thorpe, worked with a public entity for nineteen years as the ADA Coordinator, 504 Coordinator and Director of Planning and Compliance, she has extensive experience working with individuals with disabilities and organizations representing individuals with disabilities.
In addition, she has collaborated with individuals with disabilities and organizations that represent individuals with disabilities in a facilitative manner that has benefited city governments during her work with other municipalities. Barbara and the DAC team members have demonstrated the ability to engage and interact with individuals and organizations to assist with the prioritization, long range planning and implementation of the ADA plan. Barbara would serve as the project manager.
Professional Services Provided by DAC
DAC provides a full continuum of professional services that include, but are not limited to:
• Facility inspections
• Self-evaluations for ADA and Section 504 of the Rehabilitation act • Policy review and development
• Transition plans
• Public rights-of-way surveys
• Consultation
• Accessibility compliance intake and management software – DACTrak • DACTrak training to conduct your own inspections
• Expert witness services
• Plan reviews
DAC Proposal to the City of Glendora for ADA Professional Services 17 • ADA Plan implementation assistance and consultation
• Outdoor developed and recreational areas (pools, parks, trails, camping areas) • NPSI playground safety inspections
• ADA playground inspections
DAC utilizes the appropriate standard(s) for the inspection that may include, but is not limited to:
• ADA 2010 Standards
• California Building Code
• ADA-ABA
• UFAS
• ANSI
• Section 504 of the Rehabilitation Act
• Outdoor developed and recreational standards
• National Playground Safety Institute (NPSI) standards • PROWAG – Federal Public Rights-of-way Guidelines
• Manual on Uniform Traffic Control Devices (MUTCD)
DAC has been assisting several Joint Power Authorities throughout the State of California since 2000 and currently provides updates, consultation, plan reviews and expert witness services. DAC has worked with public entities of all sizes, from a single site to more than 500 sites and over 700 miles of sidewalks and curb ramps.
Members of the DAC team have also served as expert witnesses to assist public entities to defend their current practices and ADA plan. DAC has only served on the side to assist public entities to defend their practices and plan and has never assisted with litigation against a public entity. Our mission statement and philosophy embrace the enhancement and assistance to our clients to build an ADA accessibility plan while documenting previous and current compliance methods.
Our firm stands out in the public entity arena due to proven performance in a wide range of services, from programmatic and policy reviews, facility inspections, transition plans, consultation, plan reviews and expert witness services. We excel at providing a comprehensive assessment of our clients’ current status by preparing a study of all areas related to accessibility in different departments to document ongoing compliance.
DAC has a reputation for being responsive to the client’s needs, providing project completion on time within budgets. DAC has a proven track record for comprehensive experience in conducting ADA self-evaluations and transition plans, implementation and related services.
DACTrak - Innovative Tools, Strategies and Best Practices Based on experience and knowledge of the accessibility field and best practices, DAC continues to develop innovative methodologies, easy to use ADA management tools, and proven, successful strategies for evaluating programs, services, activities, events, facilities, parks and public rights-ofway. DACTrak was developed by DAC for the purpose of easy and useful importing and management of the accessibility data collected in the field. DACTrak is interactive online software and is not an enhanced excel spread sheet. The ability to collect, compile, analyze and use report data in a practical format was one of the driving forces to develop the DACTrak intake and management software. Our DAC accessibility management software, DACTrak, provides our clients with a powerful management tool to document compliance, project costs, print custom reports and record progress. DACTrak is not an excel spreadsheet, but actual software that has been developed by our company to assist with the implementation and documentation of the City’s ADA plan and provides photographs of as-is site conditions, which has proven to be valuable documentation. Findings and recommendations, in addition to other data are preloaded into the DACTrak software. As DAC owns and licenses the DACTrak software, we can make custom modifications for our clients.
DAC Proposal to the City of Glendora for ADA Professional Services 18 The DACTrak program is accessed through a secure website that is compatible with all current major internet browsers. There is no software program file to download or install on the City’s servers or computers in order to access and manage report data on DACTrak. All maintenance and updates to the DACTrak software are performed by DAC’s in-house IT Team, therefore there is no burden on the City’s IT staff to maintain or administer any software, programs or databases.
The data contained in the database shall be the property of the City when the ADA Transition Plan compilation is complete. DAC proposes that the City use DACTrak to facilitate ongoing monitoring and updating of the final transition plan. If the City chooses not to use the DACTrak online management software, DAC can provide reports to the City in a compatible format such as Excel and PDF.
Critical Items for Success
The most critical step in performing a successful assessment project is planning. Verifying facility information, organizing access and confirming contact information prior to the onsite surveys commencing is vital to the success of the project.
Another issue that is critical is the consistency and accuracy of the data gathered during the survey phase. In order to ensure this, DAC has developed DACTrak, which supports accurate and complete data collection. Using the DACTrak software in the field, our surveyors collect data and measurements in a specific order to ensure that elements are not missed. The data and photographs that are collected in the field are processed by our servers against all applicable accessibility codes, which provides our clients with consistent and accurate reports. Since the data collected in the field is automatically uploaded to our processing servers, reports are available to our clients within a short turnaround time, following our multi-step editing and quality control process.
Client References
DAC has performed hundreds of ADA self-evaluation and transition plans for cities, counties, towns, and park districts nationwide and has worked with approximately 400 public entities in the state of California.
The following are a few recently completed references for scopes of work similar to the City of Glendora within the past five (5) years. Numerous other references are available. All DAC staff proposed to provide services to the City of Glendora have worked on all projects listed in their assigned roles.
City of Huntington Beach
Joe Fuentes, Senior Engineer
Department of Public Works
2000 Main Street
Huntington Beach, CA 92648
Phone: (714) 536-5259
Email: [email protected]
Project name: ADA Self-Evaluation and Transition Plan
DAC performed a comprehensive ADA self-evaluation and transition plan for City facilities, parks and public right-of-way, as well as a review of policies, procedures, programs and services. DAC provided a review of the City’s website for accessibility and assisted the City to complete an opportunity for public input. DAC is currently providing on-call compliance consulting. The City is using DACTrak online accessibility management software to implement the City’s transition plan.
Project Start Date: September 2023 Project End Date: November 2024 Project Size: $600,000+
DAC Proposal to the City of Glendora for ADA Professional Services 19 City of Fullerton
David Grantham, City Engineer
City of Fullerton Public Works
303 W. Commonwealth Ave.
Fullerton, CA 92832
Phone: 714.738.6853 Email: [email protected] Project name: ADA Self-Evaluation and Transition Plan
DAC performed a phased ADA self-evaluation and transition plan for City facilities, parks and public right-of-way, as well as a review of policies, procedures, programs and services. DAC provided a review of the City’s website for accessibility and assisted the City to complete an opportunity for public input. The City is using DACTrak online accessibility management software to implement the City’s transition plan. DAC is also assisting City with a Department of Justice (DOJ) Audit.
Project Start Date: 2020 Project End Date: current, on-going consultation Project Size: $200,000+
City of Carson
Roobik Galoosian, Risk Manager
City of Carson
701 E. Carson Street
Carson, CA 90745
Phone: (310) 952-1764 Email: [email protected]
Project name: ADA Self-Evaluation and Transition Plan
• DAC conducted an ADA self-evaluation and transition plan for City buildings, facilities, public rights-of-way and parks.
• DAC has also assisted the City to successfully prepare and respond to a Caltrans audit. • DAC also assisted the City to perform a self-evaluation of services, policies, programs and practices.
• DAC is providing ongoing, as needed additional consultation such as plans review. • The City is currently using DACTrak to implement their transition plan.
Project Start: January 2024 Finish: July 2024 and contracted for on-going services Size: $380,000+
City of Chula Vista
Tiffany Allen, Assistant City Manager
City of Chula Vista - City Manager's Office
276 Fourth Avenue
Chula Vista, CA 91910
Phone: (619) 691-5179 Email: [email protected]
Project name: ADA Self-Evaluation and Transition Plan
• DAC is in progress of completing a comprehensive ADA self-evaluation and transition plan for City buildings, parks and 800+ linear miles of public rights-of-way. • DAC has assisted the City to complete their public input process • DAC is conducting the ADA self-evaluation of programs, services and activities to determine if any may be considered discriminatory for individuals with disabilities and has provide the City with an Executive Summary detailing the results and recommendations. • The City will be using DACTrak to implement their transition plan.
Start Date: January 2024 Completion Date: ETA – Early 2026 Project Size: $850,000
DAC Proposal to the City of Glendora for ADA Professional Services 20 City of Torrance
Jason Nishiyama, Deputy Finance Director
Finance Department
3031 Torrance Boulevard
Torrance, CA 90503
Phone: (310) 781-7531 Mobile: (310)-971-3766
Email: [email protected]
Project name: ADA Self-Evaluation and Transition Plan
• DAC conducted ADA self-evaluation and transition plan for City buildings, facilities, and parks. • DAC has also assisted the City to successfully prepare and respond to a Caltrans audit. • DAC also assisted the City to perform a self-evaluation of services, policies, programs and practices.
• DAC is providing ongoing, as needed additional consultation such as plans review. • The City is currently using DACTrak to implement their transition plan.
Project Start: September 2022 Finish: January 2024 and contracted for support services Project Size: $220,000
Below is a map that illustrates the locations of DAC public entity city clients near to the City of Glendora.
Pricing
As requested in the RFP, a Fee Proposal is being sent as a separate file.
DAC Proposal to the City of Glendora for ADA Consultant Services Exhibits Exhibit A – Bidder’s Certification of Addendum #1
DAC Proposal to the City of Glendora for ADA Consultant Services Exhibits Exhibit B – Sample Screen Shots of DACTrak Accessibility Management Software In addition to the photographs included throughout our proposal, we are also providing additional sample screen shots generated from the DACTrak accessibility management online software program prepared for several public entity clients.
Upon logging in to
the secure
DACTrak website,
you are able to
choose the facility
you would like to
view and manage.
This screen shot is
an example of a
facility list for a
recent public entity
transition plan
project.
After choosing a
facility, you are
able to use
Reports drop
down menu to
choose which
report style to
view. You may
also choose to
view multiple
facilities in one
report.
DAC Proposal to the City of Glendora for ADA Consultant Services Exhibits This screenshot is an example
of a finding page in a Single
Finding Photo Report. This
type of report shows the user
the finding, with accompanying
recommendation to correct the
non-compliant item, the
associated photo, code
reference(s), estimated cost to
remove the barrier, and any
progress that has been added
to update the transition plan.
The Single Finding and Dual Finding Photo Reports may be exported to an Excel workbook for easy management of the transition plan data. The Excel workbook exports into a pre-formatted table with the filter function atop each data column. The report is a fully functioning Excel spreadsheet that may be sorted, filtered and manipulated by the user. The column for Picture identification numbers includes cells that are live links to the second tab of the workbook which contains report photos. Clicking the cell for a particular report finding will bring up the associated picture on the Photos tab.
DAC Proposal to the City of Glendora for ADA Consultant Services Exhibits Reports Sort and Filter Panel
Users are able to customize the report that is generated by making selections in the drop down menus and choice fields.
Single Facility PDF Report Options
DACTrak offers users many different styles of reports to view in a PDF file which can be exported from DACTrak and saved offline for viewing, printing or emailing.
DAC Proposal to the City of Glendora for ADA Consultant Services Exhibits Single Facility Excel Report Options
DACTrak also contains options to export reports to an Excel format, which can be customized using the drop down menus and selection fields. The exported Excel report is a fully functioning workbook which can be further manipulated to suit the needs of the user.
Multi Facility Excel Report Options
Excel reports may also be generated to contain findings for more than one facility by using the Multi Facility Report option in DACTrak. This report is able to be customized using the available filter fields. If the user requires a small file size for storage or emailing, the option is available to exclude photos in the generated report.
DAC Proposal to the City of Glendora for ADA Consultant Services Exhibits Map Overlay Report
Aerial map reports of non-compliant findings can be viewed in DACTrak. This report plots the locations of the findings on an interactive map. Unique icons identify the different types of findings.
Drilled Down View of Map Overlay Report
Each icon in the map overlay report is a clickable link that will expand to a pop up window identifying the finding. The individual finding information may also be printed from this feature.
DAC Proposal to the City of Glendora for ADA Consultant Services Exhibits Global Progress Editor
Many records are able to be managed and updated with identical information from one screen using the Global Progress Editor. Users choose the records to update and the information that they would like to apply to all chosen records. Once information is entered, the user needs only to click the “Submit” button once to update all chosen records.
Priority Manager
Priority Manger allows users to manage many records on one page, but individually update each record with unique information. Once all selections are made, the user clicks “Submit” to apply all updates.
DAC Proposal to the City of Glendora for ADA Consultant Services Exhibits Heat Map
DACTrak also provides an option for viewing locations where there is a high or low concentration of noncompliant findings in a heatmap. The following example shows locations of noncompliant exterior findings at a park, using colored icons. Information about the noncompliant findings can be viewed by clicking on each colored icon to launch an interior window with the descriptions of the findings.
The following two examples are heat maps for a park viewed in DACTrak and a signalized intersection exported to Google Earth.
DAC Proposal to the City of Glendora for ADA Consultant Services Exhibits Exhibit C - Resumes of Project Manager and CASp Quality Control Manager BARBARA THORPE, DAC President and Project Manager
Americans with Disabilities Act, Section 504 and Related Experience • President of Disability Access Consultants, LLC, a woman founded small business with an extensive history of accessibility compliance consulting since 1998 • Conducted hundreds of Americans with Disabilities Act self-evaluations for public entities, City and County governments, school districts, colleges, universities and outdoor developed areas • Provided consultation regarding access to programs, services and activities to public entities and businesses
• Conducts quality control audits of projects for compliance with the ADA and Section 504 of the Rehabilitation Act including public rights-of-way, facilities and outdoor developed areas • Assisted with the development of thousands of transition/barrier removal plans for public entities regarding facilities and public rights-of-way
• Performed compliance audits for the Department of the Interior • Served as an expert witness for the Department of Justice, public entities and other businesses • Served on advisory boards for disability issues for public entities • Provided consultation to numerous state and local government entities and the federal government regarding ADA and Section 504 compliance
• Assisted with ADA implementation plans and consent decrees for public entities • Provided staff development activities for public entities, businesses and associations Professional Experience
• Occupational Therapist
• Teacher for special needs and persons with disabilities • Program Staffing Specialist
• Administrator for Special Services
• Director of Special Education and Student Services
• Director of Planning and Compliance
• ADA Coordinator, 504 Coordinator and Equity Officer
• Accessibility Consultant
Education
• Colorado State University, Bachelor of Science - Occupational Therapy • University of South Florida, Master’s Degree – Administration and Supervision, Educational Leadership
Presentations and Training Sessions
• ADA Litigation Trends for Public Works-Public Works Academy • Parks and Recreation Training for CAPRI Members
• California Association for Park and Recreation Indemnity • California Association of Joint Powers Authorities
• ADA Coordinator’s Training for Public Entities
• Roles and Responsibilities for ADA Compliance for Public Entities • Public Works Academy – California Joint Powers Insurance Authority • CJPIA ADA Risks and Litigation
• Indiana Parks and Recreation Association – Annual Conference • Public Entity Risk Management Authority
• City of San Clemente
• Minnesota School Board Association
• California School Board Association
DAC Proposal to the City of Glendora for ADA Consultant Services Exhibits • Association of Defense Counsel of Northern California and Nevada • Public Agencies Risk Managers Association
• School and College Legal Services
• Council of Public Entity Attorneys
• California Defense Counsel
• McNeese State University, Louisiana
• Louisiana Association of Physical Plant Administrators • California Council of School Attorneys
• San Diego County Office of Education JPA
• Tuolumne Joint Power Authority
• Fairfield County Risk Management Group
• North Bay School Insurance Authority
• California Association for School Housing
• California Association of School Business Officials
• Joint Powers Authorities
• California School Board Association
• School Insurance Authority
• California Risk Management Authority
• Alameda County Facility Planners
• Rental Housing Association
• Western Fairs Association
• Contra Costa County Office of Education
• California Joint Power Insurance Authority
• South Orange County Community College District
Publications
• ADA Changes: Get a Head Start on Pending Accessibility Guidelines: September 2001- Maintenance Solutions Magazine
• A Gameplan for Access: Strategies and Tactics to help managers develop a successful barrier removal plan for public facilities: March 2003 – Maintenance Solutions Magazine • Accessible Toilet Rooms: June 2006 –American Schools & Health Facilities Publication Boards
• Served on the California Division of the State Architect State Advisory Board • Served as the vice chairperson for the California Division of the State Architect Access Compliance Advisory Committee
• Served on the California Division of State Architect Education and Training Committee Other Activities
• Appointed by the Office of the Independent Monitor regarding Chandra Smith vs. Los Angeles Unified School District Modified Consent Decree
• Appointed as a neutral monitor regarding implementation of a consent decree for a public entity
• Currently assisting with the resolution of an ADA complaints for several City and County Governments
• Currently assisting a public entity to resolve a complaint by the US Department of Justice DAC Proposal to the City of Glendora for ADA Consultant Services Exhibits MICHAEL BOGA, DAC Senior Director of Accessibility Services and Head of Quality Control
Americans with Disabilities Act and Related Experience
• Inspected over two thousand facilities for compliance with federal and state accessibility standards
• Assisted with the development and implementation of transition/barrier removal plans • Provided consultation regarding Title II and Title III accessibility requirements • Performed compliance audits for federal agencies
• Provided accessibility training activities for public entities and businesses • Served as an expert witness for Title II and Title III • Provided numerous training sessions and seminars regarding the requirements of state and federal accessibility standards for Title II and Title III Professional Experience
• Contractor
• Work Training Program Coordinator
• Special Education Teacher
• Accessibility Inspector (1998 to Present)
Certifications and Training
• Certified Accessibility Specialist
• Certified International Council (ICC)
• Accessibility/Usability/Plans Examiner (No. 1108082-21) • Division of State Architect Academy-Accessibility/Plan Review/Fair Housing • Division of the State Architect Academy –CBC Amendments – Accessibility • Division of the State Architect Academy –CBC Amendments – Accessibility • Division of the State Architect Academy – Plan Review • Division of the State Architect Academy – Accessible Public Housing Regulations • Division of the State Architect Academy – Transient Lodging, Housing at a Place of Education and Social Service Center Establishments
• Texas Department of Licensing and Regulation Compliance Division - Texas Accessibility Academy
• Texas Department of Licensing and Regulation Compliance Division – Elimination of Architectural Barriers in the Public Right-of-way
Education
• St. Leo College, Bachelor of Science
Publications
• Articles for Maintenance Solutions Magazine
“Opportunities for Access”, March 2004
“Clearing a Path for Access”, February 2005
Presentations and Training
• California Association for Park and Recreation Indemnity • Indiana Parks and Recreation Annual Conference
• Public Risk Managers Association
• Council of Public Entity Attorneys
• California Building Authority
• California Joint Powers insurance Authority
DAC Proposal to the City of Glendora for ADA Consultant Services Exhibits • Alliance of Schools for Cooperative Insurance Programs • Schools Insurance Group
• Schools Insurance Authority
• Tri County Schools Insurance Group
• California School Board Association
• San Diego County Office of Education JPA
• California Council of School Attorneys
• Tuolumne County Joint Powers Authority
• California Association of School Housing
• California Association of School Business Officials
• School and College Legal Services
• Southern California AIA
• Oroville Chamber of Commerce
• Rental Housing Authority
• Western Fairs Association of Defense Counsel of Northern California and Nevada • California Defense Counsel
• Independent Living of Northern California
Other Activities
• Appointed by the Office of the Independent Monitor regarding Chandra Smith vs. Los Angeles Unified School District Modified Consent Decree
• Appointed as a neutral monitor regarding implementation of a consent decree for a public entity
• Currently assisting a public entity with resolution of an ADA complaint • Currently assisting a public entity to resolve a complaint by the US Department of Justice
REQUEST FOR PROPOSAL
FEE PROPOSAL
Professional Services to Develop an
Americans with Disabilities Act (ADA) Self-Evaluation
and Transition Plan
Plan No. 1395
Submitted by:
Disability Access Consultants, LLC (DAC)
November 7, 2024
Initial Fee Proposal
DAC Fee Proposal to the City of Glendora for ADA Consultant Services 1 Fee Proposal
The following chart includes hourly rates for each of the members of DAC’s consultant team and an anticipated number of hours to provide the City with the required tasks and deliverables.
This Fee Proposal is “not-to-exceed” and includes all direct and indirect costs including all labor, employee benefits, mileage, equipment, materials, insurances and reproduction cost.
Please see the pricing chart note related to the mileage rate for surveys of public rights-of-way.
Tim Mahoney, General Manager, has the authority to negotiate on behalf of and to contractually bind DAC.
STAFF POSITIONS AND BILLING RATES Total Project Fee
Project
Manager
Sr Dir of
Accessibility
Services
General
Manager
Dir of
Administrative
Services
Dir of
Accessibility
Services
Accessibility
Specialist
Director of
IT
Labor and Direct
Costs
$140 $140 $120 $120 $120 $100 $0 ($)
Task 1: Oversee and Execution OF ADA Self-Evaluation Report and Transition Plan a. Master List 8 4 4 8 4 0 2 $3,600
b. Review of Plans, Policy and Programs 12 2 4 12 4 $4,360 c. Barrier Assessment Planning 12 4 8 8 8 $5,120
d. Evaluate Effectiveness 16 8 2 16 $5,520
e. Summarize Findings 10 4 12 $3,400
f. Meetings with Staff 8 8 8 16 8 $6,080
Subtotal Task 1 66 30 26 72 24 0 2 $28,080
Task 2: Conduct Comprehensive Facility Surveys and Barrier Assessments a. Buildings 24 24 12 12 80 240 $43,200
b. Parks and Open Spaces 20 24 8 8 80 290 $46,680
c. Public Rights-of-Way* (see note below) TBD
d. Programs and Services 16 8 8 24 4 $7,680
e. City Communication and Web Pages 4 4 12 $2,480
Subtotal Task 2 64 56 32 56 164 530 0 $100,040
Task 3: Comprehensive ADA Self Evaluation and Transition Plan 1 Develop Plan 12 8 16 $4,560
2 Present Plan to Staff 4 4 4 $1,520
3 Present to Council 2 2 2 $760
4/5 Provide (6) hard copies and electronic copy to City 2 2 16 $480 6 (9) Month Completion $0
Subtotal Task 3 18 0 16 24 0 0 16 $7,320
TOTAL FEE 148 86 74 152 188 530 18 $135,440
Notes:
2.c
Public Rights -of-Way Cost: Total Public Right-of-way cost is yet to be determined as City does not have an estimated count of the linear sidewalk miles within the City. The City should budget for $1200 per centerline mile of City streets. Inspections will include City-owned sidewalks, curb ramps. bus stops, street furniture, and signalized intersections.
Task /
Phase
No.
Task Description
Disability Access Consultants, LLC - Detailed Labor and Fee Breakdown City of Glendora, California
Americans with Disabilities Act (ADA) Self-Evaluation and Transition Plan
COST PROPOSAL/RATE SHEET
REQUEST FOR PROPOSAL
FEE PROPOSAL
Professional Services to Develop an
Americans with Disabilities Act (ADA) Self-Evaluation
and Transition Plan
Plan No. 1395
Submitted by:
Disability Access Consultants, LLC (DAC)
Updated January 29, 2025
Updated Fee Proposal
Updated DAC Fee Proposal to the City of Glendora for ADA Consultant Services 1 Fee Proposal
The following chart includes hourly rates for each of the members of DAC’s consultant team and an anticipated number of hours to provide the City with the required tasks and deliverables.
This Fee Proposal is “not-to-exceed” and includes all direct and indirect costs including all labor, employee benefits, mileage, equipment, materials, insurances and reproduction cost.
The following pricing chart has been updated to include a cost estimate to survey the City’s public rights-of-way using the provided estimated centerline street mileage 156.5 miles.
Tim Mahoney, General Manager, has the authority to negotiate on behalf of and to contractually bind DAC.
STAFF POSITIONS AND BILLING RATES Total Project Fee
Project
Manager
Sr Director of
Accessibility
Services
General
Manager
Director of
Administrative
Services
Director of
Accessibility
Services
Accessibility
Specialist Director of IT
Labor and Direct
Costs
$140 $140 $120 $120 $120 $100 $0 ($)
Task 1: Oversee and Execution OF ADA Self-Evaluation Report and Transition Plan a. Master List 8 4 4 8 4 0 2 $3,600
b. Review of Plans, Policy and Programs 12 2 4 12 4 $4,360 c. Barrier Assessment Planning 12 4 8 8 8 $5,120
d. Evaluate Effectiveness 16 8 2 16 $5,520
e. Summarize Findings 10 4 12 $3,400
f. Meetings with Staff 8 8 8 16 8 $6,080
Subtotal Task 1 66 30 26 72 24 0 2 $28,080
Task 2: Conduct Comprehensive Facility Surveys and Barrier Assessments a. Buildings 24 24 12 12 80 240 $43,200
b. Parks and Open Spaces 20 24 8 8 80 290 $46,680
c. Public Rights-of-Way* 20 24 6 24 122 1400 $164,400
d. Programs and Services 16 8 8 24 4 $7,680
e. City Communication and Web Pages 4 4 12 $2,480
Subtotal Task 2 84 80 38 80 286 1930 0 $264,440
Task 3: Comprehensive ADA Self Evaluation and Transition Plan Develop Plan 12 8 16 $4,560
Present Plan to Staff 4 4 4 $1,520
Present to Council 2 2 2 $760
Provide (6) hard copies and electronic copy to City 2 2 16 $480 $0
Subtotal Task 3 18 0 16 24 0 0 16 $7,320
TOTAL FEE 168 110 80 176 310 1930 18 $299,840
Notes:
2.c
Public Rights -of-Way Cost: City does not have an estimated count of the linear sidewalk miles that the City owns. City has stated that it has 156.5 center line street miles which would equate to a maximum of 313 potential sidewalk miles. City has indicated that it does not have sidewalks on both sides of each street and DAC is estimating a factor of 1.75 sidewalk miles per centerline mile. This equates to an estimate of 274 linear miles of sidewalk. The PROW cost is based on an estimate of 274 sidewalk miles. Should DAC and City determine there are less sidewalk miles, DAC will only charge for the actual amount. Should DAC and City determine there are more than 274 sidewalk miles, DAC will charge time and materials for the additional mileage.
Task/Phase
No. Task Description
Disability Access Consultants, LLC - Detailed Labor and Fee Breakdown City of Glendora, California
Americans with Disabilities Act (ADA) Self-Evaluation and Transition Plan
COST PROPOSAL/RATE SHEET
ADA SELF EVALUATION
& TRANSITION PLAN
PUBLIC WORKS
GLENDORA CITY COUNCIL
FEBRUARY 25, 2025
VALERIE V. SANTOYA, INTERIM ASSISTANT PUBLIC WORKS DIRECTOR WHY AN ADA SELF EVALUATION & TRANSITION PLAN?
Americans with Disabilities (ADA) Title II Legal Requirement:
(28 CFR § 35.105 AND § 35.150)
▪ Public Entities > 50 Employees
Reduce Risk of Lawsuits
▪ Disability Rights Organizations / Class Action Lawsuits / Individuals Capital Improvement Project Planning
▪ Integrate ADA Improvements into broader CIPs.
Access to Federal and State Funding
▪ Require ADA Transition Plan in place / ADA Compliance Best Practice
▪ Living Document: plan, budget & systematically improve accessibility.
Create an inviting & accessible environment for all residents and visitors.
ADA SELF EVALUATION AND TRANSITION PLAN
Scope of Work:
Comprehensive ADA Self-Evaluation
❑ Meet with staff Citywide.
❑ Conduct Comprehensive Assessment of Accessibility Barriers:
❑ Prepare report identifying noncompliant ADA elements
❑ Public Outreach
Transition Plan
❑ Correction Recommendations with cost estimates
❑ Methodology for Prioritization
❑ Implementation Schedule
❑ Procedures and forms for monitoring implementation and updating
ADA SELF EVALUATION AND TRANSITION PLAN
Request for Proposals
❑ Issued October 3, 2024
❑ Due November 14, 2024
❑ Five Proposals Received
❖ Disparity = Inconsistent ROW
❑ All 5 reviewed and scored
❖ Content, Qualifications,
Experience & Project Approach
❖ Top three invited for interview
❖ Revise Bid amount based on
156.5 centerline miles
Staff recommends award to Disability Access Consultants, LLC All Firms Initial Bid
Amount
Accessibility Consulting Partners $333,815*
ARCOR Inc. $367,820
Bureau Veritas $282,135*
Disability Access Consultants LLC $135,440*
Sally Swanson Architects Inc $274,525
*Bid amounts were noted as subject to change based on actual right of way.
Top Three Scored Firms Updated Bid
Amount
Sally Swanson Architects Inc. $274,525
Disability Access Consultants, LLC $299,840*
Bureau Veritas $429,528
*Recommended firm.
CONSULTANT SELECTION
Disability Access Consultants, LLC
Experience
❑ Expertise in Accessibility Compliance
❑ Business specialty is ADA Self-evaluations and Transition Plans ❑ Consultant to CalTrans performing ADA compliance audits ❑ 450+ ADA Self Evals and Transition Plans for Public Entities ➢ 30 within the last year
DACTrak
❑ Online accessibility management software
❑ Ongoing Plan management, monitoring, updating and implementation ❑ Data and reports can be reprocessed with code changes
ACCESSIBILITY MANAGEMENT SOFTWARE
• Inspections conducted on tablet using DACTrak
• Photographs attached to findings
• GIS coordinates with location
• Actual as-is measurements to assist with barrier removal, corrections and prioritization
• Comprehensive and detailed reports.
• Code references – Federal and State
• Data collections stays current.
DACTrak
Example of Transition Plan Report Page
Example of Single
Finding Report Page
Map Overlay Report
RECOMMENDATION:
THAT THE CITY COUNCIL:
1. Award an Agreement to Disability Access Consultants, LLC for the Development of an Americans with Disabilities Act (ADA) Self-Evaluation and Transition Plan (Plan 1395) in the amount of $299,840;
2. Authorize a ten percent (10%) contingency in the amount of $29,985;
3. Approve a supplemental appropriation from Water Capital Projects Fund 502 in the amount of $54,824; and
4. Authorize the City Manager or his designee to execute the Agreement with Disability Access Consultants, LLC. Including minimal and/or non-substantive changes.
STAFF REPORT
TO: Mayor and Council Members DATE: February 25, 2025
FROM: Public Works DISTRICT(S): Citywide
SUBJECT: Glendora People Movement Project Recap and Approve the Amended and Restated Memorandum of Agreement for the Glendora People Movement Project between the City of Glendora and the San Gabriel Valley Council of Government
RECOMMENDATION
That the City Council:
1. Authorize the City Manager or his designee to execute the Amended and Restated Memorandum of Agreement for the Glendora People Movement Project between the City of Glendora and the San Gabriel Valley Council of Governments.
STRATEGIC FOCUS AREAS
Goal 5: Improve and Maintain the City’s Infrastructure and Facilities (IMCIF)
EXECUTIVE SUMMARY
The Glendora People Movement Project is intended to deliver a comprehensive network of active transportation and roadway safety improvements spanning over 10 miles. This initiative focuses on enhancing urban trails and first/last-mile connectivity, aiming to promote safer, more sustainable transportation options. The City is advancing the construction of the San Dimas Wash Trail while simultaneously moving forward with the design of other key components. The project is estimated to cost approximately $21 million, financed through a combination of funding sources secured by both the San Gabriel Valley Council of Governments (“SGVCOG”) and the City of Glendora.
In October 2023, the City of Glendora and the SGVCOG entered into a Memorandum of Agreement (“MOA”), under which the SGVCOG would oversee the design, construction, and funding of first/last-mile improvements along Glendora Avenue and the San Dimas and Little Dalton Wash Trails. Since then, the project has expanded to include segments on Foothill Boulevard and the Big Dalton Wash Trail. To reflect these changes, the City and SGVCOG are executing an Amended and Restated Memorandum of Agreement, which updates the project scope and funding structure to account for the new segments.
LEGISLATIVE HISTORY / PREVIOUS ACTIONS
The Glendora People Movement Project initially consisted of two distinct elements, Urban Trails and first/last mile improvements. Development of the Urban Trails System started in 2011 and has seen one mile completed in 2018 along the San Dimas Wash. The remaining Urban Trails are along the Big and Little Dalton Washes.
In 2018, the City in partnership with the Los Angeles County Metropolitan Transportation Authority (“Metro”), began planning for access improvements to the Metro A (Gold) Line Glendora Station. Over the past four years, staff has engaged with residents, stakeholders, and our local partners to refine concepts and implement demonstration projects.
In March 2021, staff presented the Project to the City Council for approval to apply for a federal transportation earmark. In November 2021, staff presented an update to the City Council on the Project and the funding status.
On March 22, 2022, the City Council directed staff to proceed with final design and construction of first/last mile improvements along Glendora Avenue, and completion of the San Dimas and Little Dalton Urban Trails.
On October 10, 2023, the City Council approved an MOA with the SGVCOG to oversee the design, construction, and funding of the Glendora People Movement Project.
DISCUSSION
In 2022, the San Gabriel Valley Council of Governments (“SGVCOG”) submitted a funding application to the Los Angeles County Metropolitan Transportation Authority (“LACMTA”) for the East San Gabriel Valley Sustainable Multimodal Improvement Project (SMIP). This subregional initiative aimed to enhance active transportation, first/last-mile connectivity, and bus infrastructure across seven cities, including Glendora. As a result, SGVCOG was awarded nearly $15 million in Measure M Multi-Year Subregional Program (“MSP”) funds, with $6.6 million specifically allocated for the Glendora People Movement Project. This funding supports the construction of first/last-mile improvements along Glendora Avenue and the completion of the San Dimas and Little Dalton Urban Trails.
To formalize project implementation, SGVCOG prepared Memorandums of Agreement (“MOA”s) for each participating city.
On October 10, 2023, the Glendora City Council approved its MOA, designating SGVCOG as the lead agency responsible for procurement, project management, and construction oversight. The agreement also outlined the various funding sources secured by both the City and SGVCOG.
Since the original agreement, additional funding has been secured or is in progress to expand the scope of the Glendora People Movement Project. The project now includes first/last-mile improvements extending along Foothill Boulevard from Citrus Avenue to Minnesota Avenue, as well as the addition of an urban trail along Big Dalton Wash. To reflect these updates, the proposed Amended and Restated Memorandum of Agreement (MOA) will fully replace the original agreement.
Key responsibilities under the Amended and Restated MOA:
SGVCOG Responsibilities:
Develop and complete Plans, Specifications, and Estimates (“PS&E”).
Lead public engagement and outreach efforts.
Oversee NEPA and CEQA environmental compliance.
Secure all necessary governmental approvals.
Acquire right-of-way (“ROW”) as needed.
Mitigate impacts on property owners and businesses.
Manage preparation and oversight of the construction process.
Administer funding and assist in securing additional funds, if necessary.
City of Glendora Responsibilities:
Maintain membership in SGVCOG.
Cover any Betterment Costs.
Provide existing city plans and relevant data.
Cooperate with SGVCOG in efforts to secure additional funding, if necessary.
Review project plans and issue encroachment permits at no cost.
Assume ownership and maintenance responsibilities upon project completion.
As part of its role, the SGVCOG will submit monthly invoices to the City for administrative expenses, contractor fees, and all other costs associated with implementing the People Movement Project. The SGVCOG’s fees are already included in the project’s estimated total cost. Additionally, the SGVCOG will ensure that all invoiced costs comply with the requirements of the designated funding sources. In turn, the City will process and pay each invoice from the appropriate funding source.
Under the original and existing MOA, the SGVCOG is in the final stages of preparing the Notice Inviting Bids for the construction and completion of Phases 2 and 3 of the San Dimas Trail. Simultaneously, they are advancing the design plans for the first/last-mile improvements. This updated agreement reinforces the ongoing partnership between the City of Glendora and SGVCOG, ensuring a streamlined and coordinated approach to completing the Glendora People Movement Project.
FISCAL IMPACT
The total cost of the Glendora People Movement Project is estimated to be Twenty-One Million Dollars. Funding for the Project has been secured by the SGVCOG and the City of Glendora from various sources.
Glendora People Movement Project $21,466,068
City of Glendora Secured Funding:
Fund 280: Grants: Federal Earmark (Congresswoman Chu) $5,000,000* Fund 280: Grants: Federal Earmark (Congresswoman Napolitano) $850,000* Fund 280: Grants: State Budget (Senator Portantino) $1,500,000 Fund 280: Grants: Recreational Trails Program $1,000,000 Fund 301: City Capital Improvement Projects $1,060,506
Fund 233: Measure R $327,785
Fund 234: Measure M $43,782
Fund 232: Proposition C $103,995
Fund 234: Transportation Development Act Article III $20,000 SGVCOG Secured Funding:
Measure M Multi-Year Subregional Program (MSP) $5,000,000 Measure M Multi-Year Subregional Program (MSP)* $4,960,000** Cal Trans ATP $1,600,000
Total Secured* $21,466,068
*Have Not Received Funding
**Pending Final Approval
ENVIRONMENTAL DETERMINATION
There is no CEQA impacts associated with the recommendations in this report.
Prepared By Valerie Velasquez Santoya, Assistant Public Works Director - Maintenance & Operations
Concurs With Not Applicable
Reviewed By William Wittkopf, Public Works Director
Certified to Availability of Funds Marie Ricci, Deputy City Manager Approved By Adam Raymond, City Manager
Legal Review Danny Aleshire, City Attorney
CEQA Review Not Applicable
ATTACHMENTS:
A. SGVCOG Amended and Restated MOA
B. PowerPoint
Attachments
A. SGVCOG Amended and Restated MOA.pdf
B. PowerPoint.pdf
4861-9828-1463, v. 1
AMENDED AND RESTATED MEMORANDUM OF AGREEMENT FOR THE
GLENDORA PEOPLE MOVEMENT PROJECT
THIS AGREEMENT is made as of the date of February 13, 2025, by and between the CITY OF GLENDORA, a municipal corporation, hereinafter referred to as “CITY,” and the SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS, a California Joint Powers Authority, hereinafter referred to as “SGVCOG” (the “Agreement”), with the CITY and SGVCOG each individually referred to herein as “PARTY” and collectively as “PARTIES”.
RECITALS
WHEREAS, the PARTIES contemplate constructing a series of projects (individually referred to herein as a “Project”, and collectively, as the “Projects”) in the CITY as described in Exhibit “A,” which is attached hereto and incorporated herein by reference (collectively, referred to herein as the “People Movement Project”); and
WHEREAS, the PARTIES entered into a Memorandum of Agreement dated October 26, 2023 (the “Original Agreement”) in which the PARTIES agreed, among other things, to have SGVCOG administer and contract for the design, construction, and funding of specified projects within the CITY.
WHEREAS, CITY and the SGVCOG have allocated various funding sources for the People Movement Project as shown in Exhibit “B,” which is attached hereto and incorporated herein by reference (collectively the “Funding Sources”) to pay for completion of the People Movement Project, including but not limited to design, environmental documentation, right-ofway acquisition and construction.
WHEREAS, the CITY has requested that the SGVCOG oversee completion of the People Movement Project, including environmental analysis, design, and construction and the SGVCOG has agreed to do so under the terms and conditions of this Agreement.
WHEREAS, the PARTIES desire to enter into this Agreement to set forth the PARTIES funding obligations to (1) pay for the completion of final plans, specifications, and estimate (“PS&E”), (2) to prepare any and all documentation required under the National Environmental Protection Act (“NEPA”) and the California Environmental Quality Act (“CEQA”), and (3) to specify the terms and conditions under which the People Movement Project is to be engineered, constructed, financed, and owned.
WHEREAS, by entering into this Agreement the PARTIES intend to replace in its entirety the Original Agreement.
SECTION I-RECITALS/TERM
1. Recitals. The above Recitals are incorporated herein as a material part of this Agreement.
Docusign Envelope ID: A661F3D2-2788-493D-9EBA-59C8B8DC788A MOA – SGVCOG (People Movement Project) – 02.13.2025 2
2. Term. This Agreement shall become effective upon execution thereof by both PARTIES (the “Effective Date”) and shall continue, provided there is sufficient funding therefore, until the People Movement Project is completed (the “Term”), unless earlier terminated as provided herein. Upon the Effective Date this Agreement shall replace in its entirety the Original Agreement.
SECTION II-SGVCOG RESPONSIBILITIES
The SGVCOG Agrees:
1. SGVCOG Representative. To designate a representative (“SGVCOG Representative”) and contact information therefore, in writing to attend all People Movement Project-related meetings, including, but not limited to, meetings with consultants, contractors, stakeholders, public engagement/outreach, field meetings, and status update sessions. The SGVCOG Representative shall interact with the CITY Representative and be the CITY’s primary contact with respect to this Agreement and shall be primarily responsible for ensuring that the SGVCOG abides by the terms hereof.
2. Project Priority. Consult with the CITY on the priority and sequencing of the Projects that constitute the People Movement Project.
3. Prepare and Complete PS&E Documents. Through its own forces and by way of contracted services, prepare and complete all necessary preliminary engineering and PS&E documentation.
4. Public Engagement / Outreach. As the lead, be responsible for coordinating all aspects of public engagement and outreach. This includes organizing, scheduling, and preparing all necessary media and materials to effectively communicate project updates and gather public input.
5. NEPA and CEQA Documents. As the CEQA lead agency, to complete preparation of the People Movement Project approvals and environmental documentation required under CEQA and when applicable, NEPA (“PA&ED documentation”), and to deliver said PA&ED documentation to the CITY, as a CEQA responsible agency, for its review, comment, and consideration at each of the relevant stages of the preparation of the PA&ED documents except as provided in Section III below.
6. Obtain Governmental Approvals. To obtain all required authorizations and permits from governmental agencies necessary to construct the People Movement Project.
7. Acquire ROW. To acquire, with CITY’s cooperation and participation as set forth in Section III below, the necessary permanent or temporary property rights, if any, required outside of existing CITY property by way of eminent domain or otherwise.
8. Mitigate Impacts. To mitigate identified property owner and business impacts directly associated with the People Movement Project in accordance with applicable laws.
Docusign Envelope ID: A661F3D2-2788-493D-9EBA-59C8B8DC788A MOA – SGVCOG (People Movement Project) – 02.13.2025 3
9. Prepare Bid Documents. To prepare and finalize all bid documents for the CITY's review and written approval thereof prior to SGVCOG advertising a Project for construction bids.
10. Solicit Bids. Upon CITY’s written approval of the bid documents, solicit bids for each Project. SGVCOG shall use its standard request for bids and construction services agreement forms, including any minor negotiated deviations approved by the SGVCOG’s Executive Director and General Counsel. Upon the opening of bids and written concurrence of the CITY’s City Manager, SGVCOG staff will recommend that the SGVCOG’s Capital Project and Construction Committee (“CPCC”) award a construction contract for a Project to the lowest responsible bidder. Should the bids, in the reasonable discretion of either PARTY, exceed the available Project funding and no additional funding is available, the PARTIES shall meet and determine whether to de-scope the Project, recommend that the CPCC reject all bids and not award a construction contract, or some alternative course of action which will allow all the Project to stay within the available funding.
11. Betterments. To cooperate with the CITY with respect to inclusion of Project betterments that are requested by the CITY as is further detailed in Section III below.
12. Use of Funding Sources. To allocate the SGVCOG Funding Sources and utilize the CITY Funding Sources to complete the People Movement Project in accordance with this Agreement and any reporting or expenditure guidelines applicable to the Funding Sources.
13. Cost Controls. SGVCOG shall make all reasonable efforts to ensure People Movement Project-related expenses (including expenses related to CITY Betterments) stay within applicable budgets. SGVCOG shall award and approve all contracts, contract amendments, and change orders within the approved budget, including any contingency amounts, pursuant to the SGVCOG’s purchasing and procurement guidelines and policies and this Agreement. The SGVCOG Representative will be responsible for keeping the CITY Representative informed of substantive contract amendments and change orders and for assisting in the tracking and management of the available budget throughout the duration of the People Movement Project.
14. Review Project RFIs and Submittals. SGVCOG shall review and respond to all Requests for Information (“RFI”) submitted during the bidding and construction phases. If an RFI requires a response from the CITY, the CITY shall provide a written response within seven (7) calendar days. Additionally, SGVCOG shall review and approve all Project-related submittals, except those pertaining to CITY requested betterments as identified in the approved plans and specifications, which shall be reviewed separately by the CITY within seven (7) days.
15. Contractors’ Insurance. To require appropriate types and limits of insurance coverage and indemnification from all contractors and consultants. All policies of insurance shall name the SGVCOG, its member agencies, and their respective directors, officers, agents, employees, attorneys, consultants, and volunteers as additional insureds (the “Additional Insureds”) or the SGVCOG shall require endorsements identifying these parties as Docusign Envelope ID: A661F3D2-2788-493D-9EBA-59C8B8DC788A MOA – SGVCOG (People Movement Project) – 02.13.2025 4
additional insureds using a form acceptable to SGVCOG. All contracts shall require the insurer(s) to waive all rights of subrogation against the Additional Insureds and require to the extent allowed by allow that contractors defend, indemnify, and hold harmless the Additional Insureds against all claims relating to a contractor’s performance of services thereunder save and except those claims arising out of the sole negligence or willful misconduct of the Additional Insureds. The construction contract will require the successful bidder to ensure that its subcontractors, if any, provide similar insurance coverage, excepting that subcontractor limits may be lower than those required of the successful bidder based on the work being performed.
16. Oversee Construction. By way of its own forces and by way of contracted services, take all reasonable steps to oversee the timely completion of each Project in accordance with the approved plans and specifications, including managing consultants, the prime contractor(s), disputes with contractors and subcontractors, stop notices, claims, etc., which may arise during construction.
17. Changes within Right of Way. If proposed changes to the approved plans and specifications will impact the proposed Project improvements within CITY property rights, the SGVCOG will obtain the CITY's approval before authorizing said changes, which approval shall not be unreasonably withheld.
18. Inspections During Construction: To conduct daily construction inspections and oversee the coordination of all field activities, including but not limited to traffic control, utility relocation, and any other necessary operations. SGVCOG shall ensure that all field activities are carried out in compliance with applicable regulations, Project specifications, and safety standards.
19. Additional Funding Sources. In the event there is insufficient funding, to cooperate with the CITY in any efforts the CITY may desire to take to secure additional funding to complete the People Movement Project.
20. Updates. Upon request of CITY, the SGVCOG Representative or designee shall attend CITY Council meetings or other meetings to provide updates on the People Movement Project or similar People Movement Project-related information.
21. As-Built Plans. To furnish CITY a complete set of full-sized film positive reproducible asbuilt plans with electronic versions of the same files and any necessary operations manuals or operation documentation upon Project acceptance by the CITY.
22. Warranties. Upon acceptance of a Project by the CITY, assign any and all warranties relating to the Project which are capable of being assigned.
23. Return Unused Contingencies. If CITY has overpaid any amounts (including, but not limited to, any contingencies), SGVCOG shall return such amounts to CITY.
Docusign Envelope ID: A661F3D2-2788-493D-9EBA-59C8B8DC788A MOA – SGVCOG (People Movement Project) – 02.13.2025 5
24. Audits. To resolve all administrative issues relating to the People Movement Project, including resolving any issues regarding audits and responding to inquiries from the Funding Sources. SGVCOG shall ensure compliance with all funding requirements over which it exercises control and provide necessary reports, documentation, and other information consistent with Founding Sources requirements.
25. Records. To keep and maintain People Movement Project records including, without limitation, accounting records, policies and procedures, contract files, estimates, correspondence, change order files, invoices and any other supporting documentation that may be necessary to substantiate invoices submitted to the CITY or as may be required by Funding Sources. Such records shall be maintained for at five years after termination of this Agreement. The SGVCOG shall, upon reasonable notice from the CITY or a Funding Source, grant access to all such records for review and/or copying.
SECTION III-CITY RESPONSIBILITIES
The CITY Agrees:
1. Membership. To maintain membership in the SGVCOG during the entire Term of this Agreement.
2. City Representative. Designate a representative (“CITY Representative”) and contact information therefore, in writing to attend all Project-related meetings, including, but not limited to, meetings with consultants, contractors, stakeholders, field meetings, and status update sessions. In addition, upon request of SGVCOG, CITY’s representative shall attend SGVCOG governing body and committee meetings (e.g., Governing Board and Capital Projects and Construction Committee). Such CITY Representative shall be the SGVCOG’s primary contact with respect to the PARTIES coordination under this Agreement and shall make such efforts as necessary to ensure the CITY performs its responsibilities hereunder.
3. Project Priority. In consultation with the SGVCOG establish the sequencing and priority for implementing the Projects.
4. Betterments. During the course of a Project design, CITY may request the SGVCOG to include additional work in the Project scope. Said work shall be considered a "betterment" if it is requested by the City and not specifically included in the Project design, is not reasonably necessary for operation of the Project, is not eligible for, or within the scope of, the Funding Sources as determined by Funding Sources guidelines or other applicable laws or regulations, or is not designated as a required mitigation measure for the Project. The SGVCOG agrees to include betterments in its Invitation for Bids as long as the CITY makes a timely request for their inclusion, and they can be reasonably accommodated without causing undue Project delay or expense.
5. Betterments Construction Costs. To pay to the SGVCOG the cost of all betterment design, construction, and management expenses, including a 10% contingency, within thirty (30) Docusign Envelope ID: A661F3D2-2788-493D-9EBA-59C8B8DC788A MOA – SGVCOG (People Movement Project) – 02.13.2025 6
calendar days of the award of the construction contract for such betterments. If payment is not received within said period, the SGVCOG may, in its discretion, not include the betterment in a Project. If the PARTIES reach an agreement on the inclusion of additional betterments after construction contract award, the CITY shall pay SGVCOG the full cost of the added betterment, including the 10% contingency, prior to the execution of the change order for the betterment.
6. PA&ED for San Dimas Wash Project. CITY has undertaken development of the PA&ED documentation for the San Dimas Wash Project and shall complete same at its cost and expense.
7. Provide Existing CITY Plans. To timely provide all available plans and survey data of existing CITY infrastructure necessary for the implementation of the People Movement Project.
8. Additional Funding Sources. In the event there is insufficient funding, to cooperate with the SGVOCG in its efforts to secure additional funding to complete the People Movement Project.
9. Utilities. If existing public or private utilities conflict with the construction of the People Movement Project, CITY shall cooperate with the SGVCOG to make all necessary arrangements with the owners of such utilities, including CITY’s own utilities, for their protection, relocation, or removal. If there are costs associated with such protection, relocation, or removal that CITY must legally pay, CITY will pay the 100% of such costs.
CITY shall be responsible for all costs associated with the protection, relocation, or removal of its own utilities. Nothing in this Agreement shall restrict or affect SGVCOG’s right to enter into separate agreements with utilities for the protection, relocation, or removal of their facilities. To the extent requested by the SGVCOG the CITY shall enforce or delegate its authority to the SGVCOG to enforce under the CITY’s name, available rights under existing franchise agreements or other prior rights the CITY may have over public or private utilities or other entity facilities that may conflict with the construction of the People Movement Project.
10. Review Project Plans. To review Project plans at no cost and issue no fee encroachment permits to the SGVCOG or its contractors. CITY agrees to review Project plans and provide comments thereon within fifteen (15) calendar days of submittal by the SGVCOG or its consultant/contractor. Additionally, the CITY shall review and provide comments on the approved final plans from SGVCOG within thirty (30) calendar days of receipt. CITY understands that successful and timely completion of each Project requires the CITY to provide the necessary resources to timely review plans and respond to requests for information and submissions from the SGVCOG and consultants. CITY shall develop an intra-agency review committee or technical working group that includes all applicable CITY departments to circulate and facilitate review and comments regarding Project plans, as necessary. Should the CITY not provide complete written comments within the time periods set forth herein and not receive a written extension thereof from the SGVCOG Docusign Envelope ID: A661F3D2-2788-493D-9EBA-59C8B8DC788A MOA – SGVCOG (People Movement Project) – 02.13.2025 7
Representative, the SGVCOG may deem the relevant plan or other document approved, in whole or part, by the CITY.
11. City Ownership and Maintenance of a Project. Upon substantial completion of a Project in accordance with the approved plans and specifications as reasonably determined by the SGVCOG, the CITY shall take title to and maintain all rights-of-way and other properties that are part of the Project, including, but not limited to footing easements, slopes, landscaping, etc., that are not otherwise deemed surplus property by the SGVCOG.
12. CITY Inspections. Upon notice to the SGVCOG Representative, the CITY may conduct at its sole cost and expense, Project construction inspections. In conducting such inspections, the CITY shall not unreasonably interfere with construction or provide direction directly to the construction contractor, but rather coordinate with the SGVCOG Representative with respect to any concerns arising out of such inspections.
SECTION IV-PAYMENT
1. Invoicing. The SGVCOG shall submit invoices on no more than a monthly basis for its administrative costs, contractor costs and all other costs incurred in its performance of this Agreement, including any costs incurred toward implementation of the People Movement Project prior to the Effective Date of this Agreement. The invoice shall be in a form reasonably acceptable to the CITY and provide sufficient detail and backup of the work performed and the costs incurred for the period covered by the invoice and otherwise meets Funding Sources requirements. The SGVCOG shall be responsible for ensuring all contractor and subcontractor costs are allowable and reasonable under the applicable contract and in accordance with applicable Funding Sources regulations and guidelines.
2. Payment. CITY shall pay from the appropriate Funding Source each SGVCOG invoice within 30 days of its submission. Should the CITY reasonably dispute an invoice or portion thereof, it shall notify the SGVCOG within 15 days of receipt thereof and explain fully the reason for the dispute and the PARTIES Representatives shall attempt to resolve the dispute. If any amounts remain in dispute, the CITY shall pay the invoice except for such disputed amounts within such 30-day period. To the extent a dispute remains, the SGVCOG’s Executive Director and the CITY’s City Manager shall meet as soon as practical in an effort to resolve the dispute. Should a dispute remain after this meeting, the PARTIES shall resolve the dispute in accordance with Section V.4 herein.
3. Sufficiency of Funding Sources. If at any time it is determined by either the SGVCOG or CITY Representative that the cost of the People Movement Project or any particular Project, will exceed the Funding Sources or a Project budget, the SGVCOG’s and the CITY’s Representatives shall meet and determine whether the CITY is willing to fund any deficit in order to complete the People Movement Project or a Project, whether a Project or Projects should be reduced in scope, whether a Project should be eliminated, or some other action to be taken to ensure that the Funding Sources are sufficient to pay the cost of the People Movement Project. The PARTIES shall enter into an amendment to this Agreement to reflect their agreement.
Docusign Envelope ID: A661F3D2-2788-493D-9EBA-59C8B8DC788A MOA – SGVCOG (People Movement Project) – 02.13.2025 8
4. Project Cancellation. If the PARTIES cannot reach an agreement on funding or limiting the scope of the People Movement Project so there is sufficient funding, a PARTY may, in its reasonable discretion and upon written notice to the other PARTY, eliminate a Project or suspend a Project for which it has reasonably determined there is insufficient funding to complete, and such action shall not be considered a default of either PARTY. In the event of any such action, the PARTIES shall cease any further work thereon, except that which is reasonably necessary to eliminate or suspend a Project. The SGVCOG will be entitled to be reimbursed for all administrative and other costs and expenses incurred up to the cessation of work in the same manner as other costs incurred herein.
SECTION V-INDEMNITY AND DISPUTE RESOLUTION
1. CITY to Indemnify SGVCOG. SGVCOG, its member agencies and their respective elected and appointed boards, officials, officers, agents, employees, and volunteers (individually and collectively, "SGVCOG INDEMNITEES") shall have no liability to CITY INDEMNITEES or any other person, and CITY, pursuant to Government Code Section 895.4, shall indemnify, defend (using legal counsel of CITY's own choosing), protect and hold harmless the SGVCOG INDEMNITEES from and against, any liabilities, as defined herein, or legal challenges to the People Movement Project by anything done or omitted to be done by the CITY INDEMNITEES under or in connection with any work, authority or jurisdiction associated with the Project and delegated to CITY under this Agreement. This section shall not limit any contractor’s defense and indemnity requirements under any applicable agreement or insurance.
2. SGVCOG to Indemnify CITY. CITY, and its respective elected and appointed boards, officials, officers, agents, employees, and volunteers (individually and collectively, "CITY INDEMNITEES") shall have no liability to the SGVCOG INDEMNITEES or any other person, and SGVCOG, pursuant to Government Code Section 895.4, shall indemnify, defend (using legal counsel of SGVCOG's own choosing), protect and hold harmless CITY INDEMNITEES from and against, any liabilities, as defined herein, or legal challenges to the Project by reason of anything done or omitted to be done by the SGVCOG INDEMNITEES under or in connection with any work, authority or jurisdiction associated with the Project and delegated to SGVCOG under this Agreement. This section shall not limit any contractor’s defense and indemnity requirements under any applicable agreement or insurance.
3. Definition of “liabilities.” The term "liabilities" used in this Section V shall mean any and all judgments, awards, claims, demands, liabilities, injury (as defined by Government Code Section 810.8), obligations, litigation, fines, penalties, fees (including , without limitation, expert witness fees, engineering and defense costs and legal fees), costs (including, without limitation, any and all costs involved in instituting a direct condemnation proceeding, and any and all costs involved in defending an inverse condemnation proceeding, and any and all costs involved in an environmental cleanup or archaeological discovery), expenses (including, without limitation, attorneys fees and court costs), proceedings, suits and Docusign Envelope ID: A661F3D2-2788-493D-9EBA-59C8B8DC788A MOA – SGVCOG (People Movement Project) – 02.13.2025 9
actions of whatever kind, and damages of any nature whatsoever (including, without limitation, bodily injury, death, personal injury, or property damage).
4. Project Completion Procedures and Dispute Resolution. Prior to final acceptance of a Project, as completed under the terms of the Project's construction contract, the PARTIES will confer in good faith, to obtain CITY's concurrence that all components of the Project have been completed in substantial conformance with the approved plans and specifications. It is understood that CITY will not unreasonably withhold said concurrence.
Should SGVCOG and CITY be unable to agree on Project completion as discussed herein, then SGVCOG’s Executive Director and the CITY’s CITY Manager shall meet and confer, in good faith, to resolve the disagreement. If the disagreement has not been resolved at the end of thirty (30) days, then the disagreement will be submitted to mediation in accordance with the Mediation Rules of the American Arbitration Association. CITY and SGVCOG shall equally share in the costs of mediation and the mediator shall be acceptable to both PARTIES. If SGVCOG and CITY are unable to agree on the selection of a mediator, then assistance will be obtained from the American Arbitration Association. The PARTIES agree to participate in mediation and any associated negotiations for a period of at least thirty (30) days. If the disagreement cannot be resolved through mediation, the PARTIES may exercise all legal remedies available to them. Any other dispute as between the PARTIES under this Agreement that is not resolved administratively, shall be resolved in accordance with this Section V.4 upon the request of a PARTY.
SECTION VI-DEFAULT
1. Default. In the event a PARTY fails to satisfactorily perform or comply with the terms and conditions of this Agreement, the non-defaulting PARTY shall provide written notice to the defaulting PARTY with a 30-day period to cure the default or if the default is not reasonably susceptible of cure within such 30-day period the defaulting PARTY shall commence the cure of the default within such 30-day period and promptly complete such cure within a reasonable time to the satisfaction of the non-defaulting PARTY.
2. If a defaulting PARTY fails to cure a default to the satisfaction of the non-defaulting PARTY, the non-defaulting PARTY may terminate this Agreement and/or exercise any and all other rights and remedies which may be available in law or equity. A default shall not be subject to the dispute resolution provision contained in Section V.4 herein.
SECTION VII—MISCELLANEOUS
1. CITY May Request the Salvage of Materials. CITY may require that certain CITY owned materials be salvaged during Project construction. At the time of Project plan approval CITY shall notify SGVCOG of materials to be salvaged including the desired procedure for removal and delivery to a CITY designated storage facility. SGVCOG will include the request in the Project specifications. SGVCOG will not be liable for any costs associated with the subsequent reuse, storage, reclamation, or reinstallation of salvaged materials by CITY, and such activities will be considered delegated to CITY under this Agreement.
Docusign Envelope ID: A661F3D2-2788-493D-9EBA-59C8B8DC788A MOA – SGVCOG (People Movement Project) – 02.13.2025 10
2. Delivery of Written Notice. Every notice, demand, request, or other document or instrument delivered pursuant this Agreement shall be in writing, and shall be either personally delivered, sent by Federal Express or other reputable overnight courier, sent by email transmission with telephonic confirmation of actual receipt and the original subsequently delivered by other means, or sent by certified United States mail, postage prepaid, return receipt requested, to the addresses set forth below, or to such other address as a party may designate from time to time:
To CITY: City of Glendora
City Hall
116 E Foothill Blvd
Glendora, CA 91741
Attention: City Manager
Email: [email protected]
To SGVCOG: San Gabriel Valley Council of Governments
1333 Mayflower Ave # 360
Monrovia, CA 91016
Attn: Executive Director
Email: [email protected]
3. Entire Agreement. This Agreement constitutes the entire understanding and agreement of the PARTIES and integrates all of the terms and conditions mentioned herein or incidental hereto with respect to the subject matter hereof and supersedes all negotiations or previous agreements between the PARTIES with respect to all or part of the subject matter hereof.
4. Amendments Only in Writing. This Agreement may be amended in writing at any time by the mutual consent of the PARTIES. No amendment shall have any force or effect unless executed in writing by both PARTIES.
5. Severability. If any term, provision, covenant, or condition of this Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions of the Agreement shall continue in full force and effect, unless and to the extent that the rights and obligations of one or both PARTIES would be materially altered or abridged by such interpretation.
6. California Law/Venue. This Agreement shall be construed and enforced in accordance with the laws of the State of California and venue shall be in Los Angeles Superior Court. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid, void, or otherwise unenforceable, it shall not affect the validity of the remaining provisions.
7. Assignment. Except as set forth herein, no PARTY shall assign or otherwise transfer this Agreement or its right or interest or any part thereof to any third party, without the prior written consent of the other PARTY. Such consent shall not be unreasonably withheld. No assignment of this Agreement shall relieve the assigning party of its obligations until such obligations have been. assumed in writing by the assignee. When duly assigned in Docusign Envelope ID: A661F3D2-2788-493D-9EBA-59C8B8DC788A MOA – SGVCOG (People Movement Project) – 02.13.2025 11
accordance with the forgoing, this Agreement shall be binding upon and inure to the benefit of the assignee.
8. No Third-Party Beneficiaries. The PARTIES do not intend, nor shall this Agreement be interpreted to create any third-party beneficiaries.
[SIGNATURE PAGE FOLLOWS]
Docusign Envelope ID: A661F3D2-2788-493D-9EBA-59C8B8DC788A MOA – SGVCOG (People Movement Project) – 02.13.2025 12
IN WITNESS WHEREOF, the PARTIES hereto have caused this Agreement to be executed by their respective officers to be effective as of the date first written above.
CITY OF GLENDORA SGVCOG
Adam Raymond
City Manager
Marisa Creter
Executive Director
ATTEST: APPROVED AS TO FORM:
Kathleen R. Sessman
City Clerk/Communications Director
David DeBerry
SGVCOG General Counsel
APPROVED AS TO FORM:
Danny Aleshire
City Attorney
Docusign Envelope ID: A661F3D2-2788-493D-9EBA-59C8B8DC788A Feb 14, 2025 | 10:02 AM PST Feb 14, 2025 | 8:04 AM PST
Exhibit A - Scope of Work
The San Gabriel Valley Council of Governments (SGVCOG) will implement capital improvement projects on behalf of the City of Glendora, which include but are not limited to the following:
1. Glendora Avenue Project
The Project includes the construction of 0.5-mile of raised Class IV protected bikeway and pedestrian improvements along Glendora Avenue from Glendora Avenue/Foothill Boulevard to Glendora Avenue/Route 66. Project elements also include a protected intersection at Foothill Boulevard/Glendora Avenue, biofiltration curb extensions and enhanced crosswalk at Carroll Avenue/Glendora Avenue, roundabout at Ada Avenue/Glendora Avenue, wayfinding signage, and funding permitted, green street features such as dry wells and tree well filters. In addition, the project will utilize antique street lights that are no longer in operation and currently in City storage.
As part of this project the antique street lights will need to be refurbished before installation along Glendora Avenue, between Ada Avenue and Foothill Boulevard. It will also be imperative that this project is coordinated with the separate Glendora Avenue Water and Street Improvement Project (from Gladstone to Route 66) as well as the Foothill Boulevard Project (listed below) in order to mitigate any conflicts and reduce community impacts.
2. Preparation for Relocation of City Marquee and Traffic Signal Cabinet The City currently has a digital marquee located on Foothill Boulevard in front of the City Hall entrance. As part of a separate project, the City plans to relocate the marquee to the southeast corner (SEC) of Foothill Boulevard and Glendora Avenue; however, preparation work will be completed as part of this People Movement Project. In preparation for the relocation, conduit will be installed for the marquee's new location. Additionally, conduit will be installed to support the relocation of the traffic signal cabinet at the SEC of Foothill Boulevard and Glendora Avenue approximately 25 to 30 meters south along Glendora Avenue.
3. Little Dalton Wash Project
The Project includes the construction of 1.7 miles of Class I bicycle and pedestrian facilities to provide an eight-to-80 facility between the Colby Trail and Finkbiner Park along the Little Dalton Wash from the southern terminus of the Colby Trail located at the end of the cul-de-sac on N.
Loraine Avenue/Saga Street to Finkbiner Park located at 160 N. Wabash Avenue (one block north of Foothill Boulevard between Wabash Avenue and Cullen Avenue). This Project also includes street intersection crossing improvements, on-street Class III bike route due to right-of-way constraints, native landscaping, park amenities such as benches, water fountains, and monument signs.
4. San Dimas Wash Project
The Project includes the construction of 1.6 miles of Class I bicycle and pedestrian facilities along the San Dimas Wash from Sunflower Avenue/Gladstone Street to Grand Avenue/Arrow Highway.
This Project’s components include four street crossing/intersection improvement upgrades including three midblock crossings, one pedestrian scramble, native landscaping, and park amenities such as benches, water fountains, workout equipment, and trail monument signs.
Docusign Envelope ID: A661F3D2-2788-493D-9EBA-59C8B8DC788A
5. Foothill Boulevard Project
The Project includes the construction of 1.48 miles of Class IV protected bikeway and pedestrian improvements along Foothill Boulevard from Citrus Avenue to Minnesota Avenue. Elements include four traffic signal modifications, 16 ADA curb ramps, curb extensions and enhanced sidewalks. If all antique street lights are not utilized with the Glendora Avenue Project, remaining refurbished lights, pending available funding, will be included for installation along Foothill Boulevard. Coordination with the Glendora Avenue segment will be imperative to mitigate any conflicts and reduce community impacts.
6. Big Dalton Wash Project
The Project includes the construction of approximately 4.5 miles of Class I and Class II/IV bicycle facilities and pedestrian improvements along the Big Dalton Wash corridor from Dalton Canyon to Barranca Avenue. The design will prioritize seamless connectivity, safety, and clear directional signage to guide users along the entire route. Special attention will be given to the segment between Foothill Boulevard and Route 66, where the trail will temporarily diverge from the Wash to bypass the City’s Corporate Yard. In this section, the trail will reroute west to Loraine Avenue, proceed south to Route 66, and then reconnect with the Wash, ensuring a continuous and user-friendly experience.
Project Limits/Area & Location Map
1. Glendora Avenue Project
The project is located along Glendora Avenue in the City of Glendora. The project limits are Glendora Avenue/Foothill Boulevard to the north and Glendora Avenue/Route 66 to the south.
2. Little Dalton Wash Project
The project is located between the Colby Trail and Finkbiner Park along the Little Dalton Wash in the City of Glendora. The project limits are from the southern terminus of the Colby Trail located at the end of the cul-de-sac on N. Loraine Avenue/Saga Street to Finkbiner Park located at 160 N.
Wabash Avenue (one block north of Foothill Boulevard between Wabash Avenue and Cullen Avenue).
3. San Dimas Wash Project
The project is located along the San Dimas Wash in the City of Glendora. The project limits are from Sunflower Avenue/Gladstone Street to Grand Avenue/Arrow Highway.
4. Foothill Boulevard Project
The project is located along Foothill Boulevard from Citrus Ave to Minnesota Ave.
5. Big Dalton Wash Project
The project is located along the Big Dalton Wash from Dalton Canyon Road to Barranca Avenue.
Docusign Envelope ID: A661F3D2-2788-493D-9EBA-59C8B8DC788A Project map for the Glendora Avenue, Little Dalton Wash, San Dimas Wash, Foothill Boulevard, and Big Dalton Wash Projects.
Docusign Envelope ID: A661F3D2-2788-493D-9EBA-59C8B8DC788A Exhibit B – Total Available Funds
1. San Dimas Wash
Source of Funds Phase SGVCOG/City Funds Amount
Local Revenue
Measure R Local
Return
Construction City $194,467
MSP Construction SGVCOG $637,133
State Revenue
ATP Cycle 6 Construction SGVCOG $1,500,000
Federal Revenue
Recreation Trails
Program
Construction City $1,000,000
City Contribution $1,194,467
SGVCOG
Contribution
$2,137,133
Total Secured $3,331,600
2. Glendora Avenue
Source of Funds Phase SGVCOG/City Funds Amount
Local Revenue
Measure R Local
Return
Construction City $133,318
Prop C Local Return Construction City $93,935
TDA Article III Construction City $20,000
Measure W Design – Specific to
Green Streets
City 315,000
MSP Design/Construction SGVCOG $2,680,066
State Revenue
State Budget
Allocation
Construction –
Specific to Antique
Street Lights
City $1,500,000
Federal Revenue
FY ’23 Federal
Earmark
Construction City $1,497,506
City Contribution $3,559,759
SGVCOG
Contribution
$2,680,066
Total Secured $6,239,825
Docusign Envelope ID: A661F3D2-2788-493D-9EBA-59C8B8DC788A
3. Little Dalton Wash
Source of Funds Phase SGVCOG/City Funds Amount
Local Revenue
Measure M Local
Return
Construction City $43,782
Prop C Local Return Construction City $10,060
MSP Design/Construction SGVCOG $1,682,801
State Revenue
ATP Cycle 6 Design SGVCOG $100,000
Federal Revenue
FY ’23 Federal
Earmark
Construction City $900,000
City Contribution $953,842
SGVCOG
Contribution
$1,782,801
Total Secured $2,736,643
4. Foothill Boulevard Project
Source of Funds Phase SGVCOG/City Funds Amount
Local Revenue
City CIP Design/Construction City $1,060,506
Federal Revenue
FY ’23 Federal
Earmark
Construction City $2,602,494
City Contribution $3,663,000
SGVCOG
Contribution
-
Total Secured $3,663,000
5. Big Dalton Wash
Source of Funds Phase SGVCOG/City Funds Amount
Local Revenue
MSP* Design/Construction SGVCOG $4,960,000
Federal Revenue
FY ’23 Federal
Earmark
Design/Construction City $850,000
City Contribution $850,000
SGVCOG
Contribution
-
Total Secured $5,810,000
*Pending final approval from Los Angeles County Metropolitan Transportation Authority (Metro).
Docusign Envelope ID: A661F3D2-2788-493D-9EBA-59C8B8DC788A
PEOPLE MOVEMENT PROJECT
MEMORANDUM OF AGREEMENT WITH THE SAN GABRIEL VALLEY COUNCIL OF GOVERNMENTS
PUBLIC WORKS
GLENDORA CITY COUNCIL
FEBRUARY 25, 2025
VALERIE V. SANTOYA, INTERIM ASSISTANT PUBLIC WORKS DIRECTOR
OVERVIEW
People Movement Project
Timeline
Partnership (MOA) & Funding
Frequent Asked Questions
10+ MILES OF IMPROVEMENTS
Urban Trails
❖ INITIATED IN 2011
❖ 3 FLOOD CONTROL CHANNELS
❖ THREE TRAILS
First / Last Mile
❖ INITIATED IN 2018
❖ METRO A-LINE STATION
❖ ENHANCED ACCESIBLITY & CONNECTIVITY
GLENDORA PEOPLE MOVEMENT PROJECT
URBAN TRAILS
URBAN TRAILS
San Dimas Wash Trail
❑ Phase 1: Completed
Louie Pompei to Sunflower Ave./Gladstone St.
❑ Phase 2: Gladstone St. to Juanita Ave.
❑ Phase 3: Juanita Ave. to Grand Ave.
Little Dalton Wash Trail
❑ Loraine Ave./Colby Trail to
Wabash Ave./Finkbiner Park
Big Dalton Wash Trail
❑ Dalton Canyon to Barranca Ave.
❑ Detour along Foothill Blvd. and Loraine Ave.
URBAN TRAILS AMENITIES
Active transportation along the Flood Control Channels
Class I Bicycle and Pedestrian Trail Paths
Street Intersection Crossing Improvements
Native Landscaping
Park amenities: benches, water fountains,
monument signs.
FIRST LAST MILE
IMPROVEMENTS
FIRST / LAST MILE IMPROVEMENTS
Active & attractive environment for
local business. Connectivity to Village
Increase first last mile access Improve safety for all road users Pedestrian & bike friendly
Glendora Avenue & Foothill Boulevard
GLENDORA AVENUE
Existing
Proposed
Roundabout at
Ada Avenue
GLENDORA AVENUE
Existing
Proposed
Carroll Ave. north to
Foothill Blvd.
GLENDORA AVENUE
Existing
Proposed
Foothill
Protected
Intersection
FOOTHILL BLVD.
Existing
Proposed
Grand
Intersection
FOOTHILL BLVD.
Existing
Proposed
Grand to
Vista Bonita
TIMELINE
TENTATIVE TIMELINE
2011 -2018
Urban Trails
Identified
2018
San
Dimas
Trail
2018 - 2024
Outreach is
conducted.
Design, Permits,
Funding and
Outreach.
2025
San Dimas Trail
2025 - 2027
First/Last Mile
2027+
Construction of Little
& Big Dalton Wash
Trails
2011 -2017
Urban Trails Identified.
Funding Obtained;
Outreach Conducted.
2025 - 2027
First/Last Mile Improvements
to be Completed.
Design Work, Agreements,
CEQA/NEPA, Permitting for
Little & Big Dalton Wash Trails.
Continued Outreach.
2018 - 2024
Outreach is conducted.
Design, Permits,
Use Agreements, Funding
and Outreach.
2018
San Dimas Trail
Phase 1
Construction
Completed.
First Last Mile
Introduced.
2027+
Continued Outreach.
Construction of
Little & Big Dalton
Wash Trails.
2025 - 2026
Construct & Complete
San Dimas Trail, Phases 2&3.
Design & Permitting for the
First/Last Mile
Improvements Finalized.
Continued Outreach.
PARTNERSHIP &
FUNDING
San Gabriel Valley
Council of Governments (SGVCOG)
• Increase to scope, update funding
• Plans, specifications and estimates (PS&E)
• Lead public engagement & outreach
• Oversee NEPA & CEQA environmental
compliance
• Secure governmental approvals
• Acquire ROW as needed
• Manage construction process
• Administer funding & assist with securing
additional funds, if necessary
City of Glendora
• Maintain membership in SGVCOG
• Cover any betterment costs
• Provide existing City plans & relevant
data
• Review project plans & issue no cost
encroachment permits
• Pays local match requirements
• Cooperate with SGVCOG in efforts to
secure additional funds, if necessary
• Assume ownership and maintenance
responsibilities upon completion
PARTNERSHIPS
❖ October 2023: Memorandum of Agreement with the SGVCOG ❖ Tonight: Amended & Restated MOA: Additional scope and updated funding. $21 MILLION TOTAL INVESTMENT
CITY OF GLENDORA Grants Local Return CIP Funds SGVCOG
Federal Earmarks: $5,850,000 MSP* $5,000,000
State Earmark: $1,500,000 MSP Pending $4,960,000
Recreation Trails $1,000,000 Cal Trans ATP** $1,600,000 Capital Improvement
Projects (CIP) $1,060,506
Measure R $327,785
Measure M $43,782
Proposition C $103,995
Transportation
Development Act (Article III) $20,000
Total City Secured: $9,906,068 SGV COG Secured: $11,560,000 COMBINED FUNDING AVAILABLE: $21,466,068
*Metro Measure M Subregional Program
**Cal Trans Active Transportation Program
FREQUENTLY ASKED
QUESTIONS
FREQUENTLY ASKED QUESTIONS
Safety The path will be locked at night. A sweep will be performed every night before locking the gate. Gates are much higher than the current County gates and present a stronger deterrent to trespassing.
Homelessness The City is working on a comprehensive approach to homeless outreach. For example, services are brought to individuals experiencing homelessness, including mental health and housing. Additionally, the sweeps performed daily will prevent encampments along the path.
Maintenance The City is responsible for maintenance of the path. This includes trash and graffiti removal, landscape and irrigation, keeping the path surface clear, and repairing any damage to fences, gates and furnishings.
Property Values Based on research and experience with similar projects, paths like Glendora’s Urban Trails tend to increase property values, provide needed recreational amenities, and offer safer active transportation alternatives.
Privacy The City has previously allowed home and property owners along the Phase 1 section of the trail. to construct walls higher than the Municipal Code allows. Privacy fencing is also under consideration for portions of the trail. The locked gates at night will prevent individuals from accessing the path during nighttime.
RECOMMENDATION:
THAT THE CITY COUNCIL:
1. Authorize the City Manager or his designee to execute the Amended and Restated Memorandum of Agreement for the Glendora People Movement Project between the City of Glendora and the San Gabriel Valley Council of Governments.
STAFF REPORT
TO: Mayor and Council Members DATE: February 25, 2025
FROM: Finance DISTRICT(S): Citywide
SUBJECT: Conduct a Mid-Year Budget Review and Adopt a Joint Resolution amending the Fiscal year 2024-25 Budget
RECOMMENDATION
That the City Council, Successor Agency and Housing Authority:
1. Adopt a Joint City Council Resolution entitled, "A RESOLUTION OF THE CITY COUNCIL, SUCCESSOR AGENCY AND HOUSING AUTHORITY AMENDING THE FY 2024-25 FISCAL BUDGET PER THE MID-YEAR REVIEW RECOMMENDATIONS."
STRATEGIC FOCUS AREAS
Goal 2: Maintain Financial Stability and Sustainability (MFSS)
EXECUTIVE SUMMARY
Staff has reviewed the Adopted and Amended FY 2024-25 Maintenance and Operations Budget and has determined that the following adjustments are necessary to continue providing quality services to the community:
Fund
Revenue Proposed
Adjustment
Expenditure Proposed
Adjustment
General Fund 1,087,134 677,594
Pension Stabilization (129,749) -
Measure E (570,000) (570,000)
GUSD JUA 650,000 650,000
Measure Z 700,000 700,000
Library Friends Foundation 11,827 26,270
Prop A Transit - 25,000
State Gas Tax - 38,860
Grants - 4,500
Step OTS Grants 125,000 125,000
Capital Projects (216,249) 334,500
Water Operations - 626,549
Worker’s Compensation (43,250) -
Technology - 210,291
Vehicle Replacement - 353,650
Revenue adjustments in the General Fund are mainly attributed to the decrease in sales tax assumptions. Third quarter sales in Glendora were 8.2% down compared to the same time period in 2023. Consumers are more cautious about spending on non-essential products and projects. As such, there has been a decrease in sales for autos, fuel-service stations, and building and construction.
However, an increase to the refuse franchise fee, interest income, and the Measure Z transfer-in will offset the decrease in sales tax. Other changes to revenues include miscellaneous accounting adjustments and reimbursement for police services.
Other expenditure adjustments in the General Fund include accounting for overtime costs due to train testing of the A Line, costs associated with Glendora Unified School District Joint Use Agreement, account for the recent amendment to the animal control contract, and Glendora Village decor.
LEGISLATIVE HISTORY / PREVIOUS ACTIONS
On June 11, 2024, the City Council adopted the FY 2024-25 Mid-Cycle Budget and approved the appropriations for FY 2024/25. The recommended changes included in the Mid-Year Review increase or decrease the annual budgeted revenues, appropriations, and available resources (starting balance) of several funds, and therefore require City Council approval.
DISCUSSION
The Mid-Year Budget Review process includes review and analysis by each department and Finance staff. A complete list of the recommended adjustments for each fund is attached as Exhibit A to the Resolution.
AVAILABLE RESOURCES SUMMARY
The Available Resources Summary includes the mid-year adjustments total by fund providing an overview of each fund showing available beginning balances, budgeted revenues and expenditures, and the projected ending available balance.
GENERAL FUND
Revenues
Staff recommends a net increase in revenues in the amount of $586,234. The adjustments are due to:
$300,000 increase in refuse franchise fee collections,
$700,000 increase for the transfer in of Measure Z revenue, $700,000 decrease in sales tax based on the sales tax consultant’s economic outlook which forecasts higher costs as a result of increased business operating costs and a decrease in consumer spending, $300,000 A-Line Police Department reimbursements for security during train testing, and Decreases in Transfers-in from Measure E consistent with sales tax decreases.
Detailed Revenue Adjustments are attached in Exhibit A to the Budget Resolution.
Expenditures
The expenditure budget increased by a net $677,594. The primary components of the increase are due to:
Glendora Unified School District Joint Use Agreement (GUSD JUA) of $190,500 (for Goddard Middle School pavement repairs and school resources officer cost offsets in the new GUSD JUA Fund 105); and Police Department of $206,644 (for change in contract with IVHS and change in accounting process for the City). The most recent amendment to the IVHS contract, approved by City Council on June 11, 2024, removed the guaranteed revenue provision. With the removal of this provision the City is updating to reflect the revenue collected and full cost of the contract in its revenue and expenditure budgets. This change is consistent with other contracts that function similarly and best practices for government accounting.
Community Development of $100,000 for the installation of décor for the Glendora Village.
Overall, with the adjustments, the General Fund is balanced and the City meets the reserve policy requirements.
SPECIAL REVENUE FUNDS
Special Revenues are restricted in their use. The mid-year budget adjustments are recommended to acknowledge receipt of revenues or to update the budget based on current information. The mid-year adjustments provide an updated perspective on how the fund is performing, whether there are sufficient reserves and/or revenues to cover the expenditure budget previously approved. The majority of these funds are for grants or special funding awarded to the City. The adjustments recommended cover the following categories:
Adding revenue budget for actual special income received or to be received; and Adding/reducing budgeted expenditures to match actual spending and revenue adjustments.
CAPITAL PROJECTS
The mid-year budget adjustments requested at this time, in the amount of $334,500, are for GUSD accounting updates for the new GUSD JUA Fund, purchase of street, gateway, and wayfinding signs, grant application assistance and a Citywide traffic study. With the City Council approval of the GUSD JUA on January 30, 2024 the City Council authorized the creation of one fund to track all related revenues and expenditures. The GUSD pool contribution was originally budgeted in the Capital Projects Fund 301 however, with the creation of GUSD JUA Fund 105 the budget and actual contribution payment requires a decrease in the Capital Projects Fund budget and an increase in the GUSD JUA Fund budget to both receive the reserves for the payment that was issued on October 25, 2024 and to reflect the appropriation in GUSD JUA Fund 105.
ENTERPRISE FUNDS
Water Operations Fund revenues and expenditures for FY2025 are on track with budget projections. The primary operational expenditures being requested is related to contract services for emergency repairs, adding one full-time water conservation officer, and high school meter replacements. The Water Capital Fund does not have any changes with mid-year.
INTERNAL SERVICE FUNDS
The Internal Service Funds include Worker’s Compensation, Liability Insurance, Technology and Vehicles. The revenues in these funds come from charges to the departments/funds receiving their services.
Liability Insurance experienced some challenges procuring affordable programs in the insurance pool. As part of ICRMA, the City has leveraged the economies of scale in the pool; however, insurance rates continue to climb. Staff continues to review and evaluate insurance for the City and is making continued efforts to mitigate costs while focusing on managing risk and exposure. Staff will bring forth insurance options for the City to consider in March 2025.
The largest adjustments for the Internal Services Funds are in the Technology Fund and the Vehicle Replacement Fund. The Technology Fund is increasing software and hardware line items in the amount of $210,290 for backup systems, agenda management and ArcGIS subscriptions. The Vehicle Replacement Fund is for the repair of Vactor Truck 1 and purchase of 2 small pickups and a grounds utility task vehicle in the amount of $240,000.
MULTI-YEAR BUDGET PROJECTIONS
The Multi-Year Budget Forecasts have been updated with the mid-year review assumptions and adjustments. The forecasts are updated with the following focus areas to anticipate:
The General Fund is being impacted by a reduction in sales tax of $1.35 million and increases in insurance costs of $1 to $1.5 million.
Community support is needed for City facility improvements.
Critical opportunity to further address homelessness through the development of housing and supportive services in Glendora.
Continue with aggressive capital improvements throughout the City.
Significant private investment will continue throughout the City.
City employee negotiations will commence as current contracts expire over the next year.
These forecasts are a tool for future decisions by placing an emphasis on the long-term impacts of policy decisions. Based on conservative assumptions, the General Fund, Measure E and the Enterprise Water Funds are balanced and demonstrate the stable financial condition of each of these major funds for future planning and in the event of a catastrophic event.
PERSONNEL
The following positions were added or had a title change:
Water Conservation Officer: (Effective January 1, 2025 Making Conservation a California Way of Life Regulation)
CONCLUSION
The Mid-Year budget review process is a part of managing a dynamic City. Financial planning is done with the best available information at the time it is prepared, however, the economy, elections, shopping trends, and legislation can change our planning assumptions quickly.
FISCAL IMPACT
The effects of these adjustments will be to change estimated revenues and/or expenditures as presented in the attachments.
The net impact of these adjustments is shown on the Available Resources Summary. Despite challenges ahead, the City remains in a strong financial position to address key strategic initiatives.
ENVIRONMENTAL DETERMINATION
Not Applicable
Prepared By Kyle Johnson, Finance Director/City Treasurer Concurs With Not Applicable
Reviewed By Kyle Johnson, Finance Director/City Treasurer Certified to Availability of Funds Marie Ricci, Deputy City Manager Approved By Adam Raymond, City Manager
Legal Review Danny Aleshire, City Attorney
CEQA Review Not Applicable
ATTACHMENTS:
A. Summary of Available Resources
B. Resolution Adopting Mid-Year Adjustments
C. Exhibit A-Summary of Detail Revenue Adjustments
D. Exhibit A-Summary of Detail Expenditure Adjustments
E. General Fund Forecast
F. Measures E_Z Forecast
G. Water Fund Forecast
H. PowerPoint
Attachments
A. Summary of Available Resources.pdf
B. Resolution Adopting Mid Year Adjustments.pdf
C. Exhibit A - Summary of Detail Revenue Adjustments.pdf D. Exhibit A - Summary of Detail Expenditure Adjustments.pdf E. General Fund Forecast.pdf
F. Measure E - Z Forecast.pdf
G. Water Fund Forecast.pdf
H. PowerPoint.pdf
2/19/2025 2:16 PM
Funds
FY 2024‐25
Beginning Balance
FY2024‐25
Revenues
FY2024‐25
Rev Mid‐Year
FY2024‐25
Expenditures
FY2024‐25
Exp Mid‐Year
FY2024‐25
Ending Balance
43.5%
101‐General Fund 17,593,331 44,008,121 1,087,134 44,018,261 677,594 17,992,731 102‐Pension Stabilization 3,520,092 220,223 (129,749) ‐ 2,000,000 1,610,566 103‐Measure E ‐ 9,071,600 (570,000) 9,071,600 (570,000) ‐ 105‐GUSD JUA ‐ 791,817 650,000 791,817 650,000 ‐ 106‐Measure Z ‐ ‐ ‐ 700,000 700,000 ‐ 201‐Street Lighting Assessmt 472,412 ‐ 507,750 ‐ 382,838 597,324 202‐Street Improvement Dist 29,820 ‐ 400 ‐ ‐ 30,220 203‐Landscape Assessment 49,093 ‐ 66,377 ‐ 66,377 49,093 204‐Glendora Village Bus Dist 117,584 ‐ 104,300 ‐ 152,250 69,634 211‐Park & Rec Development 319,630 ‐ 53,900 ‐ ‐ 373,530 216‐Library Foundation ‐ 184,573 11,827 170,130 26,270 ‐ 221‐Plan Maint Fees 1,118,166 ‐ 116,500 ‐ 121,435 1,113,231 222‐General Plan Maint Fee 416,121 ‐ 95,000 ‐ ‐ 511,121 223‐PEG Cable Tv 240,923 ‐ 107,200 ‐ 113,159 234,964 228‐Affordable Housing 30,911 ‐ ‐ ‐ ‐ 30,911 229‐Glendora Hsg. Authority 670,234 ‐ 5,000 ‐ 111,000 564,234 230‐Trans Develop Act 71,387 ‐ 53,000 ‐ 65,000 59,387 231‐Prop A Transit 1,504,155 ‐ 1,821,860 2,415,014 25,000 886,001 232‐Prop C Transit 1,913,761 ‐ 1,230,100 ‐ 1,158,100 1,985,761 233‐Measure R Transpt. 2009 314,849 ‐ 908,800 ‐ 706,153 517,496 234‐Measure M 841,208 ‐ 1,045,100 ‐ 369,518 1,516,790 240‐Measure A/Parks 48,288 ‐ 60,000 ‐ 25,000 83,288 245‐Measure H ‐ ‐ 50,000 ‐ 50,000 ‐ 250‐Measure W 985,469 ‐ 905,800 ‐ 658,110 1,233,159 254‐Air Quality 13,467 ‐ 71,330 ‐ 26,859 57,938 255‐State Gas Tax 705,612 ‐ 2,311,500 2,173,327 38,860 804,925 256‐Road Maintenance Repair 2,264,567 ‐ 1,377,800 ‐ 1,666,420 1,975,947 257‐Surface Trans. Prog‐Stlp 208,620 ‐ 1,408,200 ‐ 1,405,000 211,820 265‐Home‐State Grant 198,690 ‐ 2,900 ‐ ‐ 201,590 266‐Cal‐Home Prop 1C 75,530 ‐ 700 ‐ ‐ 76,230 270‐Used Oil Block Grant 38,773 ‐ 8,860 ‐ 8,460 39,173 271‐Beverage Recyling Grant 58,350 ‐ 13,800 ‐ ‐ 72,150 275‐Suppl Law Enf Svce (Cops) 137,734 ‐ 174,900 ‐ 298,721 13,913 280‐Grants 33,944 ‐ 4,070,176 4,062,514 4,500 37,107 281‐Asset Forfeiture 50,816 ‐ 14,200 ‐ 55,000 10,016 282‐Step Ots Grants 3,400 ‐ ‐ 125,000 125,000 3,400 285‐Community Dev Block Grant ‐ ‐ 461,509 ‐ 461,509 ‐ 291‐Highwy Safety Improv Grnt 1,285,669 ‐ 483,328 ‐ 1,768,141 856 292‐Highway Bridge Repl Prog ‐ ‐ ‐ ‐ ‐ ‐ 301‐Capital Projects 18,533,497 277,705 (216,249) 17,304,979 334,500 955,474 401‐Pension Obligation Bonds 37,220 ‐ 3,382,680 ‐ 3,382,680 37,220 405‐Energy Efficiency Project 15,380 ‐ 103,449 ‐ 103,449 15,380 450‐Successor Agency 418,495 ‐ 2,069,321 ‐ 2,244,321 243,495 501‐Water Operations 8,042,877 ‐ 29,789,600 29,450,328 626,549 7,755,600 502‐Water Capital Projects 13,317,807 ‐ 21,259,600 ‐ 21,904,622 12,672,785 550‐Workers Compensation 475,752 1,310,082 (43,250) ‐ 980,133 762,451 551‐Liability Insurance ‐ ‐ 2,769,270 ‐ 2,769,270 ‐ 553‐Technology 3,228,304 ‐ 3,807,136 4,193,660 210,291 2,631,489 554‐Vehicle Replacement 363,746 ‐ 3,259,448 3,240,454 353,650 29,090 GRAND TOTAL ALL FUNDS 79,765,684 $ $ 139,834,915 $ 1,614,713 $ 159,945,609 $ 3,202,214 $ 58,067,490
SUMMARY OF AVAILABLE RESOURCES
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RESOLUTION
CC 2025- CC 2025- (SA) HA 2025-
A RESOLUTION OF THE CITY COUNCIL, SUCCESSOR AGENCY
AND HOUSING AUTHORITY OF THE CITY OF GLENDORA,
CALIFORNIA, AMENDING ITS 2024-25 FISCAL BUDGET PER THE
MID-YEAR REVIEW RECOMMENDATIONS
CITY COUNCIL, SUCCESSOR AGENCY,
AND HOUSING AUTHORITY
City of Glendora, California
WHEREAS, in accordance with Glendora Municipal Code Section 2.08.070, it is the City’s Manager’s duty to prepare and submit a proposed annual budget and salary plan to the Glendora City Council; and
WHEREAS, in accordance with Glendora Municipal Code Section 2.09.040, it is the City’s Manager’s duty to prepare and submit any revisions or amendments to the classified service positions and job descriptions to the Glendora City Council; and WHEREAS, the City Manager submitted a proposed budget to the Glendora City Council for Fiscal Year 2024-25 commencing July 1, 2025; and WHEREAS, the budget for fiscal year 2024-25 of the City of Glendora has been adopted by this Council in its original form, and said budget will need to be amended at times to fulfill the goals of the City; and
WHEREAS, the budget is reviewed during a Mid-Year Review process that results in recommended budget adjustments to reflect unforeseen changes in revenue or expenditure requirements that require City Council approval;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF GLENDORA HEREBY RESOLVES AS FOLLOWS:
SECTION 1. The City Council does hereby approve the Mid-Year Adjustments as detailed in Exhibit “A”.
SECTION 2. The City Council, as Successor Agency to the Glendora Community Redevelopment Agency, is amending the revenue and expenditure budget applicable to the Successor Agency as identified in “Exhibit A”. The City Council hereby determines and declares that the City of Glendora, its General Fund, and all of its other accounting funds shall NOT be obligated to finance or fulfill any Successor Agency obligations in any manner.
SECTION 3. Per the City of Glendora adopted financial policies, the City Manager is authorized to transfer appropriations between departments or functions, provided that no change is made in the total amount of the annual budget of any single fund.
Resolution CC, SA, and HA 2025-_____ Page 2 of 2
SECTION 4. The Mayor Shall sign and the City Clerk shall certify to the passage and adoption of this resolution shall enter the same in the Book of Original Resolutions and that this resolution shall take effect and be in force on this date.
SECTION 5. The City Clerk is hereby directed to forward a copy of this resolution to the Finance Director.
PASSED, APPROVED AND ADOPTED by the City Council, Successor Agency, and Housing Authority of the City of Glendora this __ day of February, 2025.
BY:
DAVID FREDENDALL
Mayor/Chair
APPROVED AS TO FORM:
Aleshire & Wynder, LLP
DANNY ALESHIRE
City/Agency Attorney
CERTIFICATION
I, Kathleen R. Sessman, City Clerk of the City of Glendora, do hereby certify that the foregoing Joint Resolution was duly adopted by the City Council, Successor Agency and Housing Authority of the City of Glendora at a regular meeting held on the day of February, 2025, by the following vote:
AYES: MEMBERS:
NOES: MEMBERS:
ABSENT: MEMBERS:
ABSTAIN: MEMBERS:
Dated:
KATHLEEN R. SESSMAN
City Clerk/Communications Director
2/19/2025 2:18 PM
FUND
FY 2025
AMENDED
BUDGET
FY 2025
ACTUALS
FY 2025
REMAINING
BALANCE
FY 2025
MID‐YEAR
ADJUSTMENTS EXPLANATION OF ADJUSTMENT
101‐GENERAL FUND
00‐NON‐DEPARTMENTAL
00‐NON‐DEPARTMENTAL
31201‐SALES & USE TAX 11,200,000 3,478,191 7,721,809 (700,000) Match HdL Forecast. 31303‐FRANCHISE TAX ‐ REFUSE 1,320,000 770,134 549,866 300,000 Match trend for refuse franchise fee. 34001‐INTEREST INCOME 675,100 418,314 256,786 324,900 Match trend for interest income. 35003‐SB 90 MANDATES 20,000 81,824 (61,824) 65,000 Match Actual. 98‐OTHER FINANCING USES
39103‐T/I ‐ MEASURE E 4,966,953 ‐ 4,966,953 (137,502) Measure E Adjustment to match HdL Forecast. 39106‐T/I ‐ MEASURE Z ‐‐ ‐ 700,000 Transfer in from Measure Z. 00‐NON‐DEPARTMENTAL Total 18,182,053 4,748,463 13,433,590 552,398 50‐PUBLIC SAFETY
30‐POLICE ADMINISTRATION
35002‐GRANT REVENUE ‐ 79,533 (79,533) 80,000 Opioid Settlements, match actual. 36503‐SPECIAL POLICE SERVICES 18,000 180,207 (162,207) 300,000 Match Actual Gold Line O/T 31‐PATROL
33502‐PARKING CITATIONS 300,000 84,400 215,600 (60,000) Reduce to match trend. 36‐POLICE RECORDS
36507‐FINGERPRINTING FEE 12,500 930 11,570 10,000 Right align budget to change in accounting. 38‐COMMUNITY PRESERVATION
32507‐ANIMAL LICENSES ‐ 20,865 (20,865) 145,000 Change to track revenue and full cost of IVHS. 50‐PUBLIC SAFETY Total 330,500 365,936 (35,436) 475,000 80‐LIBRARY
70‐LIBRARY ADMINISTRATION
34902‐BIDWELL FORUM RENTAL 2,950 775 2,175 (1,370) Reduce to match trend. 71‐CIRCULATION/TECHN SERVICE
35002‐GRANT REVENUE ‐‐ ‐ 4,991 Match Actual. 36005‐COPY FEES 7,945 4,463 3,482 115 Match Actual. 80‐LIBRARY Total 10,895 5,238 5,657 3,736 90‐RECREATION & HUMAN SERVICES
85‐GOLF COURSE
34005‐RENTAL INCOME 94,000 57,138 36,863 56,000 Reduce to match trend. 90‐RECREATION & HUMAN SERVICES TOTAL 94,000 57,138 36,863 56,000 101‐GENERAL FUND Total 18,617,448 5,176,774 13,440,675 1,087,134 102‐PENSION STABILIZATION
00‐NON‐DEPARTMENTAL
98‐OTHER FINANCING USES
39103‐T/I MEASURE E 166,623 ‐ 166,623 (129,749) Measure E Adjustment to match HdL Forecast. 00‐NON‐DEPARTMENTAL Total 166,623 ‐ 166,623 (129,749) 102‐PENSION STABILIZATION Total 166,623 ‐ 166,623 (129,749) 103‐MEASURE E
00‐NON‐DEPARTMENTAL
00‐NON‐DEPARTMENTAL
31203‐TRANSACTION & USE TAX 9,020,000 2,818,758 6,201,242 (620,000) Match HdL Forecast. 34001‐INTEREST INCOME 51,600 63,408 (11,808) 50,000 Match trend for interest income. 00‐NON‐DEPARTMENTAL Total 9,071,600 2,882,166 6,189,434 (570,000) 103‐MEASURE E Total 9,071,600 2,882,166 6,189,434 (570,000) DETAIL OF FY 2025 MIDYEAR REVENUE ADJUSTMENTS
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2/19/2025 2:18 PM
FUND
FY 2025
AMENDED
BUDGET
FY 2025
ACTUALS
FY 2025
REMAINING
BALANCE
FY 2025
MID‐YEAR
ADJUSTMENTS EXPLANATION OF ADJUSTMENT
DETAIL OF FY 2025 MIDYEAR REVENUE ADJUSTMENTS
105‐GUSD JUA
00‐NON‐DEPARTMENTAL
98‐OTHER FINANCING USES
39101‐T/I GENERAL FUND ‐ ‐ ‐ 190,500 Goddard Middle School pavement repairs and SRO
make whole, JUA does not reimburse 100%.
39301‐T/I CAPITAL PROJECTS ‐ ‐ ‐ 600,000 Move GUSD Pool investment from Fund 301. 00‐NON‐DEPARTMENTAL Total ‐ ‐ ‐ 790,500 50‐PUBLIC SAFETY
34‐TRAFFIC CONTROL
36502‐SCHOOL DIST CROSS GUARDS 280,917 24,452 256,465 (140,500) Reduce to match GUSD JUA amounts. 50‐PUBLIC SAFETY Total 280,917 24,452 256,465 (140,500) 105‐GUSD JUA Total 280,917 24,452 256,465 650,000 106‐MEASURE Z
00‐NON‐DEPARTMENTAL
00‐NON‐DEPARTMENTAL
31203‐TRANSACTION & USE TAX ‐ ‐ ‐ 700,000 Measure Z first year starts April 2025. 00‐NON‐DEPARTMENTAL Total ‐ ‐ ‐ 700,000 106‐MEASURE Z Total ‐ ‐ ‐ 700,000 216‐LIBRARY FOUNDATION
80‐LIBRARY
70‐LIBRARY ADMINISTRATION
35602‐FRIENDS CONTRIBUTION 4,500 ‐ 4,500 1,500 Match grant amounts. 72‐YOUTH SERVICES
35602‐FRIENDS CONTRIBUTIONS 43,160 17,760 25,400 21,390 Match grant amounts. 73‐ADULT SERVICES
35602‐FRIENDS CONTRIBUTIONS 136,913 21,091 115,822 (11,063) Match grant amounts. 80‐LIBRARY Total 184,573 38,851 145,722 11,827 216‐LIBRARY FOUNDATION Total 184,573 38,851 145,722 11,827 282‐STEP OTS GRANTS
50‐PUBLIC SAFETY
94‐OPERATING GRANTS
35104‐STEP REIMBURSEMENTS ‐ 29,308 (29,308) 125,000 Match grant amounts. 50‐PUBLIC SAFETY Total ‐ 29,308 (29,308) 125,000 282‐STEP OTS GRANTS Total ‐ 29,308 (29,308) 125,000 301‐CAPITAL PROJECTS
00‐NON‐DEPARTMENTAL
98‐OTHER FINANCING USES
39103‐T/I MEASURE E 277,705 ‐ 277,705 (216,249) Measure E Adjustment to match HdL Forecast. 00‐NON‐DEPARTMENTAL Total 277,705 ‐ 277,705 (216,249) 301‐CAPITAL PROJECTS Total 277,705 ‐ 277,705 (216,249) 550‐WORKERS COMPENSATION
00‐NON‐DEPARTMENTAL
98‐OTHER FINANCING USES
39103‐T/I MEASURE E 55,541 ‐ 55,541 (43,250) Measure E Adjustment to match HdL Forecast. 00‐NON‐DEPARTMENTAL Total 55,541 ‐ 55,541 (43,250) 550‐WORKERS COMPENSATION Total 55,541 ‐ 55,541 (43,250) Grand Total 28,654,407 8,151,552 20,502,856 1,614,713 2 of 2
2/20/2025 1:26 PM
FUND
FY 2025
AMENDED
BUDGET
FY 2025
ACTUALS
FY 2025
REMAINING
BALANCE
FY 2025
MID‐YEAR
ADJUSTMENTS EXPLANATION OF ADJUSTMENT
101‐GENERAL FUND
00‐NON‐DEPARTMENTAL
98‐OTHER FINANCING USES
90105‐T/O GUSD FUND ‐ ‐ ‐ 190,500 Goddard Middle School pavement repairs and SRO
make whole, JUA does not reimburse 100%.
00‐NON‐DEPARTMENTAL Total ‐ ‐ ‐ 190,500 15‐CITY CLERK
03‐CITY CLERK
55310‐ADVERTISING 5,000 624 4,376 2,000 Cost of agenda advertisments for the year. 55320‐PRINTING 2,200 ‐ 2,200 800 Cost of agenda/other printing for the year. 55400‐DUES & MEMBERSHIPS 2,490 525 1,965 2,500 Training for staff certifications. 15‐CITY CLERK Total 9,690 1,149 8,541 5,300 50‐PUBLIC SAFETY
32‐DISPATCH
41300‐OVERTIME ‐ 79,073 (79,703) 98,000 Match actual, cost formerly tracked in Patrol. 38‐COMMUNITY PRESERVATION
41300‐OVERTIME 2,500 4,859 (2,359) 3,500 Enhanced sidewalk vendor enforcement. 59135‐ANIMAL SHELTER SERVICES 244,000 152,793 91,207 206,644 Change to track revenue and full cost of IVHS. 50‐PUBLIC SAFETY Total 246,500 236,725 9,145 308,144 60‐COMMUNITY DEVELOPMENT
42‐ECONOMIC DEVELOPMENT
59100‐CONTRACT SERVICES 175,000 95,910 79,090 100,000 Glendora Village Plaza décor and installation. 60‐COMMUNITY DEVELOPMENT Total 175,000 95,910 79,090 100,000 70‐PUBLIC WORKS
55‐ENGINEERING
59100‐CONTRACT SERVICES 30,120 39,561 (9,441) 40,000 Traffic engineering services. 70‐PUBLIC WORKS Total 30,120 39,561 (9,441) 40,000 80‐LIBRARY
70‐LIBRARY ADMINISTRATION
51780‐SERVICE/EMPLOYEE RECOGNITION 3,600 905 2,695 750 Staff and Library Board recognition. 57100‐ELECTRIC 76,100 45,708 30,392 19,900 Match trend for electricity charges. 80‐LIBRARY Total 79,700 46,613 33,087 20,650 90‐RECREATION & HUMAN SERVICES
80‐RECREATION & HUMAN SRVS ADMIN
59100‐CONTRACT SERVICES 50,250 27,117 23,133 13,000 New sign for move to former Transportation building. 90‐RECREATION & HUMAN SERVICES Total 50,250 27,117 23,133 13,000 101‐GENERAL FUND Total 591,260 447,076 143,554 677,594 103‐MEASURE E
00‐NON‐DEPARTMENTAL
98‐OTHER FINANCING USES
90101‐T/O GENERAL FUND 4,966,953 ‐ 4,966,953 (137,502) Measure E Adjustment to match HdL Forecast. 90102‐T/O PENSION OBLIGATION 166,623 ‐ 166,623 (129,749) Measure E Adjustment to match HdL Forecast. 90301‐T/O CAPITAL PROJECTS 277,705 ‐ 277,705 (216,249) Measure E Adjustment to match HdL Forecast. 90550‐T/O WORKERS COMPENSATION 55,541 ‐ 55,541 (43,250) Measure E Adjustment to match HdL Forecast. 90602‐T/O OPEB 115 TRUST 55,541 ‐ 55,541 (43,250) Measure E Adjustment to match HdL Forecast. 00‐NON‐DEPARTMENTAL Total 5,522,363 ‐ 5,522,363 (570,000) 103‐MEASURE E Total 5,522,363 ‐ 5,522,363 (570,000) 105‐GUSD JUA
00‐NON‐DEPARTMENTAL
99‐CAPITAL PROJECTS
70000‐CAPITAL IMPROVEMENT ‐ 600,000 (600,000) 600,000 Move GUSD Pool investment from Fund 301. 00‐NON‐DEPARTMENTAL Total ‐ 600,000 (600,000) 600,000 70‐PUBLIC WORKS
52‐STREETS
56600‐STREET REP & MAINT ‐ 44,475 (44,475) 50,000 Goddard Middle School pavement repairs. 70‐PUBLIC WORKS Total ‐ 44,475 (44,475) 50,000 105‐GUSD JUA Total ‐ 644,475 (644,475) 650,000 106‐MEASURE Z
DETAIL OF FY 2025 MIDYEAR EXPENDITURE ADJUSTMENTS
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2/20/2025 1:26 PM
FUND
FY 2025
AMENDED
BUDGET
FY 2025
ACTUALS
FY 2025
REMAINING
BALANCE
FY 2025
MID‐YEAR
ADJUSTMENTS EXPLANATION OF ADJUSTMENT
DETAIL OF FY 2025 MIDYEAR EXPENDITURE ADJUSTMENTS
00‐NON‐DEPARTMENTAL
00‐NON‐DEPARTMENTAL
90101‐T/O GENERAL FUND ‐ ‐ ‐ 700,000 Measure Z first year starts April 2025. 00‐NON‐DEPARTMENTAL Total ‐ ‐ ‐ 700,000 106‐MEASURE Z Total ‐ ‐ ‐ 700,000 2 of 6
2/20/2025 1:26 PM
FUND
FY 2025
AMENDED
BUDGET
FY 2025
ACTUALS
FY 2025
REMAINING
BALANCE
FY 2025
MID‐YEAR
ADJUSTMENTS EXPLANATION OF ADJUSTMENT
DETAIL OF FY 2025 MIDYEAR EXPENDITURE ADJUSTMENTS
216‐LIBRARY FOUNDATION
80‐LIBRARY
70‐LIBRARY ADMINISTRATION
51200‐DIVISION SUPPLIES 4,500 ‐ 4,500 1,500 Match grant amounts. 72‐YOUTH SERVICES
51200‐DIVISION SUPPLIES 30,000 4,953 25,047 9,900 Match grant amounts. 51300‐CONTENT FOR THE PUBLIC 5,600 ‐ 5,600 (5,600) Match grant amounts. 55320‐PRINTING 2,560 149 2,411 440 Match grant amounts. 58100‐RECREATION ACTV & EVENTS 1,400 ‐ 1,400 500 Match grant amounts. 59200‐UNIFORM & LINEN LAUNDRY 2,600 635 1,965 150 Match grant amounts. 72030‐COMPUTERS ‐ 14,083 (14,083) 16,000 Match grant amounts. 73‐ADULT SERVICES
51200‐DIVISION SUPPLIES 8,150 1,575 6,575 (1,450) Match grant amounts. 51300‐CONTENT FOR THE PUBLIC 82,400 33,575 48,825 4,750 Match grant amounts. 55320‐PRINTING 1,600 ‐ 1,600 400 Match grant amounts. 58100‐RECREATION ACTV & EVENTS 820 ‐ 820 (320) Match grant amounts. 80‐LIBRARY Total 139,630 54,969 84,661 26,270 216‐LIBRARY FOUNDATION Total 139,630 54,969 84,661 26,270 231‐PROP A TRANSIT
60‐COMMUNITY DEVELOPMENT
43‐PUBLIC TRANSIT
59100‐CONTRACT SERVICES 101,300 140,979 (39,679) 25,000 Software subscription of EV bus chargers. 60‐COMMUNITY DEVELOPMENT Total 101,300 140,979 (39,679) 25,000 231‐PROP A TRANSIT Total 101,300 140,979 (39,679) 25,000 255‐STATE GAS TAX
70‐PUBLIC WORKS
52‐STREETS
57170‐REFUSE DISPOSAL 9,140 22,975 (13,835) 38,860 Athens cleaning services for Glendora Village. 70‐PUBLIC WORKS Total 9,140 22,975 (13,835) 38,860 255‐STATE GAS TAX Total 9,140 22,975 (13,835) 38,860 280‐GRANTS
60‐COMMUNITY DEVELOPMENT
42‐ECONOMIC DEVELOPMENT
59100‐CONTRACT SERVICES ‐ ‐ ‐ 4,500 Match PLHA grant amounts. 60‐COMMUNITY DEVELOPMENT Total ‐ ‐ ‐ 4,500 280‐GRANTS Total ‐ ‐ ‐ 4,500 282‐STEP OTS GRANTS
50‐PUBLIC SAFETY
94‐OPERATING GRANTS
41310‐O/T COLLABORATIVE DUI ‐ ‐ ‐ 2,080 Match grant amounts. 41311‐OT‐ CHECKPOINT OPERATIONS ‐ 23,514 (23,514) 25,000 Match grant amounts. 41312‐SATURATION PATROLS ‐ 4,176 (4,176) 26,975 Match grant amounts. 41314‐OT ‐ KNOW YOUR LIMIT OPS ‐ ‐ ‐ 4,508 Match grant amounts. 41315‐COLLABORATIVE TRAFFIC ENF ‐ ‐ ‐ 910 Match grant amounts. 41316‐OT ‐ WARRANT SERVICE OPS ‐ ‐ ‐ 3,600 Match grant amounts. 41320‐OT‐TRAFFIC ENFORCEMENT ‐ 7,179 (7,179) 28,500 Match grant amounts. 41321‐OT ‐ DISTRACTED DRIVING ‐ ‐ ‐ 3,640 Match grant amounts. 41323‐BICYCLE & PED OPS ‐ 1,546 (1,546) 5,460 Match grant amounts. 41324‐EDUCATIONAL PRESENTATIONS ‐ ‐ ‐ 1,800 Match grant amounts. 42300‐EMPLOYER PAID BENEFITS ‐ 405 (405) 1,486 Match grant amounts. 42400‐WORKERS COMP ‐ 2,082 (2,082) 10,278 Match grant amounts. 51215‐CHECKPOINT SUPPLIES ‐ 1,563 (1,563) 3,001 Match grant amounts. 51216‐PAS DEVICES/CALIB. UNITS ‐ 263 (263) 2,700 Match grant amounts. 51217‐EDUCATIONAL MATERIALS ‐ ‐ ‐ 500 Match grant amounts. 55500‐INSTATE TRAVEL ‐ ‐ ‐ 4,562 Match grant amounts. 50‐PUBLIC SAFETY Total ‐ 40,728 (40,728) 125,000 282‐STEP OTS GRANTS Total ‐ 40,728 (40,728) 125,000 3 of 6
2/20/2025 1:26 PM
FUND
FY 2025
AMENDED
BUDGET
FY 2025
ACTUALS
FY 2025
REMAINING
BALANCE
FY 2025
MID‐YEAR
ADJUSTMENTS EXPLANATION OF ADJUSTMENT
DETAIL OF FY 2025 MIDYEAR EXPENDITURE ADJUSTMENTS
4 of 6
2/20/2025 1:26 PM
FUND
FY 2025
AMENDED
BUDGET
FY 2025
ACTUALS
FY 2025
REMAINING
BALANCE
FY 2025
MID‐YEAR
ADJUSTMENTS EXPLANATION OF ADJUSTMENT
DETAIL OF FY 2025 MIDYEAR EXPENDITURE ADJUSTMENTS
301‐CAPITAL PROJECTS
00‐NON‐DEPARTMENTAL
98‐OTHER FINANCING USES
90105‐T/O GUSD FUND ‐ ‐ ‐ 600,000 Move GUSD Pool investment to Fund 105. 99‐CAPITAL PROJECTS
70000‐CAPITAL IMPROVEMENT 2,143,650 1,779,256 364,394 (350,000) Move GUSD Pool investment to Fund 105, ($600K)
and for new wayfinding signs, $250K.
00‐NON‐DEPARTMENTAL Total 2,143,650 1,779,256 364,394 250,000 70‐PUBLIC WORKS
55‐ENGINEERING
59100‐CONTRACT SERVICES 700,000 403,780 296,220 84,500 Grant application services and Citywide Traffic Study. 70‐PUBLIC WORKS Total 700,000 403,780 296,220 84,500 301‐CAPITAL PROJECTS Total 2,843,650 2,183,036 660,614 334,500 501‐WATER OPERATIONS
15‐CITY CLERK
03‐CITY CLERK
51110‐OFFICE SUPPLIES 2,200 753 1,447 1,800 Cost of supplies for the year. 55310‐ADVERTISING 5,000 624 4,376 2,000 Cost of agenda advertisments for the year. 15‐CITY CLERK Total 7,200 1,378 5,822 3,800 70‐PUBLIC WORKS
61‐WATER CUSTOMER SERVICE
53540‐METER PARTS & SUPPLIES 120,000 46,284 73,716 90,000 Meter replacement of high school meters. 59200‐UNIFORM & LINEN LAUNDRY 6,500 4,663 1,837 4,000 Update uniforms to match brand standards. 62‐WATER CONSERVATION
41110‐REGULAR TIME 348,787 143,319 205,468 25,009 Add 1 FT Water Conservation Officer. 41430‐UNIFORM ALLOWANCE 500 722 (222) 250 Add 1 FT Water Conservation Officer. 42101‐MISC PERS 36,491 ‐ 36,491 8,640 Add 1 FT Water Conservation Officer. 42102‐MISC UAL 1,035 16,119 (15,084) 500 Add 1 FT Water Conservation Officer. 42200‐FLEX BENEFIT 75,360 31,284 44,076 6,500 Add 1 FT Water Conservation Officer. 42300‐EMPLOYER PAID BENEFITS 8,831 4,034 4,797 650 Add 1 FT Water Conservation Officer. 42400‐WORKERS COMP 9,548 4,093 5,456 1,200 Add 1 FT Water Conservation Officer. 63‐TRANSMISSION/ DISTRIBUTN
51200‐DIVISION SUPPLIES 11,000 15,812 (4,812) 11,000 Update uniforms to match brand standards. 57170‐REFUSE DISPOSAL 150,000 84,460 65,540 25,000 Increased fees for emergency water line repairs. 59100‐CONTRACT SERVICES 640,000 490,449 149,551 400,000 Increase in emergency repairs and mainline leak
repairs.
59200‐UNIFORM & LINEN LAUNDRY 19,000 12,387 6,613 6,000 Update uniforms to match brand standards. 64‐PRODUCTION
51200‐DIVISION SUPPLIES 2,500 5,214 (2,714) 4,000 Lock replacement to secure water sampling stations. 53510‐CHLORINATION SUPPLIES 70,000 87,786 (17,786) 40,000 Chlorination supplies and maintenance. 70‐PUBLIC WORKS Total 1,499,552 946,625 552,927 622,749 501‐WATER OPERATIONS Total 1,499,552 946,625 552,927 622,749 553‐TECHNOLOGY
00‐NON‐DEPARTMENTAL
99‐CAPITAL PROJECTS
70000‐CAPITAL IMPROVEMENT ‐ 68,245 (68,245) 80,000 Backup systems for Police and City. 00‐NON‐DEPARTMENTAL Total ‐ 68,245 (68,245) 80,000 30‐INFORMATION TECHNOLOGY
15‐INFORMATION SYSTEMS
57051‐CELLULAR PHONES 104,900 59,723 45,177 12,000 Equipment purchases and match subscription trend. 59110‐SOFTWARE MAINT 1,404,595 653,637 750,958 118,291 Software subscription charges for agenda
management, bodyworn cameras, and ArcGIS
30‐INFORMATION TECHNOLOGY Total 1,509,495 713,360 796,135 130,291 553‐TECHNOLOGY Total 1,509,495 781,605 727,890 210,291 5 of 6
2/20/2025 1:26 PM
FUND
FY 2025
AMENDED
BUDGET
FY 2025
ACTUALS
FY 2025
REMAINING
BALANCE
FY 2025
MID‐YEAR
ADJUSTMENTS EXPLANATION OF ADJUSTMENT
DETAIL OF FY 2025 MIDYEAR EXPENDITURE ADJUSTMENTS
554‐FLEET MANAGEMENT
70‐PUBLIC WORKS
53‐FLEET MANAGEMENT
51520‐SOFTWARE 12,000 41,312 (29,312) 43,000 Software subscription charges for AVL system and
Fuel Management system.
55600‐TRAINING & EDUCATION 1,420 3,651 (2,231) 2,280 Commercial driver training costs. 57100‐ELECTRIC 14,630 13,339 1,291 5,370 Match electricity cost trends. 59100‐CONTRACT SERVICES 280,710 177,703 103,007 63,000 Increase in vehicle repair costs. 72375‐VEHICLES‐PW WATER 629,890 794,127 (164,237) 100,000 Repower Vactor truck 1. 72390‐VEHICLES‐RHS ‐ ‐ ‐ 140,000 Replace one small pickup, purchase an one small
pickup and one utility task vehicle.
70‐PUBLIC WORKS Total 938,650 1,030,133 (91,483) 353,650 554‐FLEET MANAGEMENT Total 938,650 1,030,133 (91,483) 353,650 Grand Total 13,162,240 6,293,979 6,867,631 3,202,214 6 of 6
2/20/2025 7:48 AM
CITY OF GLENDORAGENERAL FUND MULTI-YEAR FINANCIAL FORECAST FY 2023-24
ACTUAL
1 BEGINNING BALANCE 17,593,331 17,992,731 18,196,527 18,415,663 18,727,122
REVENUE
2 Property Taxes 16,699,603 $ 17,454,200 $ 4.5% 17,454,200 $ 0.0% 18,328,000 $ 5.0% 19,240,100 $ 5.0% 20,007,500 $ 4.0% 20,812,600 $ 4.0%3 Sales Tax 11,119,948 11,820,000 6.3% 11,120,000 -5.9% 11,320,000 1.8% 11,620,000 2.7% 11,720,000 0.9% 11,920,000 1.7%4 Other Taxes 4,093,756 3,881,600 -5.2% 4,181,600 7.7% 4,161,600 -0.5% 4,176,600 0.4% 4,176,600 0.0% 4,186,600 0.2%5 Licenses & Permits 1,212,397 1,212,475 0.0% 1,357,475 12.0% 1,371,000 1.0% 1,385,000 1.0% 1,399,000 1.0% 1,413,000 1.0%6 Fines & Forfeitures 445,834 392,000 -12.1% 332,000 -15.3% 392,000 18.1% 392,000 0.0% 392,000 0.0% 392,000 0.0%7 Rents & Interest 2,168,965 1,521,050 -29.9% 1,900,580 25.0% 1,717,050 -9.7% 1,682,150 -2.0% 1,697,250 0.9% 1,717,350 1.2%8 Plan, Bldg & Eng 1,205,878 1,348,110 11.8% 1,348,110 0.0% 1,550,000 15.0% 1,597,000 3.0% 1,645,000 3.0% 1,694,000 3.0%9 Admin, Recreation & Library 1,072,168 1,001,925 -6.6% 1,007,031 0.5% 1,002,265 -0.5% 1,005,265 0.3% 1,006,230 0.1% 1,007,054 0.1% 10 Miscellaneous 661,722 419,948 -36.5% 864,808 105.9% 603,755 -30.2% 543,755 -9.9% 564,260 3.8% 577,265 2.3%11 Transfers In-Measures E/Z 2,764,364 4,966,953 79.7% 5,529,451 11.3% 4,434,850 -19.8% 5,407,522 21.9% 5,225,000 -3.4% 5,044,200 -3.5% REVENUE TOTAL 41,444,637 44,018,261 6.2% 45,095,255 2.4% 44,880,520 -0.5% 47,049,392 4.8% 47,832,840 1.7% 48,764,069 1.9%
EXPENDITURES
12 Salaries 17,683,397 17,268,708 -2.3% 17,370,208 0.6% 17,907,913 3.1% 19,125,302 6.8% 19,716,800 3.1% 20,325,310 3.1%13 Retirement 2,755,877 2,583,145 -6.3% 2,583,145 0.0% 2,952,177 14.3% 3,323,483 12.6% 3,619,360 8.9% 3,915,459 8.2%14 Other Benefits 3,405,822 4,100,636 20.4% 4,100,636 0.0% 4,170,339 1.7% 4,210,173 1.0% 4,225,121 0.4% 4,239,883 0.3%15 Operations & Maintenance 8,290,192 9,127,993 10.1% 9,513,587 4.2% 8,896,787 -6.5% 8,979,446 0.9% 9,051,454 0.8% 9,260,200 2.3%16 Allocation - Internal Svc 4,551,396 5,733,894 26.0% 5,733,894 0.0% 5,515,997 -3.8% 5,821,619 5.5% 5,676,517 -2.5% 5,387,241 -5.1%17 Allocation - Insurance 1,748,088 2,043,522 16.9% 2,043,522 0.0% 2,046,803 0.2% 2,060,917 0.7% 2,063,919 0.1% 2,066,940 0.1%18 Elections 3,601 130,500 3524.4% 130,500 0.0% 8,000 -93.9% 130,500 1531.3% 8,000 -93.9% 130,500 1531.3%19 Transfers Out-POB 2,949,160 2,948,175 100.0% 2,948,175 0.0% 2,953,460 0.2% 2,950,335 -0.1% 2,953,377 0.1% 2,954,332 0.0%20 Transfers Out-Other 57,105 81,688 43.0% 272,188 233.2% 225,248 -17.2% 228,481 1.4% 206,834 -9.5% 162,188 -21.6% EXPENDITURE TOTAL 41,444,637 44,018,261 6.2% 44,695,855 1.5% 44,676,724 0.0% 46,830,256 4.8% 47,521,381 1.5% 48,442,052 1.9% 21 Net (Loss) - - 399,400 203,796 219,136 311,459 322,01722 Ending Balance 17,992,731 43.5% 18,196,527 41.1% 18,415,663 41.4% 18,727,122 40.3% 19,049,138 40.3% NOTES:
2 Numbers from consultant indicate steady increases in property tax. 3 FY25 reduction due to sluggish third quarter 2024 tax filings and mixed short-term performance (primarily in the Autos/Transportation, Building/Construction, Food/Drugs, Fuel/Service, and Consumer Goods sectors).4 Franchise Fees are projected to remain relatively consistent with programmed increases for Refuse. Business License & TOT are projected to remain consistent. 5,6 The revenues are projected to be relatively consistent with some programmatic increases anticipated for Licenses & Permits related to the Citywide Fee Study and enhanced parking enforcement tools. 7 Rental activity has stabilized and the City's investments are trending in a positive direction. FY26 and beyond, interest earnings show minor decreases as the future interest rate environment is uncertain.8 Development has continued and steady increases are projected with the citywide fee study. The current economic and insurance environments create uncertainty around future development.9 FY25 & Beyond expected to be consistent. Primary components of this line are Recreation contract classes and programs. 10 FY24 DOF approved $200K for ROPS administrative amount, City assumes $100K for FY25 and $25K for FY26 and beyond. FY25 Includes one-time adjustment for Gold Line police services overtime reimbursement.11 12,13,14 Salaries/Benefits/Retirement for FY25 include ongoing costs of the recent realignments. FY26 and beyond include assumptions for upcoming negotiations. 15 FY25 includes one-time items like Village Décor and traffic engineering services. Future years assumptions include additional use of contracted services to maintain service levels. 16,17 These costs are related to internal services funds. Fluctuation due to capital outlay needs in Information Technology and City Fleet. Assumes city achieves insurance savings with change in SIR approach. 18 The City holds elections in November of even calendar years. 19,20 Includes debt service payment for the 2019 POBs, lease pmts on the energy efficiency projects & Landscape Maintenance Fund subsidy, and GUSD JUA offsets for crossing guard costs. 21 Amount required from the operating results to maintain 30%-45% contingency reserve.22 The City's General Fund Reserve Policy is a minimum of 30% to maximum of 45% of prior year operational expenditures.
The Contingency Reserve Contribution is added to the beginning available balance to reach the ending available balance.
Based on actual results at the end of the fiscal year to represent the "subsidy" amount from Measures E/Z to balance the General Fund and meet the contingency reserve requirements.FY24 amended budget was $3.7 million actual transfer/"subsidy" needed is $2.8 million (if there are savings in the General Fund this will result in a "subsidy" less than the amount projected to cover budgeted expenditures).
ESTIMATE ESTIMATE ESTIMATE ESTIMATE
FY 2024-25 FY 2026-27 FY 2027-28 FY 2028-29 FY 2024-25
AMENDED MID-YEAR
FY 2025-26
2/19/2025 2:21 PM
CITY OF GLENDORA
MEASURE E/Z MULTI‐YEAR FINANCIAL FORECAST
A
FY 2023-24
ACTUAL
1 BEGINNING BALANCE - - 2,208,393 3,308,391 4,758,391
REVENUE
2 Transactions & Use Tax (E) 8,454,822 $ 9,020,000 $ 6.7% 8,400,000 $ -6.9% 8,700,000 $ 3.6% 8,730,000 $ 0.3% 8,770,000 $ 0.5% 8,800,000 $ 0.3%3 Transactions & Use Tax (Z) - - 0.0% 700,000 0.0% 2,700,000 285.7% 2,710,000 0.4% 2,720,000 0.4% 2,730,000 0.4%4 Interest 147,131 51,600 -64.9% 101,600 96.9% 90,000 -11.4% 85,000 -5.6% 82,500 -2.9% 80,000 -3.0% REVENUE TOTAL 8,601,953 $ 9,071,600 $ 5.5% 9,201,600 $ 1.4% 11,490,000 $ 24.9% 11,525,000 $ 0.3% 11,572,500 $ 0.4% 11,610,000 $ 0.3%
EXPENDITURES
5 Salaries 1,103,357 1,833,457 66.2% 1,833,457 0.0% 1,976,905 7.8% 2,066,820 4.5% 2,121,900 2.7% 2,171,975 2.4%6 Retirement 129,978 326,130 150.9% 326,130 0.0% 372,081 14.1% 414,383 11.4% 451,141 8.9% 486,449 7.8%7 Other Benefits 281,360 682,965 142.7% 682,965 0.0% 841,325 23.2% 844,724 0.4% 845,772 0.1% 846,893 0.1%8 Operations & Maintenance 6,711 49,683 640.3% 49,683 0.0% 344,500 593.4% 359,500 4.4% 374,500 4.2% 389,500 4.0%9 Transfers Out-GF 2,764,364 4,966,953 79.7% 5,529,451 11.3% 4,434,850 -19.8% 5,407,522 21.9% 5,225,000 -3.4% 5,044,200 -3.5% 10 Transfers Out-GUSD - 280,917 0.0% 280,917 0.0% 250,000 -11.0% 240,000 -4.0% 230,000 -4.2% 220,000 -4.3%11 Transfers Out-POB 381,195 376,085 -1.3% 376,085 0.0% 370,955 -1.4% 371,865 0.2% 367,175 -1.3% 366,425 -0.2%12 Transfers Out-CIP 1,253,048 277,705 -77.8% 61,456 -77.9% 495,496 706.3% 510,094 2.9% 403,505 -20.9% 442,280 9.6%13 Transfers Out-Pension Fund 751,828 166,623 -77.8% 36,874 -77.9% 117,297 218.1% 126,056 7.5% 62,103 -50.7% 265,367 327.3%14 Transfers Out-OPEB 115 Trust 250,609 55,541 -77.8% 12,291 -77.9% 39,099 218.1% 42,019 7.5% 20,702 -50.7% 88,456 327.3%15 Transfers Out-Internal Svc 250,609 55,541 -77.8% 12,291 -77.9% 39,099 218.1% 42,019 7.5% 20,702 -50.7% 88,456 327.3%16 Capital Outlay/Projects 1,428,893 - -100% - 0.0% - 0.0% - 0.0% - 0.0% - 0.0% EXPENDITURE TOTAL 8,601,953 $ 9,071,600 $ 5.5% 9,201,600 $ 1.4% 9,281,607 $ 0.9% 10,425,002 $ 12.3% 10,122,500 $ -2.9% 10,410,000 $ 2.8% 17 Net (Loss) - - - 2,208,393 1,099,998 1,450,000 1,200,00018 ENDING BALANCE - $ 2,208,393 $ 3,308,391 $ 4,758,391 $ 5,958,391 $ NOTES:
2,3 FY25 reduction due to sluggish third quarter 2024 tax filings and mixed short-term results in Autos/Transportation, Building/Construction, Food/Drugs, Fuel/Service, and Consumer Goods sectors. 4 The City's investments are trending in a positive direction. FY26 and beyond, interest earnings show minor decreases as the future interest rate environment is uncertain. 5,6,7 Salaries/Benefits/Retirement for FY25 include ongoing costs of the recent realignments. FY26 and beyond include assumptions for upcoming negotiations. 8 Includes $335K to $380K for Homelessness Progams for FY 2026 and beyond. City staff is actively looking for grants to recover these anticipated costs. 9 Transfer to cover General Fund deficit and meet the contingency reserve policy limits. 10 Transfer for cost offset of GUSD JUA for police department provided services.11 Transfer for fairshare of pension obligation bond debt service cost. 12,1314,15
50% to the Capital Projects Fund, 30% to the PERS Rate Stabilization Fund, 10% to OPEB Section 115 Trust and 10% to Internal Service Funds.
Forecast is based on budgeted amounts and may fluctuate with actual results as of June 30.
Assumes amounts available for capital projects, pension reserve and internal service funds are moved to those funds in accordance with the Reserve Policy 16 This line represents funding for Finkbiner Park Playground, Restroom and Tennis/Pickleball in FY2023-24.
The City has taken a more active approach to budgeting for the reserve policy that provides funding for capital projects, pension stabilization, subsidies for internal service funds, and OPEB 115 Trust. These transfers may be updated based on actual results at the end of the fiscal year.
FY 2024-25 FY 2024-25 FY 2025-26 FY 2026-27 FY2027-28
MID-YEAR PROJECTED PROJECTED PROJECTED
B1 D E F H G
AMENDED PROJECTED
FY2028-29
2/19/2025 2:36 PM
CITY OF GLENDORAWATER FUNDS MULTI-YEAR BUDGET PROJECTION A
FY 2023-24
FUND 501 - OPERATIONS ACTUAL
BEGINNING BALANCE 8,042,877 $ 7,755,600 $ 8,980,184 $ 10,464,532 $ 10,504,803 $
REVENUE
1 Meter Connection 8,625,552 10,654,000 23.5% 10,654,000 0.0% 10,974,000 3.0% 11,303,000 3.0% 11,642,000 3.0% 11,758,000 1.0% 2 Consumption 9,370,533 14,987,500 59.9% 14,987,500 0.0% 15,023,500 0.2% 15,499,500 3.2% 16,555,500 6.8% 16,636,500 0.5% 3 Elevation 2,075,221 3,574,500 72.2% 3,574,500 0.0% 3,601,000 0.7% 3,673,000 2.0% 3,746,000 2.0% 3,821,000 2.0% 4 Other Water Service Charges 331,840 239,500 -27.8% 239,500 0.0% 239,500 0.0% 239,500 0.0% 239,500 0.0% 239,500 0.0% 5 Sales to Other Water Co 39,863 50,000 25.4% 50,000 0.0% 50,000 0.0% 50,000 0.0% 50,000 0.0% 50,000 0.0% 6 Misc Revenues/Interest 429,336 284,100 -33.8% 284,100 0.0% 289,275 1.8% 292,100 1.0% 294,900 1.0% 297,950 1.0% REVENUE TOTAL 20,872,345 29,789,600 42.7% 29,789,600 0.0% 30,177,275 1.3% 31,057,100 2.9% 32,527,900 4.7% 32,802,950 0.8%
EXPENDITURES
7 Production 4,748,573 7,802,197 64.3% 7,846,197 0.6% 7,837,294 -0.1% 7,870,981 0.4% 7,894,828 0.3% 7,418,731 -6.0% 8 Transmission/Distribution 2,169,456 3,061,038 41.1% 3,503,038 14.4% 3,662,078 4.5% 3,736,710 2.0% 3,784,599 1.3% 3,828,969 1.2% 9 Elevation (Pumping Expenses) 1,442,890 1,750,000 21.3% 1,750,000 0.0% 1,750,000 0.0% 1,750,000 0.0% 1,750,000 0.0% 1,750,000 0.0% 10 Water Customer Service 1,812,569 699,322 -61.4% 793,322 13.4% 665,543 -16.1% 679,267 2.1% 689,505 1.5% 699,795 1.5%11 Water Administration 1,941,959 2,709,502 39.5% 2,709,502 0.0% 2,260,363 -16.6% 2,520,679 11.5% 2,475,576 -1.8% 2,660,668 7.5%12 Support 3,415,930 3,686,692 7.9% 3,690,492 0.1% 3,857,038 4.5% 4,384,063 13.7% 4,487,553 2.4% 4,533,407 1.0%13 Water Conservation 638,151 1,158,899 81.6% 1,201,648 3.7% 1,088,439 -9.4% 1,114,745 2.4% 1,130,667 1.4% 1,146,630 1.4%14 Debt Service 2,314,384 2,535,145 9.5% 2,535,145 0.0% 4,416,788 74.2% 4,409,217 -0.2% 4,408,487 0.0% 4,409,913 0.0%15 Transfer Out - Capital Fund 3,000,000 6,000,000 100.0% 6,000,000 0.0% 3,365,400 -43.9% 3,055,000 -9.2% 5,830,000 90.8% 6,330,000 8.6%16 Transfer Out - Energy & Others 233,166 47,533 -79.6% 47,533 0.0% 49,748 4.7% 52,090 4.7% 36,414 -30.1% 4,084 -88.8% EXPENDITURE TOTAL 21,717,078 29,450,328 35.6% 30,076,877 2.1% 28,952,691 -3.7% 29,572,752 2.1% 32,487,629 9.9% 32,782,197 0.9% Operations Net (Loss) 339,272 (844,732) (287,277) 1,224,584 1,484,348 40,271 20,753 17 ENDING BALANCE 7,755,600 36.1% 8,980,184 42.5% 10,464,532 47.4% 10,504,803 47.3% 10,525,556 47.8% FY 2023-24 FY 2024-25
FUND 502 - CAPITAL PROJECTS ACTUAL AMENDED
BEGINNING BALANCE 13,317,807 $ 12,672,785 $ 8,778,659 $ 4,316,808 $ 1,830,579 $
REVENUE
18 Transfer In - Operating Fund 3,000,000 6,000,000 100.0% 6,000,000 0.0% 3,365,400 -43.9% 3,055,000 -9.2% 5,533,000 81.1% 6,330,000 14.4%19 Development Fees/Other 321,684 259,600 -19.3% 259,600 0.0% 262,100 1.0% 264,700 1.0% 267,300 1.0% 270,000 1.0%20 Infrastructure Revenue Bond - 15,000,000 0.0% 15,000,000 0.0% - -100.0% - 0% - 0% - 0% REVENUE TOTAL 3,321,684 21,259,600 0.0% 21,259,600 0.0% 3,627,500 -82.9% 3,319,700 -8.5% 5,800,300 74.7% 6,600,000 13.8%
EXPENDITURES
21 Capital Projects 13,289,005 21,904,622 64.8% 21,904,622 0.0% 7,521,626 -65.7% 7,781,551 3.5% 8,286,529 6.5% 8,291,527 0.1% EXPENDITURE TOTAL 13,289,005 21,904,622 64.8% 21,904,622 0.0% 7,521,626 -65.7% 7,781,551 3.5% 8,286,529 6.5% 8,291,527 0.1% Capital Projects Net (Loss) (645,022) (9,967,321) (645,022) (3,894,126) (4,461,851) (2,486,229) (1,691,527) 22 ENDING BALANCE 12,672,785 $ 8,778,659 $ 4,316,808 $ 1,830,579 $ 139,052 $ NOTES:
1,2 Rate Study Adopted December 2023 according to Infrastructure Assessment. 3 Sales to other companies, depends on the water demand from other water company4 Primarily interest earnings, forecasted conservatively due to uncertain interest rate environment.5 Includes Cyclic Storage program budget of $2.7 million. FY24 did not include any expenditures in the program and the Water Division is re-evaluating participation level of for future years. 6,8 Water Customer Service shows re-alignment of personnel costs between FY24 and FY25. 9 Includes Vehicle Fund allocation of direct charge for vehicle purchases and indirect charges for maintenance and repairs. 10 Cost of water personnel, water assessments, cost of water conservation grant programs and costs related to the divisions supporting the water fund (i.e Finance, Human Resources, etc.). 12 Debt Service includes the 2012 CSCDA Water Revenue Bonds, 2016 Water Revenue Bonds and the 2019 Pension Obligation Bonds. Debt service of $1.9 million Infrastructure Bond 13,16
14 Transfers for Citywide Energy Efficiency Project debt service & to LMD's to supplement zones. 15 Water Fund Reserves Policy (adopted by Resolution No. 2010-49) equal to the cost to fund operations for a six-month period.17 Primarily interest earnings, forecasted conservatively due to uncertain interest rate environment.18 Revenue Bond Issuance $15 million to fund CIP. The City is monitoring the economy and issuance conditions. Issuance may occur during FY27.
Amount based on Water Fund Reserves Policy where the Water Operations Working Capital and Catastrophic Reserve (adopted by Resolution No. 2010-49) shall be in an amount equal to the cost to fund operations for a six-month period in the event of a catastrophic event and remaining amounts are transferred from the Water Operations to the Water Capital Projects Fund.
FY 2026-27
PROJECTED
FY 2024-25
AMENDED
FY 2024-25 FY 2025-26 FY 2026-27
B J
PROJECTED
F
MID-YEAR
E
FY 2024-25 FY2028-29
H
FY 2025-26
PROJECTED
FY2027-28
PROJECTED
G
FY2027-28 FY2028-29
MID-YEAR PROJECTED PROJECTED PROJECTED PROJECTED
1 of 1
MID-YEAR BUDGET REVIEW
FISCAL YEAR 2024-2025
FINANCE DEPARTMENT
CITY COUNCIL MEETING
FEBRUARY 25, 2024
KYLE JOHNSON FINANCE DIRECTOR/CITY TREASURER
MID-YEAR REVIEW PROCESS
The Mid-Year Review process includes review and
analysis by all City Departments and is part of managing a dynamic City. Financial planning/forecasting is done
with the best available information at the time, however, the economy, elections, shopping trends, and legislation can change our planning assumptions quickly.
The review resulted in common Mid-Year budget
adjustment scenarios summarized below.
• Some revenue trends exceed or will not meet the budget. • Revenues have been received but there was no budget
(typically grant funding).
• Expenditure increases requested due to identified needs subsequent to budget adoption.
• Expenditure decreases due to changes in activity (often related to reduction in revenue).
GENERAL FUND & MEASURE E/Z SUMMARY
REVENUE ADJUSTMENTS:
• NON-DEPARTMENTAL: $1,350,000 DECREASE IN SALES TAX & MEASURE E BASED ON CONSULTANT OUTLOOK. • NON-DEPARTMENTAL: $300,000 INCREASE IN FRANCHISE FEES REFUSE BASED ON TREND. • NON-DEPARTMENTAL: $324,900 INCREASE IN INTEREST INCOME • TRANSFERS IN: $700,000 INCREASE BASED ON ESTIMATED MEASURE Z COLLECTIONS.
EXPENDITURE ADJUSTMENTS:
• GUSD JUA: $190,500 INCREASE FOR OFFSETS OF GODDARD PAVEMENT REPAIRS AND SCHOOL RESOURCE OFFICER COSTS. • POLICE: $206,644 INCREASE FOR CHANGE IN ACCOUNTING FOR IVHS CONTRACT. • COMMUNITY DEVELOPMENT: $100,000 INCREASE FOR GLENDORA VILLAGE DÉCOR.
OVERALL, WITH THE ADJUSTMENTS, THE GENERAL FUND IS BALANCED AND THE CITY MEETS THE RESERVE POLICY REQUIREMENTS.
FUND
ESTIMATED
BEGINNING
BALANCE
07/01/2024
FY 2025
AMENDED
BUDGET
REVENUES
FY 2025
MID-YEAR
ADJUSTMENT
REVENUES
FY 2025
AMENDED
BUDGET
EXPENDITURES
FY 2025
MID-YEAR
ADJUSTMENT
EXPENDITURES
ESTIMATED
ENDING
BALANCE
06/30/2025
GENERAL FUND 17,593,331 44,008,121 1,087,134 44,018,261 677,594 17,992,731 MEASURES E/Z - 9,071,600 130,000 9,071,600 130,000 -
TOTAL 17,593,331 53,079,721 1,217,134 53,089,861 807,594 17,992,731 FY 2024-25 MID-YEAR REVIEW AND
THE APPROACHING FY2025 – 2027 TWO-YEAR BUDGET
• Impacts of severe weather events and the reacting insurance landscape. • Unknown of shifting federal policies related to funding for City infrastructure projects. • Community support is needed for City facility improvements. • Critical opportunity to further address homelessness through the development of housing and supportive services in Glendora.
• Continue with aggressive capital improvements throughout the City. • Significant private investment will continue throughout the City. • City employee negotiations will commence as current contracts expire over the next year.
GENERAL FUND MULTI-YEAR FINANCIAL FORECAST
MEASURE E/Z MULTI-YEAR FINANCIAL FORECAST
OTHER FUNDS –SUMMARY
FUND
ESTIMATED
BEGINNING
BALANCE
07/01/2024
FY 2025
AMENDED
BUDGET
REVENUES
FY 2025
MID-YEAR
ADJUSTMENT
REVENUES
FY 2025
AMENDED
BUDGET
EXPENDITURES
FY 2025
MID-YEAR
ADJUSTMENT
EXPENDITURES
ESTIMATED
ENDING
BALANCE
06/30/2025
SPECIAL REVENUE FUNDS 14,219,183 17,714,863 136,827 18,490,035 219,630 13,361,208 CAPITAL PROJECTS FUND 18,533,497 277,705 (216,249) 17,304,979 334,500 955,474 DEBT SERVICE FUNDS 52,600 3,486,129 - 3,486,129 - 52,600 ENTERPRISE FUNDS 21,360,684 51,049,200 - 51,354,950 626,549 20,428,385 INTERNAL SERVICES FUNDS 4,067,802 11,145,936 (43,250) 11,183,517 563,941 3,423,030 SUCCESOR AGENCY FUNDS 418,495 2,069,321 - 2,244,321 - 243,495 TOTAL OTHER FUNDS 58,652,261 85,743,154 (122,672) 104,063,931 1,744,620 38,464,192 REVENUE ADJUSTMENTS:
• SPECIAL REVENUE FUNDS
• MATCH GRANT AWARDS- POLICE, CDBG, FRIENDS FOUNDATION.
EXPENDITURE ADJUSTMENTS:
• SPECIAL REVENUE FUNDS
• MATCH GRANT AWARDS- POLICE, CDBG, FRIENDS FOUNDATION. • CAPITAL PROJECTS FUNDS
• CIP PROJECTS FOR FACILITIES, PARKS, STREETS – CITYWIDE TRAFFIC STUDY, NEW STREET NAME, GATEWAY AND WAYFINDING SIGNS.
• ENTERPRISE FUNDS
• OPERATIONAL INCREASES FOR ADDING ONE(1) WATER CONSERVATION OFFICER. • CIP: NO ADJUSTMENTS REQUESTED WITH MID-YEAR.
• INTERNAL SERVICES FUNDS
• LIABILITY INSURANCE PREMIUMS CONTINUES TO CREATE CHALLENGES WITH RISING PREMIUMS. • INFORMATION TECHNOLOGY: INCREASES FOR BACKUP HARDWARE PURCHASES AND SOFTWARE SUBSCRIPTIONS. • VEHICLE REPLACEMENT FUND: PURCHASE OF 2 SMALL PICKUPS AND ONE(1) GROUNDS UTILITY TASK VEHICLE.
OTHER FUNDS –SUMMARY
WATER FUND MULTI-YEAR FINANCIAL FORECAST
STAFFING CHANGES
PERSONNEL STAFFING RECONCILIATION
MID-YEAR FY24-25
RECOMMENDATIONS
That the City Council:
1. Adopt a Joint City Council Resolution entitled,“A RESOLUTION OF THE
CITY COUNCIL, SUCCESSOR AGENCY AND HOUSING AUTHORITY
AMENDING THE FY 2024-25 FISCAL BUDGET PER THE MID-YEAR REVIEW RECOMMENDATIONS.”
STAFF REPORT
TO: Mayor and Council Member DATE: February 25, 2025
FROM: City Clerk DISTRICT(S): Not Applicable
SUBJECT: Approve a contract with Complete Paperless Solutions, LLC. (CPS) to provide citywide scanning services in an amount $500,000
RECOMMENDATION
That the City Council:
1. Approve a contract with Complete Paperless Solutions, LLC (CPS) for scanning services to provide document imaging, indexing, and quality control services for a Citywide scanning project for one year with three (3) optional one year extensions in the amount of $500,000;
2. Authorize a ten percent (10%) contingency in the amount of $50,000; and
3. Authorize the City Manager or their designee to execute the Agreement with Complete Paperless Solutions, LLC including minimal and/or non-substantive changes.
STRATEGIC FOCUS AREAS
Goal 4: Enhance and Modernize the Organization (EMO)
Objective 8: Continue with technology modernization
Objective 11: Increase access to information with implementation of usable digital services and centralized records.
EXECUTIVE SUMMARY
Currently, physical records stored across multiple locations result in inefficiencies, limited storage capacity, and potential security risks. Staff is recommending that the City Council award a contract for Citywide Scanning Services to improve records management, enhance accessibility, and ensure compliance with regulatory standards, including Criminal Justice Information Services (CJIS) requirements.
The City Clerk’s Office will oversee the phased implementation of the project, collaborating with key departments to ensure a seamless transition to a centralized digital records management system. This initiative will improve efficiency, reduce costs, and expand public access to records, supporting the City’s long-term goals of transparency, sustainability, and modernization.
LEGISLATIVE HISTORY / PREVIOUS ACTIONS
The City of Glendora currently maintains a substantial volume of physical records, including permits, agreements, plans, historical documents, and other administrative records. These documents are stored across multiple locations, including City Hall, the Police Department, auxiliary City facilities, and an off-site storage facility. The decentralized nature of these records makes retrieval time-consuming and inefficient. Additionally, the growing demand for storage space has made maintaining physical records increasingly difficult. To address these challenges, the City seeks to digitize its records to enhance management, expedite retrieval, and improve the security of sensitive information, while supporting the City’s commitment to transparency, sustainability, and a transition toward a paperless environment.
Over the years, various City departments have implemented individual scanning practices to capitalize on the benefits of digital records. However, to achieve greater efficiency and cost-effectiveness, City staff is looking to centralize document conversion efforts under a single contract. To this end, a Request for Proposals (RFP) for Citywide Scanning Services was issued, aiming to consolidate scanning services under one vendor to secure volume discounts, increase efficiency, and standardize the format of digitized records across all departments.
DISCUSSION
An initial RFP, circulated on December 14, 2023, resulted in the submission of three proposals, which were evaluated by representatives from the Department of Information and Technology, the City Clerk’s Office, and the Police Department. Two of the proposals failed to meet the minimum requirements outlined in the RFP, while the third vendor filed for Chapter 11 bankruptcy prior to the contract being awarded. Additionally, due to the specific technical requirements for handling Police Department records as mandated by the Department of Justice, the City determined that it would be in its best interest to reject the original bids and proceed with an informal, negotiated procurement process.
Glendora Municipal Code (GMC) Section 2.40.100(c)(12), authorizes the City to engage in procurement processes outside the Public Contract Code (PCC) when suitable technical or performance specifications are not readily available and cannot be promptly developed to meet City needs. This provision grants the City the flexibility to negotiate procurement terms with qualified vendors when it serves the City’s best interests.
Given the specialized technical requirements of the project—particularly the Criminal Justice Information Services (CJIS) compliance necessary for handling law enforcement records—the City selected Complete Paperless Solutions, LLC. With over 141 clients nationwide, CPS is well-equipped to meet the City’s document management needs. Staff is proposing an initial term beginning upon approval and extending through June 30, 2026, with the option for three additional one-year renewals at the City Manager’s discretion. The proposed agreement includes a not-to-exceed amount of $500,000, with provisions for amendments to accommodate any unanticipated scanning, indexing, or quality control services.
The project will encompass a wide range of document types across multiple City departments and divisions, including the Police Department, Planning, Building & Safety, Engineering, and Water. The City Clerk’s Office will continue to coordinate and oversee the citywide digitization initiative to ensure consistency, efficiency, and adherence to the City’s transparency goals.
It is important to note that the digitization process will be implemented in phases, ensuring a structured and efficient transition to a digital records management system.
Scope of Services
Aligned with the City of Glendora Council’s Strategic Plan and regulations set by the Department of Justice, the recommended agreement will enhance the efficiency, security, and accessibility of city records through comprehensive digitization services. This initiative will streamline document management, ensure compliance with legal and regulatory requirements, and support the city’s commitment to transparency and sustainability.
Scanning Priorities:
Police Department Crime Reports
Building & Safety Plans
Planning Files
Building & Safety Property Files
Engineering Property Files
Engineering Project Files
Scanning Conversion Process:
Secure Document Conversion Facility
Record Transfer Preparation
Document Control and Manifest Creation
Secure Record Transfer Service
Storage Center when Receiving
Chain of Custody Verification
Audit Tracking & Quality Control Reporting
Document Preparation
Indexing
Quality Assurance Verification and Indexing
Return and Delivery
Conclusion
Awarding a contract for citywide scanning services marks a significant step toward modernizing city operations, enhancing efficiency, and improving public access to important records. By digitizing documents, the city can streamline workflows, reduce costs, strengthen data security, and ensure compliance with record-keeping regulations. Additionally, this initiative supports environmental sustainability by minimizing paper usage and promotes operational flexibility, enabling better service delivery to residents and stakeholders. As the city transitions to a more digital and accessible future, this investment will contribute to a more efficient, transparent, and resilient government. For these reasons, staff recommends that the City Council approve a Professional Services Agreement with CPS to support the Citywide Scanning initiative.
FISCAL IMPACT
The FY2024-25 Mid-Cycle Adopted Budget includes sufficient appropriations in General Fund (101) in the amount of $500,000. The total cost for this agreement is not to exceed $500,000.
Description Total Funding
Scanning Services $ 500,000 30100990.70000
TOTAL $ 500,000
ENVIRONMENTAL DETERMINATION
There is no CEQA impacts associated with the recommendations in this report.
Prepared By Kathleen R. Sessman, City Clerk/Communications Director Concurs With Not Applicable
Reviewed By Kathleen R. Sessman, City Clerk/Communications Director Certified to Availability of Funds Marie Ricci, Deputy City Manager Approved By Adam Raymond, City Manager
Legal Review Danny Aleshire, City Attorney
CEQA Review Not Applicable
ATTACHMENTS:
A. CPS Agreement – Scanning Services
B. CPS Proposal
C. PowerPoint – Scanning Services
Attachments
A. Agreement - CPS Citywide Scanning 2025.pdf
B. CPS LLC - Proposal Scanning Services.pdf
C. Scanning Services 2025 PowerPoint.pdf
AGREEMENT FOR CONTRACT SERVICES
By and Between
CITY OF GLENDORA
and
COMPLETE PAPERLESS SOLUTIONS, LLC
Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 1
AGREEMENT FOR CONTRACT SERVICES
BETWEEN THE CITY OF GLENDORA AND
COMPLETE PAPERLESS SOLUTIONS, LLC
THIS AGREEMENT FOR CONTRACT SERVICES (herein “Agreement”) is made and entered into this ____ day of February, 2025 by and between the City of Glendora, a California municipal corporation (“City”) and COMPLETE PAPERLESS SOLUTIONS, LLC, a California limited liability company(“Consultant”).
City and Consultant may be referred to, individually or collectively, as “Party” or “Parties.”
RECITALS
A. City has sought, by issuance of a Request for Proposals or Invitation for Bids, the performance of the services defined and described particularly in Article 1 of this Agreement.
B. Consultant, following submission of a proposal or bid for the performance of the services defined and described particularly in Article 1 of this Agreement, was selected by the City to perform those services.
C. Pursuant to the City of Glendora’s Municipal Code, City has authority to enter into and execute this Agreement.
D. The Parties desire to formalize the selection of Consultant for performance of those services defined and described particularly in Article 1 of this Agreement and desire that the terms of that performance be as particularly defined and described herein.
OPERATIVE PROVISIONS
NOW, THEREFORE, in consideration of the mutual promises and covenants made by the Parties and contained herein and other consideration, the value and adequacy of which are hereby acknowledged, the Parties agree as follows:
ARTICLE 1. SERVICES OF CONSULTANT
1.1 Scope of Services.
In compliance with all terms and conditions of this Agreement, the Consultant shall provide those services specified in the “Scope of Services” attached hereto as Exhibit “A” and incorporated herein by this reference, which may be referred to herein as the “services” or “work” hereunder. As a material inducement to the City entering into this Agreement, Consultant represents and warrants that it has the qualifications, experience, and facilities necessary to properly perform the services required under this Agreement in a thorough, competent, and professional manner, and is experienced in performing the work and services contemplated herein. Consultant shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all services described herein. Consultant covenants that it shall follow the highest professional standards in performing the work and services required hereunder and that all materials will be both of good quality as well as fit for the purpose intended. For purposes of this Agreement, the phrase “highest professional standards” shall mean those standards of practice recognized by one or more first-class firms performing similar work under similar circumstances.
Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 2
1.2 Consultant’s Proposal.
The Scope of Services shall include the Consultant’s scope of work or bid which shall be incorporated herein by this reference as though fully set forth herein. In the event of any inconsistency between the terms of such proposal and this Agreement, the terms of this Agreement shall govern.
1.3 Compliance with Law.
Consultant shall keep itself informed concerning, and shall render all services hereunder in accordance with, all ordinances, resolutions, statutes, rules, and regulations of the City and any Federal, State or local governmental entity having jurisdiction in effect at the time service is rendered.
1.4 California Labor Law.
If the Scope of Services includes any “public work” or “maintenance work,” as those terms are defined in California Labor Code section 1720 et seq. and California Code of Regulations, Title 8, Section 16000 et seq., and if the total compensation is $1,000 or more, Consultant shall pay prevailing wages for such work and comply with the requirements in California Labor Code section 1770 et seq. and 1810 et seq., and all other applicable laws, including the following requirements:
(a) Public Work. The Parties acknowledge that some or all of the work to be performed under this Agreement is a “public work” as defined in Labor Code Section 1720 and that this Agreement is therefore subject to the requirements of Division 2, Part 7, Chapter 1 (commencing with Section 1720) of the California Labor Code relating to public works contracts and the rules and regulations established by the Department of Industrial Relations (“DIR”) implementing such statutes. The work performed under this Agreement is subject to compliance monitoring and enforcement by the DIR. Consultant shall post job site notices, as prescribed by regulation.
(b) Prevailing Wages. Consultant shall pay prevailing wages to the extent required by Labor Code Section 1771. Pursuant to Labor Code Section 1773.2, copies of the prevailing rate of per diem wages are on file at City Hall and will be made available to any interested party on request. By initiating any work under this Agreement, Consultant acknowledges receipt of a copy of the Department of Industrial Relations (DIR) determination of the prevailing rate of per diem wages, and Consultant shall post a copy of the same at each job site where work is performed under this Agreement.
(c) Penalty for Failure to Pay Prevailing Wages. Consultant shall comply with and be bound by the provisions of Labor Code Sections 1774 and 1775 concerning the payment of prevailing rates of wages to workers and the penalties for failure to pay prevailing wages. The Consultant shall, as a penalty to the City, forfeit two hundred dollars ($200) for each calendar day, or portion thereof, for each worker paid less than the prevailing rates as determined by the DIR for the work or craft in which the worker is employed for any public work done pursuant to this Agreement by Consultant or by any subcontractor. (d) Payroll Records. Consultant shall comply with and be bound by the provisions of Labor Code Section 1776, which requires Consultant and each subconsultant to: keep accurate payroll records and verify such records in writing under penalty of perjury, as specified in Section 1776; certify and make such payroll records available for inspection as provided by Section 1776; and inform the City of the location of the records. (e) Apprentices. Consultant shall comply with and be bound by the provisions of Labor Code Sections 1777.5, 1777.6, and 1777.7 and California Code of Regulations Title 8, Section 200 et seq. concerning the employment of apprentices on public works projects. Consultant shall be responsible for compliance with these aforementioned Sections for all apprenticeable occupations. Prior to commencing work under this Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 3 Agreement, Consultant shall provide City with a copy of the information submitted to any applicable apprenticeship program. Within sixty (60) days after concluding work pursuant to this Agreement, Consultant and each of its subconsultants shall submit to the City a verified statement of the journeyman and apprentice hours performed under this Agreement.
(f) Eight-Hour Work Day. Consultant acknowledges that eight (8) hours labor constitutes a legal day's work. Consultant shall comply with and be bound by Labor Code Section 1810. (g) Penalties for Excess Hours. Consultant shall comply with and be bound by the provisions of Labor Code Section 1813 concerning penalties for workers who work excess hours. The Consultant shall, as a penalty to the City, forfeit twenty-five dollars ($25) for each worker employed in the performance of this Agreement by the Consultant or by any subcontractor for each calendar day during which such worker is required or permitted to work more than eight (8) hours in any one calendar day and forty (40) hours in any one calendar week in violation of the provisions of Division 2, Part 7, Chapter 1, Article 3 of the Labor Code. Pursuant to Labor Code section 1815, work performed by employees of Consultant in excess of eight (8) hours per day, and forty (40) hours during any one week shall be permitted upon public work upon compensation for all hours worked in excess of 8 hours per day at not less than one and one-half (1½) times the basic rate of pay. (h) Workers’ Compensation. California Labor Code Sections 1860 and 3700 provide that every employer will be required to secure the payment of compensation to its employees if it has employees. In accordance with the provisions of California Labor Code Section 1861, Consultant certifies as follows:
“I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.”
Consultant’s Authorized Initials ___________________
Claude Schott, CFO
(i) Consultant’s Responsibility for Subcontractors. For every subcontractor who will perform work under this Agreement, Consultant shall be responsible for such subcontractor's compliance with Division 2, Part 7, Chapter 1 (commencing with Section 1720) of the California Labor Code, and shall make such compliance a requirement in any contract with any subcontractor for work under this Agreement. Consultant shall be required to take all actions necessary to enforce such contractual provisions and ensure subcontractor's compliance, including without limitation, conducting a review of the certified payroll records of the subcontractor on a periodic basis or upon becoming aware of the failure of the subcontractor to pay his or her workers the specified prevailing rate of wages. Consultant shall diligently take corrective action to halt or rectify any such failure by any subcontractor.
1.5 Licenses, Permits, Fees and Assessments.
Consultant shall obtain at its sole cost and expense such licenses, permits and approvals as may be required by law for the performance of the services required by this Agreement. Consultant shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Consultant’s performance of the services required by this Agreement, and shall indemnify, defend and hold harmless City, its officers, employees or agents of City, against any such fees, assessments, taxes, penalties or interest levied, assessed or imposed against City hereunder.
Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 4
1.6 Familiarity with Work.
By executing this Agreement, Consultant warrants that Consultant (i) has thoroughly investigated and considered the scope of services to be performed, (ii) has carefully considered how the services should be performed, and (iii) fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. If the services involve work upon any site, Consultant warrants that Consultant has or will investigate the site and is or will be fully acquainted with the conditions there existing, prior to commencement of services hereunder. Should the Consultant discover any latent or unknown conditions, which will materially affect the performance of the services hereunder, Consultant shall immediately inform the City of such fact and shall not proceed except at Consultant’s risk until written instructions are received from the Contract Officer.
1.7 Care of Work.
The Consultant shall adopt reasonable methods during the life of this Agreement to furnish continuous protection to the work, and the equipment, materials, papers, documents, plans, studies and/or other components thereof to prevent losses or damages, and shall be responsible for all such damages, to persons or property, until acceptance of the work by City, except such losses or damages as may be caused by City’s own negligence.
1.8 Further Responsibilities of Parties.
Both Parties agree to use reasonable care and diligence to perform their respective obligations under this Agreement. Both Parties agree to act in good faith to execute all instruments, prepare all documents and take all actions as may be reasonably necessary to carry out the purposes of this Agreement. Unless hereafter specified, neither Party shall be responsible for the service of the other.
1.9 Additional Services.
City shall have the right at any time during the performance of the services, without invalidating this Agreement, to order extra work beyond that specified in the Scope of Services or make changes by altering, adding to or deducting from said work. No such extra work may be undertaken unless a written order is first given by the Contract Officer (as defined below) to the Consultant, incorporating therein any adjustment in (i) the Contract Sum (or a portion of the compensation due to Consultant) for the actual costs of the extra work, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written approval of the Consultant. Any increase in compensation of up to ten percent (10%) of the Contract Sum or $50,000, whichever is less; or, in the time to perform of up to one hundred eighty (180) days, may be approved by the Contract Officer.
Any greater increases, taken either separately or cumulatively, must be approved by the City Council. It is expressly understood by Consultant that the provisions of this Section shall not apply to services specifically set forth in the Scope of Services. Consultant hereby acknowledges that it accepts the risk that the services to be provided pursuant to the Scope of Services may be more costly or time consuming than Consultant anticipates and that Consultant shall not be entitled to additional compensation therefor. City may in its sole and absolute discretion have similar work done by other Consultants. No claims for an increase in the Contract Sum or time for performance shall be valid unless the procedures established in this Section are followed.
1.10 Special Requirements.
Additional terms and conditions of this Agreement, if any, which are made a part hereof are set forth in the “Special Requirements” attached hereto as Exhibit “B” and incorporated herein by this reference. In the event of a conflict between the provisions of Exhibit “B” and any other provisions of this Agreement, the provisions of Exhibit “B” shall govern.
Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 5 ARTICLE 2. COMPENSATION AND METHOD OF PAYMENT.
2.1 Contract Sum.
Subject to any limitations set forth in this Agreement, City agrees to pay Consultant the amounts specified in the “Schedule of Compensation” attached hereto as Exhibit “C” and incorporated herein by this reference. The total compensation, including reimbursement for actual expenses, shall not exceed shall not exceed $500,000 (Five Hundred Thousand Dollars) (the “Contract Sum”), unless additional compensation is approved pursuant to Section 1.9.
2.2 Method of Compensation.
The method of compensation may include: (i) a lump sum payment upon completion; (ii) payment in accordance with specified tasks or the percentage of completion of the services, less contract retention; (iii) payment for time and materials based upon the Consultant’s rates as specified in the Schedule of Compensation, provided that (a) time estimates are provided for the performance of sub tasks, (b) contract retention is maintained, and (c) the Contract Sum is not exceeded; or (iv) such other methods as may be specified in the Schedule of Compensation.
2.3 Reimbursable Expenses.
Compensation may include reimbursement for actual and necessary expenditures for reproduction costs, telephone expenses, and travel expenses approved by the Contract Officer in advance, or actual subcontractor expenses of an approved subcontractor pursuant to Section 4.5, and only if specified in the Schedule of Compensation. The Contract Sum shall include the attendance of Consultant at all project meetings reasonably deemed necessary by the City. Coordination of the performance of the work with City is a critical component of the services. If Consultant is required to attend additional meetings to facilitate such coordination, Consultant shall not be entitled to any additional compensation for attending said meetings.
2.4 Invoices.
Each month Consultant shall furnish to City an original invoice for all work performed and expenses incurred during the preceding month in a form approved by City’s Director of Finance. By submitting an invoice for payment under this Agreement, Consultant shall be deemed to have certify compliance with all provisions of this Agreement. The invoice shall contain all information specified in Exhibit “C”, and shall detail charges for all necessary and actual expenses by the following categories: labor (by sub-category), travel, materials, equipment, supplies, and sub-contractor contracts. Sub-contractor charges shall also be detailed by such categories.
Consultant shall not invoice City for any duplicate services performed by more than one person.
City shall independently review each invoice submitted by the Consultant to determine whether the work performed and expenses incurred are in compliance with the provisions of this Agreement. Except as to any charges for work performed or expenses incurred by Consultant which are disputed by City, or as provided in Section 7.3, City will use its best efforts to cause Consultant to be paid within forty-five (45) days of receipt of Consultant’s correct and undisputed invoice; however, Consultant acknowledges and agrees that due to City warrant run procedures, the City cannot guarantee that payment will occur within this time period. In the event any charges or expenses are disputed by City, the original invoice shall be returned by City to Consultant for correction and resubmission. Review and payment by City for any invoice provided by the Consultant shall not constitute a waiver of any rights or remedies provided herein or any applicable law.
Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 6
2.5 Waiver.
Payment to Consultant for work performed pursuant to this Agreement shall not be deemed to waive any defects in work performed by Consultant.
ARTICLE 3. PERFORMANCE SCHEDULE
3.1 Time of Essence.
Time is of the essence in the performance of this Agreement.
3.2 Schedule of Performance.
Consultant shall commence the services pursuant to this Agreement upon receipt of a written notice to proceed and shall perform all services within the time period(s) established in the “Schedule of Performance” attached hereto as Exhibit “D” and incorporated herein by this reference. When requested by the Consultant, extensions to the time period(s) specified in the Schedule of Performance may be approved in writing by the Contract Officer but not exceeding one hundred eighty (180) days cumulatively.
3.3 Force Majeure.
The time period(s) specified in the Schedule of Performance for performance of the services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of the Consultant, including, but not restricted to, acts of God or of the public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, litigation, and/or acts of any governmental agency, including the City, if the Consultant shall within ten (10) days of the commencement of such delay notify the Contract Officer in writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and extend the time for performing the services for the period of the enforced delay when and if in the judgment of the Contract Officer such delay is justified. The Contract Officer’s determination shall be final and conclusive upon the Parties to this Agreement. In no event shall Consultant be entitled to recover damages against the City for any delay in the performance of this Agreement, however caused, Consultant’s sole remedy being extension of this Agreement pursuant to this Section.
3.4 Term.
Unless earlier terminated in accordance with Article 7 of this Agreement, this Agreement shall continue in full force and effect until completion of the services but not exceeding one year from the date hereof (“Term”), except as otherwise provided in the Schedule of Performance (as shown on Exhibit “D” attached hereto).
ARTICLE 4. COORDINATION OF WORK
4.1 Representatives and Personnel of Consultant.
The following principals of Consultant (“Principals”) are hereby designated as being the principals and representatives of Consultant authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith:
Claude Schott, Chief Financial Officer (CFO)
Jamie Dunn, Vice President of Sales
Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 7 It is expressly understood that the experience, knowledge, capability and reputation of the foregoing principals were a substantial inducement for City to enter into this Agreement. Therefore, the foregoing principals shall be responsible during the Term of this Agreement for directing all activities of Consultant and devoting sufficient time to personally supervise the services hereunder. All personnel of Consultant, and any authorized agents, shall at all times be under the exclusive direction and control of the Principals. For purposes of this Agreement, the foregoing Principals may not be replaced nor may their responsibilities be substantially reduced by Consultant without the express written approval of City. Additionally, Consultant shall utilize only competent personnel to perform services pursuant to this Agreement. Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant’s staff and subcontractors, if any, assigned to perform the services required under this Agreement. Consultant shall notify City of any changes in Consultant’s staff and subcontractors, if any, assigned to perform the services required under this Agreement, prior to and during any such performance.
4.2 Status of Consultant.
Consultant shall have no authority to bind City in any manner, or to incur any obligation, debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by City. Consultant shall not at any time or in any manner represent that Consultant or any of Consultant’s officers, employees, or agents are in any manner officials, officers, employees or agents of City. Neither Consultant, nor any of Consultant’s officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City’s employees. Consultant expressly waives any claim Consultant may have to any such rights.
4.3 Contract Officer.
The Contract Officer shall be Kathleen Sessman, City Clerk/Communications Director or such person as may be designated by the City Manager. It shall be the Consultant’s responsibility to assure that the Contract Officer is kept informed of the progress of the performance of the services and the Consultant shall refer any decisions which must be made by City to the Contract Officer. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer. The Contract Officer shall have authority, if specified in writing by the City Manager, to sign all documents on behalf of the City required hereunder to carry out the terms of this Agreement.
4.4 Independent Consultant.
Neither the City nor any of its employees shall have any control over the manner, mode or means by which Consultant, its agents or employees, perform the services required herein, except as otherwise set forth herein.
City shall have no voice in the selection, discharge, supervision or control of Consultant’s employees, servants, representatives or agents, or in fixing their number, compensation or hours of service. Consultant shall perform all services required herein as an independent contractor of City and shall remain at all times as to City a wholly independent contractor with only such obligations as are consistent with that role. Consultant shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. City shall not in any way or for any purpose become or be deemed to be a partner of Consultant in its business or otherwise or a joint venturer or a member of any joint enterprise with Consultant.
4.5 Prohibition Against Subcontracting or Assignment.
The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for the City to enter into this Agreement. Therefore, Consultant shall not contract with any other entity to perform in whole or in part the services required hereunder without the express written approval of the City. In addition, neither this Agreement nor any interest herein may be transferred, assigned, conveyed, Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 8 hypothecated or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty five percent (25%) of the present ownership and/or control of Consultant, taking all transfers into account on a cumulative basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this Agreement shall be void. No approved transfer shall release the Consultant or any surety of Consultant of any liability hereunder without the express consent of City.
ARTICLE 5. INSURANCE AND INDEMNIFICATION
5.1 Insurance Coverages.
Without limiting Consultant’s indemnification of City, and prior to commencement of any services under this Agreement, Consultant shall obtain, provide and maintain at its sole cost and expense during the Term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to City. (a) General Liability Insurance. Consultant 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 $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.
(b) Automobile Liability Insurance. Consultant shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with the services to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
(c) Professional Liability (errors & omissions) Insurance. Consultant shall maintain professional liability insurance that covers the services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement and Consultant agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this Agreement. (d) Workers’ Compensation Insurance. Consultant shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). (e) Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and certified endorsements for each subcontractor. All coverages for subcontractors shall include all of the requirements stated herein. (f) Additional Insurance. Policies of such other insurance, as may be required in the Special Requirements in Exhibit “B”.
5.2 General Insurance Requirements.
(a) Proof of Insurance. Consultant shall provide certificates of insurance to City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by City’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with City at all times Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 9 during the Term of this Agreement. City reserves the right to require complete, certified copies of all required insurance policies, at any time.
(b) Duration of Coverage. Consultant shall procure and maintain for the duration of this Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the services hereunder by Consultant, its agents, representatives, employees or subconsultants.
(c) Primary/Noncontributing. Coverage provided by Consultant shall be primary and any insurance or self-insurance procured or maintained by City shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of City before the City’s own insurance or selfinsurance shall be called upon to protect it as a named insured. (d) City’s Rights of Enforcement. In the event any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement.
(e) Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or that is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VI (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the City’s Risk Manager.
(f) Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against City, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subconsultants.
(g) Enforcement of Contract Provisions (non-estoppel). Consultant acknowledges and agrees that any actual or alleged failure on the part of the City to inform Consultant of non-compliance with any requirement imposes no additional obligations on the City nor does it waive any rights hereunder. (h) Requirements not Limiting. Requirements of specific coverage features or limits contained in this section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
(i) Notice of Cancellation. Consultant agrees to oblige its insurance agent or broker and insurers to provide to City with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage.
Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 10 (j) Additional Insured Status. General liability and automobile policies shall provide or be endorsed to provide that City and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies. (k) Prohibition of Undisclosed Coverage Limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved by the City in writing. (l) Separation of Insureds. A severability of interests provision must apply for all additional insureds ensuring that Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions.
(m) Pass Through Clause. Consultant agrees to ensure that its subconsultants, subcontractors, and any other party involved with the services who is brought onto or involved in the services by Consultant, provide the same minimum insurance coverage and endorsements required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with consultants, subcontractors, and others engaged in the services will be submitted to City for review. (n) City’s Right to Revise Specifications. The City reserves the right at any time during the Term of this Agreement to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City and Consultant may renegotiate Consultant’s compensation. (o) Deductibles / Self-insured Retentions. Any deductibles and self-insured retentions must be declared to and approved by City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions with respect to the City, it officers, officials, employees, agents and volunteers, or the Consultant shall provide a financial guarantee satisfactory to the city guaranteeing payment of losses and related investigations, claims administration and defense expense. (p) Timely Notice of Claims. Consultant shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from Consultant’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies. (q) Additional Insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work.
5.3 Indemnification.
To the full extent permitted by law, Consultant agrees to indemnify, defend and hold harmless the City, its officers, employees and agents (“Indemnified Parties”) against, and will hold and save them and each of them harmless from, any and all actions, either judicial, administrative, arbitration or regulatory claims, damages to persons or property, losses, costs, penalties, obligations, errors, omissions or liabilities whether actual or threatened (herein “claims or liabilities”) that may be asserted or claimed by any person, firm or entity arising out of or in connection with the negligent performance of the work, operations or activities provided herein of Consultant, its officers, employees, agents, subcontractors, or invitees, or any individual or entity for which Consultant is legally liable (“indemnitors”), or arising from Consultant’s or indemnitors’ reckless or willful misconduct, or arising from Consultant’s or indemnitors’ negligent performance of or failure to perform any term, provision, covenant or condition of this Agreement, and in connection therewith:
Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 11 (a) Consultant will defend any action or actions filed in connection with any of said claims or liabilities and will pay all costs and expenses, including legal costs and attorneys’ fees incurred in connection therewith;
(b) Consultant will promptly pay any judgment rendered against the City, its officers, agents or employees for any such claims or liabilities arising out of or in connection with the negligent performance of or failure to perform such work, operations or activities of Consultant hereunder; and Consultant agrees to save and hold the City, its officers, agents, and employees harmless therefrom; (c) In the event the City, its officers, agents or employees is made a party to any action or proceeding filed or prosecuted against Consultant for such damages or other claims arising out of or in connection with the negligent performance of or failure to perform the work, operation or activities of Consultant hereunder, Consultant agrees to pay to the City, its officers, agents or employees, any and all costs and expenses incurred by the City, its officers, agents or employees in such action or proceeding, including but not limited to, legal costs and attorneys’ fees.
(d) Consultant shall incorporate similar indemnity agreements with its subcontractors and if it fails to do so Consultant shall be fully responsible to indemnify City hereunder therefore, and failure of City to monitor compliance with these provisions shall not be a waiver hereof. This indemnification includes claims or liabilities arising from any negligent or wrongful act, error or omission, or reckless or willful misconduct of Consultant in the performance of professional services hereunder. The provisions of this Section do not apply to claims or liabilities occurring as a result of City’s sole negligence or willful acts or omissions, but, to the fullest extent permitted by law, shall apply to claims and liabilities resulting in part from City’s negligence, except that design professionals’ indemnity hereunder shall be limited to claims and liabilities arising out of the negligence, recklessness or willful misconduct of the design professional. The indemnity obligation shall be binding on successors and assigns of Consultant and shall survive termination of this Agreement.
ARTICLE 6. RECORDS, REPORTS, AND RELEASE OF INFORMATION
6.1 Records.
Consultant shall keep, and require subcontractors to keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports, studies or other documents relating to the disbursements charged to City and services performed hereunder (the “books and records”), as shall be necessary to perform the services required by this Agreement and enable the Contract Officer to evaluate the performance of such services. Any and all such documents shall be maintained in accordance with generally accepted accounting principles and shall be complete and detailed. The Contract Officer shall have full and free access to such books and records at all times during normal business hours of City, including the right to inspect, copy, audit and make records and transcripts from such records. Such records shall be maintained for a period of three (3) years following completion of the services hereunder, and the City shall have access to such records in the event any audit is required. In the event of dissolution of Consultant’s business, custody of the books and records may be given to City, and access shall be provided by Consultant’s successor in interest. Notwithstanding the above, the Consultant shall fully cooperate with the City in providing access to the books and records if a public records request is made and disclosure is required by law including but not limited to the California Public Records Act.
6.2 Reports.
Consultant shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the services required by this Agreement as the Contract Officer shall require. Consultant hereby acknowledges that the City is greatly concerned about the cost of work and services to be performed pursuant to this Agreement. For this reason, Consultant agrees that if Consultant becomes aware of any facts, circumstances, Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 12 techniques, or events that may or will materially increase or decrease the cost of the work or services contemplated herein or, if Consultant is providing design services, the cost of the project being designed, Consultant shall promptly notify the Contract Officer of said fact, circumstance, technique or event and the estimated increased or decreased cost related thereto and, if Consultant is providing design services, the estimated increased or decreased cost estimate for the project being designed.
6.3 Ownership of Documents.
All drawings, specifications, maps, designs, photographs, studies, surveys, data, notes, computer files, reports, records, documents and other materials (the “documents and materials”) prepared by Consultant, its employees, subcontractors and agents in the performance of this Agreement shall be the property of City and shall be delivered to City upon request of the Contract Officer or upon the termination of this Agreement, and Consultant shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership use, reuse, or assignment of the documents and materials hereunder. Any use, reuse or assignment of such completed documents for other projects and/or use of uncompleted documents without specific written authorization by the Consultant will be at the City’s sole risk and without liability to Consultant, and Consultant’s guarantee and warranties shall not extend to such use, reuse or assignment.
Consultant may retain copies of such documents for its own use. Consultant shall have the right to use the concepts embodied therein. All subcontractors shall provide for assignment to City of any documents or materials prepared by them, and in the event Consultant fails to secure such assignment, Consultant shall indemnify City for all damages resulting therefrom. Moreover, Consultant with respect to any documents and materials that may qualify as “works made for hire” as defined in 17 U.S.C. § 101, such documents and materials are hereby deemed “works made for hire” for the City.
6.4 Confidentiality and Release of Information.
(a) All information gained or work product produced by Consultant in performance of this Agreement shall be considered confidential, unless such information is in the public domain or already known to Consultant. Consultant shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the Contract Officer. (b) Consultant, its officers, employees, agents or subcontractors, shall not, without prior written authorization from the Contract Officer or unless requested by the City Attorney, voluntarily provide documents, declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives City notice of such court order or subpoena. (c) If Consultant, or any officer, employee, agent or subcontractor of Consultant, provides any information or work product in violation of this Agreement, then City shall have the right to reimbursement and indemnity from Consultant for any damages, costs and fees, including attorney’s fees, caused by or incurred as a result of Consultant’s conduct.
(d) Consultant shall promptly notify City should Consultant, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed there under. City retains the right, but has no obligation, to represent Consultant or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, this right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response.
Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 13 ARTICLE 7. ENFORCEMENT OF AGREEMENT AND TERMINATION
7.1 California Law.
This Agreement shall be interpreted, construed and governed both as to validity and to performance of the Parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Los Angeles, State of California, or any other appropriate court in such county, and Consultant covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. In the event of litigation in a U.S.
District Court, venue shall lie exclusively in the Central District of California, in the County of Los Angeles, State of California.
7.2 Disputes; Default.
In the event that Consultant is in default under the terms of this Agreement, the City shall not have any obligation or duty to continue compensating Consultant for any work performed after the date of default. Instead, the City may give notice to Consultant of the default and the reasons for the default. The notice shall include the timeframe in which Consultant may cure the default. This timeframe is presumptively thirty (30) days, but may be extended, though not reduced, if circumstances warrant, as determined by the Contract Officer. The cure period may run concurrently with the termination period as provided in Section 7.7, if the option to cure in the alternative to termination. During the period of time that Consultant is in default, the City shall hold all invoices and shall, when the default is cured, proceed with payment on the invoices. In the alternative, the City may, in its sole discretion, elect to pay some or all of the outstanding invoices during the period of default. If Consultant does not cure the default, the City may take necessary steps to terminate this Agreement under this Article. Any failure on the part of the City to give notice of the Consultant’s default shall not be deemed to result in a waiver of the City’s legal rights or any rights arising out of any provision of this Agreement.
7.3 Retention of Funds.
Consultant hereby authorizes City to deduct from any amount payable to Consultant (whether or not arising out of this Agreement) (i) any amounts the payment of which may be in dispute hereunder or which are necessary to compensate City for any losses, costs, liabilities, or damages suffered by City, and (ii) all amounts for which City may be liable to third parties, by reason of Consultant’s acts or omissions in performing or failing to perform Consultant’s obligation under this Agreement. In the event that any claim is made by a third party, the amount or validity of which is disputed by Consultant, or any indebtedness shall exist which shall appear to be the basis for a claim of lien, City may withhold from any payment due, without liability for interest because of such withholding, an amount sufficient to cover such claim. The failure of City to exercise such right to deduct or to withhold shall not, however, affect the obligations of the Consultant to insure, indemnify, and protect City as elsewhere provided herein.
7.4 Waiver.
Waiver by any Party to this Agreement of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any Party of any breach of the provisions of this Agreement shall not constitute a waiver of any other provision or a waiver of any subsequent breach or violation of any provision of this Agreement. Acceptance by City of any work or services by Consultant shall not constitute a waiver of any of the provisions of this Agreement. No delay or omission in the exercise of any right or remedy by a non-defaulting Party on any default shall impair such right or remedy or be construed as a waiver.
Any waiver by either Party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement.
Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 14
7.5 Rights and Remedies are Cumulative.
Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the Parties are cumulative and the exercise by either Party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other Party.
7.6 Legal Action.
In addition to any other rights or remedies, either Party may take legal action, in law or in equity, to cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. Notwithstanding any contrary provision herein, Consultant shall file a statutory claim pursuant to Government Code Sections 905 et seq. and 910 et seq., in order to pursue a legal action under this Agreement.
7.7 Termination Prior to Expiration of Term.
This Section shall govern any termination of this Agreement except as specifically provided in the following Section for termination for cause. The City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days’ written notice to Consultant, except that where termination is due to the fault of the Consultant, the period of notice may be such shorter time as may be determined by the Contract Officer. In addition, the Consultant reserves the right to terminate this Agreement at any time, with or without cause, upon sixty (60) days’ written notice to City, except that where termination is due to the fault of the City, the period of notice may be such shorter time as the Consultant may determine. Upon receipt of any notice of termination, Consultant shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. Except where the Consultant has initiated termination, the Consultant shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer, except as provided in Section 7.3. In the event the Consultant has initiated termination, the Consultant shall be entitled to compensation only for the reasonable value of the work product actually produced hereunder. In the event of termination without cause pursuant to this Section, the terminating party need not provide the non-terminating party with the opportunity to cure pursuant to Section 7.2.
7.8 Termination for Default of Consultant.
If termination is due to the failure of the Consultant to fulfill its obligations under this Agreement, City may, after compliance with the provisions of Section 7.2, take over the work and prosecute the same to completion by contract or otherwise, and the Consultant shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that the City shall use reasonable efforts to mitigate such damages), and City may withhold any payments to the Consultant for the purpose of set-off or partial payment of the amounts owed the City as previously stated.
7.9 Attorneys’ Fees.
If either Party to this Agreement is required to initiate or defend or made a party to any action or proceeding in any way connected with this Agreement, the prevailing party in such action or proceeding, in addition to any other relief which may be granted, whether legal or equitable, shall be entitled to reasonable attorney’s fees. Attorney’s fees shall include attorneys’ fees on any appeal, and in addition a Party entitled to attorneys’ fees shall be entitled to all other reasonable costs for investigating such action, taking depositions and discovery and all other necessary costs the court allows which are incurred in such litigation. All such fees shall Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 15 be deemed to have accrued on commencement of such action and shall be enforceable whether or not such action is prosecuted to judgment.
ARTICLE 8. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
8.1 Non-liability of City Officers and Employees.
No officer or employee of the City shall be personally liable to the Consultant, or any successor in interest, in the event of any default or breach by the City or for any amount which may become due to the Consultant or to its successor, or for breach of any obligation of the terms of this Agreement.
8.2 Conflict of Interest.
Consultant covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Consultant’s performance of services under this Agreement. Consultant further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent or subcontractor without the express written consent of the Contract Officer. Consultant agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City in the performance of this Agreement.
No officer or employee of the City shall have any financial interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to this Agreement which affects her/his financial interest or the financial interest of any corporation, partnership or association in which (s)he is, directly or indirectly, interested, in violation of any State statute or regulation. The Consultant warrants that it has not paid or given and will not pay or give any third party any money or other consideration for obtaining this Agreement.
8.3 Covenant Against Discrimination.
Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry or other protected class in the performance of this Agreement. Consultant shall take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry or other protected class.
8.4 Unauthorized Aliens.
Consultant hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act, 8 U.S.C. § 1101 et seq., as amended, and in connection therewith, shall not employ unauthorized aliens as defined therein. Should Consultant so employ such unauthorized aliens for the performance of work and/or services covered by this Agreement, and should any liability or sanctions be imposed against City for such use of unauthorized aliens, Consultant hereby agrees to and shall reimburse City for the cost of all such liabilities or sanctions imposed, together with any and all costs, including attorneys’ fees, incurred by City.
Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 16 ARTICLE 9. MISCELLANEOUS PROVISIONS
9.1 Notices.
Any notice, demand, request, document, consent, approval, or communication either Party desires or is required to give to the other Party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail, in the case of the City, to the City Manager and to the attention of the Contract Officer (with her/his name and City title), City of Glendora, 116 E. Foothill Blvd., Glendora, California 91741-3380, and in the case of the Consultant, to the person(s) at the address designated on the execution page of this Agreement.
Either Party may change its address by notifying the other Party of the change of address in writing. Notice shall be deemed communicated at the time personally delivered or in seventy-two (72) hours from the time of mailing if mailed as provided in this Section.
9.2 Interpretation.
The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either Party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply.
9.3 Counterparts.
This Agreement may be executed in counterparts, each of which shall be deemed to be an original, and such counterparts shall constitute one and the same instrument. Each of the parties intend to be bound by the signatures on any telecopied, .pdf or other electronically delivered document, and are aware that the other party will rely on the telecopied, .pdf or other electronically delivered signatures, and hereby waive any defenses to the enforcement of the terms of this Agreement based on the form of signature.
9.4 Integration; Amendment.
This Agreement including the attachments hereto is the entire, complete and exclusive expression of the understanding of the Parties. It is understood that there are no oral agreements between the Parties hereto affecting this Agreement and this Agreement supersedes and cancels any and all previous negotiations, arrangements, agreements and understandings, if any, between the Parties, and none shall be used to interpret this Agreement.
No amendment to or modification of this Agreement shall be valid unless made in writing and approved by the Consultant and by the City Council. The Parties agree that this requirement for written modifications cannot be waived and that any attempted waiver shall be void.
9.5 Severability.
In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the Parties hereunder unless the invalid provision is so material that its invalidity deprives either Party of the basic benefit of their bargain or renders this Agreement meaningless.
9.6 Warranty & Representation of Non-Collusion.
No official, officer, or employee of City has any financial interest, direct or indirect, in this Agreement, nor shall any official, officer, or employee of City participate in any decision relating to this Agreement which may affect his/her financial interest or the financial interest of any corporation, partnership, or association in Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 17 which (s)he is directly or indirectly interested, or in violation of any corporation, partnership, or association in which (s)he is directly or indirectly interested, or in violation of any State or municipal statute or regulation. The determination of “financial interest” shall be consistent with State law and shall not include interests found to be “remote” or “noninterests” pursuant to Government Code Sections 1091 or 1091.5. Consultant warrants and represents that it has not paid or given, and will not pay or give, to any third party including, but not limited to, any City official, officer, or employee, any money, consideration, or other thing of value as a result or consequence of obtaining or being awarded any agreement. Consultant further warrants and represents that (s)he/it has not engaged in any act(s), omission(s), or other conduct or collusion that would result in the payment of any money, consideration, or other thing of value to any third party including, but not limited to, any City official, officer, or employee, as a result of consequence of obtaining or being awarded any agreement. Consultant is aware of and understands that any such act(s), omission(s) or other conduct resulting in such payment of money, consideration, or other thing of value will render this Agreement void and of no force or effect.
Consultant’s Authorized Initials ___________________
Claude Schott, CFO
9.7 Authority.
The persons executing this Agreement on behalf of the Parties hereto warrant that (i) such Party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said Party, (iii) by so executing this Agreement, such Party is formally bound to the provisions of this Agreement, and (iv) that entering into this Agreement does not violate any provision of any other agreement to which said Party is bound. This Agreement shall be binding upon the heirs, executors, administrators, successors and assigns of the Parties.
[SIGNATURES APPEAR ON THE FOLLOWING PAGE]
Project Name: 2025 Citywide Scanning Services – Complete Paperless Solutions (CPS) 18 IN WITNESS WHEREOF, the Parties hereto have executed this Agreement on the date and year first-above written (“Effective Date”).
CITY:
CITY OF GLENDORA, a municipal corporation
Adam Raymond
City Manager
APPROVED AS TO FORM: CERTIFY AVAILABILITY OF FUNDS:
ALESHIRE & WYNDER, LLP
Danny Aleshire
City Attorney
Kyle Johnson
Finance Director/City Treasurer
ATTEST:
Kathleen R. Sessman
City Clerk/Communications Director
CONSULTANT:
COMPLETE PAPERLESS SOLUTIONS, LLC
a California limited liability company
Name: Claude Schott
Title: CFO
Email Address: [email protected]
Name: Jamie Dunn
Title: VP of Sales
Email Address: [email protected]
Address: 5130 East LA Palma Avenue, #206
Anaheim, California, 92807
Two corporate officer signatures required when Consultant is a corporation, with one signature required from each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2) Secretary, any Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CONSULTANT’S SIGNATURES SHALL BE DULY NOTARIZED UNLESS EXECUTED UTILIZING DOCUSIGN. IN ADDITION, THE APPROPRIATE ATTESTATIONS
SHALL BE INCLUDED AS MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR REGULATIONS APPLICABLE TO CONSULTANT’S BUSINESS ENTITY.
01240.0001/1016474.1 A-1
EXHIBIT “A”
SCOPE OF SERVICES
I. Consultant will perform the following Services, all of which are more fully described in Exhibit “C-1” attached hereto:
A. Scanning Conversion Services for Public Safety, Community Development, Building Division, Public Works, Engineering, Water Division, and other city departments on an as-needed basis.
II. As part of the Services, Consultant will prepare and deliver the following tangible work products to the City:
A. File Transfer and Upload – Once documents are ready for transfer/upload, data will be transferred to a file server with the City’s encrypted data. Instant access shall be provided by Consultant to the City and available via VPN to search City data to view images and indexes, along with being able to start internal quality control as well. Upon the request of the City encrypted hard drive data shall be provided.
B. Return and Delivery of Completed Job – Once all files have been reviewed and cleared for approval, data will be repacked, and security labels placed once again.
Delivery procedures shall include appropriate reliability and security.
III. In addition to the requirements of Section 6.2, during performance of the Services, Consultant will keep the City appraised of the status of performance by delivering any status reports as may be required by the Contract Officer.
IV. All work product is subject to review and acceptance by the City, and must be revised by the Consultant without additional charge to the City until found satisfactory and accepted by City.
V. Consultant will utilize the following personnel to accomplish the Services:
A. Jamie Dunn, VP of Sales
B. Claude Schott, CFO
C. Joe Mempin, Lead Project Manager
D. Joseph Uyan, Technician
E. Terrence Srey, Technician
F. Arsene Hanssens, Conversion and Integration Specialist 01240.0001/1016474.1 B-1
EXHIBIT “B”
SPECIAL REQUIREMENTS
(Superseding Contract Boilerplate)
Added text is indicated in bold italics, deleted text is indicated in strikethrough.
3.4 Term.
Unless earlier terminated in accordance with Article 7 of this Agreement, this Agreement shall continue in full force and effect until completion of the services but not exceeding one year from the date hereof beginning on the Effective Date of this Agreement and shall extend through June 30, 2026 from the date hereof (“Term”), except as otherwise provided in the Schedule of Performance (as shown on Exhibit “D” attached hereto). The City Manager or his/her designee may, at their sole discretion, amend the Agreement to extend the Term for up to three (3) additional one-year terms contingent upon budget availability and City needs, and subject to the requirement that Consultant’s compensation due for any such extended term shall not increase beyond the applicable increases in CPI.
01240.0001/1016474.1 C-1
EXHIBIT “C”
SCHEDULE OF COMPENSATION
I. Consultant shall perform the following tasks at the following rates:
See Exhibit “C-1” attached hereto.
III. Within the budgeted amounts for each Task, and with the approval of the Contract Officer, funds may be shifted from one Task subbudget to another so long as the Contract Sum is not exceeded per Section 2.1, unless Additional Services are approved per Section 1.9.
IV. The City will compensate Consultant for the Services performed upon submission of a valid invoice. Each invoice is to include:
A. Line items for all personnel describing the work performed, the number of hours worked, and the hourly rate.
B. Line items for all materials and equipment properly charged to the services.
C. Line items for all other approved reimbursable expenses claimed, with supporting documentation.
D. Line items for all approved subcontractor labor, supplies, equipment, materials, and travel properly charged to the services.
V. The total compensation for the Services shall not exceed the Contract Sum as provided in Section 2.1 of this Agreement.
VI. The Consultant’s billing rates for all personnel are set forth in Exhibit “C-2.” EXHIBIT “C-1”
A. Cost Proposal
B. Piggyback Clause:
Consultant agrees to allow the City and other public agencies in the State of California to purchase additional items, at the same terms and conditions as this Agreement, during the period of time that this bid is in effect.
EXHIBIT “C-2”
Personnel Billing Rate Sheet
Scanning Operator $40.00/hr.
Scanning Project Manager $60.00/hr.
Professional Services Group $250.00/hr.
EXHIBIT “D”
SCHEDULE OF PERFORMANCE
I. Consultant shall perform all services in a timely manner in accordance with the following schedule (Note: the week references below shall commence upon the Effective Date of this Agreement):
Description Days to Perform
A. Scanning 100,000 8 ½ x 11 documents, including
prepping, and indexing for conversion.
3-5 weeks based on document condition not being old or
damaged which would require more time to ensure expected quality.
B. Scanning 100,000 8 ½ x 14 documents, including
prepping, and indexing for conversion.
3-5 weeks based on document condition not being old or
damaged which would require more time to ensure expected quality.
C. Scanning 5,000 blueprint/map/plans documents,
including prepping, and indexing conversion.
5-8 weeks based on document condition not being old or
damaged which would require more time to ensure expected quality.
D. Scanning 40,000 Microfiche Sheets, including
prepping, and indexing conversion.
15-25 weeks based on document condition not being old or damaged which would require more time to ensure expected quality.
II. Consultant shall deliver the following tangible work products to the City by the following dates.
A. Once documents are ready for transfer/upload, data will be transferred to a file server with your encrypted data. From there, instant access is available via VPN to search your data to view images and indexes, along with being able to start internal quality control within 48 hours.
B. Encrypted hard drives are available to deliver data as well if the customer prefers. We will have the hard drive delivered to your location for onsite local download within 3-5 days.
III. The Contract Officer may approve extensions for the performance of the Services in accordance with Section 3.2.
Professional Services for Document Scanning Services
DATE: 2/11/2025
EXPIRES: 5/11/2025
City of Glendora 2
Description and Approach
CPS understands the importance of selecting a quality firm to manage and execute the process of scanning historic records which may include maps, drawings, and all other media types available for storing information. Many cities and government organizations have turned to us to handle their document scanning needs as they have tried to make it by with other vendors who could not perform to the expectations. We understand the attention expected by cities to produce quality images, on demand, 100% open communication and making sure every step of the project is going exactly as planned.
Scanning Conversion Services Process
Secure Document Conversion Facility – Enabled with only the highest security and technology available, you can be assured your data will be safe and secure from the moment your data leaves your location, until we safely return your data after the job has been completed.
Record Transfer Preparation – All boxes will have a Tamper Security Seal to ensure privacy immediately upon pickup. All boxes will be inventoried by folder and series within each box, provide a barcode label, and finalize the box count prior to departing.
Document Control and Manifest Creation – We use a specialized application to not only track all records, but we have a very stringent methodology policy we adhere to internally as well making sure all procedures are followed every step of the way. Tracking reports are generated to City of Glendora 3
include all of the information pertaining to the job. The use of tamperproof seals provides an extra layer of security to keep your data safe.
Secure Record Transfer Service – All pickups and deliveries will be performed by at least 2 staff which have gone through a background check as well. In order to keep the chain of custody, delivery and pickup scenarios will not make any extra stops while transit with a client’s data. If any issue arises with transport, a secondary team is on standby to assist right away.
Storage Center when Receiving – Our procedure is to have all boxes coming in to be counted and verified 2 times. Utilizing barcodes and our 2-person process ensures quality as soon as client data arrives. Any damage or discrepancies will be reported immediately and addressed immediately.
Chain of Custody Verification – Once the data is received, another check is done on all seals of the boxes. Once security seals are removed, we verify contents again. If at any time any security issues happen to arise, clients will be notified immediately.
Audit Tracking & Quality Control Reporting – Every employee is mandated to enter all quality control, monitoring, and progress into our tracking system. Reporting is constantly being done to ensure job is on track.
Document Preparation – Scanning sample boxes are an effective way to find out certain details of the specific job. These samples will determine the most accurate and efficient method to prepare the folder to be scanned. All staff will be trained in the job specifics and details and are assigned one single box at a time. Items prepared prior to scanning including removing paperclips/staples, unfolding, utilizing copier technology to maximize scan quality, combining small documents and attached images, and anything we are not 100% clear on, we will place on the side and address with the client to ensure accuracy. If required, we are able to reassemble all data just as we picked it up with the exclusion of staples and paper clips.
Quality Assurance Document Preparation Verification – Our data sheets are updated in real time and if any problem is found, the document is sent back for reprocessing. The tracking report is updated once again, and the corrected data moves on to the next stage.
Scanning High Resolution Digital Imaging – Only the best technology available is used to provide the best outcome of a quality image. Scanning staff will be monitoring each image to ensure image is scanned correctly and no pages are double fed. The utilization of Kofax VRS Software allows for additional cleanup to be done such as de-speckle, de-skew, image rotation, background suppression, edge enhancement, gray tone filtering, blank page removal, and much more if need be.
Quality Assurance Image Quality – One of the most important parts of this process is having a human being review documents for accuracy and not solely rely on software and technology.
Image quality is checked at multiple levels to ensure all images are acceptable and do not need to be reprocessed.
City of Glendora 4
Indexing Verification – Staff are trained to manually index one image at a time per box to ensure accuracy every step of the way. Protocols and additional software is in place to make sure indexing errors do not occur such as misspellings or double keying entries.
Quality Assurance Indexing – Taking this process to the next level, we will compare the indexed data with the re-keyed data. If any mismatches are found, they are sent back and reprocessed until they are matched. Data validation is performed utilizing character mix, date ranges, quantity ranges, including database lookups as well.
File Transfer and Upload – Once documents are ready for transfer/upload, data will be transferred to a file server with your encrypted data. From there instant access is available via VPN to search your data to view images and indexes, along with being able to start internal quality control as well. If encrypted hard drive is preferred, this exists as an alternative as well.
Return and Delivery of Completed Job – Once all files have been reviewed and cleared for approval, data will be repacked, and security labels placed once again. Delivery procedures are followed exactly how our pick-up procedure is, which is listed above with the focus on reliability and security.
City of Glendora 5
Cost Proposal
Based on our conversation below is a list of the prices we are able to offer. Please note the city will only be charged for actual images scanned and the numbers below is estimated.
Documents will be indexed individually, and files will be delivered as stand-alone PDF’s and prepared for ingestion into your OnBase system.
Description Unit Price
Letter and Legal Sized Paper B&W Per Image $0.13
Letter and Legal Sized Paper Color Per Image $0.14
Large Format Drawings B/W Per Image $1.20
Large Format Drawings Color Per Image $1.30
Microfilm Conversion BW Batch by Roll Per Roll $90.00
Microfilm Conversion Grayscale Batch by Roll Per Roll $110.00 Microfiche Conversion BW 16 MM By Header Per Sheet $2.75 Microfiche Conversion Grayscale 16 MM By Header Per Sheet $3.25 Microfiche Conversion BW 35 MM Header Per Sheet $3.25
Microfiche Conversion Grayscale 35 MM Header Per Sheet $3.25 Microfiche Conversion Aperture 35 MM Per Sheet $4.25
Microfiche Conversion Aperture 16/Multilayer MM
– Needs Manual Cropping
Per Sheet $6.00
Microfiche/Film Conversion Index Per New Doc Per Image $0.04 Microfiche/Film Conversion Manual split and Crop Per Hour $40.00 Document Rebuild, Heavy Indexing, Document Prep,
Data Entry/Indexing above file name & 2 index fields
Per Hour $40.00
Storage – 3 Months After Data Delivery Per Box $2.00
Pick up/Delivery Per Trip $100.00
City of Glendora 6
In House Job – IT set Up Per Project $3,000.00
In House – Project Management Per Hour $60.00
In House – Staff Mileage Per Hour $35.00
Customer Acceptance
Client: City of Glendora Provider: Complete Paperless Solutions Print Name:
Date:
Signature:
AWARD OF CONTRACT FOR CITYWIDE
SCANNING SERVICES
CITY CLERK’S OFFICE
REGULAR MEETING
FEBRUARY 25, 2025
KATHLEEN R. SESSMAN, CITY CLERK/COMMUNICATIONS DIRECTOR
BACKGROUND
• THE CITY CURRENTLY MAINTAINS LARGE
VOLUMES OF PHYSICAL RECORDS ACROSS
MULTIPLE LOCATIONS.
• PHYSICAL STORAGE CONSTRAINTS CREATE
INEFFICIENCIES AND SECURITY RISKS.
• DIGITIZATION WILL STREAMLINE RECORDS
MANAGEMENT, IMPROVE ACCESSIBILITY, AND
ENHANCE COMPLIANCE.
• SUPPORTS THE CITY’S COMMITMENT TO
TRANSPARENCY, SUSTAINABILITY, AND
MODERNIZATION.
PROCUREMENT PROCESS
• Initial RFP issued on December 14, 2023.
• Three proposals received but did not meet requirements. • City opted for an informal, negotiated procurement process. • Complete Paperless Solutions, LLC (CPS) selected based on CJIS compliance and expertise.
SCOPE OF SERVICES
• Secure document digitization aligned with DOJ and
CJIS standards.
• Standardized scanning and indexing for citywide
consistency.
• Key scanning priorities:
- Police Department crime reports
- Building & Safety plans and property files
- Engineering project and property files.
SCANNING CONVERSION PROCESS
• Secure document transfer and chain of custody verification. • Document preparation, indexing, and quality control.
• Secure return and delivery of digitized records.
• Audit tracking and compliance reporting.
CONTRACT DETAILS
Vendor: Complete Paperless Solutions, LLC (CPS)
Term: Three years (Mar 25 – Jun 28)
Options: 2 additional 1-year renewal at City Manager’s Discretion Amount: Not to Exceed $500,000
Scope: Scanning, indexing, quality control, and secure record management Compliance: CJIS-compliant for secure handling of police and city records Amendments: City Manager authorized to approve necessary modifications Benefits: Cost savings, efficiency, improved accessibility, and enhanced security
EXPECTED OUTCOMES
• Improved efficiency in document
retrieval and management.
• Optimization of office and storage
space.
• Compliance with CJIS and records
retention policies.
• Cost savings from reduced offsite storage expenses.
• Reduction in physical storage and
document handling
• Improve public access to
information
• Reduce environmental footprint
CONCLUSION AND RECOMMENDATIONS
• Awarding this contract supports the City’s digital transformation and modernization goals.
• Digitization enhances efficiency, compliance, and operational flexibility. • Staff recommends awarding the contract to Complete Paperless Solutions, LLC. • City Council approval is requested for a contract not to exceed $500,000 over a three-year term, with two one-year extensions.
• CPS has proven experience in government document digitization o Criminal Justice Information Services (CJIS) compliance o Strong track record with over 141 government clients nationwide
NEXT STEPS
• Finalize contract execution and vendor
onboarding.
• Implement phased scanning and
digitization process.
• Monitor progress and ensure quality
control through City Clerk’s oversight.
THAT THE CITY COUNCIL:
1. Approve a contract with Complete Paperless Solutions, LLC (CPS) for scanning services to provide document imaging, indexing, and quality control services for a Citywide scanning project for one year with three (3) optional one year extensions in the amount of $500,000;
2. Authorize a ten percent (10%) contingency in the amount of $50,000; and
3. Authorize the City Manager or their designee to execute the Agreement with Complete Paperless Solutions, LLC including minimal and/or non-substantive changes.
RECOMMENDED ACTION