CITY OF HIGHLAND
CITY COUNCIL AGENDA I
Special Meeting
January 28, 2025 at 6: 00 PM
City Hall Donahue Council Chambers
27215 Base Line, Highland CA 92346
COUNCILMEMBERS
Penny Lilburn, Mayor
District 3
Larry McCallon, Councilmember
District 5
Gregory Hogan, Councilmember
District 1
John P. Timmer, Councilmember
District 4
Vacant, Councilmember
District 2
STAFF
Carlos Zamano, City Manager
Lawrence Mainez, Community Development Director
Leticia Nava -Cruz, Director of Administrative Services/ City Treasurer Octavio Duran Jr., Public Works Director/ City Engineer Maricela Marroquin, City Attorney
Alondra Munoz, City Clerk
MISSION STATEMENT
Highland is dedicated to the betterment of the individual, the family, the neighborhood and the community.
The City Council and the staff of Highland are dedicated to providing the quality of public facilities and services that its citizens are willing to fund and will do so as efficiently as possible. 864- 6861
1 www. citvofhighland. o
City Council Special Meeting Agenda January 28, 2025
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance, please contact the City Clerk' s office at ( 909) 864- 6861, ext. 226, at least 72 hours prior to the meeting for any requests for reasonable accommodations, including interpreters.
Pursuant to Government Code Section 54957. 5, any disclosable public records related to an open session item on the meeting agenda and distributed by the City of Highland to all or a majority of the City Council prior to that meeting are available for public inspection at City Hall, 27215 Base Line, Highland, CA 92346, during normal business hours.
Levine Act: Pursuant to Government Code Section 84308, any party to a City proceeding must disclose on the record any campaign contributions made to a member of the City Council (or commission) in excess of $250 in the past 12 months. This disclosure requirement includes contributions by the parry' s agent and aggregated contributions from persons or entities related to the party. Please make the disclosure as soon as possible, but no later than the beginning of the proceeding.
CITY COUNCIL SPECIAL MEETING
JANUARY 28, 2025 - 6: 00 p. m.
NOTICE IS HEREBY GIVEN that a special meeting of the Highland City Council is hereby called to be held on January 28, 2025, at 6: 00 p. m. in the City Council Chambers of City Hall located at 27215 Base Line, Highland, California. Said special meeting shall be for the purpose of conducting business in accordance with the attached Agenda.
CALL TO ORDER
INVOCATION
PLEDGE OF ALLEGIANCE
ROLL CALL
PUBLIC COMMENT LIMITED TO ITEMS ON THIS AGENDA ONLY
To address the City Council, please complete a speaker form located at the entrance and give it to the City Clerk prior to the beginning of the meeting. Your name will be called when it is your turn to speak. State Law prohibits the City Council from acting on any item not on the agenda.
Individual speakers are limited to three ( 3) minutes each.
For those wishing to make public comments by email, please submit your comments by 5: 00 p.m. on January 28, 2025, to the City Clerk at publiccomment( D-cityofhighland. org. If you are submitting a public comment pertaining to an item on the January 28, 2025 agenda, please identify the agenda item number in the subject line.
CITY COUNCIL BUSINESS
1. Filling the City Council District 2 Seat Vacated by Anaeli Solano RECOMMENDATION: That the City Council consider whether to fill the vacancy in Council District 2 by appointment or by a special election to be held on November 4, 2025.
2. Appointment of Mayor Pro Tern for 2024/ 2025 Following Councilmember Resignation RECOMMENDATION: That the City Council appoint a new Mayor Pro Tern following the resignation of Councilmember Anaeli Solano.
2 City Council Special Meeting Agenda January 28, 2025
3. Review and Revise Current Membership on City Council Subcommittees, Ad Hoc Committees and Agency Appointments Following Councilmember Resignation RECOMMENDATION: That the City Council review and revise as appropriate the current membership on various City Council Subcommittees, Ad Hocs, and Agency Appointments.
CITY COUNCIL CONSENT CALENDAR
4. Waive the Reading of All Ordinances
RECOMMENDATION: Waive the reading of all Ordinances in their entirety and read by title only.
5. Minutes - December 10 2024 Regular City Council Meeting RECOMMENDATION: Approve the Minutes as submitted.
6. Warrant Register
RECOMMENDATION: Approve Warrant Register No. 773 for January 28, 2025, in the amount of $ 6, 634, 976. 62 and Payroll of $384, 513. 77.
7. Treasurer' s Report for November 2024
RECOMMENDATION: That the City Council receive and file Treasurer' s Report for November 2024.
8. Treasurer' s Report for December 2024
RECOMMENDATION: That the City Council receive and file Treasurer' s Report for December 2024.
9. Claim Consideration - Zena McDonald
RECOMMENDATION: George Hills Company recommends the City Council reject the claim.
10. Claim Consideration - Abel Perez
RECOMMENDATION: George Hills Company recommends the City Council reject the claim.
11. Claim Consideration - Maria Guadalupe Guerrero
RECOMMENDATION: George Hills Company recommends the City Council reject the claim.
12. Records Destruction Authorization
RECOMMENDATION: That the City Council approve the destruction of certain records.
13. Resolution No. 2025- a Resolution of the City Council of the City of Highland, California Reaffirming and Extending Proclamation of a Local Emergency in the City of Highland as a Result of the Line Fire
RECOMMENDATION: That the City Council adopt Resolution No. 2025- continuing to extend the Proclamation of a Local Emergency in the City of Highland as a result of the Line Fire.
3 City Council Special Meeting Agenda January 28, 2025
14. Resolution No. 2025- Establishinq Employee Salaries RECOMMENDATION: The Finance/ Personnel Subcommittee recommends that the City Council:
1) Reclassify the position of Administrative Services Manager to Information Technology Technician;
2) Retain the position of Deputy City Clerk;
3) Adopt Resolution No. 2025- a Resolution of the City Council of the City of Highland, California, establishing employee salaries; and 4) Direct the City Attorney to finalize the All Covered Managed Service Provider Information Technology ( IT) contract and authorize the City Manager to execute the contract when final. Attached is the proposed contract, not final.
15. Contract Renewal - 2020- 08, " Citywide Concrete Maintenance" RECOMMENDATION: That the City Council:
1) Extend the Citywide Concrete Maintenance contract with Above All Names Construction Services, Inc. for one year; and
2) Approve a 9. 7% increase to the contract unit prices.
16. Contract Renewal - 2020- 09 " Citywide Traffic Striping and Pavement Marking Maintenance"
RECOMMENDATION: That the City Council:
1) Extend the Citywide Traffic Striping and Pavement Marking Maintenance contract with Interstate Striping & Signs, Inc. for one year; and 2) Approve a 5. 2% increase to the contract unit prices.
17. Authorization and Purchase Aqreements for Heating, Ventilation, and Air Conditionin HVAQ System Repairs for YMCA Building
RECOMMENDATION: That the City Council:
1) Waive formal contract procedures per Municipal Code Section 2. 40. 100 for which the city' s best interests are served;
2) Approve the proposal from TRANE in the amount of $319,000 to replace the chiller unit at the YMCA through the city' s Omnia Partners cooperative purchasing program contract # RACINE- 3341;
3) Approve the proposal from Johnson Controls to replace the climate control system at the YMCA in the amount of $ 60, 887. 45 through the city' s Sourcewell cooperative purchasing program contract # 070121- JHN; and 4) Authorize the City Manager to sign purchase agreements with TRANE and Johnson Controls to replace the chiller unit and climate control system at the YMCA building.
18. Preparation of Annual Engineer's Reports for 2025/2026 Assessments RECOMMENDATION: That the City Council:
1) Adopt Resolution No. 2025- ordering the preparation of an Engineer' s Report for Consolidated Landscape and Lighting District No. 96- 1; and 2) Adopt Resolution No. 2025- ordering the preparation of an Engineer's Report for Street and Drainage Maintenance District 96- 1.
19. 29th Annual Highland Community Trails Day Event
RECOMMENDATION: The Community Trails Committee ( CTC) recommends that the City Council approve Saturday, June 7, 2025, as the date for the 29th Annual Highland Community Trails Day Event.
4 City Council Special Meeting Agenda January 28, 2025
20. Construction and Construction Management Services Contract Award - Highland Reginal Connector Project ( Project No. str22002)
RECOMMENDATION: That the City Council:
1) Award the construction contract for Bid No. 2024- 03, Highland Regional Connector Project to the responsible low bidder, Matich Corporation, in the amount of 792, 659. 22;
2) Approve the proposal from Willdan Engineering to provide construction management and inspection services (CM Services) in the amount of $88, 500; 3) Authorize the City Manager to approve amendments to the Willdan Engineering task order up to 10% of the proposal amount; and
4) Approve a budget adjustment in the amount of $ 80, 275 from the Measure I Unreserved/ Undesignated fund balance ( 017- 2100) to be expended from Measure I Traffic Improvements ( 017- 8350- 6550).
CITY COUNCIL LEGISLATIVE
21. City Manager Report and Comments (Work Program Regional/ Legislative/ Development Issues, Subcommittees, etc.)
RECOMMENDATION: Discussion and possible action.
22. Council Member Comments (Agency/ Committee/AB 1234 Reports District Updates etc.) RECOMMENDATION: Discussion and possible action.
ANNOUNCEMENTS
ADJOURN
I, Alondra Munoz, City Clerk, certify I caused to be posted this Agenda on or before January 23, 2025, by 5: 30 p. m., on our website at www. citvofhighland. org and in the following designated areas: Highland Branch Library ( 7863 Central Avenue), Fire Station No. 1 ( 26974 Base Line), and City Hall ( 27215 Base Line).
Date: January 23, 2025
Alondra Moz
City Clerk P
5 STAFF REPORT
TO THE CITY COUNCIL
DATE: January 28, 2025
FROM: Carlos Zamano, City Manager
REVIEWED: Maricela Marroquin, City Attorney
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: Appointment of Mayor Pro Tern for 2024/ 2025 Following Councilmember Resignation
RECOMMENDATION: That the City Council appoint a new Mayor Pro Tern following the resignation of Councilmember Anaeli Solano.
FISCAL IMPACT: None.
PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City's website.
BACKGROUND: Effective December 20, 2024, Councilmember Solano submitted her resignation, creating a vacancy on the City Council. This resignation also left the position of Mayor Pro Tern vacant, as Councilmember Solano held that role.
The Mayor Pro Tern serves as the acting Mayor in the absence or incapacity of the Mayor. Per Resolution No. 2001- 012, after the occurrence of a vacancy created by a resignation, the City Council must appoint a new Mayor Pro Tern to fill the position until the next meeting scheduled for selection of Mayor and Mayor Pro Tem, traditionally on the second Tuesday of the month during December of each year.
The nomination and selection process shall conform with the procedures laid forth per Resolution No. 2001- 012 Section 3. 1( d). Nominations for the office of Mayor Pro Tern may be made by any member of the Council and need not be seconded in order to be effective. The selection shall be by three or more affirmative votes.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No.
File No.
City Clerk it anager
1 STAFF REPORT
TO THE CITY COUNCIL
DATE: January 28, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: Review and Revise Current Membership on Council Subcommittees, Ad Hoc Committees, and Agency Appointments Following Councilmember Resignation RECOMMENDATION: Review and revise as appropriate the current membership on various Council Subcommittees, Ad Hocs and Agency Appointments
FISCAL IMPACT: None
PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City's website.
BACKGROUND: Traditionally, the Council has reviewed the appointments to the Subcommittees, Ad Hocs and Agencies annually in December. The recent resignation of CouncilmemberAnaeli Solano effective December 20, 2024 has resulted in vacancies across various Council Subcommittees, Ad Hoc Committees, and external Agency Appointments.
This provides an opportunity to review and revise the current membership assignments to ensure proper representation and continuity of operations. City Council will need to revisit and update assignments once a replacement is appointed to fill the vacant council seat.
The Subcommittee and Agency appointments are done with the approval of a majority of the Council, however, only the Mayor may establish or delete an Ad Hoc Committee.
Approved Motion Second
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Agenda Item No.
File No.
City rk anager
1 CITY OF HIGHLAND
AD HOC APPOINTMENTS
An ad hoc committee is composed solely of less than a quorum of the legislative body and is exempted from the Brown Act. Ad Hoc Committees are created by the Mayor to serve a limited or single purpose, are not perpetual, and are to be dissolved once their specific task is completed. The City Clerk shall be notified of the creation of an Ad Hoc Committee and the members appointed.
AD HOC MEMBERS ESTABLISHED
There are no Ad Hoc Committees.
12/ 11 / 24
cityofficials\ ad hoc committees. doc
2 CITY OF HIGHLAND
CITY COUNCIL ASSIGNMENTS
SUBCOMMITTEES MEMBERS
Community Day of Service Hogan, Solano
Finance/ Personnel McCallon, Timmer
Legislative Lilburn, Solano
Public Facilities Solano, Timmer
Public Safety Hogan, Lilburn
Public Works McCallon, Timmer
AGENCY APPOINTMENTS
Omnitrans Lilburn, Alt- McCallon
SANBAG McCallon, Alt- Lilburn
SBIAA Lilburn, Alt- McCallon
SCAG Lilburn, Alt- Solano
Santa Ana River Wash Area Hogan, Alt -Timmer
Coordinated Planning
Activities Committee
Solid Waste Task Force Lilburn, Alt -Morgan
STAFF AGENCY APPOINTMENTS
Gangs & Drugs Task Force Chief of Police
California Intergovernmental Risk Authority
CIRA) Nava - Cruz, Alt- Zamano
ESTABLISHED
12/ 08/ 15
12/ 18/ 87
08/ 23/ 88
12/ 14/ 99
05/ 10/ 88
05/ 10/ 88
12/ 11/ 24
cityofficials\subcommittee. doc
3 DATE:
FROM:
REVIEWED BY:
PREPARED BY:
SUBJECT:
STAFF REPORT
TO THE CITY COUNCIL
January 28, 2025
Carlos Zamano, City Manager
Maricela Marroquin, City Attorney
Alondra Munoz, City Clerk
Filling the City Council District 2 Seat Vacated by Anaeli Solano RECOMMENDATION: That the City Council consider whether to fill the vacancy in Council District 2 by appointment or by a special election to be held on November 4, 2025.
FISCAL IMPACT: Appointment of a successor to fill the unexpired City Council term will only cost the city staff time and advertising costs. Holding a special election would incur election costs to consolidate with the County of San Bernardino Registrar of Voter' s Office. Staff has reached out to the Clerk -Recorder Office to get an updated estimate cost for a single district election. At the time of this writing, that information is not available.
PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City' s website.
BACKGROUND & DISCUSSION: Former CouncilmemberAnaeli Solano provided her letter of resignation effective December 20, 2024, creating a vacancy on the Highland City Council for District 2. She was elected to the City Council in the November 2022 General Election to serve a four (4) year term.
To fill the vacancy, under state law, the City Council must either call a special election or fill the vacancy by appointment before February 18, 2025. Government Code Section 36512( b) states, "If a vacancy occurs in an elective office provided for in this chapter, the council shall, within 60 days from the commencement of the vacancy, either fill the vacancy by appointment or call a special election to fill the vacancy."
Approved Motion Second Agenda Item No. 3
Denied Ayes
Continued Noes File No.
Tabled Abstain
Absent
City Cler y Manager
1 The successor councilmember may serve until the expiration of Councilmember Solano's term, which is November 2026.
The person appointed or elected must be:
A resident of District 2;
A registered voter; and
A United States citizen 18 years of age or older.
A. APPOINTMENT PROCESS
If the City Council chooses to fill the vacancy by appointment, State law does not specify a particular process for the selection of a qualified replacement councilmember. The process is a matter of City Council discretion. There are a variety of ways in which an appointee can be selected. This process typically involves accepting applications, conducting interviews, and voting to appoint the new member. The Council, however, does not need to follow this process and could simply appoint a person as well. If someone were appointed to fill the vacant District 2 seat, that person shall hold office for the balance of the remaining term through the November 3, 2026 election.
B. SPECIAL ELECTION
If the City Council does not appoint a replacement by the statutory deadline of February 18, 2025, they are required to call a special election. Government Code Section 36512( b)( 1) states the City Council must adopt a resolution by February 18, 2024, calling for a special election at the next regularly established election date not less than 114 days from the call of the election.
That date is November 4, 2025. The seat would remain vacant until the November 4, 2025 election is certified and the elected successor takes office. The person elected would then hold office for the remainder of the unexpired term until the November 3, 2026 election.
It is important to note that the City Council cannot leave this seat vacant for the remainder of the term. Staff is seeking direction from the City Council on the appropriate course of action to fill the vacancy. Given the legal obligation to act and the distinct timelines and costs associated with each option, City Council guidance is critical to determine the next steps in addressing this matter efficiently.
2 STAFF REPORT
TO THE CITY COUNCIL
DATE: January 28, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: Waive the Reading of All Ordinances
RECOMMENDATION: Waive the reading of all Ordinances in their entirety and read by title only.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No.
File No.
City City Manager
1 STAFF REPORT
TO THE CITY COUNCIL
DATE: January 28, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: Minutes - December 10, 2024 Regular Meeting
RECOMMENDATION: Approve the Minutes as submitted.
Approved
Denied
Continued
Tabled
Motion Second
Ayes
Noes
Abstain
Absent
Agenda Item No.
File No.
City CIejk City Manager
1 City Council Regular Meeting Minutes December 10, 2024
CALL TO ORDER
The regular meeting of the City Council of the City of Highland was called to order at 6: 01 p. m. by Mayor Lilburn at the Donahue Council Chambers, 27215 Base Line, Highland, California.
The invocation was given by Pastor Willie Hicks, Harvest Care Church, and the Pledge of Allegiance was led by Councilmember Chavez -Cordova.
ROLL CALL
Present: Chavez -Cordova, Lilburn, McCallon, Solano, Timmer
Absent: None
REPORT FROM CLOSED SESSION
PUBLIC COMMENT ( ITEMS NOT ON THE AGENDA)
Janel Ruiz introduced herself as the new Public Affairs Manager at Southern California Gas Company covering San Bernardino County.
Junior Carrillo thanked the City Council for their service and dedication.
Jane Bouch and Chris Nielsen representing the Highland Chamber of Commerce spoke regarding upcoming events.
SWEARING IN OF NEWLY ELECTED COUNCILMEMBERS
City Clerk Munoz swore in the newly elected Councilmembers Gregory Hogan ( District 1), Penny Lilburn ( District 3), and Larry McCallon ( District 5).
CITY COUNCIL BUSINESS
1. Appointment of Mayor and Mayor Pro Tem for 2024/ 2025 City Clerk Munoz opened the floor for nominations for Mayor.
Councilmember McCallon nominated Councilmember Lilburn.
City Clerk Munoz called for any other nominations. Hearing none, she closed the floor for nominations.
Councilmember Lilburn was appointed Mayor.
City Clerk Munoz opened the floor for nominations for Mayor Pro Tem.
Mayor Lilburn nominated Councilmember Solano.
2 City Council Regular Meeting Minutes December 10, 2024 Councilmember Timmer nominated Councilmember McCallon.
City Clerk Munoz called for the vote for Councilmember Solano.
Hearing three ayes, Councilmember Solano was appointed Mayor Pro Tem.
2. Membership on Various Council Subcommittees Ad Hocs and Agency Organizations Councilmember Timmer proposed Councilmember Hogan retain the Subcommittees previously held by Councilmember Chavez -Cordova.
Mayor Lilburn requested she wanted to serve on the Legislative Subcommittee, previously held by Councilmember Chavez -Cordova.
Subcommittees
Community Day of Service
Finance/ Personnel
Legislative
Public Facilities
Public Safety
Public Works
Agency Appointments
Omnitrans
SANBAG
SBIAA
SCAG
Santa Ana River Wash Area Coordinated Planning
Activities Committee
Members
Hogan, Solano
McCallon, Timmer
Lilburn, Solano
Solano, Timmer
Hogan, Lilburn
McCallon, Timmer
Members
Lilburn, Alt-McCallon
McCallon, Alt- Lilburn
Lilburn Alt- McCallon
Lilburn, Alt- Solano
Hogan, Alt -Timmer
Staff Agency Appointments Members
Gangs & Drugs Task Force Chief of Police
California Intergovernmental Risk Authority (CIRA) Nava -Cruz, Alt-Zamano A MOTION was made by Councilmember McCallon, seconded by Mayor Pro Tem Solano, to move forward with the recommendations on the various Subcommittees.
Motion carried, 5- 0.
CITY COUNCIL CONSENT CALENDAR
A MOTION was made by Mayor Pro Tem Solano, seconded by Councilmember Timmer, to approve the consent calendar as submitted. Motion carried on a roll call vote, 5- 0.
3. Waive the Reading of All Ordinances
Waived the reading of all Ordinances in their entirety and read by title only.
4. Minutes - November 12, 2024 City Council Regular Meeting Approved the Minutes as submitted.
3 City Council Regular Meeting Minutes December 10, 2024
5. Warrant Register
Approved Warrant Register No. 772 for December 10, 2024, in the amount of 2, 597, 132. 41 and Payro I of $220, 649. 58.
6. Treasurer' s Report for October 2024
Received and filed Treasurer' s Report for October 2024.
7. Claim Consideration - Noel Montes
Rejected claim.
8. Claim Consideration - Maria Gudalupe Guerrero
Rejected claim.
9. Resolution No. 2024- 055 a Resolution of the City Council of the City of Highland, California Reaffirming and Extending Proclamation of a Local Emergency in the City of Highland as a Result of the Line Fire
Adopted Resolution No. 2024- 055, reaffirming and extending Proclamation of a Local Emergency in the City of Highland as a result of the Line Fire.
RESOLUTION NO. 2024- 055
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,
CALIFORNIA, PROCLAIMING THE CONTINUED EXISTENCE OF A LOCAL
EMERGENCY AS A RESULT OF THE LINE FIRE
10. The Annual Comprehensive Financial Report (ACFR), the Single Audit Report on Federal Award Programs the Independent Auditor' s Report on Internal Controls, the Audit Conclusion Letter, and the Gann Limit ( Appropriations Limit) Letter. All Reports are for Fiscal Year Ended June 30, 2024
Received and filed the Annual Comprehensive Financial Report ( ACFR), the Single Audit Report on Federal Award Programs, the Independent Auditor' s Report on Internal Controls, the Audit Conclusion letter, and the Gann Limit (Appropriations Limit) letter. All reports are for Fiscal Year Ended June 30, 2024.
11. AB1600 Development Impact Fee Annual Report for Fiscal Year 2023/ 2024 per Government Code Section 66006
Received and filed the AB1600 Development Impact Fee Annual Report for Fiscal Year 2023/ 2024.
12. Developer In -Lieu Fee Annual Report Fiscal Year 2023/ 2024 Received and filed the Developer In -Lieu Fee Annual Report for Fiscal Year 2023/ 2024.
4 City Council Regular Meeting Minutes December 10, 2024
13. Resolution No. 2024- 056, Establishing Employee Salaries 1) Approved a 5% salary increase beginning January 1, 2025 for the Assistant Public Works Director; and
2) Adopted Resolution No. 2024- 056, establishing employee salaries.
RESOLUTION NO. 2024- 056
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,
CALIFORNIA, ESTABLISHING EMPLOYEE SALARIES
14. Easements Acceptance - Erika and Ricardo Velarde Family Revocable Living Trust - New Single Family Residence Project 7415 Via Deldene)
1) Accepted Grants of Easement for sidewalk purposes and community trail purposes from Erika and Ricardo Velarde; and
2) Directed the City Clerk to record the Grants of Easements.
15. Second Reading of Ordinance No. 467 - City of Highland Community Facilities District No. 2024- 001 ( Highland Park) Authorizing the Levy of a Special Tax Therein Conducted a second reading, read by title only, and waived further reading of Ordinance No. 467.
ORDINANCE NO. 467
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,
CALIFORNIA ACTING IN ITS CAPACITY AS THE LEGISLATIVE BODY OF CITY OF HIGHLAND COMMUNITY FACILITIES DISTRICT NO. 24- 001 ( HIGHLAND PARK)
AUTHORIZING THE LEVY OF A SPECIAL TAX THEREIN
16. Budget Adjustments for Emergency Preparedness and Response Efforts as a Result of the Line Fire for Fiscal Year 2024/ 2025
1) Approved a budget adjustment in the amount of $ 200, 001 from the General Fund reserves, Economic Uncertainty fund balance ( 001- 2550), to be expended from 001. 1450. 4260 for immediate emergency preparedness and response efforts. This adjustment will bring the total budget emergency preparedness and response efforts to $ 300, 000 for Fiscal Year 2024/ 2025; and
2) Authorized the City Manager to approve contracts and purchase orders up to the total budgeted amount of $ 300, 000 for emergency preparedness and response efforts.
CITY COUNCIL PUBLIC HEARING
17. Allocation of the City of Highland' s Community Development Block Grant Funds for Fiscal Year 2025/ 2026
Mayor Lilburn stated she would abstain from this item due to a conflict of interest; she is employed at the Highland Senior Center. She asked Mayor Pro Tern Solano to open the public hearing.
5 City Council Regular Meeting Minutes December 10, 2024 Mayor Pro Tern Solano opened the public hearing for the Community Development Block Grant Funds for Fiscal Year 2025/ 2026.
Assistant Community Development Director Stater stated each year, the City of Highland receives funding from the U. S. Department of Housing and Urban Development ( HUD) through the County of San Bernardino. This year, the anticipated allocation is $ 378, 381, reflecting a decrease of approximately 5% from the previous year. The City of Highland has received seven applications, two of which pertain to construction projects, while the remaining five are for public service initiatives. The City Council cannot allocate more than 15% of the total funding to public service projects.
The construction projects under consideration include the Highland Code Enforcement initiative and the street improvements on 11th Street and Spark Street, with a total requested amount of $350, 000. However, the total available funding is $ 321, 624. If the City Council decides to fully fund all public service programs, the available amount of 56, 757 will be exhausted, despite the total requested amount for these programs being 84, 000.
Mayor Pro Tern Solano asked if there were any questions from staff? Seeing none, she referred to several speaker slips that were submitted.
Minky Balon spoke in support of the Highland Sam Racadio Library.
Molly Widdicombe spoke in support of the Girls on the Run program.
Jason Waitschies spoke in support of the Highland YMCA.
Evelia Zazueta spoke in support of the Highland YMCA.
Jackeline Moratoya spoke in support of the Highland YMCA.
Jeff Novak spoke in support of the Highland Senior Center.
Linda Sowell Spoke in support of the Highland Senior Center.
Mayor Pro Tem Solano confirmed there were no additional speaker slips and closed the public hearing and brought it back to City Council for deliberation.
Councilmember Timmer stated due to a reduction in available funds, it would be appropriate if construction projects were prioritized first. Specifically, recommend allocating $ 120,000 to the City of Highland Code Enforcement and $ 201, 624 for the construction of street improvements, totaling the full $ 321, 624.
A MOTION was made by Councilmember Timmer, seconded by Councilmember McCallon, to fund the Community Development Block Grant Funds Fiscal Year 2025/2026 construction and community improvement project applications in the following allocation amounts: Application Number HIGH25CN- 001 Enhanced Code Enforcement within the low -and moderate - income target areas $ 120, 000; Application Number HIGH25CN- 002 street improvements in target areas including 11th Street and Sparks Street for a total $ 321, 624. Motion carried, 4- 0, with Mayor Lilburn abstaining.
6 City Council Regular Meeting Minutes December 10, 2024 Mayor Pro Tern Solano moved forward with the second motion for the public service project programs.
Councilmember Timmer stated with limited funds, it is recommended we propose maintaining our support for the existing organizations and unfortunately, we do not have the funds to add a new organization. He suggested the following allocation amounts:
Central Little League for $ 14, 000, Highland Senior Center for $ 22,700, Highland Family YMCA for $ 12, 057, and San Bernardino County Library for $ 8, 000. This totals approximately $ 56, 757.
A MOTION was made by Councilmember Timmer, seconded by Councilmember McCallon, to fund the Community Development Block Grant Funds Fiscal Year 2025/ 2026 Application for public service project programs in the following amounts:
Application Number HIGH25PS- 012 Central Little League, scholarships for youth baseball and softball for $ 14, 000; Application Number HIGH25PS- 013 Highland Senior Center Service, activities and services to improve quality of life for $ 22, 700; Application Number HIGH25PS- 026 Highland Family YMCA, provide health and wellness activities for $ 12, 057; Application Number HGIH25PS- 048 San Bernardino County Library, adult literacy programs for $8, 000. Motion carried, 4- 0, with Mayor Lilburn abstaining.
CITY COUNCIL LEGISLATIVE
18. First Amendment to the Revised and Restated Solid Waste Franchise Agreement Between the City of Highland and Burrtec Waste Industries, Inc., to Incorporate Senate Bill 1383 Requirements
Public Services Manager Morgan gave a brief review of the staff report.
Mayor Lilburn referred to the speaker slip that was submitted for this item.
Phil Goodrich representing East Valley Water District spoke in support of incorporating the Senate Bill 1383 requirements.
A MOTION was made by Councilmember McCallon, seconded by Councilmember Timmer, to approve and authorize the Mayor to execute the First Amendment to the Revised and Restated Solid Waste Franchise Agreement between the City of Highland and Burrtec Waste Industries, Inc., to incorporate Senate Bill 1383 requirements. Motion carried, 5- 0.
19. Tract 19915 - Assignment Agreement ( Century Communities) Public Works Director/ City Engineer Duran Jr. gave a brief review of the staff report.
A MOTION was made by Councilmember McCallon, seconded by Mayor Pro Tern Solano to:
1) Adopt Resolution No. 2024- 057, to accept the replacement subdivision bonds; 2) Authorize the Mayor to sign the "Assignment and Assumption Agreement" for Tract 19915; and
3) Approve the release of the improvement bonds for Tract 19915 posted by the original owner. Motion carried, 5- 0.
7 City Council Regular Meeting Minutes December 10, 2024 RESOLUTION NO. 2024- 057
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND, CALIFORNIA, APPROVING THE "ASSIGNMENT" AGREEMENT, AND ACCEPTING THE SUBDIVISON REPLACEMENT BONDS FOR TRACT NO. 19915
CENTURY COMMUNITIES)
20. Appoint Three ( 3) Members of the Public to the Historic and Cultural Preservation Board City Clerk Munoz gave a brief review of the staff report.
She opened the floor to nominations.
Councilmember McCallon nominated all three ( 3) incumbents Patrick Sandford, Jeffrey Staggs, and Hugh A. Walker.
Hearing no other nominations, City Clerk Munoz closed the floor for nominations.
City Clerk Munoz called for the vote of Patrick Sandford, Jeffrey Staggs, and Hugh A.
Walker.
City Council unanimously reappointed Patrick Sandford, Jeffery Staggs, and Hugh A.
Walker.
21. City Manager Report and Comments ( Work Program, Regional/ Legislative/ Development Issues, Subcommittees, etc.)
Director of Administrative Services/ City Treasurer Nava -Cruz stated the Highland Sheriff' s Department for the period of November 11 through December 8 received a total 2, 687 calls for service, made 263 reports, 100 arrests, issued 69 citations, conducted 235 traffic enforcement stops, responded to 38 traffic collisions, 22 transient calls, and towed 11 vehicles.
The Highland Fire Department for the month of November received 639 calls for service, some of which included: 474 medical aids, 31 traffic collisions, 6 structure fires, 13 vegetation fires, and 4 vehicle fires.
The Administrative Services/ Finance Department for the month of November issued 98 business licenses, renewed 236 business licenses, issued 58 dog licenses, 63 yard sale permits, and 169 account payable checks.
The Highland Newsletter is available for residents to stay informed about the latest events in Highland, while providing helpful resources.
Human Resources is currently recruiting two ( 2) vacancies: Assistant Engineer/ Associate Engineer/ Senior Civil Engineer for the Public Works Department, and an Administrative Assistant III for the Code Enforcement/ Building and Safety Department. Anyone interested can apply on our website.
On Thursday, December 12 from 10: 00 a. m. to 12: 00 p. m., the San Bernardino County Mobile Food Pantry will be held at the Highland Community Park.
8 City Council Regular Meeting Minutes December 10, 2024 Operation Santa Claus is scheduled to begin at Fire Station No. 3 on December 16, Highland Police Station on December 17, and at Fire Station No. 2 December 18. Each event will be held from 6. 00 p. m. to 8. 00 p. m.
On Thursday, December 19 at 6. 00 p. m., a Storm Prep Community Meeting will be held at the Highland Police Station.
For the month of October, Burrtec completed 188 illegal dumping work orders.
The Director of Real Estate Development for Costco informed staff they are pleased with the substantial progress being made and both the warehouse and gas service will be operational by March 8, 2025.
The Lowes Shopping Center located off Greenspot Road is undergoing exterior remodeling.
A new Grocery Outlet Store has commenced its tenant improvements to open shop where the former Staples Office Supplies used to be and anticipates opening in the next couple of months.
In late November, Robertson' s Ready Mix submitted a Design Review Application to the Planning Commission to construct a new 6000- square foot vehicle maintenance facility.
This building will be located along the south side of 3rd Street, east of Palm Avenue. The project will feature a prefabricated metal structure and will include enhancements to the surrounding site and right- of-way.
Highland Village Plaza, situated at the northwest corner of Base Line and Boulder Avenue, has responded positively to Code Enforcement notices concerning inadequate landscaping, maintenance, and repairs associated with the building trellises. The new owners, along with their property management team have initiated the replacement and improvements are anticipated to be completed within the next few months.
22. Councilmember Comments ( Agency/ Committee/ AB 1234 Reports, District Updates, etc.) Mayor Pro Tern Solano thanked City Council for appointing her to her new role.
Councilmember Hogan is looking forward to serving his community.
Mayor Lilburn is thankful and excited to serve the community as Mayor.
ANNOUNCEMENTS
None
CLOSED SESSION
None
9 City Council Regular Meeting Minutes December 10, 2024
ADJOURN
There being no further business, Mayor Lilburn adjourned the meeting at 7: 14 p. m. in memory of Derek Bellefeuille Sr.
Submitted By:
Alondra Munoz
City Clerk
Approved By:
Penny Lilburn
Mayor
10 STAFF REPORT
a
TO THE CITY COUNCIL
HIGH'~
DATE: January 28, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Leticia Nava -Cruz, Director of Administrative Services/ City Treasurer SUBJECT: Warrant Register # 773
RECOMMENDATION: City Council to approve Warrant Register #773; Warrants in the amount of $6, 634, 976. 62 and Payroll in the amount of $384, 513. 77 FISCAL IMPACT: The total of Cash and Expenditures is $ 7, 019, 490. 39 PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City's website.
BACKGROUND: See Printouts Attached.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No.
File No.
City C City anager
1 Warrants:
Payroll:
CITY OF HIGHLAND
WARRANT REGISTER # 773
January 28, 2025
12/ 3/ 2024 Ck# 90565- 90609
356, 867. 18
506, 834. 38
12/ 10/ 2024 Ck# 90610- 90653 11. 26
12/ 10/ 2024 Payroll Wire # 978 71, 221. 26
12/ 13/ 2024 Payroll Wire # 974- 977 & Ck # 90654
12/ 17/ 2024 Ck# 90655- 90686
276, 535. 86
12/ 24/ 2024 Ck# 90687- 90724
3, 740, 367. 54
12/ 27/ 2024 Payroll Wire # 979- 982 & Ck # 90725
71, 484. 84
12/ 31/ 2024 Ck# 90726- 90750
101, 700. 52
1/ 7/ 2025 Ck# 90751- 90782
153, 109. 38
1/ 10/ 2025 Payroll Wire # 983-986 & Ck # 90783 77, 512. 92 1/ 14/ 2025 Ck# 90784- 90826
1, 279, 331. 48
Total Warrants $ 6, 634, 976. 62
12/ 13/ 2024
12/ 13/ 2024
12/ 13/ 2024
12/ 27/ 2024
12/ 27/ 2024
1/ 10/ 2025
1/ 10/ 2025
1/ 10/ 2025
APPROVED BY:
Larry McCallon
Finance Subcommittee
John Timmer
Finance Subcommittee
Direct Deposits # 14657- 14697
Ck # 736
Direct Deposits # 14698
Direct Deposits # 14699- 14739
Ck # 737
Direct Deposits # 14740- 14779
Ck # 738
Direct Deposit # 14780
Total Warrants & Payroll
Total Payroll
Lc./`
Carlos zamano
City Manager
113, 970. 86
279. 98
67. 85
119, 250. 10
279. 98
149, 409. 74
372. 33
882. 93
384, 513. 77
7, 019, 490. 39
Leticia va- Cruz
Director of Administrative
Services/ City Treasurer
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DATE:
FROM:
PREPARED BY:
SUBJECT:
RECOMMENDATION:
FISCAL IMPACT:
STAFF REPORT
TO THE CITY COUNCIL
January 28, 2025
Carlos Zamano, City Manager
Tish Nava -Cruz, Director of Administrative Services/City TreasurerU Treasurer' s Report for November 2024
City Council to receive and file the Treasurer' s Report for November 2024
Cash and Investments. -
General Fund
Special Revenue Funds
Internal Service Funds
Capital Projects Funds
Agency Funds
Housing Authority Fund
SARDA Funds
12, 855, 027. 39
39, 351, 964. 60
5, 481, 094. 80
30, 394, 191. 77
1, 650, 046. 02
3, 741, 067. 25
3, 073, 883. 29
PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City' s website.
BACKGROUND: Increases in the checking account were due to revenues received plus funds wired from LAIF and CAMP. Decreases in the checking account were a result of payments to vendors, payroll and funds wired to LAIF, CAMP and U. S. Bank. Increases in the fiscal agent accounts ( US Bank) resulted from interest and bond payment receipt. Decreases resulted in vendor payments and debt service payments. Increases in the CAMP account were due to interest received. Decreases were a result of funds being wired to the city' s checking account primarily for payment of public works projects. The maximum limit on regular accounts is $ 75M.
Attachments: Treasurers Report, Treasurer' s Report Graph, Cash and Investments Graph and General Fund Reserves Graph
Approved Motion Second _ Agenda Item No.
Denied Ayes
Continued Noes File No.
Tabled Abstain
Absent _
City Clerk City Manager
1 CITY Ci: ,. ' .- `-:. ND
Treasumr' a E . crt
as of Novwnhar : 0, 2024
CASH AND BANK ACCOUNTS:
Cash on Hand - Office Petty Cash & Change Fund Accounts Wells Fargo Checking Account ( reconciled book balance) 1, 150. 00
5, 366, 092. 09
MATURITY PAR ORIGINAL
DESCRIPTION PERIOD YIELD VALUE COST
INVESTMENTS: LOCAL GOVERNMENT INVESTMENT POOLS
California Treasurer' s Local Aaencv Investment Fund ( LAIF) n/ a 4. 477% General Fund 12, 141, 120. 55
Special Revenue Funds W t + GHL3, 27,477, 158. 00
Internal Service Funds ;.; r.,,
5, 937, 843. 00
Capital Projects Funds ,_ 26, 991, 361. 00
Total City LAIF Funds 72, 547, 482. 55
Housing Authority Fund
Total Housing Authority LAIF Funds
Total LAIF Funds
1) Maximum limits on accounts are $ 75M City and $ 75M Housing Authority. 2) Market Value is based on the September 30, 2024 applicable percentage of 1. 002061084 3) Market Value is $ 80, 008, 245. 98 ($ 78, 392, 510. 49 x 1. 002061084).
California Asset Management Program (CAMP) n/ a 4. 870% General Fund
Special Revenue Funds
Capital Projects Funds
Total CAMP Funds
INVESTMENTS: FISCAL AGENT ACCOUNTS
US Bank Corporate Trust Services ( Community Facilities Districtsl Community Facilities District (CFD) 90- 1
Administrative Expense Fund # 128262- 011
US Bank Money Market Account CUSIP # 60934N872
Fire Protection Expense Fund # 128262- 012
US Bank Money Market Account CUSIP # 60934N872
Police Protection Expense Fund # 128262- 013
US Bank Money Market Account CUSIP # 60934N872
Community Facilities District (CFD) 2001- 1
Special Tax Fund # 217795000
US Bank Money Market Account CUSIP # 60934N872
Interest Account # 217795001
US Bank Money Market Account CUSIP # 60934N872
Principal Account # 217795002
US Bank Money Market Account CUSIP # 60934N872
Administrative Expense Account # 217795003
US Bank Money Market Account CUSIP # 60934N872
Surplus Fund # 217795004
US Bank Money Market Account CUSIP # 60934N872
Community Facilities District ( CFD) 2007- 1
Administrative Expense Fund # 260722000
US Bank Money Market Account CUSIP # 60934N872
Fire Expense Fund # 260722001
US Bank Money Market Account CUSIP # 60934N872
Police Expense Fund # 260722002
US Bank Money Market Account CUSIP # 60934N872
TOTAL INVESTMENTS US BANK ( COMMUNITY FACILITIES DISTRICTS) 0 3, 845, 027. 94
3, 845, 027. 94
3, 414, 323. 20
1, 914, 312. 00
6, 411, 740. 00
76, 392, 510. 49
11, 740, 375. 20
n/ a 4. 28% 108, 243. 29 108, 243. 29
n/ a 4. 28% 50, 694. 86 50, 694. 86
n/ a 4. 28% 18, 750. 45 18, 750. 45
n/ a 4. 28% 34, 213. 89 34, 213. 89
n/ a 0. 00%
n/ a 0. 00%
n/ a 4. 28% 11, 127. 95 11, 127. 95
n/ a 4. 28% 30, 667. 48 30, 667. 48
n/ a 4. 28% 7, 124. 83 7, 124. 83
n/ a 4. 28% 2, 006. 44 2, 006. 44
n/ a 4. 28% 741. 99 741. 99
263, 571. 18
2 MATURITY PAR ORIGINAL
DESCRIPTION PERIOD YIELD VALUE COST
INVESTMENTS: FISCAL AGENT ACCOUNTS ( continued)
US Bank Corporate Trust Services ( SARDA)
2004B Tax Allocation Refunding Bonds
Special Fund 786709001
Federated Treasury Obligations CUSIP # 60934N872
Interest Fund 786709002
Federated Treasury Obligations CUSIP # 60934N872
Principal Fund 786709003
Federated Treasury Obligations CUSIP # 60934N872
Reserve Fund 786709004
Federated Treasury Obligations CUSIP # 60934N872
2015A Tax Allocation Refunding Bonds
Special Fund 268777000
Federated Treasury Obligations CUSIP # 60934N872
Interest Fund 268777001
Federated Treasury Obligations CUSIP # 60934N872
Principal Fund 268777002
Federated Treasury Obligations CUSIP # 60934N872
Reserve Fund 268777004
Federated Treasury Obligations CUSIP # 60934N872
Expense Account268777006
Federated Treasury Obligations CUSIP # 60934N872
2017 Tax Allocation Refunding Bonds
Debt Service Fund 259928000
Federated Treasury Obligations CUSIP # 60934N872
Interest Fund 259928001
Federated Treasury Obligations CUSIP # 60934N872
Principal Fund 259928002
Federated Treasury Obligations CUSIP # 60934N872
Reserve Fund 259928004
Assured Guaranty Municipal Bond Insurance
TOTAL INVESTMENTS US BANK ( SARDA)
TOTAL CASH AND INVESTMENTS
n/ a 4. 28% 278, 415. 59 278, 415. 59
n/ a 4. 28% 4, 353. 16 4, 353. 16
n/ a 0. 00%
n/ a 4. 28% 173, 205. 96 173, 205. 96
n/ a 4. 28% 647, 532. 73 647,532. 73
n/ a 4. 28% 654. 77 654. 77
n/ a 0. 00%
n/ a 4. 28% 986, 990. 76 986, 990. 76
n/ a 4. 28% 14, 933. 59 14, 933. 59
n/ a 4. 28% 676, 260. 09 676, 260. 09
n/ a 4. 28% 125. 56 125. 56
n/ a 4. 28% 1, 103. 95 1, 103. 95
n/ a 0. 00%
2, 783, 576. 16
96, 547, 276. 12
All investments are placed in accordance with City of Highland' s Investment Policy and Guidelines. The above summary provides sufficient cash flow liquidity to meet the next six month' s estimated expenditures. This report is in accordance with Government Code Section 53646.
SIGNED: ZSIGNED:
Carlos Zamano Leticia Nava - Cruz
CITY MANAGER DIRECTOR OF ADMINISTRATIVE
SERVICES/CITY TREASURER
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DATE:
FROM:
PREPARED BY:
SUBJECT:
RECOMMENDATION:
FISCAL IMPACT:
STAFF REPORT
TO THE CITY COUNCIL
January 28, 2025
Carlos Zamano, City Manager
Tish Nava -Cruz, Director of Administrative Services/City Treasurer V', J U, Treasurer' s Report for December 2024
City Council to receive and file the Treasurer' s Report for December 2024
Cash and Investments:
General Fund
Special Revenue Funds
Internal Service Funds
Capital Projects Funds
Agency Funds
Housing Authority Fund
SARDA Funds
15, 869, 876. 84
40, 297, 617. 71
5, 680, 691. 04
30, 356, 797. 73
2, 165, 501. 20
3, 798, 265. 84
3, 831, 999. 53
PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City' s website.
BACKGROUND: Increases in the checking account were due to revenues received plus funds wired from LAIF and CAMP. Decreases in the checking account were a result of payments to vendors, payroll and funds wired to LAIF, CAMP and U. S. Bank. Increases in the fiscal agent accounts ( US Bank) resulted from interest and bond payment receipt. Decreases resulted in vendor payments and debt service payments. Increases in the CAMP account were due to interest received. Decreases were a result of funds being wired to the city' s checking account primarily for payment of public works projects. The maximum limit on regular accounts is $ 75M.
Attachments: Treasurers Report, Treasurer' s Report Graph, Cash and Investments Graph and General Fund Reserves Graph
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
ityClerk
Second Agenda Item No.
File No.
City Manager
1 CITY OF HIGHLAND
Treasurer' s Report
as of December 31, 2024
CASH AND BANK ACCOUNTS:
Cash on Hand -Office Petty Cash & Change Fund Accounts
Wells Fargo Checking Account ( reconciled book balance) 1, 150. 00
11. 179. 814. 11
MATURITY PAR ORIGINAL
DESCRIPTION PERIOD YIELD VALUE COST
INVESTMENTS: LOCAL GOVERNMENT INVESTMENT POOLS
California Treasurer' s Local Agency Investment Fund ( LAIF) n/ a 4. 434% General Fund
Special Revenue Funds
Internal Service Funds
Capital Projects Funds
Housing Authority Fund
Total City LAIF Funds
Total Housing Authority LAIF Funds
Total LAIF Funds
1) Maximum limits on accounts are $ 75M City and $ 75M Housing Authority. 2) Market Value is based on the December 31, 2024 applicable percentage of 0. 999621985 3) Market Value is $ 76, 363,632. 98 ($ 78, 392, 510.49 x 0. 999621985).
California Asset Management Program (CAMP) n/ a 4. 730% General Fund
Special Revenue Funds
Capital Projects Funds
Total CAMP Funds
INVESTMENTS: FISCAL AGENT ACCOUNTS
US Bank Corporate Trust Services ( Community Facilities Districts) Community Facilities District ( CFD) 90- 1
Administrative Expense Fund * 128262- 011
US Bank Money Market Account CUSIP # 60934N872
Fire Protection Expense Fund # 128262- 012
US Bank Money Market Account CUSIP # 60934N872
Police Protection Expense Fund # 128262- 013
US Bank Money Market Account CUSIP # 60934N872
Community Facilities District ( CFD) 2001- 1
Special Tax Fund # 217795000
US Bank Money Market Account CUSIP # 60934N872
Interest Account # 217795001
US Bank Money Market Account CUSIP # 60934N872
Principal Account # 217795002
US Bank Money Market Account CUSIP # 60934N872
Administrative Expense Account # 217795003
US Bank Money Market Account CUSIP # 60934N872
Surplus Fund # 217795004
US Bank Money Market Account CUSIP # 60934N872
Community Facilities District ( CFD) 2007- 1
Administrative Expense Fund # 260722000
US Bank Money Market Account CUSIP # 60934N872
Fire Expense Fund # 260722001
US Bank Money Market Account CUSIP # 60934N872
Police Expense Fund # 260722002
US Bank Money Market Account CUSIP # 60934N872
TOTAL INVESTMENTS US BANK (COMMUNITY FACILITIES DISTRICTS) F
12, 141, 120. 55
27, 477, 158. 00
5, 937, 843. 00
26, 991, 361. 00
72, 547, 482. 55
3, 845, 027. 94
3, 845, 027. 94
76, 392, 510. 49
3, 427, 993. 03
1, 921, 965. 00
6, 437, 422. 00
11, 787, 380. 03
n/ a 4. 09% 115, 212. 98 115, 212. 98
n/ a 4. 09% 286, 127. 73 286, 127. 73
n/ a 4. 09% 105, 828. 37 105, 828. 37
n/ a 4. 09% 191, 174. 96 191, 174. 96
n/ a 0. 00%
n/ a 0. 00% - -
n/ a 4. 09% 20, 473. 96 20, 473. 96
n/ a 4. 09% 30, 776. 50 30, 776. 50
n/ a 4. 09% 9, 866. 63 9, 866. 63
n/ a 4. 09% 14, 077. 21 14, 077. 21
n/ a 4. 09% 5, 206. 52 5, 206. 52
778. 744. 86
2 DESCRIPTION
INVESTMENTS: FISCAL AGENT ACCOUNTS ( continued)
US Bank Corporate Trust Services (SARDA)
2004B Tax Allocation Refunding Bonds
Special Fund 786709001
Federated Treasury Obligations CUSIP # 60934N872
Interest Fund 786709002
Federated Treasury Obligations CUSIP # 60934N872
Principal Fund 786709003
Federated Treasury Obligations CUSIP # 60934N872
Reserve Fund 786709004
Federated Treasury Obligations CUSIP # 60934N872
2015A Tax Allocation Refunding Bonds
Special Fund 268777000
Federated Treasury Obligations CUSIP # 60934N872
Interest Fund 268777001
Federated Treasury Obligations CUSIP # 60934N872
Principal Fund 268777002
Federated Treasury Obligations CUSIP # 60934N872
Reserve Fund 268777004
Federated Treasury Obligations CUSIP # 60934N872
Expense Account268777006
Federated Treasury Obligations CUSIP # 60934N872
2017 Tax Allocation Refunding Bonds
Debt Service Fund 259928000
Federated Treasury Obligations CUSIP # 60934N872
Interest Fund 259928001
Federated Treasury Obligations CUSIP # 60934N872
Principal Fund 259928002
Federated Treasury Obligations CUSIP # 60934N872
Reserve Fund 259928004
Assured Guaranty Municipal Bond Insurance
TOTAL INVESTMENTS US BANK ( SARDA)
TOTAL CASH AND INVESTMENTS
MATURITY PAR ORIGINAL
PERIOD YIELD VALUE COST
n/ a 4. 09%
n/ a 4. 09%
n/ a 0. 00%
n/ a 4. 09%
n/ a
n/ a
n/ a
n/ a
n/ a
n/ a
n/ a
n/ a
n/ a
4. 09%
4. 09%
0. 00%
4. 09%
4. 09%
4. 09%
4. 09%
4. 09%
0. 00%
631 A5
556. 91
173, 205. 96
714. 89
657. 10
990, 499. 41
14, 986. 68
678, 664. 12
126. 01
1, 107. 87
631. 45
556. 91
173, 205. 96
714. 89
657. 10
990, 499. 41
14, 986. 68
678, 664. 12
126. 01
1, 107. 87
1, 861, 150. 40
102, 000, 749. 89
All investments are placed in accordance with City of Highland' s Investment Policy and Guidelines. The above summary provides sufficient cash flow liquidity to meet the next six mo th' s estimated expenditures. This report is in accordance with Government Code Section 53646.
SIGNED: Z'`et- '
SIGNED:
Carlos Zamano Leticia Nava -Cruz
CITY MANAGER DIRECTOR OF ADMINISTRATIVE
SERVICES/ CITY TREASURER
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0 6
STAFF REPORT
TO THE CITY COUNCIL
DATE: January 28, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
REVIEWED BY: Dana Calkins, George Hills Company, Claims Adjuster SUBJECT: Claim Consideration - Zena McDonald
RECOMMENDATION: George Hills Company recommends the City Council reject the claim.
BACKGROUND: The Claim was received in the City Clerk' s Office on November 6, 2024. It was then sent to the City' s claim adjuster, George Hills Company, who is recommending the claim be rejected.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No.
File No
Cityana 9 er
1 GEORGE HILLS
Lh, r'—?! Js ever ycul rnotte; rs.
December 11, 2024
Alondra Munoz
City of Highland
RE: Client:
Claim Number
Date of Loss:
Claimant:
Dear Ms. Munos:
City of Highland
GHC0077966
10/ 14/ 2024
McDonald, Zena
We have reviewed the above captioned claims and request that you take the action indicated below:
Please issue a standard rejection to commence the statute of limitations.
Please provide us with a copy of the notices sent.
Should you have any questions, please feel free to contact the undersigned.
Kindest Regards,
George Hills Company, Inc.
Dana Calkins
Sr. Claims Adjuster
Direct Dial: ( 916) 333- 0575
Email: dana. calkins@georgehills. com
2 City of a '
1 Lf AND
Inc. 1987
November 6, 2024
Patti Schneiders
Claims Processor
Rancho Cordova Office
PO Box 278
Rancho Cordova, CA 95741
Re: Claimant( s): Zena A. McDonald
Incident Date: October 14, 2024
Dear Patti:
Enclosed is a copy of a Claim received in person at the Office of the City Clerk on November 6, 2024, by the above referenced claimant( s). Note: Attached is a vicinity map of the location described, it is within the City of Highland at our Community Park.
This item will be tentatively scheduled for the City Council regular meeting of Tuesday, December 10, 2024, pending your recommendation. All correspondence will be required from George Hills no later than November 25, 2024. Please review and advise this office on the appropriate action to be taken.
If you have any questions, please contact Leticia Nava -Cruz at (909) 864- 6861, ext. 208 or myself at ext. 226.
Sincerely,
I M--V-K
Alondra Munoz
City Clerk
cc: Carlos Zamano, City Manager
Leticia Nava -Cruz, Director of Administrative Services Maricela Marroquin, City Attorney
Mayor Mayor Pro Tern City Council City Council City Council City Manager Penny Lilburn Larry McCallon Jesse Chavez -Cordova Anaeli Solano John P. Timmer Carlos Zamano 27215 Base Line • Highland, CA 92346
Tel: 909. 864. 6861 • Fax: 909. 862.
3 3180 • www.cityofhighland.orgx,
LOCATION MAP N.T.S.
4 NOV 0 6 2024
Do not write in this space.
For office use only:
Received: I( o 12-0 2y
By: Ct ieen Frad®
E- Mail Mail n person
CLAIM AGAINST THE CITY OF HIGHLAND
For damages to persons or personal property)
A claim must be filed with the City Clerk within 180 days after which the incident or event occurred. Be sure your claim is against the City of Highland and not another public entity. Where space is insufficient, please use additional paper and identify information by paragraph number. Completed claims must be mailed or delivered to:
CITY CLERK, CITY OF HIGHLAND
27215 BASE LINE
HIGHLAND CA 92346
909) 864- 6861, ext. 226
WARNING: IT IS A CRIMINAL OFFENSE TO FILE A FALSE CLAIM, PENAL CODE S72; INSURANCE CODE S556. 1.
NOTICE: PER GOVERNMENT CODE SECTION 910. 4, THIS FORM MUST BE USED IN ORDER TO COMPLY WITH SECTIONS 910 AND 910. 2 OF THE GOVERNMENT CODE.
TO THE HONORABLE MAYOR AND CITY COUNCIL OF THE CITY OF HIGHLAND:
The undersigned respectfully submits the following claim and information relative to damage to persons and/ or personal property:
1. Name of Claima lye ILIOl6/
a. Complete Address of Claimant, including City, State and Zip Code:
b. Phone Number
C. Date of Birth
5 d. Driver' s License/ State Identification Card Number:
Issued by which State:
Driver' s License Identification Card
Expiration Date:_
2. Name, telephone and address to which claimant desires notices to be sent, if other than above:
3. Occurrence or event from which the claim arises:
a. Date of occurrence % IQ — lV — 9 z
b. Time of occurrence Z111/ 0 C)
C. Place of occurrence ( Exact and specific location)
d. How and under what circumstances did damage or injury occur? Specify the particular occurrence, event, act or omission you claim caused the injury or damage ( use additional paper if necessary).
e. What particular action by the City, or its employees, caused the alleged damage or injury?
v?'
Q1/ 1f01615 . mil911 ea/ eW6
4. A general description of the indebtedness, obligation, injury, damage or loss incurred so far as it may be known at the time of presentation of the claim. If there were no injuries, state " no injuries".
y ' , mac // ' % r C,sz > a.., e ^ U.
122C1,11 ems/ uZs
5. Give the name( s) of the City employee( s) causing the damage or injury:
6. Name and address of any other person injured:
2ef—/ 2 r-9 122 c cf / c,/
7. Name and address of the owner of any damaged property:
8. Damages Claimed:
a. Amount claimed as of this date
b. Estimate amount of future costs voa
C. Total amount claimed: $
d. Basis for computation of amounts claimed. Include copies of all bills, invoices, estimates, etc.:
15A 62-/ 7,- /- ! q,,QV,
7 E
R
Names and addresses of all witnesses, hospitals, doctors, etc. b.
C.
d.
e.
Any additional information which might be helpful in considering this claim:
7 WARNING: IT IS A CRIMINAL OFFENSE TO FILE A FALSE CLAIM, PENAL CODE S72; INSURANCE CODE S556. 1.
I have read the matters and statements made in the above claim and I know the same to be true of my own knowledge, except as to those matters stated upon information or belief as to such matters I believe the same to be true. I certify under penalty of perjury that the foregoing is true and correct.
Signed at:
City and State
JJ
Date: l/ l
ature of Claimant
Printed name of person signing above
8 wwoom
4A
9 10
STAFF REPORT
TO THE CITY COUNCIL
DATE: January 28, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
REVIEWED BY: Jennifer Arellano, George Hills Company, Claims Adjuster SUBJECT: Claim Consideration - Abel Perez
RECOMMENDATION: George Hills Company recommends the City Council reject the claim.
BACKGROUND: The Claim was received in the City Clerk' s Office on January 7, 2025. It was then sent to the City' s claim adjuster, George Hills Company, who is recommending the claim be rejected.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No.
File No,
Ci anager
1 GEORGE HILLS
Oi, r mrn, i5 over your rnotter's.
January 9, 2025
Abel Perez
1545 Olive Tree Lane
Highland, CA 92346- 3024
RE: Our Client: City of Highland
GHC Claim: GHCO079782
Master Claim: HL 218
Date of Loss: November 11, 2024
George Hills is the claims administrator for the City of Highland, and we are handling the above - referenced claim on their behalf.
Upon review of the City of Highland' s legal, geographical, and jurisdictional boundaries, we have confirmed that the incident location falls outside of those boundaries. The incident location is not owned, leased, controlled, or maintained by the City of Highland. The City of Highland has not designed, constructed, built, improved, or approved any plans related to the location where the incident is alleged to have occurred and therefore has no responsibility or legal liability related or connected to this location, and therefore, the claim you presented to the City of Highland on January 7, 2025, is misdirected.
You should have already received a Notice of Rejection from the City of Highland which outlined your statutory rights under the Government Code to pursue this claim. Please also be advised that pursuant to Sections 128. 7 and 1038 of the California Code of Civil Procedure, the City of Highland will seek to recover all costs of defense, including attorney' s fees, in the event an action is filed in this matter, and it is determined that the action was not brought in good faith and with reasonable cause.
Please note that this letter in no way changes or modifies the information contained in the Notice of Rejection sent to you by the City of Highland.
If you have any questions, please contact the undersigned.
Sincerely,
George Hills Company,
i
Jennifer Arellano
Claims Adjuster
916) 352- 7793
jennifer. arellano@georgehills. com
2 City of
1. LNAD
Inc. 1987
January 7, 2025
Patti Schneiders
Claims Processor
Rancho Cordova Office
PO Box 278
Rancho Cordova, CA 95741
Re: Claimant( s): Abel Perez
Incident Date: November 11, 2024
Dear Patti:
Enclosed is a copy of a Claim received in person at the Office of the City Clerk on January 7, 2025, by the above referenced claimant(s). Note: Attached is a location map for reference. The location stated in the attachment indicates the incident occurred within the City of San Bernardino.
This item will be tentatively scheduled for the City Council special meeting on Tuesday, January 28, 2025, pending your recommendation. All correspondence will be required from George Hills no later than January 16, 2025. Please review and advise this office on the appropriate action to be taken.
If you have any questions, please contact Leticia Nava -Cruz at (909) 864- 6861, ext. 208 or myself at ext. 226.
Sincerely,
Alondra Munoz
City Clerk
cc: Carlos Zamano, City Manager
Leticia Nava -Cruz, Director of Administrative Services Maricela Marroquin, City Attorney
Mayor Mayor Pro Tern City Council City Council City Council City Manager Penny Lilburn Anaeli Solano Gregory Hogan Larry McCallon John P. Timmer Carlos Zamano 27215 Base Line • Highland, CA 92346
Tel: 909. 864. 6861 • Fax: 909. 862. 3180 • www. cityofhighland, org 3 VICINITY MAP
The green shading is in the City of Highland and the blue region is San Bernardino. 4 RECEIVED
J A N 0 7 2025
CITY OF HIGHLAND
Do not write in this space.
For office use only:
Received: 7 12-025
By:
E- Mail Mail pyfi person
CLAIM AGAINST THE CITY OF HIGHLAND
For damages to persons or personal property)
A claim must be filed with the City Clerk within 180 days after which the incident or event occurred. Be sure your claim is against the City of Highland and not another public entity. Where space is insufficient, please use additional paper and identify information by paragraph number. Completed claims must be mailed or delivered to:
CITY CLERK, CITY OF HIGHLAND
27215 BASE LINE
HIGHLAND CA 92346
909) 864- 6861, ext. 226
WARNING: IT IS A CRIMINAL OFFENSE TO FILE A FALSE CLAIM, PENAL CODE S72; INSURANCE CODE S556. 1.
NOTICE: PER GOVERNMENT CODE SECTION 910. 4, THIS FORM MUST BE USED IN ORDER TO COMPLY WITH SECTIONS 910 AND 910. 2 OF THE GOVERNMENT CODE.
TO THE HONORABLE MAYOR AND CITY COUNCIL OF THE CITY OF HIGHLAND:
The undersigned respectfully submits the following claim and information relative to damage to persons and/ or personal property:
1. Name of Claimant Ab %( ez
a. Complete Address of Claimant, including City, State and Zip Code:
L
Oil K say r APB " 2_5
Phone Number (_ )
C. Date of Birth
5 2
d. Driver' s License/ State Identification Card Number:
Issued by which State: AIVoyy-) aCk V
Driver' s License Identification Card Expiration
Date: Name,
telephone and address to which claimant desires notices to be sent, if other than above: Abel
YeZ 5
3. Occurrence or event from which the claim arises: a.
Date of occurrence 1 1111A IM2LA b.
Time of occurrence 5")
SO 4 A
Ol2- 5LAUC.
Place of occurrence ( Exact and specific location) e
OUIC K.\ 1- fc,- S, d.
How and under what circumstances diddamage orinjury occur? Specify the particular occurrence, event, act or omission you claim caused the injury or damage ( use additional paper if necessary). e
Cc tu5edG e.
What particular action by the City, or its employees, caused the alleged damage orinjury? kn
1\ed
6 4. A general description of the indebtedness, obligation, injury, damage or loss incurred so far as it may be known at the time of presentation of the claim. If there were no injuries, state " no injuries".
5. Give the name( s) of the City employee( s) causing the damage or injury:
rI
Name and address of any other person injured:
Name and address of the owner of any damaged property:
i8. Damages Claimed:
a. Amount claimed as ofthis date: $ 52) ° Is
b. Estimate amount of future costs: $
C. Total amount claimed: $- 2-
d. Basis for computation of amounts claimed. Include copies of all bills, invoices, estimates, etc.:
7 9. Names and addresses of all witnesses, hospitals, doctors, etc. a. -
G_ in G ti' 1 %. e•` CnCJ, Z ° 12 o n5c s ' Re 4c rn 5 C b.
d.
e.
10. Any additional information which might be helpful in considering this claim:
WARNING: IT IS A CRIMINAL OFFENSE TO FILE A FALSE CLAIM, PENAL CODE S72: INSURANCE CODE S556.1.
I have read the matters and statements made in the above claim and I know the same to be true of my own knowledge, except as to those matters stated upon information or belief as to such matters I believe the same to be true. I certify under penalty of perjury that the foregoing is true and correct.
Signed at: ) O.riJ C i^ 1
City and State
Date:
Signature of Claimant
Pam! Vedrez
Printed name of person signing above
8 ZAPATA TIRES & RIMS
26483 BASELINE ST
H13HLAND, CA 92346
9094255135
Cashier: Maryjane
14- Nov- 2024 6: 43: 36P
Tran saction 300013 1
2 NEW TIRE $300. 00 Subtotal $
300. 00 Taxes
7. 75% $23. 25 Total $
323. 25 DEBIT
CARD SALE $323. 25 VISA
0940 Retain
this copy for statement validation
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t-iod: CONTACTLESS JS
DEBIT XXXXXXXXXXXX0940 VISA
CARDHOLDER Reference
ID: 432000826897 Autti
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INTERLINK Rtlnd:
DEBIT PIN
VERIFIED Online:
hops://clover. com/p 06f9FVG2AEDH0
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ID: J1 M87D46CHXSP Payment
06T9FVG2AEDH0 Clover
Privacy Policy https-.
i/clover. com/privacy
9 STAFF REPORT
TO THE CITY COUNCIL
DATE: January 28, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
REVIEWED BY: Dana Calkins, George Hills Company, Claims Adjuster SUBJECT: Claim Consideration - Maria Gudalupe Guerrero
RECOMMENDATION: George Hills Company recommends the City Council reject the claim.
BACKGROUND: The Claim was received in the City Clerk' s Office on December26, 2024. It was then sent to the City' s claim adjuster, George Hills Company, who is recommending the claim be rejected.
Approved
Denied _
Continued
Tabled
Motion
Ayes _
Noes
Abstain
Absent
Second Agenda Item No.
File No.
Hager
1 GEORGE HILLS
Out rninuls civetyour matters. January
21, 2025 Alondra
Munoz City
of Highland RE:
Client: Claim
Number Date
of Loss: Claimant:
Dear
Ms. Munos: City
of Highland G
HCO078205 10/
09/ 2024 Allstate
a/s/ o Maria Guerrero We
have reviewed the above captioned claims and request that you take the action indicated below: Please issue astandard rejection tocommence the statute of limitations. Please provide us with a copy of the notices sent. Should
you have any questions, please feel free tocontact theundersigned. Kindest Regards, George
Hills Company, Inc. Dana
Calkins Sr.
Claims Adjuster Direct
Dial: (916) 333- 0575 Email:
dana. calkins@georgehills. com
2 Do not write in this space.
For office use only:
DEC 26 2024 tZ- 26- 2y
Received:
cr
By:
EI LEEN PRA00
O HIVE
E- Mail Mail In person
CLAIM AGAINST THE CITY OF HIGHLAND
For damages to persons or personal property)
A claim must be filed with the City Clerk within 180 days after which the incident or event occurred. Be sure your claim is against the City of Highland and not another public entity. Where space is insufficient, please use additional paper and identify information by paragraph number. Completed claims must be mailed or delivered to:
CITY CLERK, CITY OF HIGHLAND
27215 BASE LINE
HIGHLAND CA 92346
909) 864-6861, ext. 226
WARNING: IT IS A CRIMINAL OFFENSE TO FILE A FALSE CLAIM, PENAL CODE S72; INSURANCE CODE S556. 1.
NOTICE: PER GOVERNMENT CODE SECTION 910. 4, THIS FORM MUST BE USED IN ORDER TO COMPLY WITH SECTIONS 910 AND 910.2 OF
THE GOVERNMENT CODE.
TO THE HONORABLE MAYOR AND CITY COUNCIL OF THE CITY OF HIGHLAND:
The undersigned respectfully submits the following claim and information relative to damage to persons and/ or personal property:
1. Name of Claimant Allstate a/s/o MARIA GUERRERO
a. Complete Address of Claimant, including City, State and Zip Code:
PO Box 660636
Dallas, TX 75266
b. Phone Number
C. Date of Bi
3 d. Driver' s License/ State Identification Card Number:
N/ a
Issued by which State:
Driver' s License Identification Card
Expiration Date:
2. Name, telephone and address to which claimant desires notices to be sent, if other than above:
Allstate Insurance Company
PO Box 660636, Dallas, TX 75266
3. Occurrence or event from which the claim arises:
a. Date of occurrence 10/ 9/2024
0 Time of occurrence 9:20 PM
C. Place of occurrence ( Exact and specific location)
27120 Base Line St
Highland, CA
d. How and under what circumstances did damage or injury occur? Specify the particular occurrence, event, act or omission you claim caused the injury or damage ( use additional paper if necessary).
Intersection accident
e. What particular action by the City, or its employees, caused the alleged damage or injury?
The police officer looked down at his computer for a call and did not make a complete stop at the stop sign and passed the limit line and collided with IV who had ROW. 4 4. A general description of the indebtedness, obligation, injury, damage or loss incurred so far as it may be known at the time of presentation of the claim. If there were no injuries, state " no injuries".
No injuires
5. Give the name( s) of the City employee( s) causing the damage or injury:
VICTOR RODRIGUEZ
6. Name and address of any other person injured:
N/ a
7. Name and address of the owner of any damaged property:
FATIMA GUERRERO and 27010 VILLA AVE HIGHLAND, CA 92346-3157
8. Damages Claimed:
a Amount claimed as of this date: $ 17,092.30
b. Estimate amount of future costs: $ 0. 00
C. Total amount claimed 17, 092. 30
d. Basis for computation of amounts claimed. Include copies of all bills, invoices, estimates, etc.:
See estimate, tow and Copart invoices attached
5 a
10 Names and addresses of all witnesses, hospitals, doctors, etc. a. N/ a
b.
C.
d.
e.
Any additional information which might be helpful in considering this claim:
Victor Rodriguez drove a 2017 Ford, plate # 1516302
WARNING: IT IS A CRIMINAL OFFENSE TO FILE A FALSE CLAIM PENAL CODE S72• INSURANCE CODE S556. 1.
I have read the matters and statements made in the above claim and I know the same to be true of my own knowledge, except as to those matters stated upon information or belief as to such matters I believe the same to be true. I certify under penalty of perjury that the foregoing is true and correct.
Signed at:
City and
Date:
1 ) L 612tI LL
Signature of Claimant
Printed name of person signing above
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18 STAFF REPORT
TO THE CITY COUNCIL
DATE: January 28, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: Records Destruction Authorization
RECOMMENDATION: That the City Council approve the destruction of certain records.
FISCAL IMPACT: Minimal - utilizing the existing service with Shred -It.
PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City' s website.
BACKGROUND: In compliance with the city- wide records retention schedule adopted bythe City Council on February 25, 2020, under Resolution No. 2020-008, the City Clerk requests approval to destroy records.
An update was made to the Records Retention Schedule to clarify the definition to the category of Code Books". Minor updates to the Records Retention Schedule do not require formal City Council action if the update is an improvement in descriptions, changes in comments, deleting records series that are no longer applicable, and/ or what is scanned.
Code Books have been defined as California Model Codes that include building standards that are adopted by the state from national model codes and exclude any other state code books from this classification. Under this refined definition, staff requests approval to dispose of the records listed below:
California State Code Books - These records are excluded from the California Model Codes ( building standards) classification.
The list has been reviewed and approved by the City Attorney.
Attachments: 1) Records Destruction Form
2) Memorandum
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No.
File No.
City Manager
1 CITY OF HIGHLAND
RECORDS DESTRUCTION FORM
DEPARTMENT/ DIVISION
Total # of Boxes:
City Clerk 15
DEPARTMENT HEAD APPROVAL:
I hereby certify that the records to be disposed of are in compliance with the current retention schedule for the City of Highland. I certify these records are not the subject of any claim, litigation, investigation or audit.
0/-; o 25
Depart nt Head S n ture Date
DESTRUCTION METHOD:
The scheduled records listed below are to be disposed of in the manner checked below:
Shredding ( outside vendor)
Discard
A
I
B.
Description of Record( s) Inclusive Dates of
Documents
California State Code Books (Excluding California Model Code Books) APPROVALS:
City Attorney
Date
N/ A
I certify that such destruction meets the requirements of the City's Records Retention Schedule approved by City Council Resolution No. 2020- 008.
City Clerk
Date
C:\ MyFiles\ WPDATA\ Forms\ destroy records and disposal form. wpd 2 CITY OF HIGHLAND
27215 Base Line, Highland, CA 92346
909) 864- 6861
MEMORANDUM
TO: Maricela Marroquin, City Attorney
FROM: Alondra Munoz, City Clerk
DATE: December 19, 2024
SUBJECT: Amendment to Records Retention Schedule and Disposal of State Code Books
BACKGROUND
The existing Records Retention Schedule includes a category for " Code Books" and further describes them as California Model Codes" but does not explicitly describe the books._-- There have been some questions as to whether certain State Code books, currently stored at City Hall, fall under this category.
To address this ambiguity, staff proposes an amendment to the Records Retention Schedule to clearly define California Model Codes" and to exclude any State Code books from this designation that do not meet the new definition. Under Resolution No. 2020- 008, minor updates to the Records Retention Schedule do not require formal City Council action if the update is an improvement in descriptions, changes in comments, deleting records series that are no longer applicable, and/ or what is scanned.
Therefore, this memo serves as notification of staff' s intent to amend the Records Retention Schedule to clarify the definition of " California Model Codes."
Once the amendment has been made and the definition is clarified, the state code books on file will be eligible for destruction in compliance with Government Code Section 34090, which permits the disposal of records no longer required, following proper authorization.
ACTION TO BE TAKEN
1) Amend the Records Retention Schedule to define " California Model Codes" to include building standards that are adopted by the state from national model codes and exclude any other state code books from this classification. The following books fall under the definition of " California Model Codes":
a) California Building Code ( CBC)
b) California Residential Code ( CRC)
c) California Electrical Code ( CEC
d) California Mechanical Code ( CMC)
e) California Plumbing Code ( CPC)
f) California Energy Code ( CEC)
g) California Fire Code ( CFC)
h) California Green Building Standards Code ( CALGreen) i) California Existing Building Code ( CEBC)
j) California Historical Building Code ( CHBC)
k) California Referenced Standards Code
1) California Administrative Code
m) California Code for Abatement of Dangerous Buildings
2) Following the amendment, authorize the destruction of the any state code books currently on file that do not meet this new definition, in accordance with Government Code Section 34090 and Resolution No. 2020- 008. A Records Destruction Form will be drafted and presented to City Council for approval.
FISCAL IMPACT
The destruction of the state code books will free up storage and save the city approximately $ 18, 000 per year in subscription services associated with these materials. This action is in line with the city' s ongoing efforts to streamline operations and optimize resource use.
i4, 1997
DATE:
FROM:
REVIEWED BY:
PREPARED BY:
STAFF REPORT
TO THE CITY COUNCIL
January 28, 2025
Carlos Zamano, City Manager
Maricela Marroquin, City Attorney
Carlos Zamano, City Manager
Maricela Marroquin, City Attorney
SUBJECT: Resolution No. 2025- XX, a Resolution of the City Council of the City of Highland, California Reaffirming and Extending Proclamation of a Local Emergency in the City of Highland as a result of the Line Fire RECOMMENDATION: That the City Council adopt Resolution No. 2025- XX, continuing to extend the Proclamation of a Local Emergency in the City of Highland as a result of the Line Fire.
FISCAL IMPACT: There is no immediate financial impact or budget action necessary as a result of the recommended action. The issuance of a local emergency proclamation allows the City to pursue State and Federal grant assistance to recover the City' s portion of the costs associated with battling and recovering from the Line Fire.
PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City' s website.
BACKGROUND & DISCUSSION: Chapter 2. 44 of Title 2 of the Highland Municipal Code (" HMC") contains the City' s laws relating to emergency procedures. HMC Section 2.44.060 designates the City Manager as the Director of Emergency Services (" Director"), and HMC Section 2. 44. 060(A) empowers the Director to issue a proclamation of a local emergency if the City Council is not in session.
On the evening of Thursday, September 5, 2024, the Line Fire broke out in Highland. The Line Fire created conditions of extreme peril to the safety of people and property within the City of Highland and resulted in evacuation warnings for parts of the City.
On September 11, 2024, the City Manager, as the Director of Emergency Services, issued a proclamation entitled " Proclamation of a Local Emergency by the Director of Emergency Services of the City of Highland," as the City Council was not in session. ( Attachment 1) Approved Motion Second Agenda Item No. 13
Denied Ayes
Continued Noes File No.
Tabled Abstain
Absent
City fir Manager
1 This action authorized the City Manager to take certain necessary actions to address the emergency.
The Director of Emergency Services' Proclamation of a Local Emergency permits the Director of Emergency Services and the City Council to adopt regulations and issue orders necessary for the protection of lives and property. It also assists the City in recovering costs of responding to the disaster. Furthermore, it allows the City to enjoy certain immunities from liability as a result of taking actions to abate the emergency.
Pursuant to California Government Code Section 8630 and HMC Section 2. 44. 060(A), the Director of Emergency Services' Proclamation expires within seven days unless ratified by the City Council. On September 12, 2024, the City Council adopted a resolution ratifying the Director of Emergency Services' Proclamation of a local emergency ( Attachment 2). On October 8, 2024, the City Council adopted a resolution to extend the emergency proclamation of the Line Fire ( Attachment 3). On November 12, 2024, the City Council adopted a 2nd extension resolution of the emergency proclamation of the Line Fire ( Attachment 3). On December 10, 2024, the City Council adopted a 3rd extension resolution of the emergency proclamation of the Line Fire ( Attachment 3).
Pursuant to Government Code Section 8630 ( California Emergency Services Act), the City Council is required to review the local emergency within sixty ( 60) days of ratification to determine whether the conditions surrounding the local emergency still exist. The San Bernardino County Director of Emergency Management has informed city staff that the County Department of Public Works will continue the local emergency through June of 2025 for the Line Fire. Staff is requesting that the Council adopt a proposed resolution, Resolution No. 2025- XX to continue to extend the local emergency ( Attachment 4).
The Line Fire burned 43, 978 acres in San Bernardino County. The fire originated in Highland and burned areas in Highland that are now susceptible to mud and debris flow. The health, safety, and well- being of people within the territorial limits of the City of Highland is of the highest priority. It is important to keep the existing proclamation and the powers that flow from it in place until the emergency conditions are fully abated, which includes the recovery stage as well.
The local emergency will remain in effect until its termination is proclaimed by the City Council.
ATTACHMENTS:
1) Director of Emergency Services' Proclamation of Local Emergency 2) Resolution Ratifying Director of Emergency Services' Proclamation of Local Emergency 3) Resolutions Extending Proclamation of Local Emergency on October 8, 2024, November 12, 2024, and December 10, 2024, respectively
4) Proposed 4t" Resolution Extending Proclamation of Local Emergency 2 3
PROCLAMATION OF A LOCAL EMERGENCY
BY THE
DIRECTOR OF EMERGENCY SERVICES OF THE CITY OF HIGHLAND
WHEREAS, Section 8630 of the Government Code authorizes the designation of a City official to proclaim a local emergency; and
WHEREAS, Highland Municipal Code Section 2. 44. 060 designates the Director of Emergency Services to proclaim the existence of a local emergency if the City Council is not in session; and
WHEREAS, the Line Fire is currently causing conditions of extreme peril to the safety of persons and property within the City of Highland; and
WHEREAS, the City Council is not in session and cannot immediately be called into session.
NOW, THEREFORE, IT IS HEREBY PROCLAIMED that a local emergency now exists throughout the City of Highland.
IT IS FURTHER PROCLAIMED AND ORDERED that a copy of this Proclamation shall be forwarded to the Director of the Governor' s Office of Emergency Services requesting that:
This Proclamation be found acceptable in accordance with state law; and
2. The Governor waive regulations that may hinder response and recovery efforts; and
3. Recovery assistance be made available under the California Disaster Assistance Act; and
4. The State of California expedite access to state and federal resources and any other appropriate federal disaster relief programs.
IT IS FURTHER PROCLAIMED AND ORDERED that, during the existence of this local emergency the powers, functions, and duties of the emergency organization of the City of Highland shall be those prescribed by applicable statutes, ordinances, and resolutions, and by the City's Emergency Operations Plan. This Proclamation shall have no further force or effect seven days from the date of its adoption unless the City Council shall take action to ratify this Proclamation.
DATED this 11th day of September, 2024
Carlos Zamano
Director of Emergency Services/ City Manager
City of Highland
4 A
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OT2
5 RESOLUTION NO. 2024- 044
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND, CALIFORNIA,
RATIFYING A PROCLAMATION OF A LOCAL EMERGENCY IN THE CITY OF HIGHLAND ISSUED BY THE CITY' S DIRECTOR OF EMERGENCY SERVICES ON SEPTEMBER 11, 2024, AS A RESULT OF THE LINE FIRE
WHEREAS, Section 2, 44. 060 of the Highland Municipal Code (" HMC") authorizes the City Council to proclaim the existence of a " Local Emergency" and delegates such authority to the City' s Director of Emergency Services if the City Council is not in session; and WHEREAS, on the evening of Thursday, September 5, 2024, the Line Fire broke out in Highland. Over the weekend, the fire intensified and is currently over 34, 600 acres in size and is only 14% contained; and
WHEREAS, the Line Fire is currently causing conditions of extreme peril to the safety of persons and property within the City of Highland and has resulted in the evacuation warnings for parts of the City; and
WHEREAS, on September 7, 2024, the County of San Bernardino proclaimed a local emergency as a result of the Line Fire; and
WHEREAS, on September 7, 2024, Governor Newsom proclaimed a State of Emergency in San Bernardino County as a result of the Line Fire and announced that California has secured a Fire Management Assistance Grant from the Federal Emergency Management Agency FEMA) to help ensure the availability of vital resources to suppress the fire; and WHEREAS, HMC Section 2, 44. 060 designates the City Manager, as Director of Emergency Services, to proclaim the existence or threatened existence of a local emergency when the City Council is not in session, subject to ratification by the City Council within seven days; and
WHEREAS, September 11, 2024, the City Manager, in his capacity as Director of Emergency Services, duly and reasonably proclaimed the existence of a local emergency in the City of Highland on that date due to the Line Fire; and WHEREAS, CMC Section 2. 44. 060( A) states that the City Council shall take action to ratify the proclamation of the Director of Emergency Services within seven ( 7) days thereafter or the proclamation shall have no further force and effect.
NOW, THEREFORE, IT IS HEREBY PROCLAIMED AS FOLLOWS:
Section 1. The City Council does hereby find that the aforesaid conditions of extreme peril did warrant and necessitate the proclamation of the existence of a local emergency by the Director of Emergency Services on September 11, 2024, due to the Line Fire.
6 Section 2. The local emergency shall be in effect from and including September 11, 2024, until such time that the City Council determines that the emergency conditions have been abated.
Section 3. The City Council shall review this proclamation of local emergency at least once every sixty (60) days until the City Council terminates the local emergency.
Section 4. During the existence of this local emergency the powers, functions, and duties of the emergency organization of the City of Highland shall be those prescribed by applicable statutes, ordinances, and resolutions, and by the City' s Emergency Operations Plan.
PASSED, APPROVED AND ADOPTED on the 12th day of September 2024.
J,
Penny Lilbur
Mayor
ATTEST:
Alondra 40oz
City Clerk
7 STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO )
CITY OF HIGHLAND )
I, ALONDRA MUNOZ, City Clerk of the City of Highland, California, do hereby certify Resolution No. 2024- 044 was duly and regularly adopted by the City Council of the City of Highland, California, at a special meeting thereof held on the 12th day of September, 2024, by the following vote:
AYES: Chavez -Cordova, Lilburn, McCallon, Solano, Timmer NOES: None
ABSTAIN: None
ABSENT: None
Dated this 12th day of September, 2024,
ALONDRA MU
CITY CLERK ,
8 A & MMIWI UN a m 0 EL%,'
9 RESOLUTION NO. 2024- 051
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND, CALIFORNIA,
PROCLAIMING THE CONTINUED EXISTENCE OF A LOCAL EMERGENCY AS A RESULT
OF THE LINE FIRE
WHEREAS, Section 2, 44. 060 of the Highland Municipal Code (" HMC") authorizes the City Council to proclaim the existence of a " Local Emergency" and delegates such authority to the City' s Director of Emergency Services if the City Council is not in session; and WHEREAS, on the evening of Thursday, September 5, 2024, the Line Fire broke out in Highland. The Line Fire caused conditions of extreme peril to the safety of persons and property within the City of Highland and resulted in fire damage and evacuation warnings for parts of the City; and
WHEREAS, on September 11, 2024, the City Manager, in his capacity as Director of Emergency Services, duly and reasonably proclaimed the existence of a local emergency in the City of Highland on that date due to the Line Fire; and WHEREAS, HMC Section 2. 44. 060( A) states that the City Council shall take action to ratify the proclarnation of the Director of Emergency Services within seven days thereafter or the proclamation shall have no further force and effect.
WHEREAS, on September 12, 2024, the City Council adopted Resolution 2024-44 ratifying the Director of Emergency Service' s proclamation of a local emergency.
WHEREAS, on October 8, 2024, the City Council adopted Resolution 2024- 45 to extend the proclamation of a local emergency.
WHEREAS, the Line Fire has burned 43, 978 acres in San Bernardino County and is approximately 98% contained. The fire originated in Highland and burned areas in Highland that are now susceptible to mud and debris flow and possible landslides.
WHEREAS, the City Council hereby finds that the above described conditions of extreme peril warranted and necessitated the proclamation of the existence of a local emergency, and that such conditions continue, in substantial part, in that the work necessary to protect, repair and clean up damage and recover from the damage is ongoing and the City continues to pursue reimbursement from emergency state and federal funds for its costs of responding to these emergencies.
NOW, THEREFORE BE IT PROCLAIMED AND ORDERED, by the City Council that state of Local Emergency, as previously declared by the Director of Emergency Services and ratified by the City Council, is hereby further reviewed and confirmed.
IT IS FURTHER PROCLAIMED AND ORDERED that the City Council shall review this proclamation of local emergency at least once every sixty ( 60) days until the City Council terminates the local emergency.
IT IS FURTHER PROCLAIMED AND ORDERED that the local emergency shall be deemed to continue to exist until its termination is proclaimed by the City Council of the City of Highland, State of California.
PASSED, APPROVED AND ADOPTED on the 12th day of November 2024.
ATTEST:
AlondraJvlunoz
City Clerk
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO )
CITY OF HIGHLAND )
I, ALONDRA MUNOZ, City Clerk of the City of Highland, California, do hereby certify Resolution No. 2024- 051 was duly and regularly adopted by the City Council of the City of Highland, California, at a regular meeting thereof held on the 12th day of November, 2024, by the following vote:
AYES: Chavez -Cordova, McCallon, Solano, Timmer
NOES: None
ABSTAIN: None
ABSENT: Lilburn
Dated this 13th day of November, 2024
ALONDRA MU^ Z
CITY CLERK/ t
12 U
13 RESOLUTION NO. 2025- xx
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,
CALIFORNIA, PROCLAIMING THE CONTINUED EXISTENCE OF A
LOCAL EMERGENCY AS A RESULT OF THE LINE FIRE
WHEREAS, Section 2. 44. 060 of the Highland Municipal Code (" HMC") authorizes the City Council to proclaim the existence of a " Local Emergency" and delegates such authority to the City' s Director of Emergency Services if the City Council is not in session; and WHEREAS, on the evening of Thursday, September 5, 2024, the Line Fire broke out in Highland. The Line Fire caused conditions of extreme peril to the safety of persons and property within the City of Highland and resulted in fire damage and evacuation warnings for parts of the City; and
WHEREAS, on September 11, 2024, the City Manager, in his capacity as Director of Emergency Services, duly and reasonably proclaimed the existence of a local emergency in the City of Highland on that date due to the Line Fire; and WHEREAS, HMC Section 2. 44.060(A) states that the City Council shall take action to ratify the proclamation of the Director of Emergency Services within seven days thereafter or the proclamation shall have no further force and effect.
WHEREAS, on September 12, 2024, the City Council adopted Resolution 2024- 44 ratifying the Director of Emergency Service' s proclamation of a local emergency.
WHEREAS, on October 8, 2024, the City Council adopted Resolution 2024-45 to extend the proclamation of a local emergency.
WHEREAS, on November 12, 2024, the City Council adopted Resolution 2024- 51 to further extend the proclamation of a local emergency.
WHEREAS, on December 10, 2024, the City Council adopted Resolution 2024- 55 to further extend the proclamation of a local emergency.
WHEREAS, the Line Fire burned 43, 978 acres in San Bernardino County. The fire originated in Highland and burned areas in Highland that are now susceptible to mud and debris flow and possible landslides.
WHEREAS, the City Council hereby finds that the above described conditions of extreme peril warranted and necessitated the proclamation of the existence of a local emergency, and that such conditions continue, in substantial part, in that the work necessary to protect, repair and clean up damage and recover from the damage is ongoing and the City continues to pursue reimbursement from emergency state and federal funds for its costs of responding to these emergencies.
14 NOW, THEREFORE BE IT PROCLAIMED AND ORDERED, by the City Council that state of Local Emergency, as previously declared by the Director of Emergency Services and ratified by the City Council, is hereby further reviewed and confirmed.
IT IS FURTHER PROCLAIMED AND ORDERED that the City Council shall review this proclamation of local emergency at least once every sixty ( 60) days until the City Council terminates the local emergency.
IT IS FURTHER PROCLAIMED AND ORDERED that the local emergency shall be deemed to continue to exist until its termination is proclaimed by the City Council of the City of Highland, State of California.
PASSED, APPROVED AND ADOPTED on the 28th day of January 2025.
Penny Lilburn
Mayor
ATTEST:
Alondra Munoz
City Clerk
15 STAFF REPORT
TO THE CITY COUNCIL
DATE: January 28, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Tish Nava -Cruz, Director of Administrative Services/ City Treasurer' SUBJECT: Resolution No. 2025- establishing employee salaries.
RECOMMENDATION: That the City Council approve:
1. Reclassifying the position of Administrative Services Manager to Information Technology Technician;
2. Retaining the position of Deputy City Clerk;
3. Resolution No 2025- _ a Resolution of the City Council of the City of Highland, California, establishing employee salaries; and
4. The City Attorney finalizing the All Covered Managed Service Provider Information Technology ( IT) contract and authorizing the City Manager to execute the contract when final. Attached is the proposed contract - not final.
FISCAL IMPACT: The total fiscal impact of this request is a savings of $1, 709 annually.
PUBLIC NOTICE: The agenda for this item was posted at the three required locations per Resolution 2011- 047 and on the City' s website.
BACKGROUND: Prior to 2020, the City' s Information Technology ( IT) position was classified as an Administrative Analyst. Following the resignation of the staff member in that role, the position was reclassified as Administrative Services Manager through Resolution 2020- 053. In August 2022, the employee in this position requested to go part-time for personal reasons. At that time the City entered into a contract with All Covered, a managed service IT provider for backup support. In August 2024 the Administrative Services Manager resigned. A comprehensive review of IT services and the Building Services department revealed it would be more advantageous to rely on All Covered for all critical IT functions. These include backup management, cybersecurity and network management, procurement and renewals, Office 365 management, help desk support, project support, and a VPN project implementation.
Approved Motion Second _ Agenda Item No.
Denied Ayes
Continued Noes File No.
Tabled Abstain
Absent
City Cler City Manager
1 The new proposed contract cost with All Covered is $ 99,264 annually, an increase of $37, 464 from the current budgeted amount of $ 61, 800. Additionally, staff are proposing reclassification of the part-time position of Administrative Services Manager to a full- time Information Technology Technician to better align with the current responsibilities and needs of the City. This position would handle specific tasks, such as managing internet and phone issues, hardware requests, and liaising with All Covered.
Regarding the Deputy City Clerk position established in August 2022 through Resolution 2022- 050, it was initially intended to be temporary and revert back to an Administrative Assistant III role once the City Clerk position was filled. However, staff recommends retaining the Deputy City Clerk position at its current salary range due to the ongoing need for backup support to the City Clerk.
Staff recommends continuing with All Covered for IT services at the revised annual cost of $ 99, 264, authorizing reclassification of the Administrative Services Manager position to Information Technology Technician, and retaining the Deputy City Clerk position to ensure operational continuity.
This item was presented to the Finance/ Personnel Subcommittee on January 7, 2025 and the subcommittee recommends approval.
Attachments:
1. Summary of reorganization
2. Information Technology Technician Job Description
3. Proposed Resolution No. 2025-
4. All Covered ( draft) contract
2 Attachment
Summary of Reorganization
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4 Attachment 2:
Information Technology Technician
Job Description
5 CITY OF HIGHLAND
Information Technology Technician
JOB SUMMARY
The Information Technology Technician configures, installs, maintains, and repairs the hardware, operating system, software and associated peripheral equipment associated with workstations, mobile devices, printers and VoIP telephone equipment; works on projects supporting technology implementations; assesses user training needs and trains users in effective use of applications as appropriate; makes recommendations regarding hardware and software acquisitions; provides audio/ visual support for meetings and special events; and performs other duties as required.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the Director of Administrative Services.
TYPICAL DUTIES - Typical duties may include, but are not limited to, the following:
Oversees all aspects of the City' s information systems including; all city computer workstations, the city' s phone system & voicemail, city cell phones, city satellite phones, and city tablets & laptop computers.
Responds to, evaluates, and resolves requests for support from end users experiencing issues with hardware, software, networking, VoIP or other computer related technologies.
Perform helpdesk functions, including answering phone calls, creating tickets, onsite and remote desktop support, and follow- up on outstanding requests.
Act as the city' s liaison with managed service provider for network server, email server, data server, backups etc.
Diagnose and documents issues, perform remedial actions to correct, recommend solutions, and/ or contact appropriate resource for additional assistance.
Install and configure end user workstations including operating system, applications, hardware, and peripheral components such as monitors, keyboards, printers and VoIP phones.
Installs, maintains, and troubleshoots issues with printers, copiers, and scanners, addressing both hardware and software issues and communicates with managed service provider for repairs.
Maintains and documents hardware and software inventory.
Answers questions on the use of hardware and software applications; trains users on security, software and hardware usages and basic computer navigation via instruction and documentation.
6 Participates in testing and evaluating hardware and software products; researches vendors; prepares and tracks paperwork related to the purchase of hardware and software.
Oversee the equipment and maintenance of the equipment for the Emergency Operations Center ( EOC).
Under general supervision, assist with development of operations procedures.
Organize and maintain various IT files, hardware, and software inventories.
Performs other duties as assigned.
QUALIFICATIONS
Knowledge of.'
Principles and practices of Information Systems as it relates to a municipality.
Windows operating systems in a technical support environment.
Working knowledge of the Microsoft Office Suite / Office 365.
Working knowledge of mobile devices.
Familiarity with basic IT concepts.
Principles of information systems configurations especially related to workstations and networks.
Principles and practices used in the operations and maintenance of workstation hardware and related software systems.
Techniques and methods of computer hardware and software evaluation, implementation, and documentation.
Troubleshooting, configuration, and installation techniques.
General principles of office automation.
Business letter writing and record keeping principles and procedures.
Techniques for providing a high level of customer service by effectively interacting with the public, vendors, and City staff.
Ability to:
Communicate clearly and easily with users of varying levels of technical expertise; ask questions and get information in order to diagnose computer problems and discern the level of support needed when a problem is presented.
Read, interpret, and apply a variety of technical information ( e. g. technical manual documentation).
Install, configure, and troubleshoot software and business application systems.
Train staff in software applications and hardware usage.
Work with and maintain confidential and sensitive information.
Prepare clear and concise reports, correspondence, and other written materials.
Interpret, explain, and ensure compliance with City policies and procedures. 7 Establish and maintain a variety of filing, record keeping, and tracking systems.
Respond to and effectively prioritize multiple phone calls and other requests for service.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
Understand scope of authority in making independent decisions.
Review situations accurately and determine appropriate course of action using judgment according to established policies and procedures.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Understand and carry out oral and written instructions.
Experience and Training:
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
Two ( 2) years of responsible experience performing technical support on personal computers and peripheral equipment, including software administration in a multi- user environment.
Knowledge of network protocols a plus
License or Certificate:
May require valid California driver's license depending on assigned duties 8 Attachment 3:
Proposed Resolution No. 2025
9 RESOLUTION NO. 2025-
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF HIGHLAND, CALIFORNIA,
ESTABLISHING EMPLOYEE SALARIES
WHEREAS, the City Council of the City of Highland has determined it is necessary for the efficient operation and management of the City that salary ranges be established for employees; and
WHEREAS, the City Council recognizes that it competes in a market place to obtain qualified personnel to perform and provide municipal service, and that compensation and conditions of employment must be sufficiently attractive to recruit and retain qualified employees.
NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Highland does hereby resolve to:
Add the salary range for the following position effective February 1, 2025.
Position Title
Information Technology Technician
Deputy City Clerk
Minimum Maximum
Monthly Monthly
5, 010 6, 090
7, 495 9, 108
PASSED, APPROVED AND ADOPTED this 28th day of January 2025.
Penny Lilburn, Mayor
Attest:
Alondra Munoz, City Clerk
10 Attachment 4:
All Covered ( draft) Contract
11 ALL
COVERED
A Konica Minolta Division
rrrrrrrrrrrrrr ^+ oaeeOMMI 707%
All Covered
Managed IT Services & Support Proposal
r
3.><.e; t t t . c.,1s 11l s« f . Lil< a six`v 21>•17 f a i'J i PROPOSAL FOR:
City of Highland
PRESENTED BY:
Ed Mikulski
Customer Success Manager
emikulski@allcovered. com
12/ 03/ 2024
PROPOSAL REF: SF00022075
Konica Minolta Business Solutions U. S. A., Inc.
Proposal and terms subject to credit approval. Pricing valid for 15 days from the date of Proposal.
Confidential - not to be distributed to third parties.
v. 07. 2024)
12 Executive Summary
All Covered, a division of Konica Minolta Business Solutions U. S. A., Inc., is a Managed IT Service provider delivering world -class IT services to organizations of all sizes, ensuring digital ecosystems, and the workforce that relies on them, are always on, always available, and can be accessed from anywhere.
Our Approach
About Us
Founded in 1997, All Covered' s expansive portfolio of services and solutions, along with technical expertise, delivers the right Managed IT Service Plan to optimize businesses productivity. Whether your IT infrastructure is on -premises, hybrid or cloud -based, our approach is holistic. Our customers work with our technical experts and customer success managers to define, deploy and manage an optimized digital IT ecosystem that meets your business needs. For a full list of offerings, visit www, allcovered. com_/it- services.
We are consistently ranked nationally among Top IT Managed Service Providers www. allcovere_(i.cor-ri/ about/ awards) and maintain partnerships with many vendors such as Microsoft, Apple, ServiceNow, HPE, Dell, Cisco, Fortinet, and many others. v.07. 2024) Page 2
13 All Covered Engagement Plan
Experience has shown that systematic and automated management of digital infrastructure substantially reduces the frequency and severity of common problems that jeopardize the stability, security, and performance of an organization' s IT ecosystem.
All Covered delivers a suite of services for proactive maintenance, early -detection, prevention of the most common business outages. Additionally, the All Covered portfolio has a variety of supplemental and advanced services to enhance your foundational care, that can include but is not limited to:
Proactive Management and Support
Our proven methodology for proactive management, which includes services like security endpoint detection and response, patch management, data retention and recovery, and IT governance, will ensure the IT ecosystem runs smoothly, and often prevents many problems before they occur or affect computer or network performance.
Monitoring and Rernediation
24/ 7 proactive monitoring on -premises or cloud environments are critical to high up -time and reduces lost productivity hours. Applicable services are delivered by our Network Operations Center (" NOC") and Security Operations Center (" SOC").
End -user Support (Supported Users)
All Covered' s Service Desk addresses day- to- day end -user challenges and requests. Secure remote engagement tools are leveraged to troubleshoot issues and reduce friction for users while receiving support more easily. " Supported User( s)" are the end users authorized by and identified by Client to access and use the All Covered Services included in the Schedule of Services below.
Onboarding Process
The transition to All Covered services will be coordinated during an introductory kick- off meeting where a detailed plan will be developed with Client based on the services included in your agreement.
Ongoing Support
The All Covered Customer Success Team will manage your account and associated services.
This team will be introduced during the transition process and ensure from the beginning of the partnership and throughout that there is clear communication and exceptional delivery of your services.
v. 07. 2024) Page 3
14 Service Definitions
All Covered administers services according to our Statements of Services. Detailed descriptions of each service can be found in the link below:
Statements of Services
https:// services. allcovered. com
The definitions and details contained within these Statements of Services represent a portion of All Covered' s Service Catalog. The information contained in each Statement of Service is comprehensive and contains details about all Service Elements within our Managed IT Services.
Not all Service Element information in each Statement of Service applies to every client environment. Statements of Services may change over time, as processes and technologies evolve, and the links to each will be updated as that occurs. Clients will be notified if a change is planned to a Service Element that is part of their contracted services.
CDCustomer & System Requirements
https:// services. allcovered. com/ ACC Requirements
Services Not Included
Services not defined in this agreement are Out of Scope, such as, but not limited to, the following:
New computer or peripheral setup or installation'
Hardware repair'
Hardware and software installation or upgrade s2, not performed as part of troubleshooting Replacement or remediation of network cabling or onsite environmental issues Account administration beyond Microsoft Active Directory ( AD) or Entra ID Programming and Line of Business application support
Home or private network troubleshooting
Audio/ visual device support
Custom reporting
These services may be available as separately billed projects or via remote billable services.
Unless Device Lifecycle Services is included in Schedule of Services. Out of warranty hardware repair is billable for both parts and labor. 2Unless Managed Mac is included in Schedule of Services, which includes patch management. v. 07. 2024) Page 4
15 Schedule of Services
Effective Date: January 15, 2025
Support and Management for the following:
Locations: 6
27215 Baseline Street Highland, CA 92346,City of Highland Corp Yard — 7935 Central Avenue Highland, CA 92346
City of Highland Police Station- 26985 Base Line Highland, CA 92346 City of Highland Fire Station #1- 26974 Base Line Highland, CA 92346 City of Highland Fire Station #2- 29507 Base Line Highland, CA 92346 City of Highland Fire Station #3- 7649 Sterling Avenue Highland, CA 92346 Supported Users: 53
Supported Users must be identified by phone number and email during onboarding (" Contact Data"). After onboarding, Client is responsible for providing updates to contact data, including any deletions or retractions of use rights of a Supported User, or replacement of a Supported User with another Supported User. Contact Data must be maintained to properly route and identify Supported Users to help desk agents.
Unified Management for the following environment:
Computers: 62, including:
Asset Discovery
Cisco Umbrella Off -Net
Statement of Service: services. aIIcovered. com/ umbrella Patching for Workstations
Statement of Service: services. aI] covered. com/ patchi ngforworkstations Third - Party Patching for Workstations
Statement of Service: services. aIIcovered. com/ 3rdpartypatchingforworkstations Users: 53, including:
Managed Security Awareness Training
Email Defense users: 61
Statement of Service: services. allcovered. com/ emailprotection Server Management
Statement of Service: services. al covered. com/ servermgmt Client Owned Servers:
Physical, hosting virtual servers: 4
Virtual Servers: 3
v. 07. 2024) Page 5
16 Database, add -on service: 2
Network Device Management
Statement of Service: services. aIIcovered. com/ networkdevicemgmt Client Owned Network Devices:
Advanced: 2
See Appendix A for a list of all entitled servers, network devices, and storage devices Clients are responsible for maintaining active support agreements with third -party vendors on all managed devices. If at any point it is identified that a device is not covered under an active support agreement, whether due to lapsed coverage or the device is designated End of Support ( EOS) by the vendor, any support by All Covered will be provided on a best effort basis and subject to time and materials charges.
Remote Support ( Help Desk), for End Users
Statement of Service: services. aIIcovered. com/ remotesupport 53 Users
Included in Monthly Fee during Standard Hours
230 per hour outside Standard Hours
Standard Hours for Remote Support are Monday through Friday, 7: 00 a. m. to 7: 00 p. m. Central Time Zone, excluding public holidays.
See www. allcovered. com/ holidays for a list of public holidays observed by All Covered.
Billed in 15 minute increments
See Statement of Service for list of basic incident/ request support categories included with Remote Support.
A Supported User is entitled to contact the help desk. A Supported User is not entitled to contact the help desk on behalf of a non -supported user.
Dispatch Services
If onsite resources are available in geographic region requested the rates are as follows:
175 per hour during Standard Hours
230 per hour outside Standard Hours
Standard Hours for Dispatch Services are Monday through Friday, 8: 00 a. m. to 5: 00 p. m. local time zone, excluding public holidays.
Billed in 15 minute increments, 2- hour minimum, plus round trip travel time apply.
Labor rates for project work may differ from these rates based on the nature of the work.
All Covered Managed Endpoint Detection & Response ( MEDR) Statement of Service: https:// services. allcovered. com/ medr MEDR coverage: 71 workstations or servers (" Endpoints"). v.07. 2024) Page 6
17 All Endpoints must have general IT support coverage, including management of security updates Endpoint Support Coverage"). Endpoint Support Coverage may be provided either by Client internal staff, All Covered, or another Managed Service Provider.
Client is responsible for submitting a service request to All Covered to update MEDR coverage whenever Client identifies unprotected Endpoints.
MEDR is provided in accordance with and subject to the following service - specific on- line terms:
SentinelOne End User Agreement (see www.allcovered. com/ terms).
All Covered Security
Managed Vulnerability Scan Service for up to 20 External or Internal IP addresses Statement of Service: services. aIIcovered. com/ MVS
Third - Party Licenses
Microsoft Seat -based Licensing
Microsoft 365 E3 ( no Teams) - Users: 60
All Covered will provision and maintain Microsoft subscription based on client requests.
Unless otherwise stated, licensing is based on a 1 year subscription.
Licensor Pass -Through Provision: By signing this Schedule of Services, Client hereby agrees that the Microsoft licenses provided hereunder shall be subject to the Microsoft Customer Agreement, a copy of which is posted for review at www. ollcovered. com/ terms for Microsoft Customer Agreement. Any such Microsoft licenses shall be between Client and the licensor of such Microsoft license. All Covered and/ or Konica Mlnolta Business Solutions U. S. A., Inc are not a party, third party, or third - party beneficiary to any Microsoft license between Client and such licensor.
All Covered Backup
Statement of Service: services. allcovered. com/ m365mbu All Covered M365 Managed Backup - Exchange Only with Infinite Retention - Users: 60 M365 Managed Backup is provided in accordance with and subject to the following service - specific on- line terms:
Unless otherwise stated, licensing is based on a 1 year subscription M365 Managed Back Up Terms & Conditions ( see www.allcovered. com/ terms).
Statement of Service: services. aIIcovered. com/ backupforservers The following Backup solution is based on the assumption that the client has at least 100mb of bandwidth
All Covered Backup for Servers - Hybrid: 5, with all cloud storage included v.07. 2024) Page 7
18 Purchase of 18TB Axcient Device ( 2U Rack) with 14 concurrent recovery spin ups: 1 Additional fees will apply for Business Continuity beyond 30 days.
Client is responsible for all shipping fees for Backup devices.
Additional fees may apply for major data restores.
See www. allcovered. com/ terms for additional terms of use for All Covered Server Backup.
If contract is terminated all data is removed from storage Included Services
Customer Success Team
Secure Client Portal
Procurement Services
Assistance with hardware & software purchasing
Leasing and Finance Programs available
All Covered Managed IT Services does not include security incident response management or digital forensics services. Except where expressly included in an applicable All Covered security service offering, work effort in support of security incident response will be handled on a best effort basis and may be subject to additional charges. Note that such charges may be reimbursable under Client' s third -party cyber insurance policy.
Total Estimated Monthly Fee of: $10, 330*
Fixed Fee of: $8, 302
Estimated Fee for Microsoft Seat -Based Licensing of: $2, 028 The Total Monthly Fee listed above is based on the information provided by Client at time of signature. Devices that are missing, unidentified, or misidentified may result in a change to the Monthly Fee.
Total One -Time Setup Fee of: $2, 687
Total One -Time MEDR Security Project Fee of: $1, 708
Purchase of All Covered Backup for Servers devices: 1, for a total one- time fee of $10, 950 All prices are exclusive of any applicable sales or use taxes, and shipping costs.
Fee assumes that Client equipment is under manufacturer warranty or maintenance contract.
Additional charges may apply for the recovery of devices from virus infections if Client fails to follow All Covered' s reasonable security recommendations.
Additional Fee Details:
Monthly support fee for each additional user: $ 56
Monthly support fee for each additional Windows Computer: $8 v. 07. 2024) Page 8
19 Monthly support fee for each additional Email Defense user: $ 2. 68 Monthly support fee to increase Managed Vulnerability Scan to up to 50 IP addresses: $ 107 Monthly support fee for each additional Managed Security Awareness Training user: $ 4. 00 Monthly support fee for each additional Managed Endpoint Detection & Response endpoint:
16. 00
Monthly support fee for each additional M365 Managed Backup - Exchange Only user: $ 5. 50 Monthly support fee for additional servers to be protected with Server Backup - Hybrid: $ 96 Infrastructure overage rates will be billed on the appropriate variation based on device manufacturer and model within the following ranges:
The support fee for additions may change if the supported environment changes significantly.
Remote work beyond scope of this Schedule: $ 175 per hour between 8 a. m. and 5 p. m., local time, Mon - Fri; $ 230 outside of these hours & on public holidays.
Onboarding Fee of: $352
The All Covered onboarding process includes setting up the services listed in the Schedule of Services above and are subject to the Terms and Conditions of Service set forth below. The requirements and expectations of Customer for the onboarding process are located in the Statement of Services for each service.
TERMS AND CONDITIONS OF SERVICE
v. 07. 2024) Page 9
20 1. Term and Termination: ( a) The initial term of this Schedule of Services (" Schedule") shall commence on the Effective Date and terminate after one ( 1) year (" Initial Term"). This Schedule shall automatically renew for successive terms of one ( 1) year ( each a Renewal Term") unless either party gives notice of its intent not to renew at least thirty ( 30) days prior to the expiration of the then - current term. ( b) If the Schedule is terminated prior to the end of the Initial Term, or any Renewal Term, due to Client' s non- payment of fees or cancellation of services for any reason other than for cause, Client agrees to pay a lump sum termination fee equal to the monthly fee multiplied by the number of months remaining fdr the term. ( c) Either party may terminate this Schedule for cause if the other party fails to cure a material breach of any obligation set forth herein within thirty (30) days of written notice of such breach. Termination is not an exclusive remedy and the exercise by either party of such remedy shall be without prejudice to any other available legal or equitable remedies. Sections 3( b) ( Warranty Disclaimer), 4 ( Liquidated Damages), 5 ( Limitation of Liability), 6 Confidential and Proprietary Information) and 7- 13 ( general terms) shall survive any expiration or termination of this Schedule.
2. Fees and Payment: ( a) Client agrees to pay all fees specified in this Schedule. Payment terms are net 30 days from date of invoice. All Covered may invoice in advance for any recurring service. Client shall be responsible for all applicable sales taxes, however designated, arising from the services. ( b) If Client believes that an invoice contains an erroneous charge, Client shall ( i) pay the undisputed portion of the charge when due and ( ii) notify All Covered in writing of the disputed charge no later than ten ( 10) days after the invoice date. Any amounts not timely disputed in accordance with the preceding sentence shall be deemed to be undisputed and payable when due. With respect to any charges that are disputed in a timely manner, the parties will use commercially reasonable efforts to resolve the dispute within ten ( 10) days of All Covered' s receipt of notice. If the charge remains disputed in good faith after such ten ( 10) day period, either party may file for arbitration as provided in Section 10. ( c) All Covered may suspend services if Client has failed to pay any undisputed invoice within fifteen ( 15) days of the due date. Undisputed invoices not paid by the due date may be subject to a monthly service charge which is the lesser of one and one- half percent (1Y/%) per month or the highest rate allowed by law. ( d) All Covered reserves the right to ( i) equitably adjust the fees if the supported environment materially changes, such as changes to the number of end users, workstations, servers, supported network elements, warranty or hardware maintenance coverage, or if the level of support required by Client changes; and ( ii) increase its fees upon expiration of the Initial Term or any Renewal Term. All Covered shall provide at least thirty (30) days prior notice of any fee increases or changes to terms. All Covered may also charge Client for the time utilized in the development of quotes for hardware or software not ultimately purchased through All Covered at the then -current hourly rate for contracted clients.
3. Limited Warranty: ( a) All Covered warrants for a period of thirty ( 30) days following delivery ( the " Warranty Period") that all services shall be performed in a professional manner in accordance with generally applicable industry standards. All Covered' s sole liability ( and Client' s exclusive remedy) for any warranty claim shall be for All Covered to re -perform any deficient services or, if All Covered is unable to remedy such deficiency within thirty ( 30) days, to void the invoice for the deficient services. All Covered shall have no obligation with respect to a warranty claim ( i) if notified of such claim after the Warranty Period or (ii) if the claim is the result of third -party hardware or software failures, or the actions of Client or a third party. ( b) THIS SECTION 3 IS A LIMITED WARRANTY, AND SETS FORTH THE ONLY WARRANTIES MADE BY ALL COVERED. ALL COVERED MAKES NO OTHER WARRANTIES,
EXPRESS OR IMPLIED, STATUTORY OR OTHERWISE, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NONINFRINGEMENT. ALL SOFTWARE AND HARDWARE PROVIDED OR INSTALLED BY ALL COVERED HEREUNDER ARE SUBJECT EXCLUSIVELY TO THE RESPECTIVE MANUFACTURER' S WARRANTY.
4. COMPENSATION FOR HIRING OTHER PARTY' S EMPLOYEES: During the term of this Schedule and for twelve ( 12) months thereafter, if either party hires ( whether as an employee, independent contractor or otherwise) any employee of the other party ( or ex -employee within six ( 6) months of such employee' s termination of employment) who was directly involved in the provision of Services hereunder, the hiring party shall pay to the other party as reasonable compensation for the loss of the employee the sum of Fifty Thousand Dollars ($ 50, 000).
v. 07. 2024) Page 10
21 5. LIMITATION OF LIABILITY: ( A) NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR ANY INDIRECT, INCIDENTAL, SPECIAL, OR
CONSEQUENTIAL DAMAGES ( INCLUDING, WITHOUT LIMITATION, DAMAGES FOR INTERRUPTION OF SERVICES, LOSS OF BUSINESS,
LOSS OF PROFITS, LOSS OF REVENUE, LOSS OF DATA, OR LOSS OR INCREASED EXPENSE OF USE), WHETHER IN AN ACTION IN
CONTRACT, WARRANTY, TORT ( INCLUDING, WITHOUT LIMITATION, NEGLIGENCE), OR STRICT LIABILITY, EVEN IF THE PARTIES HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH LIABILITIES. ( B) ALL COVERED SHALL NOT BE RESPONSIBLE FOR ( 1) PROBLEMS THAT OCCUR AS A RESULT OF THE USE OF ANY THIRD -PARTY SOFTWARE OR HARDWARE; OR ( II) NETWORK OUTAGES, MALWARE ATTACKS,
OR UNAUTHORIZED ACCESS TO NETWORK OR DATA RESULTING FROM CLIENT' S FAILURE TO FOLLOW ALL COVERED' S REASONABLE WRITTEN RECOMMENDATIONS. ( C) EXCEPT FOR GROSS NEGLIGENCE OR WILLFUL MISCONDUCT, ALL COVERED' S TOTAL AGGREGATE
LIABILITY TO CLIENT ARISING OUT OF THIS SCHEDULE, REGARDLESS OF THE LEGAL THEORY UPON WHICH SUCH LIABILITY MAY BE
BASED, SHALL NOT EXCEED THE TOTAL PAYMENTS MADE BY CLIENT TO ALL COVERED FOR THE SERVICES IN QUESTION IN THE TWELVE ( 12) MONTH PERIOD IMMEDIATELY PRECEDING THE FIRST OCCURRENCE OF THE EVENT GIVING RISE TO SUCH LIABILITY.
6. Confidential and Proprietary Information: ( a) Each party agrees that all know- how, business, technical and financial information it obtains ( as a " Receiving Party') from the disclosing party ( as a " Disclosing Party") constitute the confidential property of the Disclosing Party (" Confidential Information"), provided that it is identified as confidential at the time of disclosure or should be reasonably known by the Receiving Party to be Confidential Information due to the nature of the information disclosed and the circumstances surrounding the disclosure. Except as may be necessary to perform its obligations under this Schedule, the Receiving Party will hold in confidence and not use or disclose any of the Disclosing Party' s Confidential Information. The Receiving Party' s nondisclosure obligation shall not apply to information that: ( i) was known to it prior to receipt of the Confidential Information; ( ii) is publicly available; ( III) is rightfully obtained by the Receiving Party from a third party; ( iv) is independently developed by employees of the Receiving Party; or (v) is required to be disclosed pursuant to a regulation, law or court order. ( b) Any templates, schematics, processes or technical documentation provided by All Covered shall be deemed Confidential Information and proprietary information of All Covered without any marking or further designation. Client may use such information solely for its own internal business purposes. All Covered shall retain all rights to the aforementioned, which shall be returned to All Covered upon termination of the applicable Schedule. ( c) All Covered shall maintain the confidentiality of protected health information in its possession or under its control in accordance with the Health Insurance Portability and Accountability Act of 1996, as amended by the Health Information Technology for Economic and Clinical Health Act.
7. Third -Party Pass -Through Provisions: ( i) All Covered may pass through to Client any fee increases or other terms mandated by third -party licensors whose products or services are directly licensed to Client by All Covered. Such increases or terms may be effective immediately. ( ii) If Client terminates a third -party software license subscription or moves to a different service provider before the end of the license term, Client shall still be obligated to pay all license fees to All Covered through the end of the license term. (III) Where service fees are based in part on Client' s usage of a product or service, the usage is measured by the third -party licensor and used by All Covered to generate Client' s monthly invoice. The invoice amount may therefore change from month to month based on Client' s usage. Microsoft Azure costs are incurred as soon as Azure resources are allocated and will be billed to Client at that time, including Azure resources in place during project to migrate Client to or implement the Azure solution. ( iv) All applicable service level agreements (" SLA") provided by the third -party licensor will be passed - through to Client. In some cases there may be a delay between the time when an SLA credit is earned and when the credit is fully processed. ( v) Microsoft may release new services or products directly to Client or advertise the availability of such services or products prior to making them available to All Covered for resale to Client. All Covered shall not be responsible for any disruption to Client' s business operations arising out of any delays in the release of such services or products.
8. Independent Contractor: All Covered and Client shall at all times be independent contractors. There is no relationship of partnership, joint venture, employment, franchise or agency created hereby between the parties. Neither party shall have the power to bind the other or incur obligations on the other party' s behalf without the other party' s prior written consent. v. 07. 2024) Page 11
22 9. Assignment: This Schedule may not be assigned by either party without the prior written consent of the other party, which consent shall not be unreasonably withheld or delayed; provided, however, that All Covered may retain qualified third -party subcontractors to provide some of the services set forth in the Schedule without Client' s prior consent. No consent shall be required where an assignment is made ( i) pursuant to a merger or change of control or ( ii) to an assignee of all or substantially all of the party' s assets. Any purported assignment in violation of this section shall be void.
10. Disputes; Governing Law* Arbitration; Attorney' s Fees: New Jersey law, without regard to its conflict of laws principles, shall govern and enforce this Schedule. Any legal action between the parties arising out of or related to this Schedule shall be adjudicated by binding arbitration by JAMS, Inc. in Bergen County, New Jersey in accordance with its Expedited Arbitration Procedures. The parties agree that any failure of either party to fund or participate in such arbitration shall constitute a default of that party, and a default judgment may be entered by the arbitrator for the relief sought and later reduced to a judgment entered on the docket of a court of competent jurisdiction for execution and collection. The prevailing party in any such action shall be entitled to an award of reasonable attorney' s fees and costs in addition to any other award or recovery to which such party may be entitled. Except for enforcement of payment obligations hereunder, no legal action, regardless of form, may be brought by either party against the other more than one ( 1) year after the cause of action has arisen.
11. Complete Understanding; Modification: This Schedule, as well as any applicable terms of service posted at www.allcovered. com/ terms, shall constitute the full and complete understanding and agreement between Client and All Covered and supersedes all prior or contemporaneous negotiations, discussions or agreements, whether written or oral, between the parties regarding the subject matter contained herein. Any waiver, modification or amendment of any provision of this Schedule shall be effective only if in writing and signed by both parties.
12. Waiver and Severability: Waiver or failure by either party to exercise in any respect any right or obligation provided for in this Schedule shall not be deemed a waiver of any further right or obligation hereunder. If any provision of this Schedule is found by a court of competent jurisdiction to be unenforceable for any reason, the remainder of the Schedule shall continue in full force and effect.
13. Force Maieure: Neither party shall be liable to the other for any delay or failure to perform any obligation under this Schedule, except for a failure to pay fees, if the delay or failure is due to unforeseen events which are beyond the reasonable control of such party, such as strikes, blockade, war, terrorism, riots, natural disasters, power outages, and/ or refusal of license by the government, insofar as such an event prevents or delays the affected party from fulfilling its obligations and such party is not able to prevent or remove the force majeure at reasonable cost.
14. Notices: Any notice or communication required or permitted to be given under this Schedule shall be in writing and addressed to All Covered, Attn. Legal Counsel, 1051 E. Hillsdale Blvd., Suite 510, Foster City, CA 94404 and shall be deemed given: ( i) upon receipt if by personal delivery; ( ii) by electronic mail to primary point of contact; or (iii) upon receipt if sent by certified U. S. mail return receipt requested); or ( iv) one day after it is sent if by next day delivery by a major commercial delivery service.
15. Counterparts: This Schedule may be executed in any number of counterparts and each fully executed counterpart shall be deemed an original. The parties agree ( a) that facsimile or electronic signature shall be accepted as original signatures; and ( b) that the Schedule, or any document created pursuant to the Schedule, may be maintained in an electronic document storage and retrieval system, a copy of which shall be considered an original. In any legal proceeding relating to the Schedule, the parties waive their right to raise any defense based on the execution of the Schedule in counterparts or the delivery of such executed counterparts by copy, facsimile, or electronic delivery.
By executing this Schedule of Services, Client agrees to purchase the services designated above subject to the preceding Terms and Conditions of Service.
Client: City of Highland
v. 07. 2024) Page 12
23 Signature:
Name:
Title:
Date:
All Covered, a division of Konica Minolta Business Solutions U. S. A., Inc.
Signature:
Name:
Title:
Date:
Appendix A
The list of all entitled device for Remote Monitoring and Management are as follows:
Server Management Service:
DC01 - Virtual Servers - Windows Server 2019 ( All Versions) * Database Management not included DCO2 - Virtual Servers - Windows Server 2019 ( All Versions) * Database Management not included DM01 - Physical, not hosting virtual servers - Windows Server 2019 ( All Versions) * Database Management for Microsoft SQL
FS01- Virtual Servers - Windows Server 2019 ( All Versions) * Database Management not included HV03 - Physical, hosting virtual servers - Windows Server 2019 (All Versions) * Database Management not included
HV1- Physical, hosting virtual servers - Windows Server 2019 ( All Versions) * Database Management not included
HV2 - Physical, hosting virtual servers - Windows Server 2019 ( All Versions) * Database Management not included
HV3 - Physical, hosting virtual servers - Windows Server 2019 ( All Versions) * Database Management not included
v. 07. 2024) Page 13
24 APP01 - Virtual Servers - Windows Server 2019 (All Versions) * Database Management for Microsoft SQL
Network Device Management Service:
FW01- 1 - Firewall - Watchguard - WatchGuard Firewalls ( All Models) FW01- 2 - Firewall - Watchguard - WatchGuard Firewalls ( All Models) v. 07. 2024) Page 14
25 MANAGED IENOPUIIN
7IFTFCTIIIN RFSPC
26 PROTECT ENDPOINTS AGAINST MODERN ATTACKS AND EXPLOITATION With the frequency of cybercrime and ransomware attacks continuing to rise, IT security for businesses of all sizes has never been more important. Modern cybersecurity threats are rendering traditional endpoint antivirus solutions ineffective, easily circumventing them by concealing themselves from detection. This risk increases as more and more employees work off -site as part of hybrid work structures, causing many of the on -premises focused solutions to fall short.
Konica Minolta' s Managed Endpoint Detection & Response ( MEDR) service, powered by SentinelOne, is designed to protect supported endpoints, and respond to neutralize possible threats before they can compromise your operations. Doing much more than your standard behavior -based antiviruses and unmanaged endpoint detection services, MEDR is a fully managed security service that gives you the most effective protection against modern threats.
NEXT GENERATION CYBERSECURITY PROTECTION
Through the implementation, management and monitoring of next -generation endpoint protection, the cloud - based MEDR service will protect your organizations' endpoints regardless of where your workforce is, even when not connected to a network.
This service is delivered by a team of dedicated Cybersecurity experts that manage every aspect of the service including:
EDR Solution Deployment
Deployment Gap Visibility
Policy Configuration, Tuning, and Exceptions
Proactive Threat Hunting
24x7x365 Monitoring and Response
Reporting
ncident Response Assistance
27 A FOUNDATION FOR YOUR CYBERSECURITY TECHNOLOGY STACK The MEDR service is fully managed, giving your business the backing of a team of security experts that use real world experience to continuously improve our platform and procedures.
We understand that the closer a control is to the threat target, the more effective that control can be, and manage our MEDR platform and Security Operations Center accordingly. You' ll benefit from higher visibility, an enhanced peace of mind, and be able to measure behavioral anomalies, threats found, and time to quarantine/ remove malicious behavior.
START YOUR TRANSFORMATION
To find out now the MEDR service can direct) `` `- -
contact sales@allcavered. com today.
28 For complete information on Konica Minolta products and solutions, please visit: CountOnKonicaMinolta. com
2022 KONICA MINOLTA BUSINESS SOLUTIONS U. S.A., INC. AI I rights reserved. Reproduction in whole or in part without written permission is prohibited. KONICA MINOLTA and the KONICA MINOLTA logo are registered trademarks or trademarks of KONICA MINOLTA, INC. All other product and brand names are trademarks or registered trademarks of their respective companies or organizations. All features and functions described here may not be available on some products. Design & specifications are subject to change without notice.
I< ONICA MINOLTA
KONICA MINOLTA BUSINESS SOLUTIONS U. S.A., INC.
100 Williams Drive, Ramsey, New Jersey 07446
CountOnKonicaMinolta. com
29 y98
OF HIG
DATE:
FROM:
REVIEWED BY:
PREPARED BY:
SUBJECT:
STAFF REPORT
TO THE CITY COUNCIL
January 28, 2025
Carlos Zamano, City Manager
Octavio Duran, Public Works Director/City Engineer 00
Jim Richardson, Public Works Manager
Contract Renewal - 2020- 08 " City -Wide Concrete Maintenance" SB 1439 Campaign Contributions and Conflicts of Interest - Government Code Section 84308 is applicable)
RECOMMENDATION: It is recommended that the City Council:
1. Extend the City -Wide Concrete Maintenance Contract with Above All Names Construction Services, Inc. for one- year,
2. Approve a 9. 7% increase to the contract unit prices.
FISCAL IMPACT: All work is to be paid from current budgets PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City's website.
BACKGROUND: The City currently has a contract with Above All Names Construction, Inc. This is an on -call concrete maintenance contract based on pre -established tasks in the bid documents and unit prices from the contractor' s bid proposal. The actual amount of the annual contract will vary based on available budgets and the City' s concrete maintenance needs. The contract documents establish guidelines for a contract increase at the time of the contract renewal based on the construction cost index published in the March issue of Engineering News Record.
This year the publication average shows a 9. 7% increase from last year. The services provided by the contractor have been satisfactory. The contract documents provide the City the option of five one- year contract extensions, and this will be the fifth and final one- year contract extension.
Attachments: Engineering News Record Cost Index
Approved Motion Second
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Agenda Item No.
File No.
City Clerk City Manager
1 ENR' s 20-cityaverage cost indexes wages and materials prices.
Historical data for ENR' s 20 cities can be found at ENR. com/ economics Construction
Cost Index
ANNUAL
I
INFLATION RATE
1913= 100 INDEKVALDE MONiII YEAR
CONSTRUCTION COST 13532. 01 + 0. 1% + 2.7%
COMMON LABOR 25413. 55 0.0% + 2.0%
WAGE$/ HR. 48. 30 0.0% + 2.0%
The Construction Cost Index' s annual escalation
rose 2.7%, while the monthly component increased
0.1%.
ENO
Building
Cost index
ANNUAL
1 INFLATION RATE
1913= 100 INDEKVAWE MOWN YEAR
Materials
Cost Index I
MONTHLY
I
INFLATION RATE
1913= 100 INDEKVAWE M M YEAR
BUILDING COST 8288. 93 + 0. 2% + 3. 8% MATERIALS COST 6249. 77 0. 4% 6. 2% SKILLED LABOR 11674. 53 0. 0% + 3. 0% CEMENT$ rrON 237. 75 4.5% 27. 5% WAGES/ HR. 64.79 0. 0% + 3. 0% STEELS/ CWT 105. 00 2. 2% 9. 5% LUMBER $/ MBF 1026. 59 0. 2% 4. 5%
The Building Cost Index was up 3.8% on an annual
basis, while the monthly component rose 0.2%.
Construction starts in the Boston
metro area are expected to rise 6. 1%
in 2024, to $17.5 billion, according to
Dodge Construction Network. Dodge predicts
a 0. 7% decrease in non- residential starts, while
residential is expected to rise 20. 5%. Office and
single- family starts are expected to increase,
while health care work is predicted to drop.
ENR' s Cost Indexes by City
The Materials Cost Index rose 0.4% this month,
while the annual escalation rate increased 6. 2%,
Bil.
21 18
12 2018 2019 2020 2021 2022 2023 2024
SOURCE: DODGE CONSTRUCTION NETWORK
1913= 100
967= 100
R= REVISED
NEW, i
MAR' 24: 1913 % CHG. YEAR MAR24: 1913 % CHG. YEAR MAR24: 1967 % CHG. YEAR G. YEAR MAR' 24: 1967 % CHG. YEAR ATLANTA 8216. 00 1. 2 6271. 38 1. 5 825. 83 0.0 Zff 0. 0 1379. 67 2. 5 BALTIMORE 10360. 41 2. 4 7013. 11 2. 8 1214. 52 0.0 980. 21 1. 3 1238. 05 6. 5 BIRMINGHAM 8673. 91 0. 9 6038. 33 1. 3 978. 68 0.0 868. 43 0. 0 1158. 50 2. 2 BOSTON 17643. 40 1. 1 10100. 77 0. 3 1756. 25 0. 0 1609. 60 2. 6 1287. 47 CHICAGO 20127. 98 9. 7 10197. 62 5. 2 1859. 31 10.0 1536. 02 3. 2 1179. 24 8. 6 CINCINNATI 12464. 07 5. 1 7469. 77 9. 5 1077.82 0.0 953. 18 1. 0 1384. 66 17. 9 CLEVELAND 14467. 07 6. 1 8120. 00 11. 5 1095. 01 0.0 972. 70 0. 0 1374. 17 25. 2 DALLAS 7872. 18 2. 5 6482. 39 3. 1 742. 23 0.0 738. 52 0. 0 1358. 02 4. 9 DENVER 9169. 81 5. 8 7184.92 9.4 818. 18 0.0 972. 24 3. 5 1271. 39 15. 4 DETROIT 14014. 22 1. 5 8571. 52 6. 1 1078. 49 0.0 1104. 00 6. 5 1224. 22 5. 7 KANSAS CITY 13812. 49 1. 7 1 8124. 00 0.8 1390. 03 3. 7 1300. 95 1. 6 1206. 01 3. 5 OS ANGELES 15219. 84 9. 1 8545. 89 4.6 1287. 67 15. 8 1203. 70 14. 2 1261. 39 5. 6 MINNEAPOLIS 14612. 61 1. 7 8572. 99 3. 0 1339. 26 0.0 1371. 67 0.0 1207. 19 7. 1 NEW ORLEANS 7849. 80 0. 5 6457. 51 0. 6 749. 82 0.0 848. 69 0.0 1310. 33 1. 0 NEW YORK CITY 22373. 57 0. 8 11717. 89 2.2 1663. 39 0.0 1547. 48 0.8 133D. 29 51 PHILADELPHIA 15913. 64 2.4 9269. 82 4.9 1637. 07 0. 0 1421. 38 0.9 1316. 69 11. 7 PITTSBURGH 12941. 24 3.9 8251. 30 7. 8 1178. 28 0.0 1114. 12 2. 7 1156. 15 14. 6 ST. LOUIS 13971. 45 2. 1 7997. 19 3. 7 1112. 34 0. 0 1082. 07 0. 0 1301. 61 8. 4 SAN FRANCISCO 15458. 96 0.6 10774. 99 7. 0 1076. 13 2. 8 1292. 25 18. 4 1685. 48 3. 7 SEATTLE 1 15477. 56 1 + 2. 5 1
8894A6 4.4 1314. 48 1
0. 0 1302. 87 0.0 1561. 11 10. 1
enr. com March 11, 2024 0 MR 0 71 2
i
DATE:
FROM:
REVIEWED BY:
PREPARED BY:
SUBJECT:
STAFF REPORT
TO THE CITY COUNCIL
January 28, 2025
Carlos Zamano, City Manager
Octavio Duran, Public Works Director/City Engineer N,
Jim Richardson, Public Works Manager
Contract Renewal - 2020- 09 "City -Wide Traffic Striping and Pavement Marking Maintenance Contract"
SB 1439 Campaign Contributions and Conflicts of Interest - Government Code Section 84308 is applicable) RECOMMENDATION: It is recommended that the City Council:
1. Extend the City -Wide Traffic Striping and Pavement Marking Maintenance Contract with Interstate Striping & Signs, Inc. for one- year
2. Approve a 5. 25% increase to the contract unit prices.
FISCAL IMPACT: All work is to be paid from current budgets PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City' s website.
BACKGROUND: The City currently has a contract with Interstate Striping & Signs, Inc.
This is an on -call striping & pavement marking maintenance contract based on pre -established tasks in the bid documents and unit prices from the contractor's bid proposal. The actual amount of the annual contract will vary based on available budgets and the City' s striping & signage maintenance needs. The contract documents establish guidelines for a contract increase at the time of the contract renewal based on the average of Skilled Labor and Materials cost indexes published in the November issue of Engineering News Record. This year the publication average shows a 5. 25% increase from last year. The services provided by the contractor have been satisfactory. The contract documents provide the City the option of five one- year contract extensions, and this will be the fifth and final one- year contract extension.
Attachments: Engineering News Record Cost Index
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No.
File No,
City Cl City Vanager
1 ENR's 20-city average cost indexes, wages and materials prices.
Historical data for ENR' s 20 cities can he found at EW( om/ economics Construction
Cost Index
1 Building
Cost Index
ANNUAL
INFLATION RATE 1 1
Materials
Cost Index
MONTHLY
INFLATION RATE
l" I
ANNUAL 1 1
INFLATION RATE
1913= 100 INDEXVAWE
1 MONTH
I
YEAR 1913= 100 INDE) WALIE MONTH YEAR 1913= 100 INDEXVALUE MONTH YEAR CONSTRUCTION COST 13632. 39 0. 0% 0. 9% BUILDING COST 8405. 03 0. 0% 1. 7% MATERIALS COST 6334. 82 0. 0% 3. 1% COMMON LABOR 25538. 95 0.0% 0. 5% SKILLED LABOR 11805A7 0.0% 1. 4% CEMENT $/ TON 291. 70 4.9% 40. 6% WAGE$/ HR. 48. 52 0. 0% 0. 5% WAGE$/ HR. 65. 52 0. 0% 1. 4% STEEL$/ CWT 109. 09 0. 2% 9. 3% LUMBER S/ MRE 88151 1. 3% 17. 8%
The Construction Cost Index' s annual escalation rose
0.9%, while the monthly component stayed flat.
The Building Cost Index was up 1. 7% on an annual
basis, while the monthly component showed no
change.
Construction starts in the Detroit
metro area are expected to rise 8.9%
in 2025, to $5. 2 billion, according to
Dodge Construction Network. Dodge predicts
a 6. 6% increase in non- residential starts, while
residential is expected to rise 12. 2%. Office
and retail starts are expected to increase, while
education work is predicted to drop.
ENR' s Cost Indexes by City
The Materials Cost Index held steady this month,
while the annual escalation rate increased 3.1%.
Bil.
7. 0
6.0 5.0
4. 0
3. 0
2. 0
1. 0
0 2019 2020 2021 2022 2023 2024 2025
SOURCE: DODGE CONSTRUCTION NETWORK
1967= 100
R= REVISED NOV' 24: 1913 % CHG. YEAR NOV' 24: 1913 % CHG. YEAR NOV' 24: 1967 % CHG. YEAR NOV' 24: 1967 % CHG. YEAR NOV24: 1967 % CHG. YEAR ATLANTA 8728. 41 6. 3 6783. 14 8. 2 825. 83 0.0 770. 13 0.0 1568. 69 13. 7 BALTIMORE 10632. 02 1. 4 7283. 51 2. 0 1236. 74 1. 8 1015. 30 3. 6 1289. 05 0. 5 BIRMINGHAM 8903. 58 2. 9 6267. 26 4. 2 978. 68 0.0 868. 43 0. 0 1237. 92 7. 6 BOSTON 17777. 48 0. 2 10287. 66 0. 9 1756. 25 0. 0 1623. 44 0. 9 1332. 03 1. 1 CHICAGO 20426. 01 2.2 10495. 51 4. 5 1859. 31 0. 0 1536. 02 0. 0 1268. 17 11. 8 CINCINNATI 12833. 44 1. 6 7435. 39 2. 6 1141. 92 5. 9 979. 90 2. 8 1340. 08 7.0 CLEVELAND 14311. 44 1. 2 8035. 33 1. 2 1095. 01 0.0 989. 95 1. 8 1322. 67 4. 1 DALLAS 7478. 42 3. 0 6088. 40 3. 7 742. 23 0.0 738. 52 0.0A1313.74
5. 8
DENVER
KANSAS CITY
13813.
13736.
9295.
09 85
37 1.
0. 1.
5 2
1 8206.
7560.
7920.
71 51
71 0.
3. 5.
4 6
1 1096.
1413.
818.
02 02
18 1.
0. 1.
6 7
0 1104.
1312.
1043.
00 41
58 10.
0. 0.
0 6
9 1.
0. 8.
03 6
LOS ANGELES 15579. 98 1. 8 9015. 19 5. 0 1287. 67 0. 0 1231. 11 3. 2 7. 3 MINNEAPOUS 14802. 69 3. 0 8768.31 5. 3 1339. 26 0.0 1373. 10 0. 1 1268. 14 12. 4 NEW ORLEANS 8272. 46 7. 1 6879. 76 8.6 749. 82 0. 0 848. 69 0. 0 1458. 98 15. 2 NEW YORK CITY 22332. 83 0.9 11817. 50 0. 5 1663. 39 0. 0 1574. 71 1. 8 1315. 81 5. 0 PHILADELPHIA 15716. 67 1. 6 9179. 94 1. 6 1637. 07 0.0 1448. 39 1. 9 1245. 35 6. 9 PITTSBURGH 12991. 41 0. 5 8301. 45 1. 5 1178. 28 0. 0 1114. 12 1. 3 1171. 52 1. 8 ST. LOUIS 13877. 28 0.2 7903. 02 0. 4 1112. 34 0.0 1082. 07 0. 0 1268. 42 0.9 SAN FRANCISCO 15400. 54 0.8 10716. 59 0. 6 1076. 13 0. 0 1292. 25 1. 1 1665.78 1
2. 5
SEATTLE 15737. 84 2. 6 9154. 74 4. 6 1314.48 0.0 1302. 87 0. 0 1 1661. 65 1 10. 3 2 enr. com November ll, 2024 ENR 67
Prices for PVC pipe products
PRODUCER PRICE INDEX
decreased 0.4% in Se tember after
PVC PIPE
p Monthly Percent Change
rising 0.2% in August, according to the 35
Bureau of Labor Statistics' producer price 2. 8
index for plastic construction products, which 2. 1
consists largely of PVC pipe. The annual 1. 4
0.7 escalation fell to - 0. 3%. ENR's 20- city average
price for both types of copper water tubing
a
experienced monthly and yearly increases in
November. Monthly prices for 6- in. ductile -iron _
2. 1
2. 8
pipe rose 1. 1 %, while yearly prices are up 3%. 3. 5
N' 23 1 M M 1 S 24
SOURCE: BUREAU OF LABOR STATISTICS
ENR' s Materials Prices For November 2024
DUCTILE- IRONPIPE20-CITY AVERAGE
ITEM UNIT $ PRICE % MONTH % YEAR
REINFORCED- CONCRET
12" FT 33. 17 + 1. 7 + 3. 0
1992= 100 1992= 100
24" FT 62. 36 1. 0 2.6
36" FT 129.80 0.6 4.0
48" FT 201. 79 0.6 8.9
CORRUGATED
12"
STEEL PIPE ( CSP)
FT 24. 13 0. 1 7. 6
36" FT 75. 00 4.5 45. 3
60" FT 174. 36 5.4 68. 5
POLYETHYLENE•
4" FT 1. 29 13 11. 6
POLYVINYL
Sewer, 46
CHLORIDE
FT 3. 39 0. 9 0.6
8" FT 14. 06 1. 0 16. 3
Water, 6" FT 11. 88 2. 5 5.9
8" FT 19. 06 0.4 4.0
12" FT 29. 59 0.6 2.5
6" FT 32. 84 1. 1 3. 0
8" FT 45. 12 1. 4 4.8
12" FT 67.04 0.7 3. 2
COPPER
1/ 2" FT 3. 50 13 12. 5
1'h" FT 13. 70 1. 9 13. 7
SOURCE: ENR
1992= 100 1992- 100
68 ENR November 11, 2024 enr. com 3
Sewer, Water and Drain Pipe For November 2024
City prices reflect quotes from single sources and can be volatile. They are not meant to be the prevailing price for a city. Data are a mix of list and transaction prices and may include ENR estimates. Do not compare prices between locations. Use city information to analyze national trends.
HINT
REINFORCED - CONCRETE
12" FT
ATLANTA
23. 34
O•
26.61 42. 37 12. 94 31. 6 32.44 1 32. 44 1 + 57 1 38 14. 35 24" FT 44. 89 48. 5 58. 25 31. 28 83. 9 85. 16 85. 16 85 49. 44 33. 33 36" FT 90. 56 135. 65 131. 58 67. 47 212. 3 168. 16 168. 16 149 122 72. 96 48" FT 137. 81 220. 05 231. 96 112. 92 168. 84 305. 86 305. 86 270 210 118. 53
CORRUGATED -STEEL
12" FT 17. 02 1 + 35. 4 111 19. 44 30. 11 30. 17 29 28 18. 4 36" FT 62. 64 127. 4 114 44.51 72 71. 29 71. 29 93 85 61. 9 60" FT 136. 08 1 + 760 1 256. 5 101. 62 160.44 156. 85 156. 85 275 200 136. 9 POLYETHYLENE PIPE ( PE): UNDERDRAIN
4" FT 1. 54 1. 49 1 0. 9 1. 1 1. 16 0. 68 0. 68 1. 29 0.98 0. 8
POLYVINYL -CHLORIDE
SEWER, 4" FT 4.49 2. 59 2. 6 3. 9 4. 17 3. 24 3. 24 4. 35 2. 56 2. 72 8" FT 18. 66 20. 08 21. 08 12. 15 16. 49 9. 53 9. 53 17. 12r22.15
16. 22
WATER, 6" FT 10. 34 11. 89 6. 05 6.5 15. 04 6. 11 6. 11 4.34 25. 49 8" FT 18. 66 24 21. 08 12. 15 25. 8 9. 53 9. 53 6. 75 8. 74 12" FT 42. 01 28.52 24. 73 25 21. 81 17. 78 17. 78 12. 62 15. 5
DUCTILE- IRONI
W FT 27. 34 27. 90 1 34. 29 35. 9 39. 95 1 38. 24 1 38. 24 1 + 41. 8 30 28 8" FT 36 38. 40 46. 05 49. 65 54.06 50. 36 50. 36 59. 65 40 40. 05 12" FT 55. 17 63, 20 70a T 82 79. 9 77. 18 77. 18 86. 2 60 65. 3 COPPER
FT 3. 13 2. 64 3. 92 4.7 49 4. 15 3. 3
lYs° FT 13. 45 9.23 16. 84 + 18. 06 17. 32 1 + 1353 13.53 14. 76 14 12. 52
ITEM UNIT
REINFORCED -CONCRETE
12" FT
KANSAS CITY
17. 57 33
ORLEANSNEV. YORK
31. 6 24. 8 49.46 46.46 26. 1 33 53. 33 37. 54
24" FT 47. 57 45 59 43. 25 97. 46 99. 78 48. 5 50 76. 66 75. 08 36" FT 86. 69 92 134.9 89 199. 1 199. 58 135. 65 78 112. 50 150. 16 48" FT 149. 91 149 251. 4 178 311. 33 176. 97 220. 05 118 176. 75 273. 14
CORRUGATED -STEEL
12" FT 17. 25 19. 94 18. 52 26. 2 30. 64 22.09 32. 22 20 17. 06 25. 42 36" FT 63. 35 70. 89 8. 57 74 98. 6 76. 59 61. 8 68 73. 99 42. 26 60" FT 149 175. 03 152. 8 92. 10 300. 85 164. 3 182. 15 160 184. 15 86. 64 POLYETHYLENE PIPE ( PE): UNDERDRAIN
4" FT 1. 65 1. 75 1 0. 76 + 1. 65 11 11 1. 3 1. 49 1. 5 2. 5 1111. 44
POLYVINYL -CHLORIDE
SEWER, 4' FT 1. 33 4. 55 3. 98 + 3. 51 3. 86 3. 22 2. 59 6 3. 43 3. 38 8" FT 8. 01 10. 95 15. 71 + 12. 95 15. 5 9 14. 68 17 14. 43 14. 86 WATER, 6" FT 5. 07 T. 10. 25 14. 33 + 7 13. 11 9. 55 11. 89 13 20. 7 11. 18 8" FT 12. 01 15. 94 24.58 + 23. 15 20. 45 23. 18 18.54 17 25. 43 28. 28 12" FT 28. 57 51. 49 + 44 19. 88 32. 5 28. 57 36 32. 32 57. 18
DUCTILE - IRON PIPE ( DIP)
6. FT 25. 94 28. 04 38. 05 46. 75 1 25. 12 jmmmm3r0mmT2r 25. 88 1 30. 75 1 31. 38 8" FT 34. 15 36. 93 51. 9 70 37. 95 1 45 45. 12 34.08 40. 51 42. 2 12" FT 1 52. 25 1 55. 63 65. AR 84.5 55.76 53. 25 74. 23 52. 25 61. 00 69.6 COPPER WATER TUBING: TYPE L
FT 1 2. 86 1 2. 75 4 + 3. 4 2. 06 2.64 2. 64 5. 26 4.48 3. 94 1% s" FT 1 11. 39 1 11. 55 15 + 13. 05 14.48 14. 5 9. 23 11. 87 14. 56 15. 12 OR - DENOTES PRICE HAS RLSEN OR FALLEN SINCE PREVIOUS REPORT; QUOTES ARE DELIVERED PRICES. SOME PRICES MAY INCLUDE TAXES OR DISCOUNTS. PRODUCT SPECIFICATION MAY VARY, DEPENDING ON WHATIS MOST COMMONLY USED OR MOST ACCESSIBLE IN A CITY. QUANTF TIES ARE GENERALLY TRUCKLOADS. RCP PIPE IS ASTM C76; 12 IN, AND 24 IN. ARE RUBBER - GASKET JOINTED, OTHERS ARE NON -CORRUGATED. CORRUGATED STEEL PIPE IS PLAIN GALVANIZED; 12 IN. IS 16 GAUGE, 36 IN. IS 14 GAUGE, 60 IN, IS 12 GAUGE. PE PIPE IS M252, PERFORATED AND CORRUGATED. PVC SEWER PIPE IS ASTM D- 3034, SDR- 35. PVC WATER PIPE IS C900, CL 150. DIP PIPE IS CL 150 WITH A PUSH -ON JOINT COPPER WATER TUBING PIPE IS HARD AND INTERIOR DIAMETER, TYPE L 70 ENR November 11, 2024 enr. com 4
DATE:
FROM:
REVIEWED BY:
PREPARED BY:
SUBJECT:
STAFF REPORT
TO THE CITY COUNCIL
January 28, 2025
Carlos Zamano, City Manager
Octavio Duran, Public Works Director / City Engineer d-0 Jim Richardson, Public Works Manager
Authorization and Purchase Agreements for Heating, Ventilation, and Air Conditioning ( HVAC) System Repairs for YMCA Building SB 1439 Campaign Contributions and Conflicts of Interest - Government Code Section 84308 is applicable)
RECOMMENDATION: It is recommended that the City Council:
1. Waive formal contract procedures per Municipal Code Section 2. 40. 100 for which the City' s best interests are served
2. Approve the proposal from TRANE in the amount of $ 319, 000 to replace the chiller unit at the YMCA through the City' s Omnia Partners cooperative purchasing program contract # RACINE - 3341
3. Approve the proposal from Johnson Controls to replace the climate control system at the YMCA in the amount of $60, 887. 45 through the City' s Sourcewell cooperative purchasing program contract # 070121- JHN.
4. Authorize the City Manager to sign purchase agreements with TRANE and Johnson Controls to replace the chiller unit and climate control system at the YMCA building
FISCAL IMPACT: The HVAC system purchases are included in the current approved FY 2024/ 2025 budget and are being funded from the City' s General Fund. The total purchase amount is $ 379, 887. 45 including $ 319,000 for a new chiller unit and $ 60, 887. 45 for the required control system upgrade.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Assent
Second Agenda Item No.
File No.
City City Manager
1 PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City' s website.
BACKGROUND: The YMCA Athletic Center was constructed in 2007 and the Central HVAC Chiller Unit has been in a state of decline for the past several years, requiring routine repairs and call outs for unexpected shutdowns. The City included $ 500, 000 in the FY 2024/ 2025 budget for the replacement of the unit and is seeking to complete the work before summer to ensure appropriate cooling is provided.
The existing chiller is manufactured by TRANE and staff determined that replacing the unit in kind allows for a faster and more cost- effective solution. TRANE has a current direct replacement model unit which allows for a turnkey replacement and avoids the need for additional engineering and design costs to evaluate other manufacturers' equipment and compatibility with the existing HVAC system. Switching to a different manufacturer could also require the added costs for electrical, plumbing, and concrete pad retrofits.
In addition to the new chiller, the existing HVAC climate control system needs to be replaced to meet new wiring standards. Previous equipment operated with two wires and all new equipment is being manufactured with a three -wire interface. The current control system is Metasys, manufactured by Johnson Controls, and utilizes two wires that connect to various sensors and other equipment at each HVAC air handling unit, as well as the existing central chiller. Johnson Controls offers a new control system which is compatible with the new chiller. By utilizing the new control system made by Johnson Controls the City will avoid additional cost of changing out all of the Metasys sensors, contactors, and other components at each HVAC unit. The new control system is compatible with each of these existing components.
Staff is recommending replacing the chiller unit and control system in -kind to reduce costs and provide a turn -key solution in a timely manner. To facilitate the purchases, staff is proposing to use existing national contracts through cooperative purchasing programs as allowed by the City' s Municipal Code. TRANE has a current contract with Omnia Partners that was competitively bid and meets our local and state purchasing guidelines. Similarly, Johnson Controls has a contract with Sourcewell, another cooperative purchasing program organization. The City has used both Omnia Partners and Sourcewell in the past. Both manufacturers' proposals include the purchase and installation of the equipment, along with a warranty.
Attachments:
Chiller Unit Proposal
Control System Proposal
2 Trane Turnkey Proposal
Turnkey Proposal For:
Jim Richardson
City Of Highland
27215 Baseline
Highland, CA 92346- 9234
Local Trane Office:
Trane U. S. Inc.
3253 E Imperial Highway
Brea, CA 92821
Local Trane Representative:
Ian Brown
E- mail: ian. brown@trane. com
Cell: ( 804) 441- 1513
Office Phone: ( 714) 983- 0505
Proposal ID: 7850204
COOP Quote Number: W2-jW3AAl- 24- 001
COOP or Federal Contract ID: OMNIA
Racine # 3341
Date: January 7, 2025
l?AN=
TECHNOLOGIES
2024 Trane Technologies. All Rights Reserved.
Confidential and Proprietary Information of Trane U. S. Inc.. 3 Prepared For:
Jim Richardson
Date:
January 7, 2025
Job Name: Proposal ID:
City of Highland YMCA Chiller Replacement 7850204
Delivery Terms: Payment Terms:
Freight Allowed and Prepaid — F. O. B. Factory Net 30
State Contractor License Number: Proposal Expiration Date:
1066318 30 Days
Scope of Work
Project Overview
a
The chiller at the YMCA in Highland is in need the following equipment replacements:
O ( 1) 80- ton Air -Cooled Chiller
Scope and pricing is based on like for like replacements of the equipment & site visit on August 6, 2024. 1 ? A N - Page 2 of 13 ©
2025 Trane Technologies. All Rights Reserved.
TEC— OLoe E5 Confidential and Proprietary Information of Trane U. S. Inc.. 4 Scope of Work — Base Scope: Chiller Replacement
Installation
Provide all new equipment for project for a turnkey installation. The new equipment installed shall consist of the following:
Replace one ( 1) Air -Cooled Chiller ( CH)
o Air -Cooled Chiller
1) 80- ton Chiller
YMCA - Gym
Receive, store, and deliver the following Trane furnished equipment:
o ( 1) 80- Ton Trane CGAM Air -Cooled chiller.
New Chiller to be ordered with factory disconnect.
Generate shop drawings for owner' s approval prior to start of project.
Furnish labor, drawings and expertise as needed to secure mechanical permit from the City of Highland for Chiller replacement.
o We will provide Title- 24 Documentation
o Permit fees are excluded and will be forwarded on for reimbursement as a change order after permit has been obtained.
Disconnect existing chilled water piping, electrical, and control connections from existing Chiller.
Remove and properly dispose of the existing Chiller ( salvage rights reserved).
Furnish crane and rigging to set new Chiller at same location as removed Chiller. o Temporarily remove wire enclosure screen to allow access to rig. o Re -install wire enclosure screen after rigging and installation.
Furnish and install ( 1) new 80- ton CGAM air- cooled chiller. o Furnish and install neoprene vibration isolation pads underneath new Chiller and anchor new Chiller to existing concrete housekeeping pad.
o Furnish and install new Sch. 40 Steel piping to connect new Chiller to existing piping.
As needed to make final connections.
Insulate new chilled water piping with insulation to match existing piping. o Label new chilled water piping with outdoor rated stickers identifying water type and flow direction.
Furnish materials and labor to connect new Chiller to existing electrical power. o Upgrading, repairing, or replacing of existing electrical distribution is not included. o Verification of adequate electrical capacity of existing distribution is not included. o Reconnect existing control conduits and wiring as applicable.
Termination and integration of existing controls is not included.
Upgrade, repair, replacement of existing controls and control panel is not included.
Furnish all labor, material and equipment to electrically isolate and disconnect ( 1) Chiller.
Furnish all labor, material and equipment to electrically re -connect ( 1) Chiller.
Energize, test, and confirm phasing of all new feeders prior to unit start- up.
Startup and verify operation of new systems.
2) New Chilled Water Pumps
Demolish ( 2) existing CHW pumps & associated appurtenances.
Furnish and install ( 2) new 190 GPM CHW pumps.
o Connect new CHWPs to existing CHW piping.
Demolish ( 2) existing CHWPs VFDs.
Furnish and install ( 2) new CHWPs VFDs
o Reconnect electrical wiring.
Ancillary Hydronic Equipment
Furnish and install ( 1) new air separator.
1 n N = Page 3 of 13 ©
2025 Trane Technologies. All Rights Reserved.
TECHNo: oc E5 Confidential and Proprietary Information of Trane U. S. Inc.. 5 o Demolish ( 1) existing air separator.
c Connect new air separator to existing piping.
Furnish and install ( 1) new expansion tank.
o Demolish ( 1) existing expansion tank.
o Connect new expansion tank to existing piping.
Furnish and install ( 1) new chemical pot feeder.
o Demolish ( 1) existing chemical pot feeder.
o Connect new chemical pot feeder existing piping.
New Chilled Water Loop Sensors
Demolish existing CHW supply & return piping sensors.
Furnish and install new CHW supply & return piping sensors.
General Project Inclusions
Project management included for a turnkey installation by Trane.
Startup and commissioning of all new equipment ( no third -party commissioning included). 15t year parts and labor warranty included on entire project.
Prevailing wage rates included.
Project equipment installation to be performed over regular time/weekdays.
Project Assumptions / Exclusions
Temporary cooling or heating equipment not included.
Structural and seismic curbs are existing to remain and be reused.
Any structural upgrades or modification are excluded.
Electrical service upgrades are excluded.
All work dealing with fire life safety systems, fire sprinkler systems, and smoke evacuation systems is excluded.
Construction fencing, temporary offices, security is excluded.
Third Party review, testing, special inspection fees, deputy inspector fees, or third -party commissioning of new systems is not included.
Breaker coordination studies are excluded.
Asbestos or Hazardous Material Abatement excluded.
Replacement of upgrade of any existing non -code compliant systems is excluded.
ADA requirements excluded.
Customer to coordinate all shutdowns and lifts with Trane' s schedule.
Building permit fees & Plan check fees are excluded.
Builders Risk ( including flood and seismic insurance and Deductible) is excluded.
Any items not specifically listed as scope of work is not included.
We assume there will be no other work going on that will affect the timing or sequence of our installation.
Liquidated or Consequential Damages not included.
Demurrage or Storage Charges not included.
Trane to retain salvage rights of all removed equipment and materials, if applicable.
Temporary power or Trane provided utilities are excluded. We assume use of customer electrical, gas, and water for construction.
Equipment view screens are excluded.
Architectural drawings and line of sight drawings are excluded. 1 ? A N = Page 4 of 13 ©
2025 Trane Technologies. All Rights Reserved.
TECHNOLOG E5 Confidential and Proprietary Information of Trane U. S. Inc.. 6 Equipment Summary Details
Pricing based on the following equipment. Trane will send submittal to Customer for approval prior to release of equipment into production.
YMCA — Gym - Highland
Qty. 1 Trane Air -Cooled Chiller: Model Number CGAM, 80 Nominal Ton Unit Nominal 80 Ton Cooling Air Cooled Chiller
460V/ 6OHz/ 3Ph
Unit Start -Up by Trane
InvisiSound Standard
R513A
Variable Frequency Drive
20A - 115V Convenience Outlet
BACnet MS/ TP Interface
1 year labor & parts warranty
1 ? A N = Page 5 of 13 ©
2025 Trane Technologies. All Rights Reserved.
TECH> o OG e5 7
Confidential and Proprietary Information of Trane U. S. Inc..
Pricing and Acceptance
Jim Richardson
City Of Highland
27215 Baseline
Highland, CA 92346- 9234
TotalNet Price......................................................................................................................$ 319, 000. 00 USD Financial items not included
Bid Bond
Payment and Performance Bond
Guarantee of any energy, operational, or other savings
Respectfully submitted,
Ian Brown
Trane U. S. Inc.
E- mail: ian. brown@trane. com
Office Phone: ( 714) 983- 0505
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2025 Trane Technologies. All Rights Reserved.
TECHnoIOG es Confidential and Proprietary Information of Trane U. S. Inc.. 8 ACCEPTANCE
This proposal is subject to Customer' s acceptance of the attached Trane Terms and Conditions ( Installation).
We value the confidence you have placed in Trane and look forward to working with you.
Retention withheld 5% on installation, 0% on Equipment; rate reduced per the contract documents and released no later than the date of Trane substantial completion.
Submitted By: Ian Brown Cell: ( 804) 441- 1513
Office: ( 714) 983- 0505
Proposal Date: January 7, 2024
CUSTOMER ACCEPTANCE TRANE ACCEPTANCE
City Of Highland Trane U. S. Inc.
Authorized Representative Authorized Representative
Printed Name Printed Name
Title Title
Purchase Order Signature Date
Acceptance Date: License Number: 1066318
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2025 Trane Technologies. All Rights Reserved.
TEC„, NOS OG 7S Confidential and Proprietary Information of Trane U. S. Inc.. 9 TERMS AND CONDITIONS — COMMERCIAL INSTALLATION
Company" shall mean Trane U. S. Inc. for Work performed in the United States or Trane Canada ULC for Work performed in Canada.
1. Acceptance; Agreement. These terms and conditions are an integral part of Company' s offer and form the basis of any agreement ( the " Agreement") resulting from Company' s proposal ( the " Proposal") for the commercial goods and/or services described ( the " Work"). COMPANY' S TERMS AND CONDITIONS AND EQUIPMENT PRICES ARE SUBJECT TO PERIODIC CHANGE OR AMENDMENT. The Proposal is subject to acceptance in writing by the party to whom this offer is made or an authorized agent ("Customer') delivered to Company within 30 days from the date of the Proposal. Prices in the Proposal are subject to change at any time upon notice to Customer. If Customer accepts the Proposal by placing an order, without the addition of any other terms and conditions of sale or any other modification, Customer' s order shall be deemed acceptance of the Proposal subject to Company' s terms and conditions. If Customer' s order is expressly conditioned upon Company' s acceptance or assent to terms and/ or conditions other than those expressed herein, return of such order by Company with Company' s terms and conditions attached or referenced serves as Company' s notice of objection to Customers terms and as Company' s counteroffer to provide Work in accordance with the Proposal and the Company terms and conditions. If Customer does not reject or object in writing to Company within 10 days, Company' s counteroffer will be deemed accepted. Notwithstanding anything to the contrary herein, Customer' s acceptance of the Work by Company will in any event constitute an acceptance by Customer of Company's terms and conditions. This Agreement is subject to credit approval by Company. Upon disapproval of credit, Company may delay or suspend performance or, at its option, renegotiate prices and/or terms and conditions with Customer. If Company and Customer are unable to agree on such revisions, this Agreement shall be cancelled without any liability, other than Customer' s obligation to pay for Work rendered by Company to the date of cancellation.
2. Connected Services. In addition to these terms and conditions, the Connected Services Terms of Service (" Connected Services Terms"), available at https:// www.trane.comrTraneConnectedServicesTerms, as updated from time to time, are incorporated herein by reference and shall apply to the extent that Company provides Customer with Connected Services, as defined in the Connected Services Terms.
3. Title and Risk of Loss. All Equipment sales with destinations to Canada or the U. S. shall be made as follows: FOB Company' s U. S. manufacturing facility or warehouse full freight allowed). Title and risk of loss or damage to Equipment will pass to Customer upon tender of delivery of such to carrier at Company' s U. S. manufacturing facility or warehouse.
4. Pricing and Taxes. Unless otherwise noted, the price in the Proposal includes standard ground transportation and, if required by law, all sales, consumer, use and similar taxes legally enacted as of the date hereof for equipment and material installed by Company. Tax exemption is contingent upon Customer furnishing appropriate certificates evidencing Customer' s tax- exempt status. Company shall charge Customer additional costs for bonds agreed to be provided. Equipment sold on an uninstalled basis and any taxable labor/ labour do not include sales tax and taxes will be added. Within thirty ( 30) days following Customer acceptance of the Proposal without addition of any other terms and conditions of sale or any modification, Customer shall provide notification of release for immediate production at Company' s factory. Prices for Work are subject to change at any time prior to shipment to reflect any cost increases related to the manufacture, supply, and shipping of goods. This includes, but is not limited to, cost increases in raw materials, supplier components, labor, utilities, freight, logistics, wages and benefits, regulatory compliance, or any other event beyond Company' s control. If such release is not received within 6 months after date of order receipt, Company reserves the right to cancel any order. If shipment is delayed due to Customer's actions, Company may also charge Customer storage fees. Company shall be entitled to equitable adjustments in the contract price to reflect any cost increases as set forth above and will provide notice to Customer prior to the date for which the increased price is to be in effect for the applicable customer contract. In no event will prices be decreased.
5. Exclusions from Work. Company' s obligation is limited to the Work as defined and does not include any modifications to the Work site under the Americans With Disabilities Act or any other law or building code(s). In no event shall Company be required to perform work Company reasonably believes is outside of the defined Work without a written change order signed by Customer and Company.
6. Performance. Company shall perform the Work in accordance with industry standards generally applicable in the area under similar circumstances as of the time Company performs the Work. Company may refuse to perform any Work where working conditions could endanger property or put at risk the safety of persons. Unless otherwise agreed to by Customer and Company, at Customers expense and before the Work begins, Customer will provide any necessary access platforms, catwalks to safely perform the Work in compliance with OSHA or state industrial safety regulations.
7. Payment. Customer shall pay Company' s invoices within net 30 days of invoice date. Company may invoice Customer for all equipment or material furnished, whether delivered to the installation site or to an off -site storage facility and for all Work performed on -site or off -site. No retention shall be withheld from any payments except as expressly agreed in writing by Company, in which case retention shall be reduced per the contract documents and released no later than the date of substantial completion.
Under no circumstances shall any retention be withheld for the equipment portion of the order. If payment is not received as required, Company may suspend performance and the time for completion shall be extended for a reasonable period of time not less than the period of suspension. Customer shall be liable to Company for all reasonable shutdown, standby and start- up costs as a result of the suspension. Company reserves the right to add to any account outstanding for more than 30 days a service charge equal to 1. 5 % of the principal amount due at the end of each month. Customer shall pay all costs ( including attorneys' fees) incurred by Company in attempting to collect amounts due and otherwise enforcing these terms and conditions. If requested, Company will provide appropriate lien waivers upon receipt of payment. Customer agrees that, unless Customer makes payment in advance, Company will have a purchase money security interest in all equipment from Company to secure payment in full of all amounts due Company and its order for the equipment, together with these terms and conditions, form a security agreement. Customer shall keep the equipment free of all taxes and encumbrances, shall not remove the equipment from its original installation point and shall not assign or transfer any interest in the equipment until all payments due Company have been made.
8. Time for Completion. Except to the extent otherwise expressly agreed in writing signed by an authorized representative of Company, all dates provided by Company or its representatives for commencement, progress or completion are estimates only. While Company shall use commercially reasonable efforts to meet such estimated dates, Company shall not be responsible for any damages for its failure to do so. Delivery dates are approximate and not guaranteed. Company will use commercially reasonable efforts to deliver the Equipment on or before the estimated delivery date, will notify Customer if the estimated delivery dates cannot be honored, and will deliver the Equipment and services as soon as practicable thereafter. In no event will Company be liable for any damages or expenses caused by delays in delivery.
9. Access. Company and its subcontractors shall be provided access to the Work site during regular business hours, or such other hours as may be requested by Company and acceptable to the Work site' owner or tenant for the performance of the Work, including sufficient areas for staging, mobilization, and storage. Company' s access to correct any emergency condition shall not be restricted. Customer grants to Company the right to remotely connect ( via phone modem, internet or other agreed upon means) to Customer's building automation system ( BAS) and or HVAC equipment to view, extract, or otherwise collect and retain data from the BAS, HVAC equipment, or other building systems, and to diagnose and remotely make repairs at Customer' s request.
10. Completion. Notwithstanding any other term or condition herein, when Company informs Customer that the Work has been completed, Customer shall inspect the Work in the presence of Company' s representative, and Customer shall either ( a) accept the Work in its entirety in writing, or ( b) accept the Work in part and specifically identify, in writing, any exception items. Customer agrees to re -inspect any and all excepted items as soon as Company informs Customer that all such excepted items have been completed. The initial acceptance inspection shall take place within ten ( 10) days from the date when Company informs Customer that the Work has been completed. Any subsequent re -inspection of excepted items shall take place within five ( 5) days from the date when Company informs Customer that the excepted items have been completed.
Customer' s failure to cooperate and complete any of said inspections within the required time limits shall constitute complete acceptance of the Work as of ten ( 10) days from date when Company informs Customer that the Work, or the excepted items, if applicable, has/ have been completed.
11. Permits and Governmental Fees. Company shall secure ( with Customer' s assistance) and pay for building and other permits and governmental fees, licenses, and inspections necessary for proper performance and completion of the Work which are legally required when bids from Company' s subcontractors are received, negotiations thereon concluded, or the effective date of a relevant Change Order, whichever is later. Customer is responsible for necessary approvals, easements, assessments and charges for construction, use or occupancy of permanent structures or for permanent changes to existing facilities. If the cost of such permits, fees, licenses and inspections are not included in the Proposal, Company will invoice Customer for such costs.
12. Utilities During Construction. Customer shall provide without charge to Company all water, heat, and utilities required for performance of the Work.
13. Concealed or Unknown Conditions. In the performance of the Work, if Company encounters conditions at the Work site that are ( i) subsurface or otherwise concealed physical conditions that differ materially from those indicated on drawings expressly incorporated herein or ( ii) unknown physical conditions of an unusual nature that differ materially from those conditions ordinarily found to exist and generally recognized as inherent in construction activities of the type and character as the Work, Company shall notify Customer of such conditions promptly, prior to significantly disturbing same. If such conditions differ materially and cause an increase in Company' s cost of, or time required for, performance of any part of the Work, Company shall be entitled to, and Customer shall consent by Change Order to, an equitable adjustment in the Contract Price, contract time, or both.
14. Pre -Existing Conditions. Company is not liable for any claims, damages, losses, or expenses, arising from or related to conditions that existed in, on, or upon the Work site before the Commencement Date of this Agreement (" Pre -Existing Conditions"), including, without limitation, damages, losses, or expenses involving Pre -Existing Conditions of building envelope issues, mechanical issues, plumbing issues, and/ or indoor air quality issues involving mold/ mould and/ or fungi. Company also is not liable for any claims, damages, losses, or expenses, arising from or related to work done by or services provided by individuals or entities that are not employed by or hired by Company. 1 ? ^ N - Page 8 of 13 ©
2025 Trane Technologies. All Rights Reserved.
TECHNOLOG Es Confidential and Proprietary Information of Trane U. S. Inc.. 10 15. Asbestos and Hazardous Materials. Company' s Work and other services in connection with this Agreement expressly excludes any identification, abatement, cleanup, control, disposal, removal or other work connected with asbestos, polychlorinated biphenyl (" PCB"), or other hazardous materials ( hereinafter, collectively, " Hazardous Materials"). Customer warrants and represents that, except as set forth in a writing signed by Company, there are no Hazardous Materials on the Work site that will in any way affect Company' s Work and Customer has disclosed to Company the existence and location of any Hazardous Materials in all areas within which Company will be performing the Work. Should Company become aware of or suspect the presence of Hazardous Materials, Company may immediately stop work in the affected area and shall notify Customer. Customer will be exclusively responsible for taking any and all action necessary to correct the condition in accordance with all applicable laws and regulations.
Customer shall be exclusively responsible for and, to the fullest extent permitted by law, shall indemnify and hold harmless Company ( including its employees, agents and subcontractors) from and against any loss, claim, liability, fees, penalties, injury ( including death) or liability of any nature, and the payment thereof arising out of or relating to any Hazardous Materials on or about the Work site, not brought onto the Work site by Company. Company shall be required to resume performance of the Work in the affected area only in the absence of Hazardous Materials or when the affected area has been rendered harmless. In no event shall Company be obligated to transport or handle Hazardous Materials, provide any notices to any governmental agency, or examine the Work site for the presence of Hazardous Materials.
16. Force Majeure. Company' s duty to perform under this Agreement is contingent upon the non- occurrence of an Event of Force Majeure. If Company shall be unable to carry out any material obligation under this Agreement due to an Event of Force Majeure, this Agreement shall at Company' s election ( i) remain in effect but Company' s obligations shall be suspended until the uncontrollable event terminates or ( ii) be terminated upon 10 days' notice to Customer, in which event Customer shall pay Company for all parts of the Work furnished to the date of termination. An " Event of Force Majeure" shall mean any cause or event beyond the control of Company. Without limiting the foregoing, " Event of Force Majeure" includes: acts of God; acts of terrorism, war or the public enemy; flood; earthquake; tornado; storm; fire; civil disobedience; pandemic insurrections; riots; labor/ labour disputes; labor/ labour or material shortages; sabotage; restraint by court order or public authority ( whether valid or invalid), and action or non - action by or inability to obtain or keep in force the necessary governmental authorizations, permits, licenses, certificates or approvals if not caused by Company; and the requirements of any applicable government in any manner that diverts either the material or the finished product to the direct or indirect benefit of the government.
17. Customer' s Breach. Each of the following events or conditions shall constitute a breach by Customer and shall give Company the right, without an election of remedies, to terminate this Agreement or suspend performance by delivery of written notice: ( 1) Any failure by Customer to pay amounts when due; or ( 2) any general assignment by Customer for the benefit of its creditors, or if Customer becomes bankrupt or insolvent or takes the benefit of any statute for bankrupt or insolvent debtors, or makes or proposes to make any proposal or arrangement with creditors, or if any steps are taken for the winding up or other termination of Customer or the liquidation of its assets, or if a trustee, receiver, or similar person is appointed over any of the assets or interests of Customer; ( 3) Any representation or warranty furnished by Customer in this Agreement is false or misleading in any material respect when made; or ( 4) Any failure by Customer to perform or comply with any material provision of this Agreement. Customer shall be liable to Company for all Work furnished to date and all damages sustained by Company ( including lost profit and overhead)
18. Indemnity. To the fullest extent permitted by law, Company and Customer shall indemnify, defend and hold harmless each other from any and all claims, actions, costs, expenses, damages and liabilities, including reasonable attorneys' fees, resulting from death or bodily injury or damage to real or tangible personal property, to the extent caused by the negligence or misconduct of their respective employees or other authorized agents in connection with their activities within the scope of this Agreement. Neither party shall indemnify the other against claims, damages, expenses or liabilities to the extent attributable to the acts or omissions of the other party. If the parties are both at fault, the obligation to indemnify shall be proportional to their relative fault. The duty to indemnify will continue in full force and effect, notwithstanding the expiration or early termination hereof, with respect to any claims based on facts or conditions that occurred prior to expiration or termination.
19. Limitation of Liability. NOTWITHSTANDING ANYTHING TO THE CONTRARY, IN NO EVENT SHALL COMPANY BE LIABLE FOR ANY SPECIAL, INCIDENTAL,
INDIRECT CONSEQUENTIAL, OR PUNITIVE OR EXEMPLARY DAMAGES ( INCLUDING WITHOUT LIMITATION BUSINESS INTERRUPTION, LOST DATA, LOST
REVENUE, LOST PROFITS, LOST DOLLAR SAVINGS, OR LOST ENERGY USE SAVINGS, INCLUDING CONTAMINANTS LIABILITIES, EVEN IF A PARTY HAS BEEN
ADVISED OF SUCH POSSIBLE DAMAGES OR IF SAME WERE REASONABLY FORESEEABLE AND REGARDLESS OF WHETHER THE CAUSE OF ACTION IS FRAMED IN CONTRACT, NEGLIGENCE, ANY OTHER TORT, WARRANTY, STRICT LIABILITY, OR PRODUCT LIABILITY). In no event will Company' s liability in connection with the provision of products or services or otherwise under this Agreement exceed the entire amount paid to Company by Customer under this Agreement.
20. CONTAMINANTS LIABILITY
The transmission of COVID- 19 may occur in a variety of ways and circumstances, many of the aspects of which are currently not known. HVAC systems, products, services and other offerings have not been tested for their effectiveness in reducing the spread of COVID- 19, including through the air in closed environments. IN NO EVENT WILL
COMPANY BE LIABLE UNDER THIS AGREEMENT OR OTHERWISE FOR ANY INDEMNIFICATION, ACTION OR CLAIM, WHETHER BASED ON WARRANTY,
CONTRACT, TORT OR OTHERWISE, FOR ANY BODILY INJURY ( INCLUDING DEATH), DAMAGE TO PROPERTY, OR ANY OTHER LIABILITIES, DAMAGES OR COSTS
RELATED TO CONTAMINANTS ( INCLUCING THE SPREAD, TRANSMISSION, MITIGATION, ELIMINATION, OR CONTAMINATION THEREOF) ( COLLECTIVELY, CONTAMINANT LIABILITIES") AND CUSTOMER HEREBY EXPRESSLY RELEASES COMPANY FROM ANY SUCH CONTAMINANTS LIABILITIES.
21. Patent Indemnity. Company shall protect and indemnify Customer from and against all claims, damages, judgments and loss arising from infringement or alleged infringement of any United States patent by any of the goods manufactured by Company and delivered hereunder, provided that in the event of suit or threat of suit for patent infringement, Company shall promptly be notified and given full opportunity to negotiate a settlement. Company does not warrant against infringement by reason of Customer' s design of the articles or the use thereof in combination with other materials or in the operation of any process. In the event of litigation, Customer agrees to reasonably cooperate with Company. In connection with any proceeding under the provisions of this Section, all parties concerned shall be entitled to be represented by counsel at their own expense.
22. Limited Warranty. Company warrants for a period of 12 months from the date of substantial completion (" Warranty Period") commercial equipment manufactured and installed by Company against failure due to defects in material and manufacture and that the labor/ labour furnished is warranted to have been properly performed ( the " Limited Warranty"). Trane equipment sold on an uninstalled basis is warranted in accordance with Company' s standard warranty for supplied equipment. Product manufactured by Company that includes required startup and is sold in North America will not be warranted by Company unless Company performs the product start- up. Substantial completion shall be the earlier of the date that the Work is sufficiently complete so that the Work can be utilized for its intended use or the date that Customer receives beneficial use of the Work. If such defect is discovered within the Warranty Period, Company will correct the defector furnish replacement equipment ( or, at its option, parts therefor) and, if said equipment was installed pursuant hereto, labor/ labour associated with the replacement of parts or equipment not conforming to this Limited Warranty. Defects must be reported to Company within the Warranty Period. Exclusions from this Limited Warranty include damage or failure arising from: wear and tear; corrosion, erosion, deterioration; Customer' s failure to follow the Company - provided maintenance plan; refrigerant not supplied by Company; and modifications made by others to Company' s equipment.
Company shall not be obligated to pay for the cost of lost refrigerant. Notwithstanding the foregoing, all warranties provided herein terminate upon termination or cancellation of this Agreement. No warranty liability whatsoever shall attach to Company until the Work has been paid for in full and then said liability shall be limited to the lesser of Company's cost to correct the defective Work and/or the purchase price of the equipment shown to be defective. Equipment, material and/or parts that are not manufactured by Company (" Third -Party Product(s)" are not warranted by Company and have such warranties as may be extended by the respective manufacturer. CUSTOMER
UNDERSTANDS THAT COMPANY IS NOT THE MANUFACTURER OF ANY THIRD -PARTY PRODUCT( S) AND ANY WARRANTIES, CLAIMS, STATEMENTS,
REPRESENTATIONS, OR SPECIFICATIONS ARE THOSE OF THE THIRD - PARTY MANUFACTURER, NOT COMPANY AND CUSTOMER IS NOT RELYING ON ANY
WARRANTIES, CLAIMS, STATEMENTS, REPRESENTATIONS, OR SPECIFICATIONS REGARDING THE THIRD -PARTY PRODUCT THAT MAY BE PROVIDED BY COMPANY OR ITS AFFILIATES, WHETHER ORAL OR WRITTEN. THE WARRANTY AND LIABILITY SET FORTH IN THIS AGREEMENT ARE IN LIEU OF ALL OTHER
WARRANTIES AND LIABILITIES, WHETHER IN CONTRACT OR IN NEGLIGENCE, EXPRESS OR IMPLIED, IN LAW OR IN FACT, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE AND/ OR OTHERS ARISING FROM COURSE OF DEALING OR TRADE. COMPANY MAKES NO REPRESENTATION OR WARRANTY . OF ANY KIND, INCLUDING WARRANTY OF MERCHANTABILITY OR FITNESS FOR PARTICULAR PURPOSE.
ADDITIONALLY, COMPANY MAKES NO REPRESENTATION OR WARRANTY OF ANY KIND REGARDING PREVENTING, ELIMINATING, REDUCING OR INHIBITING ANY MOLD, FUNGUS, BACTERIA, VIRUS, MICROBIAL GROWTH, OR ANY OTHER CONTAMINANTS ( INCLUDING COVID- 19 OR ANY SIMILAR VIRUS) COLLECTIVELY, " CONTAMINANTS"), WHETHER INVOLVING OR IN CONNECTION WITH EQUIPMENT, ANY COMPONENT THEREOF, SERVICES OR OTHERWISE.
IN NO EVENT SHALL COMPANY HAVE ANY LIABILITY FOR THE PREVENTION, ELIMINATION, REDUCTION OR INHIBITION OF THE GROWTH OR SPREAD OF SUCH
CONTAMINANTS INVOLVING OR IN CONNECTION WITH ANY EQUIPMENT, THIRD - PARTY PRODUCT, OR ANY COMPONENT THEREOF, SERVICES OR OTHERWISE AND CUSTOMER HEREBY SPECIFICALLY ACKNOWLDGES AND AGREES THERETO.
23. Insurance. Company agrees to maintain the following insurance while the Work is being performed with limits not less than shown below and will, upon request from Customer, provide a Certificate of evidencing the following coverage:
Commercial General Liability $ 2, 000, 000 per occurrence Automobile Liability $ 2, 000,000 CSL
Workers Compensation Statutory Limits
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2025 Trane Technologies. All Rights Reserved.
TEGHNOLOG ES Confidential and Proprietary Information of Trane U. S. Inc.. 11 If Customer has requested to be named as an additional insured under Company' s insurance policy, Company will do so but only subject to Company' s manuscript additional insured endorsement under its primary Commercial General Liability policies. In no event does Company waive its right of subrogation.
24. Commencement of Statutory Limitation Period. Except as to warranty claims, as may be applicable, any applicable statutes of limitation for acts or failures to act shall commence to run, and any alleged cause of action stemming therefrom shall be deemed to have accrued, in any and all events not later than the last date that Company or its subcontractors physically performed work on the project site.
25. General. Except as provided below, to the maximum extent provided by law, this Agreement is made and shall be interpreted and enforced in accordance with the laws of the state or province in which the Work is performed, without regard to choice of law principles which might otherwise call for the application of a different state' s or province' s law. Any dispute arising under or relating to this Agreement that is not disposed of by agreement shall be decided by litigation in a court of competent jurisdiction located in the state or province in which the Work is performed. Any action or suit arising out of or related to this Agreement must be commenced within one year after the cause of action has accrued. To the extent the Work site is owned and/ or operated by any agency of the Federal Government, determination of any substantive issue of law shall be according to the Federal common law of Government contracts as enunciated and applied by Federal judicial bodies and boards of contract appeals of the Federal Government. This Agreement contains all of the agreements, representations and understandings of the parties and supersedes all previous understandings, commitments or agreements, oral or written, related to the subject matter hereof. This Agreement may not be amended, modified or terminated except by a writing signed by the parties hereto. No documents shall be incorporated herein by reference except to the extent Company is a signatory thereon. If any term or condition of this Agreement is invalid, illegal or incapable of being enforced by any rule of law, all other terms and conditions of this Agreement will nevertheless remain in full force and effect as long as the economic or legal substance of the transaction contemplated hereby is not affected in a manner adverse to any party hereto. Customer may not assign, transfer, or convey this Agreement, or any part hereof, or its right, title or interest herein, without the written consent of the Company. Subject to the foregoing, this Agreement shall be binding upon and inure to the benefit of Customer' s permitted successors and assigns. This Agreement may be executed in several counterparts, each of which when executed shall be deemed to be an original, but all together shall constitute but one and the same Agreement. A fully executed facsimile copy hereof or the several counterparts shall suffice as an original.
26. Equal Employment Opportunity/ Affirmative Action Clause. Company is a federal contractor that complies fully with Executive Order 11246, as amended, and the applicable regulations contained in 41 C. F. R. Parts 60- 1 through 60- 60, 29 U. S. C. Section 793 and the applicable regulations contained in 41 C. F. R. Part 60- 741; and 38 U. S.C.
Section 4212 and the applicable regulations contained in 41 C. F. R. Part 60- 250 Executive Order 13496 and Section 29 CFR 471, appendix A to subpart A, regarding the notice of employee rights in the United States and with Canadian Charter of Rights and Freedoms Schedule B to the Canada Act 1982 ( U. K.) 1982, c. 11 and applicable Provincial Human Rights Codes and employment law in Canada.
27. U. S. Government Work.
The following provision applies only to direct sales by Company to the US Government. The Parties acknowledge that all items or services ordered and delivered under this Agreement are Commercial Items as defined under Part 12 of the Federal Acquisition Regulation ( FAR). In particular, Company agrees to be bound only by those Federal contracting clauses that apply to "commercial" suppliers and that are contained in FAR 52. 212- 5( e)( 1). Company complies with 52. 219- 8 or 52. 219- 9 in its service and installation contracting business.
The following provision applies only to indirect sales by Company to the US Government. As a Commercial Item Subcontractor, Company accepts only the following mandatory flow down provisions in effect as of the date of this subcontract: 52.203- 19; 52. 204- 21; 52. 204- 23; 52. 219-8; 52. 222- 21; 52. 222-26; 52.222- 35; 52. 222-36; 52.222- 50; 52. 225- 26; 52. 247- 64. If the Work is in connection with a U. S. Government contract, Customer certifies that it has provided and will provide current, accurate, and complete information, representations and certifications to all government officials, including but not limited to the contracting officer and officials of the Small Business Administration, on all matters related to the prime contract, including but not limited to all aspects of its ownership, eligibility, and performance. Anything herein notwithstanding, Company will have no obligations to Customer unless and until Customer provides Company with a true, correct and complete executed copy of the prime contract. Upon request, Customer will provide copies to Company of all requested written communications with any government official related to the prime contract prior to or concurrent with the execution thereof, including but not limited to any communications related to Customer' s ownership, eligibility or performance of the prime contract. Customer will obtain written authorization and approval from Company prior to providing any government official any information about Company' s performance of the work that is the subject of the Proposal or this Agreement, other than the Proposal or this Agreement.
28. Limited Waiver of Sovereign Immunity. If Customer is an Indian tribe ( in the U. S.) or a First Nation or Band Council ( in Canada), Customer, whether acting in its capacity as a government, governmental entity, a duly organized corporate entity or otherwise, for itself and for its agents, successors, and assigns: ( 1) hereby provides this limited waiver of its sovereign immunity as to any damages, claims, lawsuit, or cause of action ( herein " Action") brought against Customer by Company and arising or alleged to arise out of the furnishing by Company of any product or service under this Agreement, whether such Action is based in contract, tort, strict liability, civil liability or any other legal theory; ( 2) agrees that jurisdiction and venue for any such Action shall be proper and valid ( a) if Customer is in the U. S., in any state or United States court located in the state in which Company is performing this Agreement or ( b) if Customer is in Canada, in the superior court of the province or territory in which the work was performed; ( 3) expressly consents to such Action, and waives any objection to jurisdiction or venue; ( 4) waives any requirement of exhaustion of tribal court or administrative remedies for any Action arising out of or related to this Agreement; and ( 5) expressly acknowledges and agrees that Company is not subject to the jurisdiction of Customer' s tribal court or any similar tribal forum, that Customer will not bring any action against Company in tribal court, and that Customer will not avail itself of any ruling or direction of the tribal court permitting or directing it to suspend its payment or other obligations under this Agreement. The individual signing on behalf of Customer warrants and represents that such individual is duly authorized to provide this waiver and enter into this Agreement and that this Agreement constitutes the valid and legally binding obligation of Customer, enforceable in accordance with its terms.
29. Building Automation Systems and Network Security. Customer and Trane acknowledge that Building Automation System ( BAS) and connected networks security requires Customer and Trane to maintain certain cybersecurity obligations. Customer acknowledges that upon completion of installation and configuration of the BAS, the Customer maintains ownership of the BAS and the connected network equipment. Except for any applicable warranty obligations, Customer is solely responsible for the maintenance and security of the BAS and related networks and systems. In the event there is a service agreement between Trane and Customer, Trane will provide the services as set forth in the service agreement.
In order to maintain a minimum level of security for the BAS, associated networks, network equipment and systems, Customer' s cybersecurity responsibilities include without limitation:
1. Ensure that the BAS, networks, and network equipment are physically secure and not accessible to unauthorized personnel.
2. Ensure the BAS remains behind a secure firewall and properly segmented from all other customer networks and systems, especially those with sensitive information.
3. Keep all Inbound ports closed to any IP Addresses in the BAS.
4. Remove all forwarded inbound ports and IP Addresses to the BAS.
5. Maintain user login credentials and unique passwords, including the use of strong passwords and the removal of access for users who no longer require access.
6. Where remote access is desired, utilize a secure method such as Trane Connect Secure Remote Access or your own VPN.
7. For any Trane services requiring remote data transfer and/ or remote user access, configure the BAS and related firewall(s) per instructions provided by Trane. This typically includes configuring Port 443 and associated firewall( s) for Outbound only.
8. Perform regular system maintenance to ensure that your BAS is properly secured, including regular software updates to your BAS and related network equipment i. e., firewalls).
Any and all claims, actions, losses, expenses, costs, damages, or liabilities of any nature due to Customer' s failure to maintain BAS security responsibilities and/ or industry standards for cybersecurity are the sole responsibility of the Customer. 1- 26. 251- 10( 0123)
Supersedes 1- 26. 251- 10( 1221)
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2025 Trane Technologies. All Rights Reserved.
TEGHNOLOG ES Confidential and Proprietary Information of Trane U. S. Inc.. 12 SECURITY ADDENDUM
This Addendum shall be applicable to the sate, installation and use of Trane equipment and the sale and provision of Trane services.
Trane" shall mean Trane U. S. Inc. for sales and services in the United States, or Trane Canada ULC for sales and services in Canada.
1. Definitions. All terms used in this Addendum shall have the meaning specified in the Agreement unless otherwise defined herein.
For the purposes of this Addendum, the following terms are defined as follows:
Customer Data" means Customer account information as related to the Services only and does not include HVAC Machine Data or personal data. Trane does not require, nor shall Customer provide personal data to Trane under the Agreement. Such data is not required for Trane to provide its Equipment and/ or Services to the Customer.
Equipment" shall have the meaning set forth in the Agreement.
HVAC Machine Data" means data generated and collected from the product or furnished service without manual entry. HVAC Machine Data is data relating to the physical measurements and operating conditions of a HVAC system, such as but not limited to, temperatures, humidity, pressure, HVAC equipment status. HVAC Machine Data does not include Personal Data and, for the purposes of this agreement, the names of users of Trane's controls products or hosted applications shall not be Personal Data, if any such user chooses to use his/ her name( s) in the created accounts within the controls product ( e. g., firstname.lastname@address. com). HVAC Machine Data may be used by Trane: ( a) to provide better support services and/ or products to users of its products and services; ( b) to assess compliance with Trane terms and conditions; ( c) for statistical or other analysis of the collective characteristics and behaviors of product and services users; ( d) to backup user and other data or information and/ or provide remote support and/ or restoration; ( e) to provide or undertake: engineering analysis; failure analysis; warranty analysis; energy analysis; predictive analysis; service analysis; product usage analysis; and/ or other desirable analysis, including, but not limited to, histories or trends of any of the foregoing; and ( f) to otherwise understand and respond to the needs of users of the product or furnished service. " Personal Data" means data and/ or information that is owned or controlled by Customer, and that names or identifies, or is about a natural person, such as: ( i) data that is explicitly defined as a regulated category of data under any data privacy laws applicable to Customer; ( ii) non- public personal information (" NPI") or personal information (" PI"), such as national identification number, passport number, social security number, social insurance number, or driver' s license number; ( iii) health or medical information, such as insurance information, medical prognosis, diagnosis information, or genetic information; ( iv) financial information, such as a policy number, credit card number, and/or bank account number; ( v) personally identifying technical information ( whether transmitted or stored in cookies, devices, or otherwise), such as IP address, MAC address, device identifier, International Mobile Equipment Identifier (" IMEI"), or advertising identifier; ( vi) biometric information; and/ or ( vii) sensitive personal data, such as, race, religion, marital status, disability, gender, sexual orientation, geolocation, or mother' s maiden name.
Security Incident" shall refer to ( i) a compromise of any network, system, application or data in which Customer Data has been accessed or acquired by an unauthorized third party; ( ii) any situation where Trane reasonably suspects that such compromise may have occurred; or (iii) any actual or reasonably suspected unauthorized or illegal Processing, loss, use, disclosure or acquisition of or access to any Customer Data.
Services" shall have the meaning set forth in the Agreement.
2. HVAC Machine Data: Access to Customer Extranet and Third Party Systems. If Customer grants Trane access to HVAC Machine Data via web portals or other non- public websites or extranet services on Customer' s or a third party' s website or system ( each, an Extranet"), Trane will comply with the following:
a. Accounts. Trane will ensure that Trane' s personnel use only the Extranet account( s) designated by Customer and will require Trane personnel to keep their access credentials confidential. b. Systems. Trane will access the Extranet only through computing or processing systems or applications running operating systems managed by Trane that include: ( i) system network firewalls; ( ii) centralized patch management; ( iii) operating system appropriate anti- malware software; and ( iv) for portable devices, full disk encryption. c. Restrictions. Unless otherwise approved by Customer in writing, Trane will not download, mirror or permanently store any HVAC Machine Data from any Extranet on any medium, including any machines, devices or servers. d. Account Termination. Trane will terminate the account of each of Trane' s personnel in accordance with Trane' s standard practices after any specific Trane personnel who has been authorized to access any Extranet ( 1) no longer needs access to HVAC Machine Data or (2) no longer qualifies as Trane personnel ( e. g., the individual leaves Trane' s employment). e. Third Party Systems. Trane will provide Customer prior notice before it uses any third party system that stores or may otherwise have access to HVAC Machine Data, unless ( 1) the data is encrypted and ( 2) the third party system will not have access to the decryption key or unencrypted " plain text" versions of the HVAC Machine Data.
3. Customer Data; Confidentiality. Trane shall keep confidential, and shall not access or use any Customer Data and information that is marked confidential or by its nature is considered confidential (" Customer Confidential Information") other than for the purpose of 1 ? ^ N = Page 11 of 13 ©
2025 Trane Technologies. All Rights Reserved.
TEGHNOIOG Es Confidential and Proprietary Information of Trane U. S. Inc.. 13 providing the Equipment and Services, and will disclose Customer Confidential Information only: (i) to Trane' s employees and agents who have a need to know to perform the Services, (ii) as expressly permitted or instructed by Customer, or (iii) to the minimum extent required to comply with applicable law, provided that Trane ( 1) provides Customer with prompt written notice prior to any such disclosure, and ( 2) reasonably cooperate with Customer to limit or prevent such disclosure.
4. Customer Data; Compliance with Laws. Trane agrees to comply with laws, regulations governmental requirements and industry standards and practices relating to Trane' s processing of Customer Confidential Information ( collectively, " Laws").
5. Customer Data: Information Security Management. Trane agrees to establish and maintain an information security and privacy program, consistent with applicable HVAC equipment industry practices that complies with this Addendum and applicable Laws Information Security Program"). The Information Security Program shall include appropriate physical, technical and administrative safeguards, including any safeguards and controls agreed by the Parties in writing, sufficient to protect Customer systems, and Customer's Confidential Information from unauthorized access, destruction, use, modification or disclosure. The Information Security Program shall include appropriate, ongoing training and awareness programs designed to ensure that Trane' s employees and agents, and others acting on Trane' s, behalf are aware of and comply with the Information Security Program' s policies, procedures, and protocols.
6. Monitoring. Trane shall monitor and, at regular intervals consistent with HVAC equipment industry practices, test and evaluate the effectiveness of its Information Security Program. Trane shall evaluate and promptly adjust its Information Security Program in light of the results of the testing and monitoring, any material changes to its operations or business arrangements, or any other facts or circumstances that Trane knows or reasonably should know may have a material impact on the security of Customer Confidential Information, Customer systems and Customer property.
7. Audits. Customer acknowledges and agrees that the Trane SOC2 audit report will be used to satisfy any and all audit/ inspection requests/ requirements by or on behalf of Customer. Trane will make its SOC2 audit report available to Customer upon request and with a signed nondisclosure agreement.
8. Information Security Contact. Trane' s information security contact is Local Sales Office.
9. Security Incident Management. Trane shall notify Customer after the confirmation of a Security Incident that affects Customer Confidential Information, Customer systems and Customer property. The written notice shall summarize the nature and scope of the Security Incident and the corrective action already taken or planned.
10. Threat and Vulnerability Management. Trane regularly performs vulnerability scans and addresses detected vulnerabilities on a risk basis. Periodically, Trane engages third -parties to perform network vulnerability assessments and penetration testing. Vulnerabilities will be reported in accordance with Trane' s cybersecurity vulnerability reported process. Trane periodically provides security updates and software upgrades.
11. Security Training and Awareness. New employees are required to complete security training as part of the new hire process and receive annual and targeted training ( as needed and appropriate to their role) thereafter to help maintain compliance with Security Policies, as well as other corporate policies, such as the Trane Code of Conduct. This includes requiring Trane employees to annually re -acknowledge the Code of Conduct and other Trane policies as appropriate. Trane conducts periodic security awareness campaigns to educate personnel about their responsibilities and provide guidance to create and maintain a secure workplace.
12. Secure Disposal Policies. Policies, processes, and procedures regarding the disposal of tangible and intangible property containing Customer Confidential Information so that wherever possible, Customer Confidential Information cannot be practicably read or reconstructed.
13. Logical Access Controls. Trane employs internal monitoring and logging technology to help detect and prevent unauthorized access attempts to Trane' s corporate networks and production systems. Trane' s monitoring includes a review of changes affecting systems' handling authentication, authorization, and auditing, and privileged access to Trane production systems. Trane uses the principle of least privilege" ( meaning access denied unless specifically granted) for access to customer data.
14. Contingency Planning/ Disaster Recovery. Trane will implement policies and procedures required to respond to an emergency or other occurrence ( i. e. fire, vandalism, system failure, natural disaster) that could damage Customer Data or any system that contains Customer Data. Procedures include the following
i) data backups; and
h) formal disaster recovery plan. Such disaster recovery plan is tested at least annually.
15. Return of Customer Data. If Trane is responsible for storing or receiving Customer Data, Trane shall, at Customer' s sole discretion, deliver Customer Data to Customer in its preferred format within a commercially reasonable period of time following the expiration or earlier termination of the Agreement or, such earlier time as Customer requests, securely destroy or render unreadable or l ? ^ N = Page 12 of 13 ©
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TECHNOLOG Es 14
Confidential and Proprietary Information of Trane U. S. Inc.. undecipherable each and every original and copy in every media of all Customer' s Data in Trane' s possession, custody or control no later than [ 90 days] after receipt of Customer' s written instructions directing Trane to delete the Customer Data.
16. Background checks Trane shall take reasonable steps to ensure the reliability of its employees or other personnel having access to the Customer Data, including the conducting of appropriate background and/ or verification checks in accordance with Trane policies.
17. DISCLAIMER OF WARRANTIES. EXCEPT FOR ANY APPLICABLE WARRANTIES IN THE AGREEMENT, THE SERVICES ARE PROVIDED " AS IS", WITH ALL FAULTS, AND THE ENTIRE RISK AS TO SATISFACTORY QUALITY, PERFORMANCE, ACCURACY AND EFFORT AS TO SUCH SERVICES SHALL BE WITH CUSTOMER. TRANE DISCLAIMS ANY AND ALL OTHER
EXPRESS OR IMPLIED REPRESENTATIONS AND WARRANTIES WITH RESPECT TO THE SERVICES AND THE SERVICES
PROVIDED HEREUNDER, INCLUDING ANY EXPRESS OR IMPLIED WARRANTY OF MERCHANTABILITY, FITNESS FOR A
PARTICULAR PURPOSE, OR THAT THE SERVICES WILL OPERATE ERROR - FREE OR UNINTERRUPTED OR RETURN/ RESPONSE TO INQUIRIES WITHIN ANY SPECIFIC PERIOD OF TIME.
November 2023
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2.025 Trane Technologies. All Rights Reserved.
TECHNOLoc 7s 15Confidential and Proprietary Information of Trane U. S. Inc.. r
r _
City of Highland YMCA Metasys/Controls upgrade
Quote Prepared by Brian Skinner
01 / 14/ 2025
27215 BASELINE ST
HIGHLAND CA
USA 92346- 3125
Quote Reference Number: 1- 1 PMVH03N
Project Name: City of Highland YMCA Metasys/ Controls upgrade Site: CITY OF HIGHLAND YMCA
7793 CENTRAL AVE
HIGHLAND CA 92346- 4106
Branch Info: JOHNSON CONTROLS LOS ANGELES CA CB - ONOG
Attn: Jim Richardson
Name: Jim Richardson
Johnson '/6,
Controls
This proposal is hereby accepted and Johnson Controls is authorized to proceed with the work, subject to credit approval By Johnson Controls, Inc. Milwaukee, WI.
We propose to furnish the materials and/ or perform the work below Labor Cost: $ 20, 639. 59
Material Cost: $ 39, 515. 12
Other Cost: $ 732. 76
For the net price of $ 60, 887. 45 ( plus applicable taxes) Customer agrees to pay Johnson Controls in full upon completion $ 60, 887.45 plus applicable taxes according to standard payment terms from date of Invoice.
This proposal is valid through: 02/ 13/ 2025
CITY OF HIGHLAND
Signature:
Name:
Title:
Date:
PO:
CONFIDENTIAL: For customer review. © 2024 Johnson Controls Johnson Controls Inc.
Signature:
Name:
Title:
Date:
Johnson
Controls
16