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Agenda, regular meeting, second session

Highland City Council
February 11, 2025

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Agenda, regular meeting, second session
Meeting
February 11, 2025
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Highland City Council
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9
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Text extracted from the city's file for reading and search. Open the original on highlandca.api.civicclerk.com. That file is the official record.

CITY OF HIGHLAND

I CITY COUNCIL AGENDA I
Regular Meeting
February 11, 2025 at 6: 00 PM
City Hall Donahue Council Chambers
27215 Base Line, Highland CA 92346

COUNCILMEMBERS
Penny Lilburn, Mayor
District 3
Larry McCallon, Mayor Pro Tern
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.

TheCityCouncilandthestaffof Highlandarededicatedtoprovidingthequalityofpublicfacilitiesand services that its citizens are willing to fund and will do so as efficiently as possible. 909) 864- 6861 www. cityofhighland. org
1 City Council Regular Meeting Agenda February 11, 2025 In compliancewith the Americanswith DisabilitiesAct (ADA), if you need special assistance, pleasecontactthe City Clerk's office at (909) 864-6861, ext. 226, at least 72 hours prior to the meeting for any requestsfor reasonable accommodations, including interpreters.

Pursuant to Government Code Section 54957.5, any disclosable public records related to an open session item on a regular meetingagenda and distributed by the City of Highlandto all or a majority of the City Council less than 72 hours 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 party'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 REGULAR MEETING
FEBRUARY 11, 2025 - 6: 00 p. m.

AGENDA

CALL TO ORDER

INVOCATION

PLEDGE OF ALLEGIANCE

ROLL CALL

REPORT FROM CLOSED SESSION

PUBLIC COMMENT ( ITEMS NOT ON THE AGENDA)
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 February 11, 2025, to the City Clerk at publiccomment(a-)-cityofhighland.orq. If you are submitting a public comment pertaining to an item on the February 11, 2025 agenda, please identify the agenda item number in the subject line. Emailed comments submitted by a speaker that also appears in person to address the same matter will not be read into the record.

CITY COUNCIL CONSENT CALENDAR
Waive the Reading of All Ordinances
RECOMMENDATION: Waive the reading of all Ordinances in their entirety and read by title only.

2. Minutes - January 28, 2025 Special City Council Meeting RECOMMENDATION: Approve the Minutes as submitted.

Page 1 of 3 ends

2 City Council Regular Meeting Agenda February 11, 2025

3. Warrant Register
RECOMMENDATION: Approve Warrant Register No. 774 for February 11, 2025, in the amount of $ 492, 286. 99 and Payroll of $ 113, 969. 18.

4. Claim Consideration - Juan R. Gutierrez
RECOMMENDATION: George Hills Company recommends the City Council reject the claim.

5. Resolution No. 2025- Establishing Employee Salaries
RECOMMENDATION: That the City Council:
1) Adopt Resolution No. 2025- Establishing Employee Salaries; 2) Approve the following budget adjustment: Transfer $ 21, 630 from 001- 2516 General Fund - Service Enhancement) to be expended from 001- 1450- 3010 General Government - Salaries); and
3) Approve the attached job description.

6. Easement Acceptance/ Javier A. Gonzalez - " 5th Street Tow Yard" Project ( 24989 5th Street
RECOMMENDATION: That the City Council:
1) Accept Grant of Easement for 5th Street right- of-way dedication from Javier A.

Gonzalez; and
2) Direct the City Clerk to record the Grant of Easement.

7. Bid Award - Bid No. 2025- 01 " City of Highland Janitorial Maintenance Contract" RECOMMENDATION: That the City Council award the bid for Bid No. 2025-01 "City of Highland Janitorial Maintenance Contract" ( Base Bid and Additive Items) to the lowest responsive bidder, Base Hill, Inc. in the amount of $ 95, 109. 42 per year.

8. Construction and Construction Manaqement Services Contract Award - Bid No. 2025- 02 FY 23/ 24 & 24/ 25 CDBG Pavement Improvement Project" ( Project No. ola24001) RECOMMENDATION: That the City Council:
1) Award the construction contract for Bid No. 2025- 02, FY 23/ 24 & 24/ 25 CDBG Pavement Improvement Project to the responsible low bidder, Hardy & Harper, Inc., in the amount of $ 578, 000; and
2) Approve the proposal from TKE Engineering, Inc. (TKE) to provide construction management and inspection services ( CM Services) in the amount of $ 78, 300.

CITY COUNCIL LEGISLATIVE

9. Hardv & Harper. Inc. Contract Chanqe Order - Greenspot _ Road Median and Parkwa Improvements Project ( Project No. str23002)
RECOMMENDATION: That the City Council:
1) Authorize contract change orders up to 13. 11 % of the original construction contract with Hardy & Harper, Inc. for the Greenspot Road Median and Parkway Improvements Project; and
2) Authorize the City Manager to sign a Letter Reimbursement Agreement with East Valley Water District ( EVWD).

10. City Manaaer Report and Comments ( Work Proqram, Reqional/ Legislative/ Development Issues, Subcommittees, etc.)
RECOMMENDATION: Discussion and possible action.

Page 2 ends

3 City Council Regular Meeting Agenda February 11, 2025

11. Councilmember Comments ( Agency/ Committee/ AB 1234 Reports, District Updates, etc.) RECOMMENDATION: Discussion and possible action.

ANNOUNCEMENTS

CLOSED SESSION

CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION
Significant exposure to litigation pursuant to Government Code Section 54956. 9( d)(2) and/ or ( d)( 3):

One case.

ADJOURN
Regular Meetings
Effective March 1, 2022, pursuant to Resolution No. 2022- 001, the regular City Council meetings will be held once a month on the second Tuesday of each month. The next regular meetings of the City Council for 2025 are as follows: March 11, April 8, May 13, June 10, July 8, August 12, September 9, October 14, November 12, December 9.

I, Alondra Munoz, City Clerk, certify I caused to be posted this Agenda on or before February 6, 2025, by 5:30 p.m., on our website at www. cityofhighland. 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: February 6, 2025
Alondra unoz
City Cler

Page 3 of 3 ends

4 STAFF REPORT

TO THE CITY COUNCIL
DATE: February 11, 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
Denied
Continued
Motion
Ayes
Noes
Tabled Abstain
Absent _
City
Second Agenda Item No.

File No.

City Manager
1 STAFF REPORT

TO THE CITY COUNCIL
DATE: February 11, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: Minutes - January 28, 2025 Special Meeting
RECOMMENDATION: Approve the Minutes as submitted.

Approved.

Denied _
Continued
Tabled
Motion
Ayes _
Noes
Abstain
Absent
Second Agenda Item No.

File No,
City Cler 1y Manager
1 City Council Special Meeting Minutes January 28, 2025

CALL TO ORDER
The special 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 Tracy Johnson, Immanuel Baptist Church, and the Pledge of Allegiance was led by Councilmember Hogan.

ROLL CALL

Present: Hogan, Lilburn, McCallon,

Absent: Timmer
Vacancy: District 2 Councilmember

REPORT FROM CLOSED SESSION
None

PUBLIC COMMENT ( ITEMS NOT ON THE AGENDA)
Jane Bouch and Chris Nielsen representing the Highland Chamber of Commerce spoke regarding upcoming events.

Brent Merideth spoke in support of agenda item no. 20, the Highland Regional Connector Project ( Project No. str22002).

CITY COUNCIL BUSINESS
Filling the City Council District 2 Seat Vacated by Anaeli Solano City Manager Zamano stated City Council needs to fill the vacancy in District 2, which was created by the resignation of former Councilmember Anaeli Solano on December 20, 2024. With two years remaining in her term, state law mandates that the City Council must either appoint a successor by February 18, 2025, or call for a special election to fill the position.

To qualify for the position of City Councilmember, candidates must meet the following criteria: 1) a resident in District 2, 2) be a registered voter, and 3) be a United States citizen 18 years or older.

If the City Council decides to fill the vacant seat through appointment, the process remains at the City Council' s discretion. Several methods can be employed for electing the appointee, including accepting applications, conducting interviews, and voting to appoint the new member. However, the City Council is not obligated to follow this structured approach and may choose to appoint an individual directly. Should someone be appointed to fill the District 2 seat, that individual will serve until the election on November 3, 2026.

Page 1 of 9 ends

2 City Council Special Meeting Minutes January 28, 2025 In the event City Council fails to appoint a replacement by the deadline of February 18, 2025, City Council would be required to call for a Special Election. Consequently, the District 2 seat would remain vacant until the Special Election held on November 4, 2025.

The individual elected during this election would serve the remainder of the term, concluding November 3, 2026.

The City Council seat cannot be vacant for the remainder of the term and staff is seeking guidance on how to fill the vacancy.

An estimate cost for having a Special Election would be in the range of $ 181, 500 through 295, 000.

Mayor Lilburn thanked City Manager Zamano for his report and opened the floor for discussion.

Councilmember McCallon inquired why there was a delay in taking action on this item by the City Council, given the resignation of former Councilmember Anaeli Solano happened in December 2024.

City Manager Zamano stated there were scheduling conflicts with City Council during the month of January.

Councilmember McCallon stated his concern with the limited timeframe of three weeks to identify and vet a candidate for appointment.

Mayor Lilburn asked, in the event City Council opted for an appointment but was unable to identify a suitable candidate, would City Council be able to proceed with the process of holding a Special Election?
City Manager Zamano indicated City Council has until February 18, 2025 to either appoint an individual or initiate a Special Election.

Mayor Lilburn suggested she would like to choose the option of appointing someone for the vacancy.

Councilmember McCallon asked how the notification for vacancy would be sent out to people who are interested and how long it will take?
City Attorney Marroquin stated the information can be posted on the city's website and through social media platforms. Alternatively, the City Council could select an individual without requiring an application process.

Mayor Lilburn stated her concern is the lack of candidates in the last few election cycles for District 2.

Councilmember Hogan asked what is the age restriction?
City Manager Zamano stated, a U.S citizen 18 years or older.

Page 2 of 9 ends

3 City Council Special Meeting Minutes January 28, 2025 6 3
Mayor Lilburn stated she is open to trying the appointment process for the next three weeks.

Councilmember McCallon asked what kind of deadline will be put into place? City Attorney Marroquin indicated the determination of the application and interview timeline is at the discretion of City Council. It is essential to note that a decision must be reached by February 18, 2025.

Mayor Lilburn stated City Council should know of any candidates by February 11, 2025.

Councilmember McCallon asked if the City Council would be able to conduct interviews on February 11, 2025?
City Attorney Marroquin stated yes. By February 11, 2025, City Council should know whether any applications have been submitted. The deadline for submitting applications is set for February 7, 2025. Therefore, City Council could convene a regular meeting February 11, 2025 followed by a special meeting right after where interviews can take place.

A MOTION was made by Mayor Lilburn, seconded by Mayor Pro Tem McCallon, to fill the vacancy in City Council District 2 by appointment with a deadline of February 7, 2025 for submission of applications. Motion carried on a roll call vote, 3- 0, with Councilmember Timmer being absent and a Councilmember vacancy for District 2.

Appointment of Mayor Pro Tem for 2024/ 2025 Following Councilmember Resignation City Clerk Munoz opened the floor for nominations for Mayor Pro Tem.

Mayor Lilburn nominated Councilmember McCallon.

City Clerk Munoz called for any other nominations. Hearing none, she closed the floor for nominations.

Councilmember McCallon was appointed Mayor Pro Tem for the period of 2024/ 2025.

Review and Revise Current Membership on City Council Subcommittees, Ad Hoc Committees, and Agency Appointments Following Councilmember Resignation Mayor Lilburn proposed the following Subcommittees be held by the following Councilmembers:

Subcommittees
Community Day of Service
Finance/ Personnel
Legislative
Public Facilities
Public Safety
Public Works
Members
Hogan, Timmer
McCallon, Timmer
Lilburn, McCallon
Hogan, Timmer
Hogan, Lilburn
McCallon, Timmer

Page 3 of 9 ends

4 City Council Special Meeting Minutes January 28, 2025 Agency Appointments
Omnitrans
SBCTA
SBIAA
SCAG
Santa Ana River Wash Area Coordinated Planning
Activities Committee
Solid Waste Task Force
Staff Agency Appointments
Gangs & Drugs Task Force
California Intergovernmental Risk Authority ( CIRA)

CITY COUNCIL CONSENT CALENDAR
Unmharc
Lilburn, Alt- McCallon
McCallon, Alt- Lilburn
Lilburn, Alt- McCallon
McCallon, No Alt
Hogan, Alt - Timmer
Lilburn, Alt -Morgan
AAimmhi-m Chief
of PoliceNava -
Cruz, Alt- ZamanoA
MOTIONwas madeby MayorPro TemMcCallon, seconded by MayorLilburn, to approve the consentcalendar as submitted. Motion carried on a rollcall vote, 3- 0, withCouncilmember Timmer being absentand a Councilmembervacancy on District2. 4.

Waive the Readingof All OrdinancesWaived
the readingof all Ordinancesin theirentiretyand read by titleonly. 5.

Minutes - December 10, 2024RegularCity CouncilMeeting Approved the Minutesas submitted. 6.

Warrant Register Approved
Warrant Register No. 773 for January28, 2025, in theamountof $ 6, 634,976. 62 and Payrollof $ 384, 513. 77. 7.

Treasurer's Reportfor November2024 Received
and filed Treasurer's Reportfor November2024. 8.

Treasurer's Reportfor December2024 Received
and filed Treasurer's Reportfor December2024. 9.

Claim Consideration - Zena McDonaldRejected
claim. 10.

Claim Consideration - Abel Perez Rejected
claim. Page
4 of 9
5 City Council Special Meeting Minutes January 28, 2025

11. Claim Consideration - Maria Guadalupe Guerrero
Rejected claim.

12. Records Destruction Authorization
Approved the destruction of certain records.

13. Resolution No. 2025- 001 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. 2025- 001, continuing to extend the Proclamation of a Local Emergency in the City of Highland as a result of the Line Fire.

RESOLUTION NO. 2025- 001

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

14. Resolution No. 2025- 002, Establishing Employee Salaries 1) Reclassified the position of Administrative Services Manager to Information Technology Technician;
2) Retained the position of Deputy City Clerk;
3) Adopted Resolution No. 2025- 002, a Resolution of the City Council of the City of Highland, California, establishing employee salaries; and 4) Directed 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.

RESOLUTION NO. 2025- 002

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,

CALIFORNIA, ESTABLISHING EMPLOYEE SALARIES

15. Contract Renewal - 2020- 08, " Citywide Concrete Maintenance" 1) Extended the Citywide Concrete Maintenance contract with Above All Names Construction Services, Inc. for one year; and
2) Approved a 9. 7% increase to the contract unit prices.

16. Contract Renewal - 2020- 09, " Citywide Traffic Striping and Pavement Marking Maintenance"
1) Extended the Citywide Traffic Striping and Pavement Marking Maintenance contract with Interstate Striping & Signs, Inc. for one year; and 2) Approved a 5. 2% increase to the contract unit prices.

Page 5 of 9 ends

6 City Council Special Meeting Minutes January 28, 2025 17, Authorization and Purchase Agreements for Heating, Ventilation, and Air Conditioning HVAQ System Repairs for YMCA Building
1) Waived formal contract procedures per Municipal Code Section 2.40.100for which the city' s best interests are served;
2) Approved 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) Approved 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) Authorized 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 Report for 2025/ 2026 Assessments 1) Adopted Resolution No. 2025- 003 ordering the preparation of an Engineer' s Report for Consolidated Landscape and Lighting District No. 96- 1, and 2) Adopted Resolution No. 2025- 004 ordering the preparation of an Engineer' s Report for Street and Drainage Maintenance District 96- 1.

RESOLUTION NO. 2025- 003

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND, COUNTY OF

SAN BERNARDINO, CALIFORNIA ORDERING THE PREPARATION OF

ENGINEER' S REPORT FOR CONSOLIDATED LANDSCAPE & LIGHTING DISTRICT NO. 96- 1 FOR FISCAL YEAR 2025/ 2026
RESOLUTION NO. 2025- 004

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND, COUNTY OF

SAN BERNARDINO, CALIFORNIA ORDERING THE PREPARATION OF AN

ENGINEER' S REPORT FOR STREET AND DRAINAGE MAINTENANCE DISTRICT 96- 1 FOR FISCAL YEAR 2025/ 2026

19. 29th Annual Highland Community Trails Day Event
Approved Saturday, June 7, 2025, as the date for the 29th Annual Highland Community Trails Day event.

20. Construction and Construction Management Services Contract Award - Highland Regional Connector Project ( Project No. str22002)
1) Awarded 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) Approved the proposal from Willdan Engineering to provide construction management and inspection services ( CM Services) in the amount of $ 88, 500; 3) Authorized the City Manager to approve amendments to the Willdan Engineering task order up to 10% of the proposal amount; and

Page 6 of 9 ends

7 City Council Special Meeting Minutes January 28, 2025 4) Approved 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 PUBLIC HEARING
None

CITY COUNCIL LEGISLATIVE

21. City Manager Report and Comments (Work Program, Regional/Legislative/Development Issues, Subcommittees, etc.)
City Manager Zamano stated the Highland Sheriff's Department for the period of December 30, 2024 through January 27, 2025 received a total 3,020 calls for service, made 299 reports, 131 arrests, issued 100 citations, conducted 230 traffic enforcement stops, responded to 51 traffic collisions, 24 transient calls, and towed 10 vehicles.

The Highland Fire Department for the month of December received 670 calls for service, some of which included: 519 medical aids, 23 traffic collisions, 8 structure fires, 8 vegetation fires, and 2 vehicle fires.

The Administrative Services/ Finance Department for the month of December issued 57 business licenses, renewed 310 business licenses, issued 65 dog licenses, 29 yard sale permits, and 197 account payable checks.

The Highland Newsletter is available for residents to stay informed about the latest events in Highland, while providing helpful resources.

The City Clerk Department for the 2024 calendar year received 345 public record requests with an average processing time of 3 days and processed 144 passport applications.

The Public Works Department is currently recruiting for an Assistant Public Works Director. Anyone interested can apply on our city website.

There are several ongoing developments on Greenspot Road, specifically between SR- 210 and Boulder Avenue. Various construction projects are taking place on both sides of Greenspot Road, which many residents have likely observed. Additionally, utility work is in progress. The Greenspot Road Improvements Project aims to enhance the median by extending left -turn lanes and creating dedicated right -turn pockets. The city's contractor is making significant progress, and most of these improvements are expected to be completed within the next few weeks.

The CBDG Pavement Rehabilitation Project is out for bid, with the bid opening scheduled for Wednesday, February 5, 2025. The project encompasses pavement overlay for Cunningham Street, Fleming Street, 7th Street, Hibiscus Street, and Colwyn Avenue.

On Thursday, February 13, 2025 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.

Page 7 of 9 ends

8 City Council Special Meeting Minutes January 28, 2025 The Highland Improvement Team ( HIT) is looking for volunteers for the Compost Giveaway event that will be held on Saturday, February 22, 2025 from 8:00 a.m. to 12:00 p.m. at City Hall. Contact Volunteer Services for more information.

For the month of December, Burrtec completed 137 illegal dumping work orders and 2200 work orders for the 2024 year.

Recently, Breazer Homes completed a 54- unit development located north of Santa Ana Canyon Road. This project formalizes a segment of the city's multipurpose trail along the North Fork Canal, adjacent to Cram Elementary School.

D.R. Horton Mediterra Tract is currently progressing into its 13th phase, with a total of 122 units constructed to date. An additional 27 units are expected to be completed over the next year.

Century Homes is in the process of developing a 42- unit project located in Highland Park on Base Line, near Weaver Street.

Crestwood Communities is set to commence construction on 32 residential homes located north of Smart and Final on Base Line.

The 2025 county -wide Homeless Point in Time Count was conducted on the morning of Thursday, January 23, 2025. The city' s count was led by Barrie Owens, Senior Code Enforcement Officer, with assistance from various city departments and the Highland Police Department. This year, the Highland team identified a total of 60 homeless individuals. In comparison, the total count was 100 in 2020 and 61 in 2023. The final numbers will adjust once individuals and shelters are incorporated into the overall totals.

The City of Highland' s estimated number of sheltered individuals is approximately 25, resulting in an overall estimated number of 85 for the 2025 Point in Time Count assessment.

Starbucks on Greenspot Road opened for business on Thursday, January 16, 2025.

Chipotle Mexican Grill on Greenspot Road opened for business on Friday, January 17, 2025.

A new Grocery Outlet Store will open shop by Lowe' s and anticipates opening for business in the next few weeks.

Costco Warehouse is scheduled to open to the public on Saturday, March 8, 2025 with a gas service expected to open a week prior.

Additional retail openings are anticipated later this summer and in the fall.

22. Councilmember Comments ( Agency/ Committee/ AB 1234 Reports, District Updates, etc.) Mayor Lilburn thanked the Highland Police Department, Burrtec Inc., and city staff for their hard work. She shared the San Bernardino International Airport ( SBIAA) will host an emergency exercise on February 19. Those interested in participating or seeking further information are encouraged to contact the airport directly.

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9 City Council Special Meeting Minutes January 28, 2025 In addition, she thanked Phil Goodrich and Michael Moore from East Valley Water District for their invaluable assistance in establishing a team dedicated to the empowerment for young women at San Gorgonio and Indian Springs High Schools.

ANNOUNCEMENTS
None

CLOSED SESSION
None

ADJOURN
There being no further business, Mayor Lilburn adjourned the meeting at 6:50 p.m. in memory of Emma Novak, Mary Lou Navarro, and Mary Lou Brown.

Submitted By:

Alondra Munoz
City Clerk
Approved By:

Penny Lilburn
Mayor

Page 9 ends

10 STAFF REPORT

TO THE CITY COUNCIL
DATE: February 11, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Leticia Nava -Cruz, Director of Administrative Services/City Treasurer SUBJECT: Warrant Register # 774
RECOMMENDATION: CityCounciltoapproveWarrantRegister #774; Warrantsintheamount of $492, 286. 99 and Payroll in the amount of $ 113, 969. 18 FISCAL IMPACT: The total of Cash and Expenditures is $606,256. 17 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 Second Agenda Item No. 4_
Denied Ayes
Continued Noes File No.

Tabled Abstain
Absent
City I k City Manager
1 Warrants:

CITY OF HIGHLAND
WARRANT REGISTER # 774
February 11, 2025
1/ 21/ 2025 Ck# 90827- 90863
1/ 23/ 2025 Payroll Wire # 991- 994
1/ 24/ 2025 Payroll Wire # 987- 990 & Ck # 90864
1/ 28/ 2025 Ck# 90865- 90909
236, 884. 72
3, 547. 16
69, 672. 51
182, 182. 60
Total Warrants $ 492, 286. 99
Payroll:
1/ 23/ 2025 Direct Deposits # 14821 2, 300. 48
1/ 24/ 2025 Direct Deposits # 14781- 14820 111, 388. 72 1/ 24/ 2025 Ck # 739 279. 98
Total Payroll $ 113, 969. 18
Total Warrants & Payroll
John Timm
O
Finance Su committee
606, 256. 17
Carlos Zamano
City Manager
Leticia Nava -Cruz
Director of Administrative
Services/ City Treasurer
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44 45

STAFF REPORT

TO THE CITY COUNCIL
DATE: February 11, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
REVIEWED BY: Dana Calkins, George Hills Company, Claims Adjuster SUBJECT: Claim Consideration - Juan R. Gutierrez
RECOMMENDATION: George Hills Company recommends the City Council reject the claim.

BACKGROUND: The Claim was received in the City Clerk's Officeon December30, 2024. It wasthensenttothe City's claimadjuster, GeorgeHillsCompany, whoisrecommendingtheclaimbe rejected.

Approved.

Denied
Continued
Tabled
Motion
Ayes _
Noes
Abstain
Absent
Second Agenda Item No.

File No.

City pager
1 T T

GEORGE HILLS
Our minds over your matters.

February 4, 2025
Alondra Munoz
City of Highland
RE: Client:

Claim Number:

Date of Loss:

Claimant:

Dear Ms. Munoz:

City of Highland
G H CO079682
09/ 18/ 2024
Heirs of Juan R. Gutierrez
We have reviewed the above captioned claims and request that you take the action indicated below:

Pleaseissuea standard rejection to commence the statute of limitations.

Pleaseprovide us with a copy of the notices sent.

Shouldyouhaveanyquestions, pleasefeelfreeto contactthe undersigned.

Kindest Regards,
George Hills Company, Inc.

Dana Calkins
Sr. Claims Adjuster
Direct Dial: ( 916) 333- 0575
Email: dana. calkins@georgehills. com
2 r, 1Nf
City of
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Inc. 1987
December 30, 2024
Patti Schneiders
Claims Processor
Rancho Cordova Office
PO Box 278
Rancho Cordova, CA 95741
Re: Claimant( s): Juan R. Gutierrez
Incident Date: September 18, 2024
Dear Patti:

EnclosedisacopyofaClaimreceivedinpersonattheOfficeoftheCityClerkonDecember30, 2024, bytheabovereferencedclaimant(s). Note: Attachedisalocationmapforreference.

ThisitemwillbetentativelyscheduledfortheCityCouncilspecialmeetingonTuesday, January 28, 2025, pendingyourrecommendation. AllcorrespondencewillberequiredfromGeorgeHills no later than January 16, 2025. Pleasereviewandadvisethis officeon the appropriateactionto be taken.

Ifyouhaveanyquestions, pleasecontactLeticiaNava -Cruzat (909) 864-6861, ext. 208ormyself 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 Ci 3 VICINITY MAP
ThegreenshadingisintheCityofHighlandandtheunshadedregionisCountyofSanBernardino maintained streets.
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DEC3 4 2024
For office use only:

Received: T,volicknc, II

CITY OF HIGHLAND
B
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E- Mail Mail Ain 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 informationby paragraphnumber. Completedclaimsmustbemailedordeliveredto:

CITY CLERKY 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 HONORABLEMAYORAND CITY COUNCIL OF THE CITY OF HIGHLAND:

The undersigned respectfully submits the following claim and information relative to damageto persons and/or personalproperty:

1. Name of Claimant Juan R Gutierrez
a. Complete Address of Claimant, including City, State and Zip Code:
b
21900Winding Road, MorenoValley, CA 92557
Phone Number
C. Date of Birth
5 d. Driver' s License/ State Identification Card Number:

Issued by which State:.

Driver' s License
Expiration Date:

Identification Card

2. Name, telephone and address to which claimant desires notices to be sent, if other than above:

Megan koster, Esq., 3055 Wilshire Blvd, Los Angeles, CA 90010

3. Occurrence or event from which the claim arises:
a. Date of occurrence 9/ 18/ 2024
b. Time of occurrence Approximately 1:50 am
C. Place of occurrence ( Exact and specific location)
Approximatelyat or near Del Rosa Dr and Anson St, Highland, Ca 92404. See Attachment A
d. How and under what circumstances did damage or injury occur? Specify the particularoccurrence, event, act or omissionyou claim causedthe injuryor damage (use additional paper if necessary).

Decedentwas struck by a vehicle. See AttachmentA
e. What particularactionby the City, or its employees, causedthe alleged damage or injury?
Failureto maintainthe area surroundingthe subjectlocation. Lack of traffic control devices, lights, signs, etc. See Attachment A 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".

Decedent loss of life. See Attachment A

5. Give the name(s) of the City employee(s) causingthe damageor injury:

Unknown at this time.

6. Nameand addressof any other person injured:

N/ a

7. Name and address of the owner of any damaged property:

Decedent

8. Damages Claimed:
a. ' Amount claimed as of this date: $ TBD
b. Estimate amount of future costs: $ 1, 000. 000+
C. Total amount claimed: $ 1. 000. 000+
d. Basis for computation of amounts claimed. Include copies of all bills, invoices, estimates, etc.:

Costs related to Decedents loss of financial support, funeral costs, etc.

See Attachment A
7 9. Names and addresses of all witnesses, hospitals, doctors, etc. a. See Attachment A
b,
G.
d.
e.

10. Any additionalinformationwhich mightbe helpfulin consideringthis claim:

See Attachment A
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: Los Angeles, CA
City and State
Date:

A (/.%
29 9Y&
Signature of Claimant
Print
Q)ame of person signing above'
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ATTACHMENT A
ClaimantsDerekGutierrezandEmir Gutierrez, Sons, asHeirsof theEstateof JuanR Gutierrez, Deceased, herebypresentthefollowinginformationin supportoftheirclaims againstTHE CITY OF HIGHLAND: ( hereafter "City"), in satisfaction of the requirements underGovernmentCodesection910, andassupplementto theCity'sclaimform.

I. Background
On September18, 2024, at approximately 1:51 am, a dangerouscondition on public propertycausedfatalinjuryanddamagetoDecedentwhenhewasapedestriantravelingupon apublic, City -maintainedroadwayapproximatelyatornearDelRosaDrandAnsonSt, San Bernardino; Ca92404.-At thesametime, DavidRosaleswastravelingonDelRosaDrtowards decedent. AsDecedentusedduecareandwalkedupontheroadwayupon, heencountereda dangerousconditionin theroadway, whichcausedanoncomingvehicleto collidewithhis person, fatallyinjuringhim.

If Claimantsfile alawsuitrelatedtothismatter, theygrill file it asanunlimitedcivil case andallegemonetarydamagesin anamountgreaterthanthejurisdictionalminimum.

II. Liability
ThisgovernmentalentityisresponsibleforDecedent'sfatalinjuriesbecause, basedupon informationandbelief, saidentityowned, leased, occupied, and/orcontrolledtheproperty wheretheaccidentoccurredon September18, 2024, andwasnegligentin theuseor maintenanceofsuchproperty. Theentity failedtousereasonablecaretokeepthepropertyina reasonablysafeconditionand/orfailedtousereasonablecaretodiscoveranyunsafeconditions andtorepair, replace, orgiveadequatewarningofanythingthatcouldbereasonablyexpected toharmothers, includingconfusingandmisleadinglanesoftrafficand/orchangesin the directionoftrafficthatendangeredthesafemovementoftrafficandwhichwasnot, andwould nothavebeen, reasonablyapparentto oranticipatedbyapersonusingduecare, including Plaintiff, inadequatesignage, warnings, orothertrafficsafetydevicesonaroadwayand/or intersection; creationofaconcealedtrap; and/orotherdefectsthatmaybeestablishedthrough discovery.
u

ATTACHMENT TO GOVERNMENT CLAIM
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Evenif thisentitydidnotownorleasetheproperty, it controlledthepropertyandwas thereforeresponsiblefor maintaining, in reasonablysafecondition, all areasthatit controlled, includingconfusingandmisleadinglanesoftrafficand/orchangesinthedirectionoftraffic thatendangeredthesafemovementof traffic andwhichwasnot, andwouldnothavebeen, reasonablyapparenttooranticipatedbyapersonusingduecare, includingDecedent; inadequatesignage, warnings, orothertraffic safetydevicesonaroadwayand/or intersection; creationof aconcealedtrap; and/or otherdefectsthatmaybeestablishedthroughdiscovery.

Theconditionofthepropertycreatedanunreasonableriskofharmthattheentityknew, or throughtheexerciseof reasonablecare, shouldhaveknownaboutbutfailedto repair, protect against, orgiveadequatewarningof theconditionto Decedent.

Thisentityhadadutytomaintain, inspect, manage, design, repair, and/orcontrolthe propertywhereDecedent'sfatalinjuryoccurredatthetimeoftheIncidentandbreachedits dutytoClaimantbynegligentlymaintaining, inspecting, managing, designing, repairing, and/orcontrollingtheproperty, includingconfusingandmisleadinglanesoftrafficand/or changesin thedirectionof trafficthatendangeredthesafemovementof traffic andwhichwas not, andwouldnothavebeen, reasonablyapparentto oranticipatedby apersonusingdue care, includingPlaintiff, inadequatesignage, warnings, lighting, orothertrafficsafetydevices onaroadwayand/orintersection; creationofaconcealedtrap; and/orotherdefectsthatmaybe established through discovery.

The negligent and/or wrongful conduct of the entity' s employee(s) acting within the cope of his/ her/ their employment created the unsafe condition on the property.

Theentityhadactualand/orconstructivenoticeof theunsafeconditionasdescribed hereinprior to thedateof theIncidentyetdidnothingtorepair, remedy, correct, provide safeguardsagainst, orprovidewarningof theunsafecondition, whichcausedDecedent's incidentandfatalinjuries. Asaresultof thenegligentand/orwrongfulconductof theentity's employee(s) actingwithinthescopeofhis/her/theiremploymentincluding, butnotlimitedto, failuretoprovideanywarningofthesubjectunsafecondition, Decedentwasfatalinjured. tj

ATTACHMENT TO GOVERNMENT CLAIM
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Theentity'snegligenceorwrongfulconductwasasubstantialfactorin causingharnito Decedent.

TH. Damages
Asadirectresultof theSUBJECTINCIDENT. Claimanthasincurreddamages includingbutnotlimitedtothelossofthecamecomfortandsocietyofDecedent, pastmedical expenses, funeralexpenses, pastandfuturelossof earnings, pastandfutureeconomic damages, lossofpropertydamages, andcostof suit, andDecedent'spre-mortempain, suffering, anddisfigurement, pursuanttoCCP377.34etseq.. accordingtoproof. which combinedareexpectedtobein excessof $1,000,000.00. Expensesarestill ongoing; andan exactamountisstill to bedetermmedto this date. -
By:—* vv___
Megan Koster, Esq.

Grecia Toscano, Esq.

Attomeys for Claimants Derek. Gutierrez and Emir
Gutierrez.; obo Juan R Gutierrez, Deceased
3 ATTACHMENTTO GOVERNMENTCLAIM
11 z. A

STAFF REPORT
HZ; tTO
THE CITY COUNCILCIFDATE:

February 11, 2025FROM:

Carlos Zamano, City Managerv

PREPARED
BY: Tish Nava -Cruz, Directorof AdministrativeServices/ City TreasurerJl, SUBJECT:

Resolution No. 2025- establishing employee salaries. RECOMMENDATION:

That the City Council: 1.

ApproveResolution No 2025- _ establishing employee salaries & 2.

Approvethe followingbudget adjustment: Transfer $ 21, 630from00 1 -2516General Fund - ServiceEnhancement) to be expendedfrom 001- 1450-3010 General Government -Salaries) & 3.

Approvethe attachedjob description. FISCAL
IMPACT: The fiscalimpactfor 2 temporarypositions for the 5 remainingmonths of fiscal year 2024-2025 is $ 21, 630. PUBLIC
NOTICE: The agendafor thisitem was postedat thethreerequiredlocations per Resolution 2011- 047 and on theCity's website. BACKGROUND:

The City is in theprocessof implementinga newfinancialmanagementsoftware system, scheduledto startin July2025. This upgrade, which includesthe adoptionof a newcashiering system, financialmanagementsystem, project accountingmanagementsystem and humanresource management system, is an essentialinvestment in modernizingour financialand administrative operations and our currentsystem will no longerbe supported. The implementationprocess requiresextensivestaff involvement, including testing, data migration, and duplicationof effortsbetween the currentand new systemsfor the durationof twoyears. The 2025-2027 budgetwill alreadyaccountfor thefundingof 2 temporarystaff augmentationpersonnel to supportthis transition. However, after furtherevaluation, we believeit wouldbe advantageousto bring on temporarystaff now, aheadof theimplementation's criticalphases. Early onboardingwould allow us to providethoroughtraining in keyfunctionalareas, such as accountspayable ( AP), generalledger ( GL), payroll, purchasing, cashiering, and projectaccounting. Approved Motion Second Agenda Item No. Denied
Ayes Continued
Noes File No. Tabled
Abstain Absent
City
Clerk Ci Manager
1 Without additional staff support, our current team will face significant challenges balancing day- to-day responsibilitieswhile managingthe complextasks associatedwith the softwareimplementation. The demandsoftesting, datamigration, andensuringaccuracyin bothsystemsduringthetransitionperiod will leave minimal capacity for training new staff at that time.

This early preparationwill ensure that the temporarystaff are fully trained and capableof handling routinetasks duringthe peak implementationperiod. Havingthese additionalresourcesin placewill allowthe existingteamto focus on the criticalelementsof the upgradewhile maintainingcontinuityin operations. Given the scale and importance of this system, which serves as the City's primary record - keepingplatform, it is imperativethat we executethetransitioncarefullyand with adequatestaffing.

This item was presentedto the Finance/PersonnelSubcommitteeon February4th, 2025, and the subcommittee recommends the approval of the Resolution, budget adjustment and job description.

Attachments:

1. Resolution 2025-

2. Temporary Accounting Assistant I Job Description
2 RESOLUTION NO. 2025-

A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF HIGHLAND, CALIFORNIA,

ESTABLISHING EMPLOYEE SALARIES
WHEREAS, the City Councilof the City of Highlandhas determinedit is necessaryfor 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 qualifiedpersonnelto performandprovidemunicipalservice, andthatcompensationand 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 12, 2025, Minimum Maximum
Position Title Monthly Monthly
Temporary Accounting Assistant 1 $ 3, 667 $ 4, 457
PASSED, APPROVED AND ADOPTED this 11th day of February 2025 Penny Lilburn, Mayor
Attest:

Alondra Munoz, City Clerk
3 r•.

CITY OF HIGHLAND
TEMPORARY ACCOUNTING ASSISTANT I ( Special Project)

JOB SUMMARY
The City of Highland is seeking a Temporary Accounting Assistant I to support a special project anticipated to last two and a half years. This position performs a variety of responsible technical and clerical accounting duties in the preparation, maintenance, and processing of accounting records and financial transactions. This is an excellent opportunityforcandidatesinterestedingainingorexpandingtheirexperienceinmunicipal accounting.

SUPERVISION RECEIVED AND EXERCISED
This position reports to the Assistant Director of Administrative Services and may receive additional technical guidance from other senior staff members.

TYPICAL JOB DUTIES: — The following are example tasks that may be performed.

Incumbents may not perform all of these tasks or may perform similar related tasks not listed here.

Preparing, maintaining, and processing accounting records, including accounts payable, receivable, and payroll functions.

Providing technical support to supervisory personnel and assisting with research and documentation for audits or other special projects.

Responding to inquiries from departments, vendors, and the public, and resolving issues related to financial transactions.

Supporting the administration of business licenses, parking citations, and other revenue - generating activities.

Performs other duties as assigned

QUALIFICATIONS
Knowledge of: Basic accounting principles, modern office practices, and computer - based systems.

Ability to: Perform accurate mathematical computations, use office and accounting software, and interact professionally with coworkers and the public.

Experience: Prior accounting -related experience is desirable but not required.

Education: High school diploma or equivalent.

ENVIRONMENTAL CONDITIONS
Work is generally performed in a temperature - controlled office environment subject to typical office noise.
4 CITY OF HIGHLAND
TEMPORARY ACCOUNTING ASSISTANT I ( Special Project)
Salary Range: $ 21. 15 to $ 25. 71 per hour/$ 3, 667 to $ 4,457 per month Work Schedule: Date of Hire through June 30, 2025 20 hours per week July 1, 2025 through June 30, 2027 40 hours per week
Sick Leave: 40 hours after 90 days of employment
Benefits: $ 100 Annual Credit monitoring allowance
Retirement:

If an employee works over 1,000 hours in a year, they are entitled to Retirement benefits providedthroughtheCaliforniaPublicEmployees' RetirementSystem (CaIPERS); 2% @ 55 for (classic) CalPERS members, with the City paying the member contribution; 2% @ 62 for (new) CalPERS members, with the employee paying the member contribution. The distinction between " classic" and " new" is pursuant to State pension reform legislation PEPRA).

The passingof a pre -placementphysicalwill beperformedas a conditionof employment.

A DMV background check and fingerprinting will also be performed.

Required application can be obtained at the City of Highland, 27215 Base Line, Highland, CA, 92346, ( 909) 864- 6861, or at www. cityofhighland. org.

Applications will be accepted until the position is filled.

AN EQUAL OPPORTUNITY EMPLOYER
5 STAFF REPORT

TO THE CITY COUNCIL
DATE: February 11, 2025
FROM: Carlos Zamano, City Manager
y-
PREPARED BY: Jay Tuttle IV, Assistant Engineer
SUBJECT: Easement Acceptance/ Javier A. Gonzalez—" 5th Street Tow Yard" Project 24989 5th Street)
RECOMMENDATION: ThattheCityCouncil (1) acceptGrantof Easementfor5thStreetRight -of - WayDedicationfromJavierA. Gonzalez, and (2) directthe CityClerkto record the Grant of Easement.

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: The Conditions of Approval for " 5th Street Tow Yard", ( DRA 023- 001) a commercialprojectlocatedat 249895thStreet, requiresa RoadandDrainageeasementfor dedication of 22 feet of additional road right-of-way on the south side of 5th Street, to accommodatethe requirednew street improvementsalongthe projectfrontage. The Grantof Easement from the owner, Javier A. Gonzalez, is ready for City Council acceptance.

Attachments: ( 1) Vicinity Map
2) Assessor' s Parcel Map
3) ( Road and Drainage) Grant of Easement Deed
4) Right -of -Way Dedication Legal Description & Plat
LAEngineering_Backup\030173077 - DRA23-001 - 249895thSt - TowYard - Gonzalez\3077115thStROWDedicationStaffReport.doc Approved Motion
Denied
Continued
Tabled
Ayes
Noes
Second Agenda Item No.

File No.

Abstain
Absent
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WHEN RECORDED MAIL TO:

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CITY OF HIGHLAND
27215 BASE LINE
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No fee per GC 6103
Document Transfer Tax: $ 0 SPACE ABOVE THIS LINE FOR RECORDERS USE APN: 0279- 141- 06

GRANT OF EASEMENT

ROAD AND DRAINAGE)
FORAVALUABLECONSIDERATION, receiptofwhichisherebyacknowledged, JavierA. Gonzalez, amarried man, as sole owner,
HerebyGRANT(S) totheCityofHighland, aMunicipalCorporation, aneasementforroads, drainage, andpublicutilitypurposesupon, under, over, andacrosstherealpropertyintheCityofHighland, CountyofSanBernardino, Stateof California, described as:

DATED:

SEEEXHIBITS "A" AND "B" ATTACHEDHERETOANDMADEAPARTHEREOF Javier A. Gonzalez, Sole Owner
Anotarypublicorotherofficercompletingthiscertificateverifiesonlytheidentityoftheindividualwhosignedthedocumenttowhichthiscertificateisattached, andnotthetruthfulness, accuracy, orvalidityofthatdocument.

STATE OF CALIFORNIA)

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certifyunderPENALTYOF PERJURYunder the lawsof theStateof Californiathat theforegoingparagraphis trueandrnrrPrt

WITNESS
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EXHIBIT"
THATPORTIONOF LOT33 OF TRACT2439, EASTWOOD FARMS, PER MAP RECORDEDINBOOK34, PAGE78OFMAPSINTHEOFFICEOFTHECOUNTYRECORDEROFTHECOUNTYOFSANBERNARDINO, INTHECITYOFHIGHLAND, COUNTYOFSANBERNARDINO, STATEOFCALIFORNIA, DESCRIBEDASFOLLOWS:

BEGINNINGATTHENORTHWESTCORNEROFSAID LOT33;
THENCE NORTH 89038' 30" EASTALONGTHENORTHLINEOFSAIDLOT33A DISTANCEOF100.00FEETTOTHENORTHEASTCORNERTHEREOF;
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Containing2,200squarefeet (0.05
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ALLASSHOWNONEXHIBIT "B" ATTACHEDHERETOANDBYTHISREFERENCE MADE A PART HEREOF.
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6 DATE:

FROM:

PREPARED BY:

SUBJECT:

STAFF REPORT

TO THE CITY COUNCIL
February 11, 2025
Carlos Zamano, City Manager
m Richardson, Public Works Manager
Bid Award — Bid No. 2025-01 "City of Highland Janitorial Maintenance Contract"
SB 1439 Campaign Contributions and Conflicts of Interest - Government Code Section 84308 is applicable)
RECOMMENDATION: It isrecommendedthatthe CityCouncilawardthe bidfor BidNo. 2025- 01 "Cityof HighlandJanitorialMaintenanceContract" (Base Bid and Additive Items) to the lowest responsive bidder, Base Hill, Inc. in the amount of $95,109.42 per year.

FISCAL IMPACT: JanitorialServiceis paidfor bythe City's GeneralFund. This work will bepaidforfromcurrentandfuturebudgetsbasedonworkperformed.

The breakdownof the contractamountfor thevariousCityfacilitiesare as follows:

City Hall 26, 477. 28
Police Station 15, 307. 68
Community Park 33, 119. 70
Aurantia Park 20, 204. 76
Total 95, 109. 42
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: BaseHill, Inc. hasbeentheCity'sjanitorialcontractorsinceitwasinitially awarded a contract in 2018. TheCityhasrenewedthiscontracteachyearsince2019basedon Approved Motion Second
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Agenda Item No.

File No.

Clerk ager
1 satisfactorywork performanceupto the maximumnumberof termstheir contract allowed. The contract amount for the final extension was $ 88, 337. 00.

Thisisaunitpricecontractandeachofthefollowingitemslistedaretobeperformedasdirected bytheCityandpaidfromcurrentbudgets. TheBaseBidincludesitems1through5while6and7 are additive items:

1. City Hall — cleaning 3 days per week. - $1,808. 80 per month

2. City Council Chambers — cleaning 1 day per week. - $ 360. 14 per month

3. Aurantia Park - lockingandcleaningrestrooms7 daysperweekand unlocking restrooms 3 days per week plus all City recognized holidays. - $1,683. 73 per month

4. Community Park - lockingand cleaningrestrooms7 daysperweekand unlockingrestrooms3 daysperweek plusall Cityrecognizedholidays. - 2,258. 10 per month

5. Police Station — cleaningrestroomsand lockerrooms3 daysperweekandthe balance of the facility two days per week. - $1,250. 64 per month

6. Close and Lock Community Park Perimeter gates and open them daily. - $16. 50 per day

7. Extra Cleaning Services Hourly upon request - $30. 00 per hour.

Thecurrentcontractwithafinalone-yearextensionwithBaseHill, Inc. expireson March18, 2025.

ApublicinvitationforbidsfortheJanitorialServicewasadvertisedonJanuary9, 2025, intwolocal papersaswellasmanylocalplanroomsthattheCityregularlypostsbidopportunities.

Fourcontractorsattendedamandatorypre -bidmeetingwhereajobwalktookplace. Onlytwobids were receivedandopenedon January30, 2025. Thefollowingarethe resultsof the bids:

Bidder Base Bid Additive Items Total Bid
Base Hill, Inc. $ 88, 336. 92 $ 6, 772. 50 $ 95, 109. 42 Merchants Building
Maintenance, Inc. $ 215, 116. 80 $ 23, 671. 82 $ 238, 788. 62 Staff recommendsawardof the BaseBid and Additive Itemsto the apparentlowerbidder, Base Hill, Inc., for an amount of $ 95, 109. 42 per year. The City has been satisfied with the performanceandlongworkhistoryprovidedbyBaseHill, Inc., and is pleased to have them continue services with the City.

Attachment: Facilities Location Map
2 aQzOQUOJWHJ_ UQU.
3 STAFF REPORT

TO THE CITY COUNCIL
DATE: February 11, 2025
FROM: Carlos Zamano, City Manager
REVIEWED BY: Octavio Duran Jr., Public Works Director/ City Engineer PREPARED BY: Sonja Flynn, Engineering Technician II
SUBJECT: Construction and Construction Management Services Contract Award — FY 23/ 24 & 24/ 25 CDBG Pavement Improvement Project ( Project No. ola24001)
RECOMMENDATION: It is recommended that the City Council:

1. Award the construction contract for Bid No. 2025- 02, FY 23/ 24 & 24/ 25 CDBG Pavement Improvement Project to the responsible low bidder, Hardy & Harper, Inc., in the amount of $ 578, 000; and

2. Approve the proposal from TKE Engineering, Inc. ( TKE) to provide construction management and inspection services ( CM Services) in the amount of $78, 300.

FISCAL IMPACT: This project is included in the City's adopted Capital Improvement Program CIP) FY 2022/2023-2026/2027 and has sufficient funding budgeted to deliver the project.

Funding available is $774, 100, including $ 192, 974 in Measure I and $ 581, 126 in Community Development Grant funds from FY23/ 24 and FY24/ 25. The total fee for construction management and the construction contract, including a 10% contingency is $ 714, 100.

Project costs are as follows:

Design: $ 60, 000
Construction Management: $ 78, 300
Construction Contract: $ 578, 000
Contingency ( 10%): $ 57, 800
Total: $ 774, 100
Approved Motion Second Agenda Item No.

Denied Ayes
Continued Noes File No.

Tabled Abstain
Absent
City Cl k City Ma , ge
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 Project will rehabilitate pavement on various streets Citywide. The scope includesmilling, full -depthasphaltremovaland replacement, utilitycoveradjustments, pavement striping and marking, and asphalt overlay. Street Segments include:

Cunningham Street: 6th Street to Cypress Street
Flemming Street: Cunningham Street to Colwyn Avenue
7th Street: Cunningham Street to Colwyn Avenue
Hibiscus Street to Colwyn Avenue
Union Street: Elmwood Court to De La Rosa Avenue
Elmwood Court
The project design was completed by TKE Engineering, Inc. (TKE) under a professional services agreement. Upon completion and approval of project plans and specifications, staff advertised the projectfollowingformalbiddingprocedureson January15, 2024.

The Project includes a base bid schedule incorporating key project elements and two bid alternates to rehabilitate pavement in additional areas in the City should bids come in lower than expected. Bid alternates provide flexibility by avoiding committing to a scope before understanding the cost. Bidalternate "ScheduleA" includespavingof FlemmingStreet, 7thStreet, and Hibiscus Street west of Cunningham Street to San Francisco Street. Bid alternate " Schedule B" includes pavingof CunninghamStreetfrom6thStreetto 5thStreet.

Construction Contract
Five (5) bids were received and opened on February 5, 2025 with the following results:

COMPANY NAME
Hardy & Harper, Inc.

2. Onyx Paving Company, Inc.

3. Matich Corporation

4. Copp Contracting, Inc.

5. All American Asphalt

BASE BID SCHEDULE A SCHEDULE B TOTAL BID
334, 905. 50 $ 137, 344. 40 $ 105, 750. 10 $ 578, 000. 00 337, 219. 50
386, 007. 60
341, 667. 01
405, 030. 50
131, 456. 80
114, 782. 40
146, 505. 24
172, 090. 40
116, 323. 70
114, 841. 00
130, 991. 30
117, 388. 10
585, 000. 00
615, 631. 00
619, 163. 55
694, 509. 00
All bids were reviewed for accuracy and staff did not observe any irregularities impacting the total bid amounts. After review, the lowest responsible bid was received from Hardy & Harper in the amount of $ 578, 000. The engineer' s estimate for the base bid project is $ 375, 000. A recent reference check has also confirmed that this contractor possesses the qualifications and experience necessary to perform the contract scope of work.

Due to the bids received being lower than expected and within the project budget, staff is recommending the City Council award the project to the lowest bidder, Hardy & Harper, Inc. and include both Schedule " A" and Schedule " B" for a total contract amount of $ 578, 000. 2 Construction Management Services Contract
With this projectproceedingto the constructionphase, staff requesteda proposalfrom TKE to provideconstructionmanagementandinspectionservices. TKEhasanongoingcontractwiththe Cityandhasprovidedthesesameservicesfornumerousprojectsusinganexperiencedteamthat is familiar with federallyfunded projects. Staff reviewedand negotiatedthe proposedfee of 78, 300. 00, which is about 13. 5% of the construction contract. This fee is reasonable for this type and size of the project. Staff recommends City Council's approval of TKE's proposal to provide construction management and inspection services.

TheprojectwasevaluatedinaccordancewiththeCaliforniaEnvironmentalQualityAct (CEQA) and is categorically exempt under section 15301.

Attachments: Project Location Map
TKE EngineeringConstructionManagementServicesProposal
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4 INEERING
TKE ENGINEERING, I N C.

February 3, 2025
Octavio Duran, P. E.

CITY OF HIGHLAND
27215 Base Line
Highland, California 92346
Subject: FY 2023- 2024, 2024- 2025 CDBG Pavement Rehabilitation Project - Construction Management and Inspection Services
Dear Mr. Duran:

Thank you for the opportunity to provide professional construction management and inspection services for the FY 2023- 2024, 2024- 2025 CDBG Pavement Rehabilitation Project. As part of our comprehensive services, we will oversee and coordinate the construction process, monitor quality control, and ensure that all work is completed in compliance with project specifications, timelines, and budget.

The project will be awarded to a construction contractor for a contract time period of 45 working days.

SCOPE OF WORK
TKE' s scope of services is presented in the following paragraphs:

Task No. 1 - Preconstruction Meeting
Prior to the Preconstruction Meeting, TKE' s Construction Manager and Inspector will review all project specifications to have a complete understanding of the project requirements. A preconstruction conference will be held for the projects. The conference will be attended by City staff, TKE' s Construction Manager and Construction Inspector, the Contractor, and representatives of any other affected agencies. Prior to the conference, we will prepare a conference agenda. At the meeting, we will discuss communication protocol requirements, safety and health procedures, storm water controls, schedule requirements, procedures for contract submittals, contract administration, job - site access and delivery, and coordination with others. After the meeting, it will be documented with minutes.

Deliverables: Agenda, Minutes, and distribution to all entities Task No. 2 - Material Submittal Review
2 3 0 5 C h i c a g o A v e - R i v e r s i d e - C A - 9 2 5 0 7 P h( 9 5 1) 6 8 0- 0 4 4 0 - F a x ( g 5 1) 6 8 0- 0 4 9 0 w w w t k e e n g i n e e r i n g. c o m
5 Mr. Octavio Duran, P. E., City of Highland
FY 2023- 2024, 2024- 2025 Project - Construction Management and Inspection Services
February 3, 2025 Paae 2 of 7
TKE will develop a list of all required material submittals and compare the list to the Contractors submittals. TKE will review all project submittals including traffic control plans. Each submittal shall be reviewed with City staff and design engineer as required to verify compliance. We will maintain a project log for each project and it will include descriptions of submittals, submittal status, date received, and date returned. Once the submittals have been reviewed and accepted, they will be signed, dated, and sent to the Construction Inspector, City staff, project Contractor and the file. Submittals will be returned within the time frame specified by the Contract Documents but not longer than two weeks.

In addition to submittals, TKE will review all vendor and lab reports and certifications and material test inspections and correlate all reports with respect to the specifications. TKE will provide a log for reports and certifications and notify the City upon any irregularities.

TKE will perform verification of labor compliance for the project with each payment request submitted. Should deficiencies be noted, corrective action will be requested from the contractors prior to payment release.

Deliverables: Submittals, Transmittals, and Logs
Task No. 3 - Records Management
TKE utilizes an electronic records management system. Files include:

Contract Documents, Addenda, and Reports
All required local, other agencies and state records throughout the project duration and submit copies to the City' s project manager, including labor compliance.

Environmental Compliance Documents/ Agency Permits
Material Submittals
Contractor Correspondence ( RFI' s and RFC' s)
City Correspondence
correspondence)
Certified Payroll Records
Change Orders
Progress Payments
Responses to RFI' s and RFC' s and other
Materials Testing Reports/ Correspondence
Monument Tie Records
Inspection Field Reports/ Accident Reports
Photo Logs
6 Mr. Octavio Duran, P. E., City of Highland
FY 2023- 2024, 2024- 2025 Project - Construction Management and Inspection Services
February 3, 2025 Page 3 of 7
Utility/ Agency Correspondence
Public Correspondence
Operations and Maintenance Manuals
Project Closeout Records
Deliverables; E- File of All of the Above
Task No. 4 - Construction Meetinas
TKE will be in constant communication with City staff during the projects entirety to ensure that the projects are running smoothly and in accordance with the City' s expectations. TKE will hold meetings with City staff, Contractor and Inspector, meetings with utilities/ agencies, and affected agencies. Each is discussed below:

City Meetings- TKE will meet with City staff as required to keep staff fully apprised as to construction progress and potential project issues. We will prepare agendas and minutes for each meeting.

Contractor Meeting - our Construction Manager will meet with the project contractor weekly. We will prepare agendas and minutes for each meeting. Meeting agenda will typically include background, old business, new business, scope, objectives, traffic control, construction phasing, project schedule, potential issues discussion, payment quantities discussion, and any safety deficiencies observed.

Utilities/ Agency Meetings - as mentioned above, TKE will invite utilities and agencies to the preconstruction conference. During that meeting, all potential project impacts will be discussed with each. During construction, should issues develop needing further discussions with utilities/ agencies, TKE will meet with each and develop remediation strategies. Again, all meetings will be documented with minutes.

In addition, the City will receive RFI' s and RFC's ( including written clarification requests and change - in -plan drawings) regarding the contract documents. TKE will provide any drawings, sketches and written responses in a timely manner to each with direction and will verify compliance with the Contract Documents. All RFI' s and RFC's will be logged, including content of inquiry, date relayed and date of response.

TKE will review all RFC' s for any potential change in scope and notify the City if potential change orders may arise from the RFC.

Deliverables: Agendas, Minutes, RFI and RFC Responses
Task No. 5 - Construction Management
TKE will review the project schedules and construction progress prior to each Contractor meeting to verify compliance with the Contract Documents. In addition, we will prepare weekly statement of working days to be provided to the contractor at each weekly meeting. If the Contractor is failing to meet approved schedule 7 Mr. Octavio Duran, P. E., City of Highland
FY 2023- 2024, 2024- 2025 Project - Construction Management and Inspection Services
February 3, 2025 Paqe 4 of 7
contract obligations, TKE will request a remediation effort to return the project progress to comply with requirements. If the remediation plan requires adjustment to the completion date, TKE will advise the City and will not execute any approval of such change without City authorization.

Change conditions and time extensions that may warrant a change order will require a complete understanding of the impacts of the change of which TKE will need to consider in determining its resolution. TKE will seek appropriate comments from anyone impacted by the changed conditions and will closely consult with the City to develop the most cost effective remediation alternative. Cost and scheduling impacts will be noted and presented to the City in accordance with the cities change order procedures prior to direction being given to the Contractor, including the preparation of Change Order drawings and specifications, if required.

To maintain cost controls, TKE will review project budgets on a weekly basis, or as warranted, by review of change orders, RFC's, and progress payments. In particular, quantities used on the projects will be tracked to verify that they will not exceed contract budgeted amounts. Each month, TKE will provide a budget report to the City. Should an increase in budget be required, TKE will assist Staff with staff report preparation.

Regarding RFC' s, we will review any change order request received to determine if said request is warranted. If the change order request is not warranted, we will reject it in writing; prior to sending rejection letters to the Contractor, we will review it with City staff. If the change order request appears justified, we will review it with the Construction Inspector and compare it with field reports for confirmation of materials, equipment and/ or labor involved; we will review same with City staff and receive City staff' s approval prior to preparing and processing the contract change order. Change orders will be prepared on standard forms.

Should rejected RFC' s require additional consideration, we will negotiate with contractors to establish the impact of change conditions and we will attempt to complete negotiations prior to beginning work. If we fail to reach an agreement and the work must continue, we will direct the Contractor to complete the work. For all disputed work and force account work, the Construction Inspector will document the labor, materials and equipment used for the extra work for use in future negotiations.

Upon direction from the City, TKE will continue negotiating with Contractors to settle all disputes. However, City staff will ultimately determine the extent the City will go to achieve resolution. TKE will meet with both parties, either independently or together, as warranted until resolution is reached. TKE will complete all necessary calculations to support the City' s position. TKE utilizes a proactive dispute avoidance program. Once an issue is identified, TKE works diligently to resolve it as timely as possible. The weekly meetings will also be used to avoid or resolve these disputes.

Deliverables: Change Orders, Budget Reports, Staff Report 8 Mr. Octavio Duran, P. E., City of Highland
FY 2023- 2024, 2024- 2025 Project - Construction Management and Inspection Services
February 3, 2025
Task No. 6 - Pay Requests
Paae 5 of 7
Each month, TKE will review the construction payment requests submitted by the contractors for work completed and the construction schedule for each project. We will review the work completed and payment requests to ensure that the quantities and amounts requested reflect the actual work completed. After each request has been reviewed ( and revised if necessary), we will approve it and forward it to staff for approval and payment along with a written statement of completed review. We will also submit a monthly status report with each payment request that will advise the City of compliance with the project schedule.

TKE will track and log any Preliminary and Stop Notices prior to each month' s progress payment. If any stop notices have been issued, we will direct the Contractor to rectify the notice and provide proof of the rectification prior to release of payment.

TKE will also provide monthly reports highlighting project progress, change orders, cost issues, and schedule associated with each project and relative budget.

Deliverables: Payment Requests and Budget Reports
TASK NO. 7 - Materials Testing
Over the course of project construction, we will schedule materials and compaction testing with Aragon Geotechnical Inc. They will identify the locations and specified depths for all tests on roadway subgrade, aggregate base, asphalt concrete and grading in accordance with the City' s Quality Assurance Plan. They will provide for initial sampling and acceptance testing on materials proposed for the project and continue sampling as required throughout the project in accordance with ASTM D2922, D1556 or D1557. Extraction and gradation tests will be performed in accordance with ASTM D2172. A certification memorandum will be prepared and signed by a professional engineer identifying any non -complying materials used on the project.

Deliverables: Reports and Certification Memorandum
Task No. S - Construction Inspection
TKE will provide daily construction inspection and reporting, to verify that the projects are progressing in compliance with the contract documents. We will require strict compliance with the contract documents for all construction activities. We already possess the measuring devices and testing equipment normally required for inspecting public works construction projects. Our construction inspection personnel are experienced and knowledgeable in the operation of said devices and equipment, as well as the associated safety equipment.

All materials will be reviewed against approved material submittals as they arrive on - site. Batch tickets or weigh certificates will be collected upon material arrival. 9 Mr. Octavio Duran, P. E., City of Highland
FY 2023- 2024, 2024- 2025 Project - Construction Management and Inspection Services
February 3. 2025 Page 6 of 7
Our Construction Inspector will verify SWPPP and safety provisions have been implemented at the start of each work day, at the construction site. Any deviations will be documented. All system service interruptions, connections and abandonments will be coordinated with staff. In addition, he will coordinate and schedule materials testing and survey requirements with appropriate parties to ensure there is no delay to the project construction and to minimize costly down periods for anyone onsite.

We will digitally photograph the activities and maintain copies in the project files and our Construction Inspector will prepare daily field reports, which will document all observed project activity, including location of the activity, number of workers present, construction equipment used, quantities constructed, inspector present, weather conditions, and construction progress. All project documentation will be completed on standard forms. All documents will be submitted in hard copy and electronic copy formats.

Our inspector will provide emergency contact information to allow for 24- hour accessibility. He will verify site safety conditions on a daily basis and, should conditions be unsafe, advise the contractor of corrective actions. If the contractor fails to remediate such conditions, he will advise the City and request direction.

Should an accident occur, we will notify the City and note all site conditions and photo document the accident location.

Deliverables: Daily Field Reports, Site Deficiency Reports, Batch Tickets, Photographs, Accident Reports, Testing Reports, and Summary Reports Task No. 9 - Record Drawings
Each month, our Construction Inspector will review the contractor' s records to ensure that a diligent effort is being made to keep current and accurate records of work in place. If deficiencies are observed, we will withhold the contractor' s progress payment until the contractor demonstrates compliance.

Once the projects have been completed, we will provide the City with a complete set of redlined record drawings which will reflect the improvements as constructed; any changes made during project construction will be shown on the record drawings based on contractor' s and our records. Drawings will be forwarded to the design engineer to prepare final as -built drawings to be provided to the City.

Deliverables: Redlined Record Drawings
Task 10 - Proiect Close - Out
After project construction is essentially complete, we together with City staff, if desired, will field review the projects and prepare a construction deficiencies list punch list) of items requiring remedial work. After all deficiencies are corrected, our Construction Manager will prepare a letter, recommending acceptance of the projects. 10 Mr. Octavio Duran, P. E., City of Highland
FY 2023- 2024, 2024- 2025 Project - Construction Management and Inspection Services
February 3, 2025 Paae 7 of 7
Once the remedial work is completed, TKE will review and process the final project invoice for each separate project.

TKE will assist the City to identify, track and monitor the completion of warranty work prior to the construction completion date. We will obtain lien waivers, bonds, guarantees, warranties, if required, and other documents required by the Contract Documents for final Contract Closeout.

In addition, we will prepare the Notice of Substantial Completion to establish the date for the commencement of contract warranty periods and acceptance of maintenance responsibility by City. We will provide the Contractor with a list of any remaining incomplete work requirements to be completed prior to Final Completion.

After all project requirements have been completed, we will prepare a " Notice of Completion" report documenting the final completion of the project and acceptance of the project improvements by the City.

We will forward copies of all records in digital and hard copy format ( CD ROM and mylar) and we will prepare a summary of construction changes, final cost, and schedule revisions.

Deliverables: Punch List, Final Payment, Project Records, and Notice of Completion
FEE
TKE's fee to provide the scope of service described above is shown on the attached fee table breakdown. TKE will invoice monthly in accordance with our rate schedule and will not exceed our fee without prior approval from the City.

TKE's scope is based off part time inspection for a construction period of 45 working days and was developed based on conversations with City Staff and our review of the project pavement exhibits obtained from the City.

Again, thank you for the opportunity to submit our proposal to provide professional consulting services. If you have any questions, please contact me at ( 951) 680- 0440.

Sincerely,
Terry Renn r, P.E., P. L. S., Q. S. D.

Senior Vice President
TKE Engineering, Inc.
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12 1987

TO THE CITY COUNCIL
DATE: February 11, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Sonja Flynn, Engineering Technician II
SUBJECT: Hardy & Harper, Inc. Contract Change Order — Greenspot Road Median and Parkway Improvements Project (Project No. str23002) RECOMMENDATION: It is recommended that the City Council 1) authorize contract change orders up to 13.11 % of the original construction contract with Hardy & Harper, Inc. for the Greenspot Road Medianand ParkwayImprovementsProject, and 2) authorizethe City Managerto sign a Letter Reimbursement Agreement with East Valley Water District ( EVWD).

FISCAL IMPACT: The original contract amount with Hardy & Harper, Inc. is $ 951, 000.

Constructionofthe projectisfundedwithRDA-07funds. Thefinalestimatedcontractamountis 1, 075, 687. 22 with a $ 124, 687. 22 or 13. 11 % increase. EVWD and RDA- 07 funds will be used to cover the increase in the construction contract.

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: On November 12, 2024, the City awarded a contractto Hardy & Harper, Inc. inthe amount of $951,000 for City Project No. str23002. The Projectwill completevarious improvements along Greenspot Road between SR-210 and BoulderAvenue to facilitatetraffic operations and access to the future developments in the Greenspot Specific Plan.

Improvements are summarized below.

1. Restripe a right turn pocket for westbound SR-210 on ramp to allow for two dual right turn pockets and install traffic loop detection.

2. ModifyexistingtrafficsignalatAccess "A" intersectiontoaccommodatedualeastbound leftturn pocketsandfuturesouthboundtrafficfromdevelopmentto the north.

3. Modifyexistingraisedlandscapemedianto construct300' dual eastboundleft turn pockets at Access " A" intersection.

Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No.

File No.

City Manager
1 4. Construct westbound 200' dedicated right turn pocket for Access " B" and relocate an existing storm drain lateral and catch basin.

5. Re -stripe the eastbound center stripe to lengthen the eastbound left turn to 330' at the Lowe' s intersection.

EVWD staff recently asked for assistance from the City to complete median restoration improvements on Greenspot Road at Webster Street due to the construction of their 30- inch Recycled Water Pipeline associated with their SNRC project. Since the City' s contract with Hardy & Harper, Inc. is completingsimilar work, City staff requesteda contract change order to do the median restoration work on Greenspot Road which will be reimbursed 100% by EVWD.

The extra work for Greenspot Road median restoration work is $ 26, 897. 47.

Staff recommendsthattheCityCouncilauthorizecontractchangeordersupto 13.11 % of the original construction contract with Hardy & Harper, Inc. to cover the extra work requested by EWVD and authorize the City Manager to sign the Letter ReimbursementAgreement.

Attachments: Project Exhibit
Letter Reimbursement Agreement
M:\PUBWRK\str23002 - GreenspotRoadParkwayandMedianImprovements/CityCouncil/ConstructionContractCCO02.11.25.doc 2 str23002 GREENSPOT ROAD PARKWAY AND MEDIAN IMPROVEMENTS PROJECT

EXHIBIT
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SCOPE OF WORK
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4 FUTURE DEVELOPMENT
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FOR PROPOSED

ACCESS I

ROADWAY

CONFIGURATION
LOWES
CENTER

SEE MEDIAN MODIFICATION
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ORESTRIPE
WESTBOUND RIGHT TURN POCKET FOR WB ON -RAMP TO PROVIDE ( 2) DEDICATED RIGHT TURN LANES, INSTALL TRAFFIC LOOPS.

OMODIFY
RAISED LANDSCAPE MEDIAN TO CONSTRUCT (2) EASTBOUND 300' LEFT TURN POCKETS FOR ACCESS " A" INTERSECTION.

O3
MODIFY EXISTING TRAFFIC SIGNAL AT ACCESS "A" TO ACCOMMODATE PROPOSED DUAL EASTBOUND LEFT TURN POCKETS AND FUTURE SOUTHBOUND ACCESS "A" TRAFFIC.

OCONSTRUCT
WESTBOUND 200' DEDICATED RIGHT TURN POCKET AT ACCESS " B." O5
RESTRIPE EASTBOUND CENTER STRIPE TO LENGTHEN LEFT TURN TO 330' AT LOWE'S INTERSECTION.

CONSTRUCT 200' DEDICATED
RIGHT TURN POCKET.

RECONSTRUCT CURB RA MP,

RELOCATE CATCH BASIN AND S

LATERAL( S), AND RELOCATE
PARKWAY STREET LIGHTS.

ACCESS
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REMOVE PORTION OF MEDIAN
TO CONSTRUCT ( 2) 300' EB LEFT
TURN POCKETS. RELOCATE

MEDIAN STREET LIGHT TO THE
NORTH. CAP DRAINAGE INLET.

MODIFY LANDSCAPING,

IRRIGATION, AND ELECTRICAL
UPLIGHTING.

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3 Letter Reimbursement Agreement for
Median Landscape Restoration on Greenspot Road and Webster Street A. EastValleyWaterDistrict (EVWD) constructedarecycledwatertreatmentplantreferredtoasthe Sterling Natural ResourceCenter (SNRC). It is located on the east side of Del Rosa Drive between 5thStreetand6th Street. Thefacility will treatupto 10million gallonsadayandprovidea sustainablenewwatersupplythatwill benefitHighlandresidentsaswell astheregion.

B. AspartoftheSNRCproject, a30-inchRecycledWaterPipelinewasalsoconstructedonvarious streetsfrom the intersection of 5t' Streetand Del RosaAvenue to its terminus at the Weaver Basins near the intersection of Greenspot Road and Weaver Street.

C. Theinstallationof the30-inch RecycledWaterPipelinerequiredremovalof thelandscapemedianon GreenspotRoad between Webster Streetand Boulder Avenue due to the shift in the pipeline alignment from one side of the street to the other.

D. EVWDrecognizedthebenefitof restoringthemedianlandscapeandirrigationwith CityProjectNo. str23002thatis doingsimilarwork on GreenspotRoad.

E. EVWDandtheCityof Highland (City) haveagreedto enterintothisletteragreementto facilitatethe design, construction, constructionmanagementandinspectionof thelandscapemedianon Greenspot Road as shown on the attached exhibit.

F. Therefore, it is agreedthat EVWD will reimbursethe City the costof the designpreparedby TKE Engineeringto restorethe landscapemedianon GreenspotRoad. The cost of the design is $ 1, 000.

EWVD will also reimburse the City for the construction cost. The cost of the construction as providedby the City's contractorvia contractchangeorderis $26, 897. 47. Finally, EVWD will reimbursetheCityfortheconstructionmanagementandinspectionservices. Theanticipatedcostfor theseservicesis $2,800. The total cost that will be reimbursed to the City is $30,697.47.

G. Said cost may increase by 10% without approval of EVWD. Any cost greater than 10% shall be approvedby EVWDandwill notbereimbursedunlessexpresslyapprovedby EVWD.

H. Upon restorationof the landscapemedianon the GreenspotRoad, the City will be responsiblefor maintenance.

1. It is acknowledged that this reimbursement agreementis for restoration of the landscapemedian on GreenspotRoadimpactedby the30-inch RecycledWaterPipelineonly.

Agreed by EVWD: Agreed by City of Highland:

Michael Moore, General Manager
Date:

Carlos Zamano, City Manager
Date:

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5 STAFF REPORT

TO THE CITY COUNCIL
DATE: February 11, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: City Manager Report and Comments
Work Program, Regional/ Legislative/ Development Issues, Subcommittees, etc.)
RECOMMENDATION: Discussion and possible action.

Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
City Clerk
Second Agenda Item No.

File No.
z4r-'A'
4`
ityManager
1 STAFF REPORT

TO THE CITY COUNCIL
DATE: February 11, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: Council Member Comments
Agency/Committee/AB1234 Reports, District Updates, etc.) RECOMMENDATION: Discussion and possible action.

Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
City Cle
Second Agenda Item No. I
File No.
zolr—
ity Manager
1

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