at each weekly meeting. If the Contractor is failing to meet approved schedule contract obligations, TKE will request a remediation effort to return the project progress to comply with requirements. If the remediation plan requires adjustment to the completion date, TKE will advise the City and will not execute any approval of such change without City authorization.
Change conditions and time extensions that may warrant a change order will require a complete understanding of the impacts of the change of which TKE will need to consider in determining its resolution. TKE will seek appropriate comments from anyone impacted by the changed conditions and will closely consult with the City to develop the most cost effective remediation alternative. Cost and scheduling impacts will be noted and presented to the City in accordance with the cities change order procedures prior to direction being given to the Contractor, including the preparation of Change Order drawings and specifications, if required.
To maintain cost controls, TKE will review project budgets on a weekly basis, or as warranted, by review of change orders, RFC' s, and progress payments. In particular, quantities used on the projects will be tracked to verify that they will not exceed contract budgeted amounts. Each month, TKE will provide a budget report to the City. Should an increase in budget be required, TKE will assist Staff with staff report preparation.
Regarding RFC' s, we will review any change order request received to determine if said request is warranted. If the change order request is not warranted, we will reject it in writing; prior to sending rejection letters to the Contractor, we will review it with City staff. If the change order request appears justified, we will review it with the Construction Inspector and compare it with field reports for confirmation of materials, equipment and/ or labor involved; we will review same with City staff and receive City staff' s approval prior to preparing and processing the contract change order. Change orders will be prepared on standard forms.
Should rejected RFC' s require additional consideration, we will negotiate with contractors to establish the impact of change conditions and we will attempt to complete negotiations prior to beginning work. If we fail to reach an agreement and the work must continue, we will direct the Contractor to complete the work. For all disputed work and force account work, the Construction Inspector will document the labor, materials and equipment used for the extra work for use in future negotiations.
Upon direction from the City, TKE will continue negotiating with Contractors to settle all disputes. However, City staff will ultimately determine the extent the City will go to achieve resolution. TKE will meet with both parties, either independently or together, as warranted until resolution is reached. TKE will complete all necessary calculations to support the City' s position. TKE utilizes a proactive dispute avoidance program. Once an issue is identified, TKE works diligently to resolve it as timely as possible. The weekly meetings will also be used to avoid or resolve these disputes.
Deliverables: Change Orders, Budget Reports, Staff Report 8 Mr. Octavio Duran, P. E., City of Highland
Greenspot Road Median and Street
Management and Inspection
October 30, 2024
Task No. 6 - Pay Requests
Improvements Project - Construction
Paqe 5 of 7
Each month, TKE will review the construction payment requests submitted by the contractors for work completed and the construction schedule for each project. We will review the work completed and payment requests to ensure that the quantities and amounts requested reflect the actual work completed. After each request has been reviewed ( and revised if necessary), we will approve it and forward it to staff for approval and payment along with a written statement of completed review. We will also submit a monthly status report with each payment request that will advise the City of compliance with the project schedule.
TKE will track and log any Preliminary and Stop Notices prior to each month' s progress payment. If any stop notices have been issued, we will direct the Contractor to rectify the notice and provide proof of the rectification prior to release of payment.
TKE will also provide monthly reports highlighting project progress, change orders, cost issues, and schedule associated with each project and relative budget.
Deliverables: Payment Requests and Budget Reports
Task No. 7 - Construction Inspection
TKE will provide daily construction inspection and reporting, to verify that the projects are progressing in compliance with the contract documents. We will require strict compliance with the contract documents for all construction activities. We already possess the measuring devices and testing equipment normally required for inspecting public works construction projects. Our construction inspection personnel are experienced and knowledgeable in the operation of said devices and equipment, as well as the associated safety equipment.
All materials will be reviewed against approved material submittals as they arrive on - site. Batch tickets or weigh certificates will be collected upon material arrival.
Our Construction Inspector will verify SWPPP and safety provisions have been implemented at the start of each work day, at the construction site. Any deviations will be documented. All system service interruptions, connections and abandonments will be coordinated with staff. In addition, he will coordinate and schedule materials testing and survey requirements with appropriate parties to ensure there is no delay to the project construction and to minimize costly down periods for anyone onsite.
We will digitally photograph the activities and maintain copies in the project files and our Construction Inspector will prepare daily field reports, which will document all observed project activity, including location of the activity, number of workers present, construction equipment used, quantities constructed, inspector present, weather conditions, and construction progress. All project documentation will be completed on standard forms. All documents will be submitted in hard copy and electronic copy formats.
9 Mr. Octavio Duran, P. E., City of Highland
Greenspot Road Median and Street
Management and Inspection
October 30, 2024
Improvements Project - Construction
Paqe 6 of 7
Our inspector will provide emergency contact information to allow for 24- hour accessibility. He will verify site safety conditions on a daily basis and, should conditions be unsafe, advise the contractor of corrective actions. If the contractor fails to remediate such conditions, he will advise the City and request direction.
Should an accident occur, we will notify the City and note all site conditions and photo document the accident location.
Deliverables: Daily Field Reports, Site Deficiency Reports, Batch Tickets, Photographs, Accident Reports, Testing Reports, and Summary Reports Task No. 8 - Record Drawings
Each month, our Construction Inspector will review the contractor' s records to ensure that a diligent effort is being made to keep current and accurate records of work in place. If deficiencies are observed, we will withhold the contractor' s progress payment until the contractor demonstrates compliance.
Once the projects have been completed, we will provide the City with a complete set of redlined record drawings which will reflect the improvements as constructed; any changes made during project construction will be shown on the record drawings based on contractor' s and our records. Drawings will be forwarded to the design engineer to prepare final as -built drawings to be provided to the City.
Deliverables: Redlined Record Drawings
Task 9 - Project Close -Out
After project construction is essentially complete, we together with City staff, if desired, will field review the projects and prepare a construction deficiencies list punch list) of items requiring remedial work. After all deficiencies are corrected, our Construction Manager will prepare a letter, recommending acceptance of the projects.
Once the remedial work is completed, TKE will review and process the final project invoice for each separate project.
TKE will assist the City to identify, track and monitor the completion of warranty work prior to the construction completion date. We will obtain lien waivers, bonds, guarantees, warranties, if required, and other documents required by the Contract Documents for final Contract Closeout.
In addition, we will prepare the Notice of Substantial Completion to establish the date for the commencement of contract warranty periods and acceptance of maintenance responsibility by City. We will provide the Contractor with a list of any remaining incomplete work requirements to be completed prior to Final Completion.
After all project requirements have been completed, we will prepare a ' Notice of Completion" report documenting the final completion of the project and acceptance of the project improvements by the City.
10 Mr. Octavio Duran, P. E., City of Highland
Greenspot Road Median and Street
Management and Inspection
October 30, 2024
Improvements Project - Construction
Paqe 7 of 7
We will forward copies of all records in digital and hard copy format ( CD ROM and mylar) and we will prepare a summary of construction changes, final cost, and schedule revisions.
Deliverables: Punch List, Final Payment, Project Records, and Notice of Completion
FEE
TKE' s fee to provide the scope of service described above is shown on the attached fee table breakdown. TKE will invoice monthly in accordance with our rate schedule and will not exceed our fee without prior approval from the City.
TKE' s scope is based off part time inspection for a construction period of 30 working days and was developed based on conversations with City Staff and our review of the project pavement exhibits obtained from the City.
Again, thank you for the opportunity to submit our proposal to provide professional consulting services. If you have any questions, please contact me at ( 951) 680- 0440.
Sincerely,
Terry Renn r, P. E., P. L. S., Q. S. D.
Senior Vice President
TKE Engineering, Inc.
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12 STAFF REPORT
TO THE CITY COUNCIL
DATE: November 12, 2024
FROM: Carlos Zamano, City Manager
REVIEWED BY: Octavio Duran, Public Works Director/ City Engineer 00 PREPARED BY: Melissa Morgan, Public Services Manag 11_..) SUBJECT: 2025 Community Events
RECOMMENDATION: That the City Council discuss Community Events and direct staff accordingly.
FISCAL IMPACT: None
PUBLIC NOTICE: Public notice is not required prior to the City Council taking action on this matter. However, the Agenda was posted at the three ( 3) locations within the City, as required by Council Resolution and on the City' s Website.
BACKGROUND: Below is a list of 2025 community events and proposed dates. Staff is seeking direction from Council to confirm event dates and initiate planning, if desired.
Public Safety Appreciation Luncheon
Fire Station Open Houses
Arbor Day
July 4t" Parade
National Night Out
State of the Community
Volunteer Recognition Dinner
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second
Wednesday, March 5, 2025, Police
Friday, March 7, 2025, Fire — Station 3
Saturday, April 12, 2025 — Station 1
Saturday, June 7, 2025 — Station 2
Saturday, October 11, 2025 —Station 3
Thursday, April 24, 2025
Friday, July 4, 2025
Tuesday, August 5, 2025
Thursday, August 28, 2025
Thursday, October 23, 2025
Agenda Item No. 1D
File No.
City City Manager
1 STAFF REPORT
TO THE CITY COUNCIL
DATE: November 12, 2024
FROM: Carlos Zamano, City Manager
1 ,,
REVIEWED BY: Lawrence A. Mainez, Community Development Director'\ Alondra Munoz, City Clerk `
PREPARED BY: Camille Duarte, Administrative Assistant III C-h SUBJECT: Appoint two ( 2) Members of the Public to the Community Trails Committee
RECOMMENDATION: Staff recommends the City Council appoint two ( 2) members of the public to the Community Trails Committee.
PUBLIC NOTICE: No public hearing notice is required. The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City's website.
BACKGROUND: On August 13, 2024, the City Council declared two ( 2) seats vacant Members Robert Bowman and Brent Merideth) and posted that vacancy in accordance with the Maddy Act. Pursuant to Chapter 2. 32. 020 of the Highland Municipal Code, the Community Trails Committee shall consist of five members appointed by the City Council and shall serve without compensation. Each member of the Committee shall serve a two- year term of office and have a demonstrated knowledge and interest in one or more of the following: equestrian activities, bicycling, hiking, nature studies, or landscape/ open space design. Two ( 2) applications have been submitted for consideration. Therefore, it would be appropriate for the City Council to appoint two ( 2) individuals to the Community Trails Committee.
Attachment: 1. Public Service Applications
proved Motion
nied Ayes
ntinued Noes
led Abstain
Absent
City Cl
Second Agenda Item No.
File No.
City Manager
1 ATTACHMENT 1
Public Service Applications
2 RECEIVE
SEP 17 2024
CITY OF HIGHLAND
CITY CLERK
PUBLIC SERVICE APPLICATION
For Office Use Only:
Expires: 6,6f. ;*07'rl
Appointees must be residents within the corporate city limits of the City of Highland, serve without compensation, submit a Statement of Economic Interests Form 700 and complete an ethics training course pursuant to AB 1234.
BOARD/ COMMISSION/ COMMITTEE YOU ARE APPLYING FOR:
M Community Trails Committee ( see attached roles and responsibilities) Historic and Cultural Preservation Board ( see attached roles and responsibilities) Planning Commission ( see attached roles and responsibilities) PERSONAL INFORMATION:
Name: J< < ic o , L vwr+ nt
Address: 2 SYqZ C- ba lo-'l aes f-t• S / C 9L3S, L
How long have you resided in Highland? '! «, s
Home phone: [ go9J 4ZS -/ Z 33 Cell phone:
Work phone: C 301
Email address: / 2-OZ awM ./ , vc T(° • Occupation/
Employer: Employer
address: 9k42— (f.,, D - / e-: 5le Position
held: CF aei-- 6Sn
S-) G 46S'- 7 7/ Available
for meetings: Daytime Evenings k9 Both Public
Service Application September
2020 Page
1of 5
3 INTEREST IN THE POSITION:
What are your principal areas of interest in your City Government? Education, training or special knowledge which might be relevant to this appointment:
r
L«, 5 1 L' to 55 t - t- 1 c.' 7iah.S Gt,-- / a. r4n 1/ cw G- ' i 1 •- r Employment, membership in service or community organizations or volunteer work which might be relevant to this appointment:
Xr 1 r r -% o t 5 LA -
Public Service Application
September 2020
4 Have you been, or are you now, a member of a governmental board, commission or committee? JO Yes No
If so, please list the name and dates served:
I;tA (' 6 h„ AL.. 4-rie a
REMARKS:
Please indicate any further information you wish to add regarding your desired appointment ( use other side of paper if needed).
SIGNATURE:—
DATE:
u9 Check box to confirm you have read the attached roles and responsibilities related to the committee, board or commission you are applying for.
When you have completed this application, please submit to:
CITY CLERK
CITY OF HIGHLAND
27215 BASE LINE
HIGHLAND CA 92346
909) 864- 6861, EXT. 226
This application will be kept on file for a period of one year from the date signed.
Public Service Application
September 2020
5 RECEIVE®
OCT 2 4 2024
CITY
CND
CITY
CLERK PUBLIC
SERVICE APPLICATION For
Office Use Only: Expires
Oc+. U25 Appointees
must be residents within the corporate city limits of the City of Highland, serve without compensation, submit a Statement of Economic Interests Form 700 and complete an ethics training course pursuant to AB 1234. BOARD/
COMMISSION/ COMMITTEE YOU ARE APPLYING FOR: R!
Community Trails Committee ( see attached roles and responsibilities) Historic and Cultural Preservation Board (see attached roles and responsibilities) Planning Commission (see attached roles and responsibilities) PERSONAL INFORMATION: Name:
Brent Merideth Address:
29733 Southwood Ln How
long have you resided in Highland? 21 years Home
phone: 909- 425-2153 Work
phone: 909- 382- 6690 Email
address: meridethbl@gmail. com Occupation/
Employer: Northrop Grumman Employer
address: http://northropgrumman. com Position
held: Engineer Cell
phone: 909- 725- 4884 Available
for meetings: Daytime R1 Evenings Both Public
Service Application September
2020 Page
1of 5
6 INTEREST IN THE POSITION:
What are your principal areas of interest in your City Government? My primary interest in Highland City Government is with the city' s trail system. Highland' s unique location offers its residents quick access to the conveniences of living within a city together with the benefits of the outdoors. The city has improved on that by extending some of the trails into the residential areas. I would like to ensure the city continues to build on that legacy as it continues to grow so residents have safe, easy access to what I believe are the city' s greatest assets.
Education, training or special knowledge which might be relevant to this appointment:
I proudly served on the Highland Trails committee from 2010 until 2016, then again from 2022 to present. I stepped down to pursue a Master' s in engineering. The coursework included technical and business subject matter that further enhances my ability to help the committee.
Employment, membership in service or community organizations or volunteer work which might be relevant to this appointment:
I served eight years on the city trails committee. During that time I performed development oversight of the Natural Parkland Trail, I presented at the Santa Ana Bridge Class I trail ribbon cutting, and I continuously advocated for more trail access for non -motorized uses. I' ve participated in dozens of SBCTA discussions about non -motorized projects.
I will continue to devote time to making transportation safer throughout the county.
Public Service Application
September 2020
7 Have you been, or are you now, a member of a governmental board, commission or committee? 9 Yes No
If so, please list the name and dates served:
Highland Trails Committee 2010-2016 & 2022-2024
REMARKS:
Please indicate any further information you wish to add regarding your desired appointment ( use other side of paper if needed).
have walked all of Highland' s trails and biked each of the city' s bike lanes.
I' ve biked over 35, 000 miles, in the county, and many of those miles were in Highland. I have two children ( 18 and 15), so I am interested in ensuring the trails meet the needs of users of all ages and abilities. I participate in the city' s pedestrian and cycling outreach initiatives and continue to provide feedback geared toward additional access and ability.
SIGNATURE: Brent Merideth
DATE: 09/ 13/ 2024
Check box to confirm you have read the attached roles and responsibilities related to the committee, board or commission you are applying for.
When you have completed this application, please submit to:
CITY CLERK
CITY OF HIGHLAND
27215 BASE LINE
HIGHLAND CA 92346
909) 864- 6861, EXT. 226
This application will be kept on file for a period of one year from the date signed.
Public Service Application
September 2020
8 STAFF REPORT
TO THE CITY COUNCIL
DATE: November 12, 2024
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: City Manager Report and Comments
Work Program, Regional/ Legislative/ Development Issues, Subcommittees, etc.)
RECOMMENDATION: Discussion and possible action.
Approved
Denied
Motion
Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No.
File No.
City City Manager
1 STAFF REPORT
TO THE CITY COUNCIL
DATE: November 12, 2024
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: Council Member Comments
Agency/ Committee/ AB1234 Reports, District Updates, etc.) RECOMMENDATION: Discussion and possible action.
Approved
Denied
Continued
Tabled
Motion
Ayes _
Noes
Abstain
Absent
Second Agenda Item No.
File No
City Cl City Manager
1