CITY OF HIGHLAND
CITY COUNCIL AGENDA I
Regular Meeting
April 8, 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
Jimmy Saldana, Councilmember
District 2
John P. Timmer, Councilmember
District 4
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
Highlandis dedicatedto thebettermentof the individual, the family, the neighborhoodand the community.
TheCityCouncilandthestaffofHighlandarededicatedtoprovidingthequalityofpublicfacilitiesand services that its citizens are willing to fund and will do so as efficiently as possible. 909) 864 6861 www. cityotnigniana. org
1 City Council Regular Meeting Agenda April 8, 2025
IncompliancewiththeAmericanswithDisabilitiesAct (ADA), ifyouneedspecialassistance, pleasecontacttheCity Clerk's officeat (909) 864-6861, ext. 226, at least72 hourspriorto the meetingfor anyrequestsfor reasonable accommodations, including interpreters.
Pursuantto GovernmentCodeSection54957.5, anydisclosablepublicrecordsrelatedto anopensessionitemon aregularmeetingagendaanddistributedbytheCityofHighlandtoallora majorityoftheCityCouncillessthan72 hourspriortothatmeetingareavailableforpublicinspectionatCityHall, 27215BaseLine, Highland, CA92346, during normal business hours.
Levine Act: Pursuantto GovernmentCodeSection84308, any partyto a City proceedingmustdiscloseon the recordanycampaigncontributionsmadetoa memberoftheCityCouncil (orcommission) inexcessof $ 250inthe past12 months. Thisdisclosurerequirementincludescontributionsby the party's agentandaggregated contributionsfrompersonsorentitiesrelatedtotheparty. Pleasemakethedisclosureassoonaspossible, butno later than the beginning of the proceeding.
CITY COUNCIL REGULAR MEETING
APRIL 8, 2025 - 6: 00 p. m.
AGENDA
CALL TO ORDER
INVOCATION
PLEDGE OF ALLEGIANCE
ROLL CALL
REPORT FROM CLOSED SESSION
SPECIAL PRESENTATIONS
Proclamation
Child Abuse Prevention Month
PUBLIC COMMENT ITEMS NOT ON THE AGENDA
ToaddresstheCityCouncil, pleasecompletea speakerformlocatedat theentranceandgive it totheCityClerkpriortothebeginningofthemeeting. Yournamewillbecalledwhenit isyour turn to speak. StateLawprohibitsthe City Councilfrom actingon any item not on the agenda.
Individual speakers are limited to three ( 3) minutes each. For those wishing to make public commentsby email, pleasesubmityourcommentsby 5:00p.m. onApril8, 2025, to theCity Clerkat publiccomment(cD-cityofhighland.orp. If you are submittinga publiccommentpertaining to an item on the April 8, 2025 agenda, pleaseidentifythe agendaitem numberin the subject line. Emailedcommentssubmittedby a speakerthatalsoappearsinpersontoaddressthesame matter will not be read into the record.
2 City Council Regular Meeting Agenda April 8, 2025
CITY COUNCIL BUSINESS
Designationof an Alternate Representativefor the SouthernCaliforniaAssociationof Governments (SCAG) 2025 Regional Conference and General Assembly RECOMMENDATION: Thatthe CityCouncilappointan AlternateRepresentativefor the Southern California Association of Governments (SCAG) 2025 Regional Conference and General Assembly.
CITY COUNCIL CONSENT CALENDAR
2. Waive the Reading of All Ordinances
RECOMMENDATION: Waivethe readingof all Ordinancesin their entiretyand read by title only.
3. Minutes - March 11 2025 Regular City Council Meeting RECOMMENDATION: Approve the Minutes as submitted.
4. Minutes - March 11 2025 Special City Council Meeting RECOMMENDATION: Approve the Minutes as submitted.
5. Minutes - March 27 2025 Special City Council Meeting RECOMMENDATION: Approve the Minutes as submitted.
6. Warrant Register
RECOMMENDATION: Approve Warrant Register No. 776 for April 8, 2025, in the amount of $ 2,807, 119. 37 and Payroll of $237, 482. 36.
7. Treasurer' s Report for February 2025
RECOMMENDATION: That the CityCouncilreceiveandfile the Treasurer's Report for February 2025.
8. Claim Consideration - Steven Olson
RECOMMENDATION: George Hills Company recommends the City Council reject the claim.
9. Claim Consideration - Erick Smart
RECOMMENDATION: George Hills Company recommends the City Council reject the claim.
10. Authorization and Purchase Agreements for Heating Ventilation and Air Conditioning HVAC) System Repairs for the Highland Library Building
RECOMMENDATION: That the City Council:
1) Waiveformalcontractproceduresper MunicipalCodeSection2.40.100for which they City's best interests are served;
2) ApprovetheproposalfromTRANEintheamountof $52,698to replacetheHVAC control system at the Highland Library through the City's Omnia Partners cooperativepurchasingprogramcontractno. RACINE-3341; and 3) Authorizethe City Managerto sign purchaseagreementswith TRANEto replace the HVAC control system at the Highland Library.
3 City Council Regular Meeting Agenda April 8, 2025
11. Construction and Construction Management Services Contract Award - 9tn Street Transit Stops Sidewalk and Bikeway Improvements (Project No. swk19001) RECOMMENDATION: That the City Council:
1) Award the construction contract for Bid No. 2027-07 9th Street Transit Stops, Sidewalk, andBikewayImprovementsProjectto the responsiblelowbidder, GJ Gentry General Engineering Inc., in the amount of $ 744, 131. 00; 2) Approve the proposal from TKE Engineering, Inc. (TKE) to provide construction management and inspection services (CM Services) in the amount of $94, 703; 3) Approve a budget adjustment to use up to $ 567, 000 from the Measure I fund balance ( Account # 017- 2100) to be expended from the Traffic Improvements Account ( Account # 017- 8350- 6550); and
4) Approve a budget adjustment to the TDA Article III expenditure account # 005- 8320- 6545 and to the revenue account # 008- 8320- 7205 to include $ 430, 700.
CITY COUNCIL LEGISLATIVE
12. Appoint One ( 1) Member of the Public to the Community Trails Committee RECOMMENDATION: Thatthe CityCouncilappointone (1) memberof the publicto the Community Trails Committee.
13. CityManagerReportandComments (WorkProgramRegional/Legislative/ Development Issues Subcommittees, etc.)
RECOMMENDATION: Discussion and possible action.
14. Councilmember Comments (Agency/Committee/AB 1234 Reports District Updates, etc.) RECOMMENDATION: Discussion and possible action.
ANNOUNCEMENTS
CLOSED SESSION
CONFERENCE WITH LEGAL COUNSEL - POTENTIAL LITIGATION
The City Councilwill meet in closed sessionwith the City Attorneypursuantto Government Code Section 54956.9( d)(2) with respect to one matter of potential litigation.
A pointhasbeenreachedwhere, intheopinionof theCityAttorney, basedon existing factsand circumstances, thereis a significantexposureto litigationinvolvingthe Citywith respectto thepropertieslocatedat 8046CentralAvenue (APN1192-561-08) and26855 4th Place (APN 1192-561-10) and based on a letter dated March 31, 2025, from Claudia Orian. The letter is available for public inspection at the Office of the City Clerk.
CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to Government Code § 54957. 6
Unrepresented employee: City Manager
CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION
Significantexposureto litigationpursuantto GovernmentCode Section 54956.9(d)(2) and/ or ( d)( 3):
One case.
ADJOURN
4 City Council Regular Meeting Agenda April 8, 2025
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 meetingsof the CityCouncilfor 2025are as follows: May13, June10, July 8, August12, September 9, October 14, November 12, December 9.
I, AlondraMunoz, CityClerk, certifyI causedto bepostedthisAgendaonor beforeApril 3, 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: April 3, 2025
Alorpra Mu
City Clerk
5 STAFF REPORT
TO THE CITY COUNCIL
DATE: April 8, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: Designation of an Alternate Representative for the Southern California Association of Governments ( SCAG) 2025 Regional Conference and General Assembly
RECOMMENDATION: Appoint an Alternate Representative for the Southern California Association of Governments ( SCAG) 2025 Regional Conference and General Assembly
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 City Council represents the City's interests in regional issues by servingona numberof regionalboards/agencieswhichmakepublicpolicydecisionsintheareas of transportation, water resources, fire resources, and government facilities.
The Southern California Association of Governments ( SCAG) is an association representing six counties ( Imperial, Los Angeles, Orange, Riverside, San Bernardino, and Ventura) that works to developregionalplansfortransportation, growthmanagement, housingdevelopment, airquality, and other issues of regional significance. Mayor Pro Tern McCallon was appointed as the City' s representative to the SCAG Regional Council on January 28, 2025. SCAG holds an annual Regional Conference and GeneralAssembly BusinessMeeting. The 60thAnnual Conferenceand GeneralAssemblyBusinessMeetingwill be heldfromThursday, May 1, 2025to Friday, May2, 2025 in Palm Desert, CA. SCAG has requested that the City designate an Alternate Representative for purposes of the General Assembly, in the event that the Delegate Representative Mayor Pro Tern McCallon is unable to attend or has an emergency last minute.
Approved Motion
Denied Ayes_
Continued Noes
Tabled Abstain
Absent _
q
City
Second Agenda Item No.
File No.
Z4- ",-
City Manager
1 STAFF REPORT
TO THE CITY COUNCIL
DATE: April 8, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Muhoz, City Clerk
SUBJECT: Waive the Reading of All Ordinances
RECOMMENDATION: Waivethe readingof all Ordinancesin theirentiretyand readbytitle only.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No.
File No.
City Ci anager
1 STAFF REPORT
TO THE CITY COUNCIL
DATE: April 8, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: Minutes - March 11, 2025 Regular Meeting
RECOMMENDATION: Approve the Minutes as submitted.
Approved Motion Second Agenda Item No.
Denied Ayes
Continued Noes File No.
Tabled Abstain
Absent
ny
lerk ity Manager
1 City Council Regular Meeting Minutes March 11, 2025
CALL TO ORDER
The regular meeting of the City Council of the City of Highland was called to order at 6:05 p.m. by Mayor Lilburn at the Donahue Council Chambers, 27215 Base Line, Highland, California.
The invocation was given by Pastor Al LeBrun, Immanuel Baptist Church, and the Pledge of Allegiance was led by Public Works Director/ City Engineer Duran Jr.
ROLL CALL
Present: Lilburn, McCallon, Saldana, Timmer
Absent: Hogan
REPORT FROM CLOSED SESSION
City Attorney Marroquin stated the City Council met in closed session pursuant to Government Code Section § 54956. 9(c) to discuss the possibility of initiating litigation.
Direction was provided to move forward with this process, and once litigation is initiated and the property owners are served, it will become a matter of public records.
SPECIAL PRESENTATIONS
Mayor Lilburn presented a Proclamation proclaiming the month of March as American Red Cross Month.
Mayor Lilburn introduced Lucia Mendez, Assistant Engineer within the City of Highland Public Works Department.
PUBLIC COMMENT ( ITEMS NOT ON THE AGENDA)
Jane Bouch and Chris Nielsen representing the Highland Chamber of Commerce spoke regarding upcoming events.
Mickey Alexandra spoke regarding concerns about Mello -Roos and Redlands School District taxes.
Jody Scott spoke regarding the city' s stance on sanctuary policies and concerns with parking at Cole Elementary School.
SWEARING IN OF NEWLY ELECTED COUNCILMEMBER
City Clerk Munoz swore in newly appointed Councilmember Jimmy Saldana for District
2. CITY COUNCIL BUSINESS
1. Review and Revise Current Membership on City Council Subcommittees, Ad Hoc Committees, and Agency Appointments Following the Councilmember Appointment for District 2
2 City Council Regular Meeting Minutes March 11, 2025
Councilmember Saldana will retain membership in the Public Facilities and Public Safety Subcommittees.
Subcommittees Members
Community Day of Service Hogan, Timmer
Finance/ Personnel McCallon, Timmer
Legislative Lilburn, McCallon
Public Facilities Saldana, Lilburn
Public Safety Saldana, Lilburn
Public Works McCallon, Timmer
Agency Appointments Members
Omnitrans Lilburn, Alt- McCallon
SANBAG McCallon, Alt- Lilburn
SBIAA Lilburn, Alt- McCallon
SCAG McCallon, No Alternate
Santa Ana River Wash Area Coordinated Planning Hogan, Alt - Timmer Activities Committee
Staff Agency Appointments Members
Gangs & Drugs Task Force Chief of Police
California Intergovernmental Risk Authority ( CIRA) Nava - Cruz, Alt- Zamano
CITY COUNCIL CONSENT CALENDAR
A MOTION was made by Mayor Pro Tern McCallon, seconded by Councilmember Timmer, to approve the consent calendar as submitted. Motion carried on a roll call vote, 4- 1, with Councilmember Hogan being absent and Councilmember Saldana abstaining from Item No's. 3, 4 and 5; meetings occurred prior to his swearing - in.
2. Waive the Reading of All Ordinances
Waived the reading of all Ordinances in their entirety and read by title only.
3. Minutes - February 11, 2025 Regular City Council Meeting Approved the Minutes as submitted.
4. Minutes - February 11, 2025 Special City Council Meeting Approved the Minutes as submitted.
5. Minutes - February 18, 2025 Special City Council Meeting Approved the Minutes as submitted.
6. Warrant Register
Approved Warrant Register No. 775 for March 11, 2025, in the amount of $ 3, 446, 423. 46 and Payroll of $ 217, 857. 30.
3 City Council Regular Meeting Minutes March 11, 2025
7, Treasurer' s Report for January 2025
Received and filed Treasurer' s Report for January 2025.
8. Claim Consideration - Gilberto Martinez
Rejected claim.
9. Claim Consideration - Carol Garrity
Rejected claim.
10. 2024 Byrne Justice Assistance Grant ( JAG) Program Award 1) Accepted the 2024 Edward Byrne Memorial Justice Assistance Grant ( JAG) award in the amount of $ 25, 854;
2) Authorized the appropriation of grant funds for special project overtime; including gang sweeps, DUI checkpoints, quality -of -life enforcement, and burglary suppression efforts; and
3) Authorized the City Manager, or their designee, to execute any necessary documents related to the grant award and administration.
11. Agreement for Automatic and Mutual Aid with San Bernardino County Fire Protection District
1) Approved an Agreement for a term up to five years with San Bernardino County Fire Protection District ( SBCFPD);
2) Authorized the Fire Chief to approve the Operating Plan; and 3) Authorized the Mayor to execute the agreement.
12. Easement Acceptance/ 4Masbaseball, Inc. ( Jose Mas) - Single Family Residential ( 2) Project ( 7966 and 7972 Cortez Street)
1) Accepted Grant of Easement for Cortez Street right- of-way dedication from 4Masbaseball, Inc. ( Jose Mas); and
2) Directed the City Clerk to record the Grant of Easement
13. Designation of Authorized Agents to Apply for Federal/ State Disaster Relief Funds Adopted Resolution No. 2025- 007, designating authorized agents to sign forms and agreements related to Federal/ State Disaster Relief Funding on behalf of the City of Highland.
RESOLUTION NO. 2025- 007
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HIGHLAND,
CALIFORNIA, DESIGNATING AUTHORIZED AGENTS TO APPLY FOR
FEDERAL/ STATE DISASTER RELIEF FUNDS
4 City Council Regular Meeting Minutes March 11, 2025
14. Review of the City' s 2024 General Plan Implementation Annual Report in Accordance with Government Code § 65400 and 65588
Received and filed the 2024 General Plan Annual Report.
CITY COUNCIL LEGISLATIVE
15. 2025/ 2026 Work Program
A MOTION was made by Councilmember Timmer, seconded by Mayor Pro Tern McCallon to adopt the 2025/ 2026 Work Program. Motion carried, 4- 1, with Councilmember Hogan being absent.
16. City Manager Report and Comments ( Work Program, Regional/ Legislative/ Development Issues, Subcommittees, etc.)
City Manager Zamano stated the Highland Sheriff' s Department for the month of February received 2, 995 calls for service, made 297 reports, 113 arrests, issued 125 citations, conducted 252 traffic enforcement stops, responded to 43 traffic collisions, 18 transient calls, and 24 towed vehicles.
The Highland Fire Department for the month of February received 564 calls for service, some of which included: 440 medical aids, 32 traffic collisions, 4 structure fires, 3 vegetation fires, and 5 vehicle fires.
The Administrative Services/ Finance Department for the month of February issued 49 business licenses, renewed 186 business licenses, issued 57 dog licenses, 35 yard sale permits, and 183 account payable checks.
Human Resources is currently recruiting for an Assistant Public Works Director, Maintenance Superintendent, and Engineering Technician 1/II for the Public Works Department. Anyone interested can apply on our city website.
Three City of Highland staff members have been acknowledged for their exceptional work and contributions to the community. Jay Tuttle, Assistant Engineer, was named Employee of the Year at the Highland Chamber of Commerce Annual Installation Dinner. Angel Halloway, Maintenance Superintendent received the 2024 Unsung Hero of the Year.
Leticia Nava -Cruz, Director of Administrative Services/ City Treasurer was honored by CA State Senator Eloise Reyes of District 29 as one of the 2025 Woman of Distinction.
The Public Works Department announced the City of Highland was awarded a $ 1. 4 million federal grant for safety improvements to our traffic signal system citywide through the Caltrans Highway Safety Improvement Program ( HSIP). These improvements will involve the installation of a new traffic signal at the intersection of Church Street/ Glenheather Drive/ Love Street adjacent to Arroyo Verde Elementary School.
Additionally, all traffic signals in the city will receive yellow reflective back plates to improve visibility. These upgrades reflect our ongoing commitment to ensure the safety of our community and all roadway users. We anticipate that these improvements will be completed by Spring 2027 or sooner. The timeline is extended due to the extensive processes involved with federal funding.
5 City Council Regular Meeting Minutes March 11, 2025
Construction along Greenspot Road between Boulder Avenue and SR-210 is currently in progress. The city' s Greenspot Improvement Project is nearing completion, with only a few outstanding task orders, including striping. Upcoming construction will involve the Highland Region Connector Project and the CDBG Highland Pavement Improvement Project. These initiatives will pave various streets throughout the city and implement new striping. City staff is coordinating with both contractors to schedule most of the pavement work during spring break to minimize disruptions for residents and schools affected by the project.
Saturday, March 22, from 8:00 a.m. to 12:00 p.m., the Highland Improvement Team ( HIT) will host its Annual Citrus Harvest Festival Historic Community Cleanup event.
Monday, March 24, from 9:00 a.m. to 5:00 p.m., a Blood Drive will be held at the Highland Police Station.
Saturday, April 5, from 9:00 a.m. to 2:00 p.m., there will be a Used Oil Filter Exchange event at AutoZone located on Base Line and Palm Avenue.
Saturday, April 12, from 9:00 a.m. to 2:00 p.m., an Open House will be held at Fire Station 1 located at 26974 Base Line.
For the month of February, Burrtec completed 154 illegal dumping work orders.
The Historic and Cultural Preservation Board Committee convened on March 6 to finalize preparations for the upcoming Citrus Harvest Festival scheduled for Saturday, March 29, from 10:00 a.m. to 3:30 p.m. This event is set to feature over 120 booths, an array of live entertainment, Aztec dancers, folklorico dancers, food vendors and a district walking tour.
Costco is officially open for business. A special thank you to Mayor Lilburn, Mayor Pro Tern McCallon, and Councilmember Saldana for their attendance at the Grand Opening event.
17. Councilmember Comments ( Agency/ Committee/ AB 1234 Reports, District Updates, etc.) Councilmember Timmer welcomed Councilmember Saldana.
Mayor Pro Tem McCallon stated he is looking forward to collaborate with Councilmember Saldana.
Councilmember Saldana thanked everyone and expressed his gratitude to all Councilmembers.
Mayor Lilburn congratulated city staff members who received awards and welcomed Councilmember Saldana.
ANNOUNCEMENTS
None
6 City Council Regular Meeting Minutes March 11, 2025
CLOSED SESSION
City Attorney Marroquin read the City Council into closed session regarding the following:
PUBLIC EMPLOYEE PERFORMANCE EVALUATION
Pursuant to Government Code § 54957( b)
Title: City Manager
CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to Government Code § 54957. 6
Unrepresented employee: City Manager
ADJOURN
Mayor Lilburn adjourned the meeting into closed session at 6:35 p.m. in memory of George Scott.
Submitted By:
Alondra Munoz
City Clerk
Approved By:
Penny Lilburn
Mayor
7 STAFF REPORT
TO THE CITY COUNCIL
DATE: April 8, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: Minutes - March 11, 2025 Special Meeting
RECOMMENDATION: Approve the Minutes as submitted.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
City Clerk
Second Agenda Item No.
File No.
dgkVM`anager
1 City Council Special Meeting Minutes March 11, 2025
CALL TO ORDER
The special meeting of the City Council of the City of Highland was called to order at 5:30 p.m. by Mayor Lilburn at the Donahue Council Chambers, 27215 Base Line, Highland, California.
ROLL CALL
Present: Lilburn, McCallon, Timmer
Absent: Hogan
Vacancy: District 2 Councilmember
PUBLIC COMMENT ( LIMITED TO ITEMS ON THIS AGENDA ONLY)
None
CLOSED SESSION
At 5:30 p. m. Mayor Lilburn read the City Council into closed session regarding the following:
CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION
Initiation of litigation pursuant to Government Code § 54956. 9( c): One case
ADJOURN
There being no further business, Mayor Lilburn adjourned the meeting at 6:00 p.m.
Submitted By:
Alondra Munoz
City Clerk
Approved By:
Penny Lilburn
Mayor
2 STAFF REPORT
TO THE CITY COUNCIL
DATE: April 8, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: Minutes - March 27, 2025 Special Meeting
RECOMMENDATION: Approve the Minutes as submitted.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No. 5-
File No.
City Manager
1 City Council Special Meeting Minutes March 27, 2025
CALL TO ORDER
The special meeting of the City Council of the City of Highland was called to order at 6:00 p.m. by Mayor Lilburn at the Donahue Council Chambers, 27215 Base Line, Highland, California.
ROLL CALL
Present: Hogan, Lilburn, Saldana, Timmer
Absent: McCallon
PUBLIC COMMENT ( LIMITED TO ITEMS ON THIS AGENDA ONLY)
None
CITY COUNCIL CONSENT CALENDAR
A MOTION was made by Councilmember Timmer, seconded by Councilmember Saldana, to approve the consent calendar as submitted. Motion carried on a roll call vote, 4- 1, with Mayor Pro Tern McCallon being absent.
Resolution No. 2025- 008, 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
RESOLUTION NO. 2025- 008
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
ANNOUNCEMENTS
None
ADJOURN
There being no further business, Mayor Lilburn adjourned the meeting at 6: 12 p.m.
Submitted By:
Alondra Munoz
City Clerk
Approved By:
Penny Lilburn
Mayor
2 STAFF REPORT
TO THE CITY COUNCIL
DATE: April 8, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Leticia Nava -Cruz, Director of Administrative Services/ City Treasurer V SUBJECT: Warrant Register # 776
RECOMMENDATION: CityCouncilto approveWarrantRegister #776; Warrantsintheamount of $ 2,807, 119.37 and Payroll in the amount of $ 237, 482. 36 FISCAL IMPACT: The total of Cash and Expenditures is $ 3, 044, 601. 73 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.
Denied Ayes
Continued Noes File No.
Tabled Abstain
Absent
City
A
Manager
1 CITY OF HIGHLAND
WARRANT REGISTER # 776
April 8, 2025
Warrants:
3/ 4/ 2025 Ck# 91082- 91095 76, 451. 26
3/ 7/ 2025 Payroll Wire # 1003- 1006 & Ck # 91096 66, 453. 15 3/ 11/ 2025 Ck# 91097- 91148 793, 919. 44
3/ 13/ 2025 Payroll Wire # 1007- 1009 1, 904. 67
3/ 18/ 2025 Ck# 91149- 91187 315, 141. 44
3/ 21/ 2025 Payroll Wire # 1010- 1013 & Ck # 91188 67, 690. 43 3/ 21/ 2025 Payroll Wire # 1014- 1017 6, 476. 89
3/ 25/ 2025 Ck# 9189- 91240 1, 479, 082. 09
Total Warrants 2, 807, 119. 37
Payroll:
3/ 7/ 2025 Direct Deposits # 14900- 14938 108, 251. 77
3/ 7/ 2025 Ck# 742- 743 1, 803, 13
3/ 13/ 2025 Direct Deposits # 14939 4, 773. 62
3/ 21/ 2025 Direct Deposits # 14940- 14978 106, 337. 15 3/ 21/ 2025 Ck # 744- 745 3, 013. 58
3/ 21/ 2025 Direct Deposits # 14979 13, 303. 11
Total Payroll 237, 482. 36
Total Warrants & Payroll 3, 044, 601. 73
APPROVED BY:
Larry McCallon
Finance Subcommittee
John Timmer
Finance Subcommittee
Carlos Zaman
City Manage
Leticia Nava - Cruz
Director of Administrative
Services/ City Treasurer
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78 DATE:
FROM:
PREPARED BY:
SUBJECT:
RECOMMENDATION:
FISCAL IMPACT:
STAFF REPORT
TO THE CITY COUNCIL
April 8, 2025
Carlos Zamano, City Manager
ICE
Tish Nava -Cruz, Director of Administrative Services/City Treasurer V" Treasurer' s Report for February 2025
City Council to receive and file the Treasurer's Report for February 2025
Cash and Investments:
General Fund
Special Revenue Funds
Internal Service Funds
Capital Projects Funds
Agency Funds
Housing Authority Fund
SARDA Funds
18, 347, 872. 72
39, 780, 102. 88
5, 579, 983. 58
34, 127, 421. 71
2, 250, 179. 76
3, 835, 356. 89
2, 057, 337. 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: Increases in the checking accountwere due to revenuesreceivedplus 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 vendorpaymentsanddebtservicepayments. IncreasesintheCAMPaccountweredueto interest received. Decreaseswere a result of funds being wired to the city's checking account primarilyfor 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
Second Agenda Item No.
File No
City Cl Manager
1 CITY OF HIGHLAND
Treasurer' s Report
as of February 28, 2025
CASH AND BANK ACCOUNTS:
Cash on Hand - Office Petty Cash & Change Fund Accounts Wells Fargo Checking Account ( reconciled book balance)
1. 150. 00
14, 807, 262. 54
MATURITY PAR ORIGINAL
DESCRIPTION PERIOD YIELD VALUE COST
INVESTMENTS: LOCAL GOVERNMENT INVESTMENT POOLS
California Treasurer' s Local Agency Investment Fund ( LAIF) n/ a 4. 333% General Fund
Special Revenue Funds
Internal Service Funds
Capital Projects Funds
Total City LAIF Funds
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 December 31, 2024 applicable percentage of 0. 999621985 3) Market Value is $ 77, 262, 608. 34 ($ 77, 291, 825. 81 x 0. 999621985).
California Asset Management Program ( CAMP) n/ a 4. 510% 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) u
12, 321, 132. 15
27, 783, 995. 00
6, 004, 175. 00
27, 292, 777. 00
73, 402, 079. 15
3, 889, 746. 66
3, 889, 746. 66
77, 291, 825. 81
3, 453, 152. 27
1, 936, 053. 00
6, 484, 698. 00
11, 873, 903. 27
n/ a 3. 99% 116, 002. 36 116, 002. 36
n/ a 3. 99% 295, 139. 60 295, 139. 60
n/ a 3. 99% 109, 161. 53 109, 161. 53
n/ a 3. 99% 196, 811. 19 196, 811. 19
n/ a 0. 00%
n/ a 0. 00%
n/ a 3. 99% 19, 095. 59 19, 095, 59
n/ a 3. 99% 30, 991. 47 30, 991. 47
n/ a 3. 99% 8, 826. 35 8, 826. 35
n/ a 3. 99% 14, 566. 09 14, 566. 09
n/ a 3. 99% 5, 387. 34 5, 387. 34
795, 981. 52
2 DESCRIPTION
INVESTMENTS: FISCAL AGENT ACCOUNTS ( continued)
US Bank Corporate Trust Services ( SARDA)
2004E 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 3. 99% 1, 882. 76
n/ a 3. 99% 556. 91
n/ a 0. 00% -
n/ a 3. 99% 173, 205. 96
n/ a
n/ a
n/ a
n/ a
n/ a
n/ a
n/ a
n/ a
n/ a
3. 99%
3. 99%
0. 00%
3. 99%
3. 99%
3. 99%
4. 00%
3. 99%
0. 00%
796. 00
661. 69
997, 417. 82
15, 091. 36
17, 276. 79
126. 89
1, 115. 61
1, 882. 76
556. 91
173, 205. 96
796. 00
661. 69
997, 417. 82
15, 091. 36
17, 276. 79
126. 89
1, 115. 61
1, 208, 131. 79
105, 978, 254. 93
All investmentsare placedin accordancewith City of Highland's InvestmentPolicy andGuidelines. The above summaryprovidessufficient cash flow liquidityto meet the nextsix month's estimatedexpenditures. This report is in accordancewith GovernmentCodeSection53646.
SIGNED: 4" L SIGNED:
Carlos Zamano Leticia Nava -Cruz
CITY MANAGER DIRECTOR OF ADMINISTRATIVE
SERVICES/ CITY TREASURER
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6 STAFF REPORT
TO THE CITY COUNCIL
DATE: April 8, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
REVIEWED BY: Dana Calkins, George Hills Company, Claims Adjuster SUBJECT: Claim Consideration - Steven Olson
RECOMMENDATION: George Hills Company recommends the City Council reject the claim.
BACKGROUND: The Claim was received in the City Clerk' s Office on March 11, 2025. It was then sent to the City' s claim adjuster, George Hills Company, who is recommending the claim be rejected.
Approved Motion Second Agenda Item No.
Denied Ayes
Continued Noes File No.
Tabled Abstain
Absent
AT=P - Z A—
City rk anager
1 GEORGE HILLS
Our minds over your motleys.
March 12, 2025
Alondra Munoz
City of Highland
RE: Client:
Claim Number:
Date of Loss:
Claimant:
Dear Ms. Munoz:
City of Highland
GHCO082069
02/ 12/ 2025
Steven Olson
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 March 12, 2025
Patti Schneiders
Claims Processor
Rancho Cordova Office
PO Box 278
Rancho Cordova, CA 95741
Re: Claimant( s):
Incident Date
Dear Patti:
Steven Olson
February 12, 2025
City of
L QHICII
Inc. 1987
EnclosedisacopyofaClaimreceivedviamailattheOfficeoftheCityClerkonMarch11, 2025, bythe above referenced claimant( s). Note: Attachedis a locationmapfor reference. Theincidentlocationis outsideofourcitylimits, itiswithinanunincorporatedareaofSacramentoCountycalledNorthHighlands.
ThisitemwillbetentativelyscheduledfortheCityCouncilregularmeetingonTuesday, April8, 2025, pendingyourrecommendation. AllcorrespondencewillberequiredfromGeorgeHillsnolaterthanMarch 28, 2025. Pleasereviewandadvisethisofficeontheappropriateactiontobetaken.
Ifyouhaveanyquestions, pleasecontactLeticiaNava -Cruzat (909) 864-6861, ext. 208ormyselfatext. 226.
Sincerely,
O)
X. t-
Alondra Munoz
CityClerk
cc: CarlosZamano, CityManager
LeticiaNava -Cruz, DirectorofAdministrativeServices
MaricelaMarroquin, CityAttorney
Mayor Mayor Pro Tern City Council City Council City Council City Manager Penny Lilburn Larry McCallon Gregory Hogan John P. Timmer Jimmy Saldana Carlos Zamano 27215 Base Line • Highland, CA 92346
Tel: 909. 864. 6861 • Fax: 909. 862. 3180 • www. cityofhighland. org 3 VICINITY MAP
WithinSacramentoCounty.
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Rancho
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RANCHO CORDOVA
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4 LA
CENTURY
LAW
CITY CLERK
CITY OF HIGHLAND
27215 BASE LINE
HIGHLAND CA 92346
Attn: Claims
Re:
Dear Claims Representative:
March 04, 2025
Via Certified Mail, Return Receipt
Requested, and U. S. Mail
NOTICE OF CLAIMS FOR DAMAGES
Our Client( s): Steven Olson
Your Insured: City of Highland
Date of Loss: February 12, 2025
Pleasebeadvisedthatthis firm hasbeenretainedby theabove -mentionedclient in orderto pursue abodilyinjuryandpropertydamageclaim, andtherefore, pursuanttoSicilian v. Fireman'sFundIns. Co., 62Cal. App. 3d, 745 (1976) andFedmartCorp. v. PellEnterprises, I I 1Cal. App. 3d, 215 (1980), wedo maintain a lien on this matter.
Pleasebe further advised that all payments madeto any individual, or entity regarding this accident mustbearournamesasco -payee. Thisincludespaymentsfor possiblepropertydamage, lossof useof vehicle, medical reimbursement, or loss of income.
Pursuant to California Insurance Code Section 2695.7 [ Standards for Prompt Fair and Equitable Settlements Section ( b)], upon receiving proof of claim, every insurer shall immediately, but in no event more than forty ( 40) calendar days later, accept or deny the claim in whole or in part, and affirm or deny liability.
Pleaseprovideuswithconfirmationoftheavailablecoverageandlimits underanyapplicable policies. Pleasealsoprovideuswithcopiesofthedeclarationpages. Requestisalsomadeforcolorlaser photocopiesand/ordigitalcopiesofanyandallphotographstakenofthepropertydamageinthisincident andcopyof thefinalrepairestimates, aswellascopiesof anyrecordedstatementspreviouslyobtained, includingtranscripts. Pleasealso adviseus if you are willing to advanceour client(s)' costs and
PRIMARY OFFICE VALLEY OFFICE SAN BERNARDINOOFFICE CONTACT 1880 Century Park East 18321 Ventura Blvd. 473 E. Carnegie Drive P: ( 310) 893- 0553 Suite 1101 Suite 800 Suite 200 F: ( 310) 893- 0554
Los Angeles, CA 90067 Tarzana, CA 91356 San Bernardino, CA 92408 E: info@ LACentury Law. corn 5 Notice of Representation
March 04, 2025
expenses in order to enable our client to mitigate damages.
Pleasenotethatwedonotprovidesocialsecuritynumbersinpre -suitorlitigationassocialsecurity numbersareprotected. Additionally, wedo notproviderecordedor in -personstatementsin pre -suitor litigation, as this privilege has beenabusedin the past.
Pleaserefrain from contactingour client, and refer all documentsand correspondencesto the attention of the undersigned.
Please contact the undersigned to discuss the matter further as soon as possible.
Sincerely,
1 "' cy / , u-
Naancy Shaw
Case Manager
2 6
Legal Services Agreement
January 24, 2025
AUTHORIZATION
RELEASE OF CONFIDENTIAL INFORMATION)
CITY CLERK
CITY OF HIGHLAND
27215 BASE LINE
HIGHLAND CA 92346
Re: Steven Olson
DATE OF ACCIDENT/ OCCURRENCE: 02/ 12/ 2025
YOUR FILE NUMBER:
Youareherebyauthorizedandinstructedto communicatewithandtoallowmyattorneys, LA CenturyLaw at1880CenturyParkEast, Suite1101, LosAngeles, California90067, itsagents, representatives, independent contractors, or employees, toexamine, copy, photostat, ordiscussanyandall documents, files, instruments and/or recordspertainingto theabovecaptionedmatter.
CLIENT understandsthat he/shehasa right to receivea copy of this Authorizationupondemand. This authorizationshallexpiretwo (2) yearsfromthedatesigned.
CLIENT:
X --
Client Signature
Steven Bruce Olson Jr
By: Client Name
Date:
02/ 13/ 2025
A PHOTOCOPY OF THIS DOCUMENT SHALL HAVE THE
SAME FORCE AND EFFECT AS THE ORIGINAL.
E
7 Do not write in this space.
For office use only:
Received: MA1.%
By: Alondra
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 Highlandand not another public entity. Where space is insufficient, please use additional paper and identify informationby paragraphnumber. Completedclaimsmustbe mailedor deliveredto:
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 Steven Olson
a. Complete Address of Claimant, including City, State and Zip Code:
300 Church St. Roseville, CA 95678
b. Phone Number (
C. Date of Birth
8 d. Driver' s License/ State Identification Card Number:
Issued by which State
Driver' s License
Expiration Date:
California
Identification Card
2. Name, telephone and address to which claimant desires notices to be sent, if other than above:
LA Century Law - ( 310) 893- 0553
1880 Century Park East, Suite 1101 Los Angeles, California 90067
3. Occurrence or event from which the claim arises:
a. Date of occurrence
b. Time of occurrence
02/ 12/ 2025
11: 15 PM
C. Place of occurrence ( Exact and specific location)
6826 Watt Avenue, North highlands, CA 95660
d. How and under what circumstances did damage or injury occur? Specify the particularoccurrence, event, act or omissionyou claim caused the injuryor damage ( use additional paper if necessary).
The client was traveling north on Watt Avenue near the intersection with Elkhorn Blvd when he encountered a flipped -over bench near bus stops 19 and 26, The bench was obstructing the sidewalk, causing the client to fall off his bike. di. What particularaction by the City, or its employees, causedthe alleged damage or injury?
The City of Highland is responsible because they are meant to ensure e sa e y of their citizens by maintaining public areas and facilities.
Failure to do so is negligence on their end.
9 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".
Headpain, facialpain, neckpain, low backpain, rightkneepain, andfacialbruising.
5. Give the name(s) of the City employee(s) causing the damage or injury:
Unknown at this time
6. Name and address of any other person injured:
N/ A
7. Name and address of the owner of any damaged property:
Unknown at this time
8. Damages Claimed:
a. Amount claimed as of this date: $ Pending
b. Estimate amount of future costs: $ Pending
C. Total amount claimed: $ 1, 000, 000. 00
d. Basis for computation of amounts claimed. Include copies of all bills, invoices, estimates, etc.:
Past and future medical expenses and past and future loss of earnings and past and future pain and suffering.
10 9. Names and addresses of all witnesses, hospitals, doctors, etc. a. unknown at this time.
b.
C.
d.
e.
10. Any additional information which might be helpful in considering this claim:
Please see attached pictures
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, California
City and State
Date: 03/ 04/ 2025
Derr- aair c
Signature of Claimant
Attorney for claimant
Ryan Daneshrad- LA Century Law
Printed name of person signing above
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16 STAFF REPORT
TO THE CITY COUNCIL
DATE: April 8, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
REVIEWED BY: Jeniffer Arellano, George Hills Company, Claims Adjuster SUBJECT: Claim Consideration — Erick Smart
RECOMMENDATION: George Hills Company recommends the City Council reject the claim.
BACKGROUND: TheClaimwasreceivedintheCityClerk's Officeon March25, 2025. Itwas thensentto theCity's claimadjuster, GeorgeHillsCompany, whois recommendingtheclaimbe rejected.
Approved Motion
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Second Agenda Item No.
File No.
14 A,--
6 6anager
1 GEORGE HILLS
OU1 ITMId5 cover / our mvflers.
April 1, 2025
Alondra Munoz
City of Highland
RE: Client:
Claim Number:
Date of Loss:
Claimant:
Dear Ms. Munoz:
City of Highland
GHCO082580
3/ 17/ 2025
Erick Smart
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,
Jennifer Arellano
Claims Supervisor
Direct Dial : ( 916) 352. 7793
Email : Jennifer. arellano@georgehills. com
2 March 25, 2025
Patti Schneiders
Claims Processor
Rancho Cordova Office
PO Box 278
RanchoCordova, CA95741
Re: Claimant( s):
Incident Date:
Dear Patti:
Erick Smart
March 17, 2025
City of
8 HIG11LAND
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OF 1HnQ
Inc. 1987
EnclosedisacopyofaClaimreceivedviamailattheOfficeoftheCityClerkonMarch25, 2025, bythe above referenced claimant(s). Note: Attachedisa locationmapforreference. Theincidentlocationis outsideofourcitylimits, itiswithintheCityofSanBernardino. Theclaimantcalledintodayrequestingan update, andthisinformationhasbeencommunicatedtohimaswell.
ThisitemwillbetentativelyscheduledfortheCityCouncilregularmeetingonTuesday, April8, 2025, pendingyourrecommendation. AllcorrespondencewillberequiredfromGeorgeHillsnolaterthanMarch31, 2025. Pleasereviewandadvisethisofficeontheappropriateactiontobetaken.
Ifyouhaveanyquestions, pleasecontactLeticiaNava -Cruzat (909) 864-6861, ext. 208ormyselfatext. 226.
Sincerely,
Alondra Munoz
CityClerk
cc: CarlosZamano, CityManager
LeticiaNava -Cruz, DirectorofAdministrativeServices
MaricelaMarroquin, CityAttorney
Mayor Mayor Pro Tern City Council City Council City Council Penny Lilburn Larry McCallon Gregory Hogan Jimmy Saldana John P. Timmer 27215 Base Line • Highland, CA 92346
Tel: 909. 864. 6861 • Fax: 909. 862. 3180 • www. cityofhighland. org City Manager
Carlos Zamano
0 3
VICINITY MAP
WithintheCityofSanBernardino.
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Do not write in this space.
For office use only:
MAR25 2025 a
Received: 3 ,- 2-,5- 25
CITYOFHIGHLAMP
By: e l LE E N P RA DC
E- Mail ," ail In person
CLAIM AGAINST THE CITY OF HIGHLAND
For damages to persons or personal property)
A claimmustbe filedwiththe CityClerkwithin180daysafterwhichthe incidentor event occurred. Be sureyourclaimis againstthe Cityof Highlandandnotanother public entity. Where space is insufficient, please use additionalpaper and identify informationbyparagraphnumber. Completedclaimsmust b^ - oiled or delivered to:
CITY CLERK, CITY OF HIGHLAND
27215 BASE LINE
HIGHLAND CA 92346
909) 864- 6861, ext. 226
WARNING: IT IS A CRIMINALOFFENSETO FILEA FALSECLAIM, PENALCODE S72; INSURANCE CODE S556. 1.
NOTICE: PER GOVERNMENTCODE SECTION910.4, THIS FORM MUST BE USED IN ORDERTO COMPLYWITH SECTIONS910 AND 910.2 OF
THE GOVERNMENT CODE.
TOTHEHONORABLEMAYORANDCITYCOUNCILOFTHECITYOFHIGHLAND:
The undersignedrespectfullysubmitsthe followingclaimand informationrelativeto damage to persons and/or personal property:
1. Name of Claimant
a. CompleteAddressof Claimant, includingCity, StateandZipCode:
107 Phone Number
C. Date of Birth
0 5
d. Driver' s License/ State Identification Card Number:
Issued by which State: ( A LT F0( Z,,Q:.. A
Driver' s License Identification Card
i
Expiration Date:
2. Name, telephone and address to which claimant desires notices to be sent, if other than above:
S Aft GC, L--t - F (:- gc- L-e
AAC LFLC- CA
3. Occurrence or event from which the claim arises:
a. Date of occurrence 2,
b. Time of occurrence a .,( Jv
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).
71-AfL_C ttt? S A ,-" A( SAM5 Liti.0 i P67- kcL& ym i
e. What particular action by the City, or its employees, caused the alleged damage or injury?
Titer .: L ' 3 n t 2 z csz - fl, FC, i1oc z
6 4. A general descriptionof the indebtedness,
obligation, injury, damage or loss
incurredso far as it may be knownat the time of presentation of the claim. If
there were no injuries, state " no injuries".
5. Givethename(s) oftheCityemployee(s) causingthedamageorinjury:
6. Nameandaddressof anyotherpersoninjured:
7. Nameandaddressof the ownerof anydamagedproperty:
8. Damages Claimed:
4 a. Amount claimed as of this date: $
b. Estimate amount of future costs: $
C. Total amount claimed:
d. Basis for computation of amounts claimed. Include copies of all bills, invoices, estimates, etc.:
XNC.4- 00, vo
7 g. Names and addresses of all witnesses, hospitals, doctors, etc. a.
b.
C.
d.
e.
10. Anyadditionalinformationwhichmightbehelpfulinconsideringthisclaim:
1 IZA
f iJ/ 2 S 6 - lY/ YI. TA [ .... ` T ',- i E-AQ Z
2 i J/ Vf 7
WARNING: IT IS A CRIMINALOFFENSETO FILE A FALSE CLAIM PENAL CODE S72• INSURANCE CODE S556.1.
1havereadthemattersandstatementsmadein theaboveclaimand1knowthe sameto betrueof myownknowledge, exceptasto thosemattersstatedupon information or belief as to such matters I believe the same to be true. I certify underpenaltyof perjurythattheforegoingistrueandcorrect.
Signed at: // 1, — C cz LA L-Tf C /Z-NZA
City and State
Date: rS VC, 202 5
Signature of Claimant
67(zTooC Qm
Printed name of person signing above
TO ^ J a F Gi!AN0 iIrW-,
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IN TIREBeTRUCKSERVICEROAV SIVE 63- 2700
PgpNE: 909- Ca 92401
423S. E- St SanBe1"nardinQ
SALESIPERSON
DATE.
CUSTOMERNAME:
ADDRESS: ZIP:
STATE:
CITY: WORKPHONE:
CELL1HOMEPHONE: YEAR:
MODEL:
MAKE: ,
7 i(
NEW TIRES
USED TIRES
NEWWHEELS
USEDWHEELS
MOUNTING
BALANCE
FIX FLAT
VALVE STEM
TPMS
RIMREPAIR
nslbieforlossordamagetoarticlesleft s?J BTOTWewlllm/ beheWreap° othercausesbeYe^d °"rcontral. Allusedtlros, of fire, then or anY BALESTAXInvehicle, Incasearesoldasis. Atsalesarofind• Belt ro°
Tubes and whee Noexchange. withoutsties -.
TOTAL
X: AFTERORRNN® 25 M\LESRET 6NTEN LV® N DEPOSIT
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i
10 STAFF REPORT
TO THE CITY COUNCIL
DATE: April 8, 2025
FROM: Carlos Zamano, City Manager
REVIEWED BY: Octavio Duran, Public Works Director / CityEngineer00 PREPARED BY: Jim Richardson, Public Works Manager
SUBJECT: Authorization and Purchase Agreements for Heating, Ventilation, and Air Conditioning (HVAC) System Repairs for Highland Library 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 proceduresper MunicipalCode Section 2.40.100 for which the City' s best interests are served
2. Approve the proposal from TRANE in the amount of $52,698 to replace the HVAC control system at the Highland Library through the City' s Omnia Partners cooperative purchasing program contract # RACINE - 3341
3. Authorizethe CityManagerto signpurchaseagreementswithTRANE to replace the HVAC control system at the Highland Library FISCAL IMPACT: The HVAC system purchases are included in the currentapprovedFY 2024/ 2025budgetandarebeingfundedfromthe City's GeneralFund. Thetotalpurchaseamount is $ 52,698. Council approved the upgrades of the YMCA HVAC system on January 28, 2025 and there is sufficient funding remaining for the Library upgrades.
PUBLIC NOTICE: The agenda for this item was posted at the three locations per Resolution No. 2011- 047 and on the City' s website.
Approved Motion Second
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Agenda Item No.
File No.
CitvjQerk City Manager
1 BACKGROUND: The Highland Library was constructed in 2008 and the existing TRANCE Tracer Summit HVAC control system has been in a state of decline for the past several years. ThesystemneedstobereplacedinordertooperatethebuildingHVACsystemstooptimal efficiency. The City included $ 500, 000 in the FY 2024/ 2025 budget for HVAC upgrades at the YMCAandLibraryandstaffisseekingto completetheworkbeforesummertoensureappropriate cooling is provided.
Theexistingcontrolsystemis manufacturedbyTRANEandstaffdeterminedthatreplacingthe unit in kind allows for a faster and more cost-effective solution. TRANE has a current direct replacementmodelunitwhichallowsforaturnkeyreplacementandavoidstheneedforadditional engineeringanddesigncoststoevaluateothermanufacturers' equipmentandcompatibilitywith theexistingHVACsystem. Switchingtoadifferentmanufacturerwouldalsorequiretheaddedcost of confirming compatibility and changing of equipment sensors.
Staffisrecommendingreplacingthecontrolsystemin -kindtoreducecostsandprovideaturn -key solutioninatimelymanner. Tofacilitatethepurchases, staffisproposingto useexistingnational contractsthroughcooperativepurchasingprogramsas allowedby the City's MunicipalCode.
TRANE has a current contract with Omnia Partnersthat was competitively bid and meetsour local andstatepurchasingguidelines. The CityhasusedOmniaPartnersin the past. TRANES's proposalincludesthepurchaseandinstallationoftheequipment, alongwitha warranty.
Attachments:
Control System Proposal
2 Trane Controls Proposal
Controls Proposal For:
City Of Highland Library
Local Trane Office:
Trane U. S. Inc.
3253 E Imperial Highway
Brea, CA 92821
Date: March 11, 2025
Local Trane Representative:
Ian Brown
E- mail: ian. brown@trane. com
Cell: ( 804) 441- 1513
Office Phone: ( 714) 983- 0505
Proposal ID: 7850207
CO- OP QUOTE NUMBER: W2- jWMAl- 23- 001
CO- OP OR FEDERAL CONTRACT ID: OMNIA Racine # 3341
n N _ ©
2024 Trane Technologies. All Rights Reserved.
TIC„ w OLOG FS- Confidential and Proprietary Information of Trane U.S. Inc.. 3 Prepared For: Date:
Jim Richardson March 11, 2025
Job Name:
City of Highland Library
Delivery Terms:
Freight Allowed and Prepaid — F. O. B. Factory
State Contractor License Number:
1066318
Scope of Work
Proposal ID:
7850207
Payment Terms:
Net 30
Proposal Expiration Date:
30 Days
Tracer Synchrony Front End & System Controller ( SC+)
Furnish, installandprogram (1) TraneTracerSC+ SystemControllerto replacetheexistingBCU, includingthefollowing:
o Replace panel, if required
o Reconnect existing 120 vac power
o Reconnect existing communication links
o Reconnect existing Ethernet communication cable
o Synchrony Software License for the following equipment:
26 Water Source Heat Pumps
1 cooling tower
0 3D Equipment Graphics
Point Mapping
o ProgramtheSC+ TracerGraphicalProgramming (TGP) to matchtheexistingTracerSummitCustomProgrammingLanguage (CPL) routines in the BCU.
o Configure SC+
Schedules
Alarms
Alarm Notifications
Trends
User Profiles
Note: ExistingWSHPandothercontrollersaretoremainAS -ISandnoworkis associatedwiththisscopeof work. Tranetore - verifyexitingcontrollersandSequenceof Operationandanydevicesarefoundtobedefectiveanewscopeofworkwillbe issued to address
Controls Services Included
Project Management
As- Builts
Owner Operational Training ( up to 4 hours)
Initial onsite inspection by technician to verify scope of work details Clarifications
All work to be performedduring normal business hours (8amto 5pm, M-F, non -holidays). o Customer to provide support to operate backup equipment in hand, during cutover. o To be on same network as SC+
Thecustomeris requiredto provideTranewithanEthernetconnectionto installedSC+ panelandworkstationinsameroomandVPN access during the warranty period otherwise additional labor charges may apply.
Trane requires ( 1) IP address for each SC+ panel.
OwnertoprovideanetworkconnectionandVPNAccesstoTraneduringthewarrantyperiod. IfremoteaccessisnotprovidedtoTrane, additional labor charges will be applicable during the warranty period.
Existingwiring, conduit, wiringpathways, panelsandenddevices/controlpointswillbere -used, unlessnotedinscope.
Proposal based on EMT conduit with location rated fittings and plenum rated cable for other locations.
Anyitemsthatarerequiredto berepairedor replacedandnotnotedin scopeshallincuradditionalcost.
Allexistingwiring, enddevicesandequipmentareassumedtobeingoodworkingorder. Repairorreplacementofanyexistingdevicesor equipment is not included in the base pricing.
All units in scope of work above shall be accessible.
Assumption is that there are no existing safety hazards ( i.e Asbestos). 1 - R' n N = Page 2 of 11 ©
2024 Trane Technologies. All Rights Reserved.
TEC„ ncLocies Confidential and Proprietary Information of Trane U.S. Inc.. 4 Anypre-existingdesignorknownissuesrelatedtoequipment, airfloworbalancingwillnotbeaddressedorfixedaspartofthisproposal.
Equipment Order Release & Services are dependent on receipt of PO/ Subcontract and credit approval.
Ownertoprovidea networkconnectionandVPNAccesstoTraneduringthewarrantyperiod. Ifremote accessisnotprovidedtoTrane, additional labor charges will be applicable during the warranty period.
Dueto thecurrentsupplychainchallengesforrawmaterialsacrossall markets, leadtimesfor allTraneproductshaveincreasedand havethepotentialtochangeonadailybasis. Pleaseconsultwithyouraccountmanagerorprojectmanageronthelatestleadtimesfor the products being utilized on your project.
Exclusions
All existing mechanical equipment assumed to be in good working order Permits and upgrades to meet current code
Valve and actuator replacements
Furnish, install, wireorterminateanypanels/devicesrelatedanysystemsnotexplicitlycalledoutabove, including (butnotlimitedto): displayor workstation, othercontrollersorcontrolpanels, smokecontrolsystems, fire -lifesafetysystems, lightingcontrolsystems, powerand/or energy monitoring, security, tenant billing systems, etc.
Air -balancing, water balancing and/ or TAB assistance
3'tl Party or Title 24 Commissioning
SC+ and/ or Ensemble licensing
Permits, fees or bonds.
Asbestos or Hazardous Material Abatement.
Liquidated or Consequential Damages of any kind.
Floorplan Graphics
1 ? n N = Page 3 of 11 ©
2024 Trane Technologies. All Rights Reserved.
TECHNOLOG1ES Confidential and Proprietary Information of Trane U. S. Inc.. 5 Pricing and Acceptance
City Of Highland
Price
Site Address:
7863 Central Ave
Highland, CA 92346
TotalNet Price.......................................................................................................................$ 52, 698. 00 USD Financial items not included
Permits
Bid Bond
Payment and Performance Bond
Liquidated Damages
Demurrage or Storage Charges
Participation in OCIOP or CCIP Insurance Programs
Respectfully submitted,
Ian Brown
Trane U. S. Inc.
E- mail: ian. brown@trane. com
Office Phone: ( 714) 983- 0505
BRAN-
TECHNCLOGIES
2024 Trane Technologies. All Rights Reserved.
Confidential and Proprietary Information of Trane U. S. Inc.. 6 ACCEPTANCE
Thisproposalis subjectto Customer's acceptanceof theattachedTraneTermsandConditions (Installation).
We value the confidence you have placed in Trane and look forward to working with you.
Submitted By: Ian Brown Cell: ( 804) 441- 1513
Office: ( 714) 983- 0505
Proposal Date: March 11, 2025
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
1 ? n N - Page 5 of 11 ©
2024 Trane Technologies. All Rights Reserved.
TECHNOLOGIES Confidential and Proprietary Information of Trane U.S. Inc.. 7 TERMS AND CONDITIONS — COMMERCIAL INSTALLATION
Company" shallmeanTraneU.S. Inc. forWorkperformedintheUnitedStatesorTraneCanadaULCforWorkperformedinCanada. 1. Acceptance; Agreement. ThesetermsandconditionsareanintegralpartofCompany's offerandformthebasisofanyagreement (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 EQUIPMENTPRICESARESUBJECTTOPERIODICCHANGEORAMENDMENT. TheProposalissubjecttoacceptanceinwritingbythepartytowhomthisofferismadeor anauthorizedagent ("Customer") deliveredtoCompanywithin30daysfromthedateoftheProposal. PricesintheProposalaresubjecttochangeatanytimeuponnoticeto Customer. IfCustomeracceptstheProposalbyplacinganorder, withouttheadditionofanyothertermsandconditionsofsaleoranyothermodification, Customer'sordershall bedeemedacceptanceoftheProposalsubjecttoCompany's termsandconditions. IfCustomer'sorderisexpresslyconditioneduponCompany's acceptanceorassentto termsand/orconditionsotherthanthoseexpressedherein, returnofsuchorderbyCompanywithCompany'stermsandconditionsattachedorreferencedservesasCompany's noticeofobjectiontoCustomer's termsandasCompany's counteroffertoprovideWorkinaccordancewiththeProposalandtheCompanytermsandconditions. IfCustomer doesnotrejectorobjectinwritingtoCompanywithin10days, Company'scounterofferwillbedeemedaccepted. Notwithstandinganythingtothecontraryherein, Customer's acceptanceoftheWorkbyCompanywillinanyeventconstituteanacceptancebyCustomerofCompany'stermsandconditions. ThisAgreementissubjecttocreditapproval byCompany. Upondisapprovalofcredit, Companymaydelayorsuspendperformanceor, atitsoption, renegotiatepricesand/ortermsandconditionswithCustomer. IfCompanyandCustomerareunabletoagreeonsuchrevisions, thisAgreementshallbecancelledwithoutanyliability, otherthanCustomersobligationtopayforWorkrendered by Company to the date of cancellation.
2. Connected Services. In addition to these terms and conditions, the ConnectedServicesTerms of Service ("ConnectedServicesTerms"), available at https://www.trane.comfTraneConnectedServicesTerms, asupdatedfromtimetotime, areincorporatedhereinbyreferenceandshallapplytotheextentthatCompanyprovides Customer with Connected Services, as defined in the Connected Services Terms.
3. TitleandRiskof Loss. AllEquipmentsaleswithdestinationstoCanadaortheU.S. shallbemadeasfollows: FOBCompany's U.S. manufacturingfacilityorwarehouse fullfreightallowed). TitleandriskoflossordamagetoEquipmentwillpasstoCustomerupontenderofdeliveryofsuchtocarrieratCompany's U.S. manufacturingfacilityor warehouse.
4. PricingandTaxes. Unlessotherwisenoted, thepriceintheProposalincludesstandardgroundtransportationand, ifrequiredbylaw, allsales, consumer, useandsimilar taxeslegallyenactedasofthedatehereofforequipmentandmaterialinstalledbyCompany. TaxexemptioniscontingentuponCustomerfurnishingappropriatecertificates evidencingCustomer'stax-exemptstatus. CompanyshallchargeCustomeradditionalcostsforbondsagreedtobeprovided. Equipmentsoldonanuninstalledbasisandanytaxablelabor/labourdonotincludesalestaxandtaxeswillbeadded. Withinthirty (30) daysfollowingCustomeracceptanceoftheProposalwithoutadditionofany other termsandconditionsofsaleoranymodification, CustomershallprovidenotificationofreleaseforimmediateproductionatCompany'sfactory. PricesforWorkaresubjectto changeatanytimepriortoshipmenttoreflectanycostincreasesrelatedtothemanufacture, supply, andshippingofgoods. Thisincludes, butisnotlimitedto, costincreasesinrawmaterials, suppliercomponents, labor, utilities, freight, logistics, wagesandbenefits, regulatorycompliance, oranyothereventbeyondCompany's control. Ifsuch releaseisnotreceivedwithin6monthsafterdateoforderreceipt, Companyreservestherighttocancelanyorder. IfshipmentisdelayedduetoCustomer'sactions, Company mayalsochargeCustomerstoragefees. CompanyshallbeentitledtoequitableadjustmentsinthecontractpricetoreflectanycostincreasesassetforthaboveandwillprovidenoticetoCustomerpriortothedateforwhichtheincreasedpriceistobeineffectfortheapplicablecustomercontract. Innoeventwillpricesbedecreased. 5. ExclusionsfromWork. Company'sobligationislimitedtotheWorkasdefinedanddoesnotincludeanymodificationstotheWorksiteundertheAmericansWithDisabilities Actoranyotherlaworbuildingcode(s). InnoeventshallCompanyberequiredtoperformworkCompanyreasonablybelievesisoutsideofthedefinedWorkwithoutawritten change order signed by Customer and Company.
6. Performance. CompanyshallperformtheWorkinaccordancewithindustrystandardsgenerallyapplicableintheareaundersimilarcircumstancesasofthetimeCompany performstheWork. CompanymayrefusetoperformanyWorkwhereworkingconditionscouldendangerpropertyorputatriskthesafetyofpersons. UnlessotherwiseagreedtobyCustomerandCompany, atCustomer'sexpenseandbeforetheWorkbegins, Customerwillprovideanynecessaryaccessplatforms, catwalkstosafelyperformtheWork in compliance with OSHA or state industrial safety regulations.
7. Payment. CustomershallpayCompany'sinvoiceswithinnet30daysofinvoicedate. CompanymayinvoiceCustomerforallequipmentormaterialfurnished, whether deliveredtotheinstallationsiteortoanoff -sitestoragefacilityandforallWorkperformedon -siteoroff -site. Noretentionshallbewithheldfromanypaymentsexceptas expresslyagreedinwritingbyCompany, inwhichcaseretentionshallbereducedperthecontractdocumentsandreleasednolaterthanthedateofsubstantialcompletion. Undernocircumstancesshallanyretentionbewithheldfortheequipmentportionoftheorder. Ifpaymentisnotreceivedasrequired, Companymaysuspendperformanceandthetimeforcompletionshallbeextendedfora reasonableperiodoftimenotlessthantheperiodofsuspension. CustomershallbeliabletoCompanyforallreasonable shutdown, standbyandstart-upcostsasaresultofthesuspension. Companyreservestherighttoaddtoanyaccountoutstandingformorethan30daysa servicechargeequalto1.5% oftheprincipalamountdueattheendofeachmonth. Customershallpayallcosts (includingattorneys' fees) incurredbyCompanyinattemptingtocollect amountsdueandotherwiseenforcingthesetermsandconditions. Ifrequested, Companywillprovideappropriatelienwaiversuponreceiptofpayment.
Customer agrees
that, unlessCustomermakespaymentinadvance, Companywillhavea purchasemoneysecurityinterestinallequipmentfromCompanytosecurepaymentinfullofall amountsdueCompanyanditsorderfortheequipment, togetherwiththesetermsandconditions, formasecurityagreement. Customershallkeeptheequipmentfreeofalltaxesandencumbrances, shallnotremovetheequipmentfromitsoriginalinstallationpointandshallnotassignortransferanyinterestintheequipmentuntilallpaymentsdue Company have been made.
8. Timefor Completion. ExcepttotheextentotherwiseexpresslyagreedinwritingsignedbyanauthorizedrepresentativeofCompany, alldatesprovidedbyCompanyorits representativesforcommencement, progressorcompletionareestimatesonly. WhileCompanyshallusecommerciallyreasonableeffortsto meetsuchestimateddates, Companyshallnotberesponsibleforanydamagesforitsfailuretodoso. Deliverydatesareapproximateandnotguaranteed. CompanywillusecommerciallyreasonableeffortstodelivertheEquipmentonorbeforetheestimateddeliverydate, willnotifyCustomeriftheestimateddeliverydatescannotbehonored, andwilldelivertheEquipment andservicesassoonaspracticablethereafter. InnoeventwillCompanybeliableforanydamagesorexpensescausedbydelaysindelivery.
9. Access. CompanyanditssubcontractorsshallbeprovidedaccesstotheWorksiteduringregularbusinesshours, orsuchotherhoursasmayberequestedbyCompanyandacceptabletotheWorksite' ownerortenantfortheperformanceoftheWork, includingsufficientareasforstaging, mobilization, andstorage. Company'saccesstocorrect anyemergencyconditionshallnotberestricted. CustomergrantstoCompanytherighttoremotelyconnect (viaphonemodem, internetorotheragreeduponmeans) toCustomersbuildingautomationsystem (BAS) andorHVACequipmenttoview, extract, orotherwisecollectandretaindatafromtheBAS, HVACequipment, orotherbuilding systems, and to diagnose and remotely make repairs at Customer's request.
10. Completion. Notwithstandinganyothertermorconditionherein, whenCompanyinformsCustomerthattheWorkhasbeencompleted, CustomershallinspecttheWork inthepresenceofCompany'srepresentative, andCustomershalleither (a) accepttheWorkinitsentiretyinwriting, or (b) accepttheWorkinpartandspecificallyidentify, in writing, anyexceptionitems. Customeragreestore -inspectanyandallexcepteditemsassoonasCompanyinformsCustomerthatallsuchexcepteditemshavebeencompleted. Theinitialacceptanceinspectionshalltakeplacewithinten (10) daysfromthedatewhenCompanyinformsCustomerthattheWorkhasbeencompleted. Any subsequentre -inspectionofexcepteditemsshalltakeplacewithinfive (5) daysfromthedatewhenCompanyinformsCustomerthattheexcepteditemshavebeencompleted.
CustomersfailuretocooperateandcompleteanyofsaidinspectionswithintherequiredtimelimitsshallconstitutecompleteacceptanceoftheWorkasoften (10) daysfrom datewhenCompanyinformsCustomerthattheWork, ortheexcepteditems, ifapplicable, has/havebeencompleted.
11. PermitsandGovernmentalFees. Companyshallsecure (withCustomer's assistance) andpayforbuildingandotherpermitsandgovernmentalfees, licenses, and inspectionsnecessaryforproperperformanceandcompletionoftheWorkwhicharelegallyrequiredwhenbidsfromCompany'ssubcontractorsarereceived, negotiationsthereonconcluded, ortheeffectivedateofarelevantChangeOrder, whicheverislater. Customerisresponsiblefornecessaryapprovals, easements, assessmentsandcharges forconstruction, useoroccupancyofpermanentstructuresorforpermanentchangestoexistingfacilities. Ifthecostofsuchpermits, fees, licensesandinspectionsarenot included in the Proposal, Company will invoice Customer for such costs.
12. UtilitiesDuringConstruction. CustomershallprovidewithoutchargetoCompanyallwater, heat, andutilitiesrequiredforperformanceoftheWork. 13. ConcealedorUnknownConditions. IntheperformanceoftheWork, if CompanyencountersconditionsattheWorksitethatare (i) subsurfaceorotherwiseconcealed physicalconditionsthatdiffermateriallyfromthoseindicatedondrawingsexpresslyincorporatedhereinor (ii) unknownphysicalconditionsofanunusualnaturethatdiffer materiallyfromthoseconditionsordinarilyfoundtoexistandgenerallyrecognizedasinherentinconstructionactivitiesofthetypeandcharacterastheWork, CompanyshallnotifyCustomerofsuchconditionspromptly, priortosignificantlydisturbingsame. IfsuchconditionsdiffermateriallyandcauseanincreaseinCompany'scostof, ortimerequiredfor, performanceofanypartoftheWork, Companyshallbeentitledto, andCustomershallconsentbyChangeOrderto, anequitableadjustmentintheContractPrice, contract time, or both.
14. Pre -ExistingConditions. Companyisnotliableforanyclaims, damages, losses, orexpenses, arisingfromorrelatedtoconditionsthatexistedin, on, orupontheWorksitebeforetheCommencementDateofthisAgreement ("Pre -ExistingConditions"), including, withoutlimitation, damages, losses, orexpensesinvolvingPre -ExistingConditions ofbuildingenvelopeissues, mechanicalissues, plumbingissues, and/orindoorairqualityissuesinvolvingmold/mouldand/orfungi. Companyalsoisnotliableforanyclaims, damages, losses, orexpenses, arisingfromorrelatedtoworkdonebyorservicesprovidedbyindividualsorentitiesthatarenotemployedbyorhiredbyCompany. 1 ? n N = Page 6 of 11 ©
2024 Trane Technologies. All Rights Reserved.
TEC„NoLOOZ Confidential and Proprietary Information of Trane U.S. Inc.. 8 15. AsbestosandHazardousMaterials. Company'sWorkandotherservicesinconnectionwiththisAgreementexpresslyexcludesanyidentification, abatement, cleanup, control, disposal, removal or other work connected with asbestos, polychlorinated biphenyl (" PCB"), or other hazardous materials ( hereinafter, collectively, " Hazardous Materials'). Customerwarrantsandrepresentsthat, exceptassetforthinawritingsignedbyCompany, therearenoHazardousMaterialsontheWorksitethatwillinanyway affectCompany'sWorkandCustomerhasdisclosedtoCompanytheexistenceandlocationofanyHazardousMaterialsinallareaswithin whichCompanywillbeperformingtheWork. ShouldCompanybecomeawareoforsuspectthepresenceofHazardousMaterials, CompanymayimmediatelystopworkintheaffectedareaandshallnotifyCustomer. Customerwillbeexclusivelyresponsiblefortakinganyandallactionnecessarytocorrecttheconditioninaccordancewithallapplicablelawsandregulations.
Customershallbeexclusivelyresponsibleforand, tothefullestextentpermittedbylaw, shallindemnifyandholdharmlessCompany (includingitsemployees, agentsand subcontractors) fromandagainstanyloss, claim, liability, fees, penalties, injury (includingdeath) orliabilityofanynature, andthepaymentthereofarisingoutoforrelatingto anyHazardousMaterialsonorabouttheWorksite, notbroughtontotheWorksitebyCompany. CompanyshallberequiredtoresumeperformanceoftheWorkintheaffectedareaonlyintheabsenceofHazardousMaterialsorwhentheaffectedareahasbeenrenderedharmless. InnoeventshallCompanybeobligatedtotransportorhandle HazardousMaterials, provideanynoticestoanygovernmentalagency, orexaminetheWorksiteforthepresenceofHazardousMaterials.
16. ForceMajeure. Company'sdutytoperformunderthisAgreementiscontingentuponthenon-occurrenceofanEventofForceMajeure. IfCompanyshallbeunableto carryoutanymaterialobligationunderthisAgreementduetoanEventofForceMajeure, thisAgreementshallatCompany'selection (i) remainineffectbutCompany'sobligationsshallbesuspendeduntiltheuncontrollableeventterminatesor (ii) beterminatedupon10days' noticetoCustomer, inwhicheventCustomershallpayCompanyfor allpartsoftheWorkfurnishedtothedateoftermination. An "EventofForceMajeure" shallmeananycauseoreventbeyondthecontrolofCompany. Withoutlimitingtheforegoing, "EventofForceMajeure" includes: actsofGod; actsofterrorism, warorthepublicenemy; flood; earthquake; tornado; storm; fire; civildisobedience; pandemicinsurrections; riots; labor/labourdisputes; labor/labourormaterialshortages; sabotage; restraintbycourtorderorpublicauthority (whethervalidorinvalid), andactionornon - actionbyorinabilitytoobtainorkeepinforcethenecessarygovernmentalauthorizations, permits, licenses, certificatesorapprovalsifnotcausedbyCompany; andtherequirementsofanyapplicablegovernmentinanymannerthatdivertseitherthematerialorthefinishedproducttothedirectorindirectbenefitofthegovernment.
17. Customer's Breach. EachofthefollowingeventsorconditionsshallconstituteabreachbyCustomerandshallgiveCompanytheright, withoutanelectionofremedies, toterminatethisAgreementorsuspendperformancebydeliveryofwrittennotice: (1) AnyfailurebyCustomertopayamountswhendue; or (2) anygeneralassignmentby Customerforthebenefitofitscreditors, orifCustomerbecomesbankruptorinsolventortakesthebenefitofanystatuteforbankruptorinsolventdebtors, ormakesorproposes tomakeanyproposalorarrangementwithcreditors, orifanystepsaretakenforthewindinguporotherterminationofCustomerortheliquidationofitsassets, orifatrustee, receiver, orsimilarpersonisappointedoveranyoftheassetsorinterestsofCustomer; (3) AnyrepresentationorwarrantyfurnishedbyCustomerinthisAgreementisfalseor misleadinginanymaterialrespectwhenmade; or (4) AnyfailurebyCustomertoperformorcomplywithanymaterialprovisionofthisAgreement. Customershallbeliableto CompanyforallWorkfurnishedtodateandalldamagessustainedbyCompany (includinglostprofitandoverhead)
18. Indemnity. Tothefullestextentpermittedbylaw, CompanyandCustomershallindemnify, defendandholdharmlesseachotherfromanyandallclaims, actions, costs, expenses, damagesandliabilities, includingreasonableattorneys' fees, resultingfromdeathorbodilyinjuryordamagetorealortangiblepersonalproperty, totheextentcaused bythenegligenceormisconductoftheirrespectiveemployeesorotherauthorizedagentsinconnectionwiththeiractivitieswithinthescopeofthisAgreement. Neitherpartyshallindemnifytheotheragainstclaims, damages, expensesorliabilitiestotheextentattributabletotheactsoromissionsoftheotherparty. Ifthepartiesarebothatfault, theobligationtoindemnifyshallbeproportionaltotheirrelativefault. Thedutytoindemnifywillcontinueinfullforceandeffect, notwithstandingtheexpirationorearlytermination hereof, withrespectto anyclaimsbasedonfactsorconditionsthatoccurredpriorto expirationortermination.
19. LimitationofLiability. NOTWITHSTANDINGANYTHINGTOTHECONTRARY, INNOEVENTSHALLCOMPANYBELIABLEFORANYSPECIAL, INCIDENTAL, INDIRECTCONSEQUENTIAL, ORPUNITIVEOREXEMPLARYDAMAGES (INCLUDINGWITHOUTLIMITATIONBUSINESSINTERRUPTION, LOSTDATA, LOST
REVENUE, LOSTPROFITS, LOSTDOLLARSAVINGS, ORLOSTENERGYUSESAVINGS, INCLUDINGCONTAMINANTSLIABILITIES, EVENIFAPARTYHASBEEN
ADVISEDOFSUCHPOSSIBLEDAMAGESORIFSAMEWEREREASONABLYFORESEEABLEANDREGARDLESSOFWHETHERTHECAUSEOFACTIONIS FRAMEDINCONTRACT, NEGLIGENCE, ANYOTHERTORT, WARRANTY, STRICTLIABILITY, ORPRODUCTLIABILITY). In noeventwill Company's liabilityin connectionwiththeprovisionofproductsorservicesorotherwiseunderthisAgreementexceedtheentireamountpaidtoCompanybyCustomerunderthis Agreement.
20. CONTAMINANTS LIABILITY
ThetransmissionofCOVID-19mayoccurinavarietyofwaysandcircumstances, manyoftheaspectsofwhicharecurrentlynotknown. HVACsystems, products, services andotherofferingshavenotbeentestedfortheireffectivenessinreducingthespreadofCOVID-19, includingthroughtheairinclosedenvironments. INNOEVENTWILLCOMPANYBELIABLEUNDERTHISAGREEMENTOROTHERWISEFORANYINDEMNIFICATION, ACTIONORCLAIM, WHETHERBASEDONWARRANTY, CONTRACT, TORTOROTHERWISE, FORANYBODILYINJURY (INCLUDINGDEATH), DAMAGETOPROPERTY, ORANYOTHERLIABILITIES, DAMAGESORCOSTSRELATEDTOCONTAMINANTS (INCLUCINGTHESPREAD, TRANSMISSION, MITIGATION, ELIMINATION, ORCONTAMINATIONTHEREOF) (COLLECTIVELY, CONTAMINANTLIABILITIES") ANDCUSTOMERHEREBYEXPRESSLYRELEASESCOMPANYFROMANYSUCHCONTAMINANTSLIABILITIES.
21. PatentIndemnity. CompanyshallprotectandindemnifyCustomerfromandagainstallclaims, damages, judgmentsandlossarisingfrominfringementorallegedinfringementofanyUnitedStatespatentbyanyofthegoodsmanufacturedbyCompanyanddeliveredhereunder, providedthatintheeventofsuitorthreatofsuitforpatentinfringement, Companyshallpromptlybenotifiedandgivenfullopportunitytonegotiateasettlement. CompanydoesnotwarrantagainstinfringementbyreasonofCustomer'sdesignofthearticlesortheusethereofincombinationwithothermaterialsorintheoperationofanyprocess. Intheeventoflitigation, Customeragreestoreasonablycooperate withCompany. InconnectionwithanyproceedingundertheprovisionsofthisSection, allpartiesconcernedshallbeentitledtoberepresentedbycounselattheirownexpense. 22. LimitedWarranty. Companywarrantsforaperiodof12monthsfromthedateofsubstantialcompletion ("WarrantyPeriod") commercialequipmentmanufacturedand installedbyCompanyagainstfailuredue todefectsinmaterialandmanufactureand thatthelabor/labourfurnishediswarrantedtohavebeenproperlyperformed (the "Limited Warranty"). TraneequipmentsoldonanuninstalledbasisiswarrantedinaccordancewithCompany'sstandardwarrantyforsuppliedequipment. Productmanufacturedby CompanythatincludesrequiredstartupandissoldinNorthAmericawillnotbewarrantedbyCompanyunlessCompanyperformstheproductstart-up. SubstantialcompletionshallbetheearlierofthedatethattheWorkissufficientlycompletesothattheWorkcanbeutilizedforitsintendeduseorthedatethatCustomerreceivesbeneficial useoftheWork. IfsuchdefectisdiscoveredwithintheWarrantyPeriod, Companywillcorrectthedefectorfurnishreplacementequipment (or, atitsoption, partstherefor) and, ifsaidequipmentwasinstalledpursuanthereto, labor/labourassociatedwiththereplacementofpartsorequipmentnotconformingtothisLimitedWarranty. Defectsmustbe reportedtoCompanywithintheWarrantyPeriod. ExclusionsfromthisLimitedWarrantyincludedamageorfailurearisingfrom: wearandtear; corrosion, erosion, deterioration; Customer'sfailuretofollowtheCompany -providedmaintenanceplan; refrigerantnotsuppliedbyCompany; andmodificationsmadebyotherstoCompany'sequipment.
Companyshallnotbeobligatedtopayforthecostoflostrefrigerant. Notwithstandingtheforegoing, allwarrantiesprovidedhereinterminateuponterminationorcancellationofthisAgreement. NowarrantyliabilitywhatsoevershallattachtoCompanyuntiltheWorkhasbeenpaidforinfullandthensaidliabilityshallbelimitedtothelesserof Company'scosttocorrectthedefectiveWorkand/orthepurchasepriceoftheequipmentshowntobedefective. Equipment, materialand/orpartsthatarenotmanufacturedbyCompany ("Third -PartyProduct(s)" arenotwarrantedbyCompanyandhavesuchwarrantiesasmaybeextendedbytherespectivemanufacturer. CUSTOMERUNDERSTANDSTHATCOMPANYISNOTTHEMANUFACTUREROFANYTHIRD -PARTYPRODUCT(S) ANDANYWARRANTIES, CLAIMS, STATEMENTS,
REPRESENTATIONS, ORSPECIFICATIONSARETHOSEOFTHETHIRD -PARTYMANUFACTURER, NOTCOMPANYANDCUSTOMERISNOTRELYINGONANY
WARRANTIES, CLAIMS, STATEMENTS, REPRESENTATIONS, ORSPECIFICATIONSREGARDINGTHETHIRD -PARTYPRODUCTTHATMAYBEPROVIDEDBY COMPANYORITSAFFILIATES, WHETHERORALORWRITTEN. THEWARRANTYANDLIABILITYSETFORTHINTHISAGREEMENTAREINLIEUOFALLOTHER
WARRANTIESANDLIABILITIES, WHETHERINCONTRACTORINNEGLIGENCE, EXPRESSORIMPLIED, INLAWORINFACT, INCLUDINGIMPLIEDWARRANTIES OFMERCHANTABILITYANDFITNESSFORAPARTICULARPURPOSEAND/OROTHERSARISINGFROMCOURSEOFDEALINGORTRADE. COMPANYMAKES NO REPRESENTATIONOR WARRANTY .OF ANY KIND, INCLUDINGWARRANTYOF MERCHANTABILITYOR FITNESSFORPARTICULARPURPOSE.
ADDITIONALLY, COMPANYMAKESNOREPRESENTATIONORWARRANTYOFANYKINDREGARDINGPREVENTING, ELIMINATING, REDUCINGORINHIBITING ANYMOLD, FUNGUS, BACTERIA, VIRUS, MICROBIALGROWTH, ORANYOTHERCONTAMINANTS (INCLUDINGCOVID-19ORANYSIMILARVIRUS) COLLECTIVELY, " CONTAMINANTS"), WHETHERINVOLVINGORIN CONNECTIONWITHEQUIPMENT, ANYCOMPONENTTHEREOF, SERVICESOROTHERWISE.
INNOEVENTSHALLCOMPANYHAVEANYLIABILITYFORTHEPREVENTION, ELIMINATION, REDUCTIONORINHIBITIONOFTHEGROWTHORSPREADOFSUCH
CONTAMINANTSINVOLVINGORINCONNECTIONWITHANYEQUIPMENT, THIRD -PARTYPRODUCT, ORANYCOMPONENTTHEREOF, SERVICESOROTHERWISE AND CUSTOMER HEREBY SPECIFICALLY ACKNOWLDGES AND AGREES THERETO.
23. Insurance. CompanyagreestomaintainthefollowinginsurancewhiletheWorkisbeingperformedwithlimitsnotlessthanshownbelowandwill, uponrequestfrom 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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TECHNOLOGIES Confidential and Proprietary Information of Trane U.S. Inc.. 9 IfCustomerhasrequestedtobenamedasanadditionalinsuredunderCompany's insurancepolicy, CompanywilldosobutonlysubjecttoCompany's manuscriptadditional insuredendorsementunderitsprimaryCommercialGeneralLiabilitypolicies. InnoeventdoesCompanywaiveits rightof subrogation.
24. CommencementofStatutoryLimitationPeriod. Exceptastowarrantyclaims, asmaybeapplicable, anyapplicablestatutesoflimitationforactsorfailurestoactshall commencetorun, andanyallegedcauseofactionstemmingtherefromshallbedeemedtohaveaccrued, inanyandalleventsnotlaterthanthelastdatethatCompanyorits subcontractors physically performed work on the project site.
25. General. Exceptasprovidedbelow, tothemaximumextentprovidedbylaw, thisAgreementismadeandshallbeinterpretedandenforcedinaccordancewiththelawsof thestateorprovinceinwhichtheWorkisperformed, withoutregardtochoiceoflawprincipleswhichmightotherwisecallfortheapplicationofadifferentstate's orprovince's law. AnydisputearisingunderorrelatingtothisAgreementthatisnotdisposedofbyagreementshallbedecidedbylitigationinacourtofcompetentjurisdictionlocatedinthestateorprovinceinwhichtheWorkisperformed. TotheextenttheWorksiteisownedand/oroperatedbyanyagencyoftheFederalGovernment, determinationofany substantiveissueoflawshallbeaccordingtotheFederalcommonlawofGovernmentcontractsasenunciatedandappliedbyFederaljudicialbodiesandboardsofcontract appealsof the FederalGovernment. This Agreementcontainsall of the agreements, representationsand understandingsof the partiesand supersedesall previous understandings, commitmentsor agreements, oralor written, relatedto thesubjectmatterhereof. ThisAgreementmaynotbe amended, modifiedorterminatedexceptby a writingsignedbythepartieshereto. NodocumentsshallbeincorporatedhereinbyreferenceexcepttotheextentCompanyisasignatorythereon. IfanytermorconditionofthisAgreementisinvalid, illegalorincapableofbeingenforcedbyanyruleoflaw, allothertermsandconditionsofthisAgreementwillneverthelessremaininfullforceand effectaslongastheeconomicorlegalsubstanceofthetransactioncontemplatedherebyisnotaffectedinamanneradversetoanypartyhereto. Customermaynotassign, transfer, orconveythisAgreement, oranyparthereof, oritsright, titleorinterestherein, withoutthewrittenconsentoftheCompany. Subjecttotheforegoing, thisAgreement shallbebindinguponandinuretothebenefitofCustomer'spermittedsuccessorsandassigns. ThisAgreementmaybeexecutedinseveralcounterparts, eachofwhichwhen executedshallbedeemedto beanoriginal, butalltogethershallconstitutebutoneandthesameAgreement. Afullyexecutedfacsimilecopyhereofortheseveralcounterparts shall suffice as an original.
26. FederalRequirements. ThePartiesshallcomplywithallUnitedStatesfederallaborlawobligationsunder29CFRpart471, appendixAtosubpartA. THEFOLLOWING PROVISIONS ARE INCORPORATED HEREIN BY REFERENCE: Executive Order 11701 and 41 CFR §§ 60- 250. 5( a), 60- 300. 5; Executive Order 11758 and 41 CFR § 60- 741.5(a); U.S. immigrationlaws, includingtheL-1VisaReformActof2004andtheH-1BVisaReformActof2004; andExecutiveOrder13496. ThePartiesshallabidebythe requirementsof 41 CFR60-300.5( a) and60-741.5(a). Theseregulationsprohibitdiscriminationagainstqualifiedindividualsbasedon their statusas protectedveteransor individualswithdisabilities. Moreover, theseregulationsrequirethatcoveredprimecontractorsandsubcontractorstakeaffirmativeactionto employandadvanceinemployment individualswithoutregardtoprotectedveteranstatusordisability. ThePartiescertifythattheydonotoperateanyprogramspromotingDEIthatviolateanyapplicableUnited Statesanti -discriminationlawsandacknowledgeand agreethattheir compliancewith all applicablefederalanti -discriminationlawsis materialto thefederalgovernment's paymentdecisions. ThePartiesacknowledgeandagreethattheiremployment, procurement, andcontractingpracticesshallnotconsiderrace, color, sex, sexualpreference, religion, or national origin in ways that violate United States federal civil rights laws.
27. U. S. Government Work.
ThefollowingprovisionappliesonlytodirectsalesbyCompanytotheUSGovernment. ThePartiesacknowledgethatallitemsorservicesorderedanddeliveredunderthisAgreementareCommercialItemsasdefinedunderPart12oftheFederalAcquisitionRegulation (FAR). Inparticular, CompanyagreestobeboundonlybythoseFederal contractingclausesthatapplyto "commercial" suppliersandthatarecontainedinFAR52.212-5(e)(1). Companycomplieswith52.219-8or52.219-9initsserviceandinstallation contracting business.
ThefollowingprovisionappliesonlytoindirectsalesbyCompanytotheUSGovernment. AsaCommercialItemSubcontractor, Companyacceptsonlythefollowing mandatoryflowdownprovisionsineffectasofthedateofthissubcontract: 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. IftheWorkis inconnectionwitha U.S. Governmentcontract, Customercertifiesthatit hasprovidedandwill providecurrent, accurate, andcomplete information, representationsandcertificationsto allgovernmentofficials, includingbutnotlimitedtothecontractingofficerandofficialsoftheSmallBusinessAdministration, on allmattersrelatedtotheprimecontract, includingbutnotlimitedtoallaspectsofitsownership, eligibility, andperformance. Anythinghereinnotwithstanding, Companywill havenoobligationstoCustomerunlessanduntilCustomerprovidesCompanywitha true, correctandcompleteexecutedcopyof theprimecontract. Uponrequest, Customer willprovidecopiestoCompanyofallrequestedwrittencommunicationswithanygovernmentofficialrelatedtotheprimecontractpriortoorconcurrentwiththeexecution thereof, includingbut notlimitedto anycommunicationsrelatedto Customer's ownership, eligibilityor performanceoftheprimecontract. Customerwillobtainwritten authorizationandapprovalfromCompanypriortoprovidinganygovernmentofficialanyinformationaboutCompany'sperformanceoftheworkthatisthesubjectoftheProposal or this Agreement, other than the Proposal or this Agreement.
28. LimitedWaiverofSovereignImmunity. IfCustomerisanIndiantribe (intheU.S.) oraFirstNationorBandCouncil (inCanada), Customer, whetheractinginitscapacity asagovernment, governmentalentity, adulyorganizedcorporateentityorotherwise, foritselfandforitsagents, successors, andassigns: (1) herebyprovidesthislimited waiverofitssovereignimmunityastoanydamages, claims, lawsuit, orcauseofaction (herein " Action") broughtagainstCustomerbyCompanyandarisingorallegedtoarise outofthefurnishingbyCompanyofanyproductorserviceunderthisAgreement, whethersuchActionisbasedincontract, tort, strictliability, civilliabilityoranyotherlegal theory; (2) agreesthatjurisdictionandvenueforanysuchActionshallbeproperandvalid (a) ifCustomerisintheU.S., inanystateorUnitedStatescourtlocatedinthestate inwhichCompanyisperformingthisAgreementor (b) ifCustomerisinCanada, inthesuperiorcourtoftheprovinceorterritoryinwhichtheworkwasperformed; (3) expressly consentstosuchAction, andwaivesanyobjectiontojurisdictionorvenue; (4) waivesanyrequirementofexhaustionoftribalcourtoradministrativeremediesforanyAction arisingoutoforrelatedtothisAgreement; and (5) expresslyacknowledgesandagreesthatCompanyisnotsubjecttothejurisdictionofCustomer'stribalcourtoranysimilar tribalforum, thatCustomerwill notbringanyactionagainstCompanyin tribalcourt, and thatCustomerwillnotavailitselfof anyrulingordirectionofthetribalcourtpermitting ordirectingittosuspenditspaymentorotherobligationsunderthisAgreement. TheindividualsigningonbehalfofCustomerwarrantsandrepresentsthatsuchindividualisdulyauthorizedtoprovidethiswaiverandenterintothisAgreementandthatthisAgreementconstitutesthevalidandlegallybindingobligationofCustomer, enforceablein accordance with its terms.
29. BuildingAutomationSystemsandNetworkSecurity. CustomerandTraneacknowledgethatBuildingAutomationSystem (BAS) andconnectednetworkssecurity requiresCustomerandTraneto maintaincertaincybersecurityobligations. Customeracknowledgesthatuponcompletionof installationandconfigurationoftheBAS, the CustomermaintainsownershipoftheBASandtheconnectednetworkequipment. Exceptforanyapplicablewarrantyobligations, Customerissolelyresponsibleforthe maintenanceandsecurityoftheBASandrelatednetworksandsystems. IntheeventthereisaserviceagreementbetweenTraneandCustomer, Tranewillprovidethe services as set forth in the service agreement.
InordertomaintainaminimumlevelofsecurityfortheBAS, associatednetworks, networkequipmentandsystems, Customer's cybersecurityresponsibilitiesincludewithout limitation:
1. Ensure that the BAS, networks, and network equipment are physically secure and not accessible to unauthorized personnel.
2. EnsuretheBASremainsbehindasecurefirewallandproperlysegmentedfromallothercustomernetworksandsystems, especiallythosewithsensitiveinformation.
3. Keepall InboundportsclosedtoanyIPAddressesintheBAS.
4. Remove all forwarded inbound ports and IP Addresses to the BAS.
5. Maintainuserlogincredentialsanduniquepasswords, includingthe useof strongpasswordsandtheremovalofaccessfor userswhonolongerrequireaccess.
6. Whereremoteaccessisdesired, utilizea securemethodsuchasTraneConnectSecureRemoteAccessoryourownVPN.
7. ForanyTraneservicesrequiringremotedatatransferand/orremoteuseraccess, configuretheBASandrelatedfirewall(s) perinstructionsprovidedbyTrane. This typically includes configuring Port 443 and associated firewall(s) for Outbound only.
8. Performregularsystemmaintenanceto ensurethatyourBASis properlysecured, includingregularsoftwareupdatesto yourBASandrelatednetworkequipment i. e., firewalls).
Anyandallclaims, actions, losses, expenses, costs, damages, orliabilitiesofanynatureduetoCustomer's failuretomaintainBASsecurityresponsibilitiesand/orindustry standards for cybersecurity are the sole responsibility of the Customer. 1- 26. 251- 10( 0225)
Supersedes 1- 26. 251- 10( 1024)
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TECHNOLOGIES Confidential and Proprietary Information of Trane U. S. Inc.. 10 1 . SECURITY ADDENDUM
ThisAddendumshallbe applicableto the sale, installationand useof Traneequipmentand the sale and provisionof Traneservices.
Trane" shallmeanTraneU.S. Inc. for salesandservicesin the UnitedStates, orTraneCanadaULCforsalesandservicesin Canada.
1. Definitions. AlltermsusedinthisAddendumshallhavethe meaningspecifiedin the Agreementunlessotherwisedefinedherein.
Forthe purposesof thisAddendum, thefollowingtermsaredefinedasfollows:
CustomerData" meansCustomeraccountinformationas relatedto theServicesonlyanddoesnotincludeHVACMachineDataor personaldata. Tranedoesnotrequire, norshallCustomerprovidepersonaldatato TraneundertheAgreement.
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.
HVACMachineData" meansdatageneratedandcollectedfromtheproductorfurnishedservicewithoutmanualentry. HVAC MachineDataisdatarelatingtothephysicalmeasurementsandoperatingconditionsofa HVACsystem, suchasbutnotlimitedto, temperatures, humidity, pressure, HVACequipmentstatus. HVACMachineDatadoesnotincludePersonalDataand, forthe purposesofthisagreement, thenamesofusersofTrane'scontrolsproductsorhostedapplicationsshallnotbePersonalData, if any such user chooses to use his/ her name( s) in the created accounts within the controls product ( e. g., firstname. lastname( daddress. com). HVACMachineData may be used by Trane: (a) to providebettersupportservicesand/or productstousersofitsproductsandservices; (b) toassesscompliancewithTranetermsandconditions; (c) forstatisticalorother analysisofthecollectivecharacteristicsandbehaviorsofproductandservicesusers; (d) to backupuserandotherdataorinformation and/or provideremotesupportand/or restoration; (e) to provideor undertake: engineeringanalysis; failureanalysis; warranty analysis; energyanalysis; predictiveanalysis; serviceanalysis; productusageanalysis; and/orotherdesirableanalysis, including, butnotlimitedto, historiesortrendsofanyoftheforegoing; and (f) tootherwiseunderstandandrespondtotheneedsof usersof the product or furnished service. " Personal Data" means data and/or information that is owned or controlled by Customer, and that namesor identifies; or is abouta natural person, suchas: (i) datathatis explicitlydefinedas a regulatedcategoryofdataunderany data privacy laws applicable to Customer; ( ii) non-publicpersonalinformation ("NPI") or personalinformation ("PI"), such as national identificationnumber, passportnumber, socialsecuritynumber, socialinsurancenumber, ordriver's licensenumber; (iii) healthor medicalinformation, suchas insuranceinformation, medicalprognosis, diagnosisinformation, or geneticinformation; (iv) financial information, suchas a policynumber, creditcardnumber, and/or bankaccountnumber; (v) personallyidentifyingtechnical information (whethertransmittedor storedin cookies, devices, or otherwise), suchas IPaddress, MACaddress, deviceidentifier, International Mobile Equipment Identifier (" IMEI"), or advertisingidentifier; (vi) biometricinformation; and/or (vii) sensitivepersonal data, such as, race, religion, marital status, disability, gender, sexual orientation, geolocation, or mother' s maiden name.
SecurityIncident" shallreferto (i) a compromiseof anynetwork, system, applicationor datainwhichCustomerDatahasbeen accessedoracquiredbyanunauthorizedthirdparty; (ii) anysituationwhereTranereasonablysuspectsthatsuchcompromisemay haveoccurred; or (iii) anyactualorreasonablysuspectedunauthorizedorillegalProcessing, loss, use, disclosureoracquisitionof or access to any Customer Data.
Services" shall have the meaning set forth in the Agreement.
2. HVACMachineData; Accessto CustomerExtranetandThirdPartySystems. If CustomergrantsTraneaccessto HVACMachine Dataviawebportalsorothernon-publicwebsitesorextranetservicesonCustomer's ora thirdparty'swebsiteorsystem (each, an Extranet"), Trane will comply with the following:
a. Accounts. Tranewill ensurethat Trane's personneluse only the Extranetaccount(s) designatedby Customerandwill requireTranepersonnelto keeptheiraccesscredentialsconfidential. b. Systems. Trane will access the Extranet only through computing or processing systems or applications running operating systemsmanagedbyTranethatinclude: (i) systemnetworkfirewalls; (ii) centralizedpatchmanagement; (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. AccountTermination. Tranewill terminatethe accountof eachof Trane's personnelin accordancewith Trane's standard practicesafteranyspecificTranepersonnelwhohasbeenauthorizedtoaccessanyExtranet (1) nolongerneedsaccess to HVACMachineDataor (2) nolongerqualifiesas Tranepersonnel (e.g., the individualleavesTrane's employment). e. Third PartySystems. Tranewill provideCustomerpriornoticebeforeit uses any third partysystemthat storesor may otherwisehaveaccessto HVACMachineData, unless (1) thedatais encryptedand (2) thethirdpartysystemwill nothave accessto thedecryptionkeyor unencrypted "plaintext" versionsof the HVACMachineData.
3. CustomerData; Confidentiality. Traneshallkeepconfidential, andshallnotaccessor useanyCustomerDataand informationthat ismarkedconfidentialorbyitsnatureisconsideredconfidential ("CustomerConfidentialInformation") otherthanforthepurposeof A N = Page 9 of 11 ©
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TECH NO LOG1ES Confidential and Proprietary Information of Trane U.S. Inc.. 11 providingtheEquipmentandServices, andwilldiscloseCustomerConfidentialInformationonly: (i) toTrane'semployeesandagents whohaveaneedtoknowtoperformtheServices, (ii) asexpresslypermittedorinstructedbyCustomer, or (iii) totheminimumextent requiredto complywithapplicablelaw, providedthatTrane (1) providesCustomerwithpromptwrittennoticepriorto anysuch disclosure, and (2) reasonably cooperate with Customer to limit or prevent such disclosure.
4. CustomerData: Compliancewith Laws. Traneagreesto complywith laws, regulationsgovernmentalrequirementsand industry standardsandpracticesrelatingtoTrane's processingofCustomerConfidentialInformation (collectively, "Laws").
5. CustomerData; InformationSecurityManagement. Traneagreesto establishand maintainan informationsecurityand privacy program, consistentwithapplicableHVACequipmentindustrypracticesthatcomplieswiththisAddendumandapplicableLaws Information Security Program"). The InformationSecurity Program shall include appropriate physical, technical and administrativesafeguards, includinganysafeguardsandcontrolsagreedbythePartiesinwriting, sufficientto protectCustomer systems, and Customer's ConfidentialInformationfrom unauthorizedaccess, destruction, use, modificationor disclosure. The InformationSecurityProgramshallincludeappropriate, ongoingtrainingandawarenessprogramsdesignedtoensurethatTrane's employeesand agents, and othersactingon Trane's, behalfare awareof and complywith the InformationSecurityProgram's policies, procedures, and protocols.
6. Monitoring. Traneshallmonitorand, at regularintervalsconsistentwith HVACequipmentindustrypractices, testandevaluatethe effectivenessofitsInformationSecurityProgram. TraneshallevaluateandpromptlyadjustitsInformationSecurityPrograminlight oftheresultsofthetestingandmonitoring, anymaterialchangestoitsoperationsorbusinessarrangements, oranyotherfactsor circumstancesthatTraneknowsorreasonablyshouldknowmayhavea materialimpactonthesecurityof CustomerConfidential Information, Customer systems and Customer property.
7. Audits. Customeracknowledgesand agreesthat the TraneSOC2auditreportwill be usedto satisfyany andall audit/inspection requests/requirementsbyoronbehalfofCustomer. TranewillmakeitsSOC2auditreportavailabletoCustomeruponrequestand with a signed nondisclosure agreement.
8. Information Security Contact. Trane's information security contact is Local Sales Office.
9. SecurityIncidentManagement. Traneshall notifyCustomerafter the confirmationof a SecurityIncidentthat affectsCustomer ConfidentialInformation, CustomersystemsandCustomerproperty. Thewrittennoticeshallsummarizethe natureandscopeof the SecurityIncidentandthecorrectiveactionalreadytakenor planned.
10. ThreatandVulnerabilityManagement. Traneregularlyperformsvulnerabilityscansandaddressesdetectedvulnerabilitiesona risk basis. Periodically, Traneengagesthird -partiestoperformnetworkvulnerabilityassessmentsandpenetrationtesting. Vulnerabilities will be reported in accordance with Trane's cybersecurity vulnerability reported process. Trane periodically provides security updates and software upgrades.
11. Security TraininqandAwareness. Newemployeesare requiredto completesecuritytrainingas partof the new hireprocessand receiveannualandtargetedtraining (as neededandappropriateto theirrole) thereafterto helpmaintaincompliancewith Security Policies, aswellasothercorporatepolicies, suchastheTraneCodeofConduct. ThisincludesrequiringTraneemployeestoannually re -acknowledge the Code of Conduct and other Trane policies as appropriate. Trane conducts periodic security awareness campaignsto educatepersonnelabouttheirresponsibilitiesandprovideguidanceto createandmaintaina secureworkplace.
12. SecureDisposalPolicies. Tranewill maintainpolicies, processes, andproceduresregardingthe disposalof tangibleandintangible propertycontainingCustomerConfidentialInformationsothatwhereverpossible, CustomerConfidentialInformationcannotbe practicably read or reconstructed.
13. LogicalAccessControls. Traneemploysinternalmonitoringandloggingtechnologyto helpdetectandpreventunauthorizedaccess attemptstoTrane's corporatenetworksandproductionsystems. Trane's monitoringincludesa reviewof changesaffectingsystems' handlingauthentication, authorization, andauditing, andprivilegedaccesstoTraneproductionsystems. Traneusestheprincipleof leastprivilege" (meaningaccessdeniedunlessspecificallygranted) for accessto customerdata.
14. Contingency Planning/Disaster Recovery. Trane will implement policies and procedures required to respond to an emergency or otheroccurrence (i.e. fire, vandalism, systemfailure, naturaldisaster) thatcoulddamageCustomerDataoranysystemthat contains Customer Data. Procedures include the following
i) Data backups; and
ii) Formal disaster recovery plan. Such disaster recovery plan is tested at least annually.
15. Returnof CustomerData. IfTraneis responsiblefor storingor receivingCustomerData, Traneshall, at Customer's solediscretion, deliverCustomerDatato Customerin itspreferredformatwithina commerciallyreasonableperiodoftimefollowingtheexpirationor earlier termination of the Agreement or, such earlier time as Customer requests, securely destroy or render unreadable or 1 ? A N = Page 10 of 11 ©
2024 Trane Technologies. All Rights Reserved.
TECHNOLOGIES Confidential and Proprietary Information of Trane U.S. Inc.. 12 undecipherableeachandeveryoriginalandcopyineverymediaofallCustomer's DatainTrane's possession, custodyorcontrolno laterthan [90 days] afterreceiptof Customer's writteninstructionsdirectingTraneto deletethe CustomerData.
16. BackgroundChecksTraneshalltakereasonablestepsto ensurethe reliabilityof its employeesor otherpersonnelhavingaccessto theCustomerData, includingtheconductingofappropriatebackgroundand/orverificationchecksinaccordancewithTranepolicies.
17. DISCLAIMEROFWARRANTIES. EXCEPTFORANYAPPLICABLEWARRANTIESINTHEAGREEMENT, THESERVICESARE PROVIDED " AS IS", WITH ALL FAULTS, AND THE ENTIRERISK AS TO SATISFACTORYQUALITY, PERFORMANCE, ACCURACYANDEFFORTASTO SUCHSERVICESSHALLBEWITHCUSTOMER. TRANEDISCLAIMSANYANDALLOTHER
EXPRESSORIMPLIEDREPRESENTATIONSANDWARRANTIESWITHRESPECTTOTHESERVICESANDTHESERVICES
PROVIDEDHEREUNDER, INCLUDINGANY EXPRESSOR IMPLIEDWARRANTYOF MERCHANTABILITY, FITNESSFORA
PARTICULAR PURPOSE, OR THAT THE SERVICES WILL OPERATE ERROR -FREE OR UNINTERRUPTEDOR RETURN/RESPONSE TO INQUIRIES WITHIN ANY SPECIFIC PERIOD OF TIME.
October 2024
Supersedes: November 2023v2
1 n N - Page 11 of 11 ©
2024 1 rane lechnologies. All Rights Reserved.
TEC HNC , 001 IS Confidential and Proprietary Information of Trane U.S. Inc.. 13 TO THE CITY COUNCIL
DATE: April 8, 2025
FROM: Carlos Zamano, City Manager
REVIEWED BY: Octavio Duran Jr., PublicWorksDirector/CityEngineer O® PREPARED BY: Lucia Mendez, Assistant Engineer/ -A
SUBJECT: Construction and Construction Management Services Contract Award — 9th Street Transit Stops, Sidewalk, and Bikeway Improvements (Project No. swk19001)
RECOMMENDATION: It is recommended that the City Council:
Award the construction contract for Bid No. 2024-07 9th Street Transit Stops, Sidewalk, and BikewayImprovementsProjectto the responsiblelow bidder, GJ Gentry General Engineering Inc., in the amount of $ 744, 131. 00;
2. Approve the proposal from TKE Engineering, Inc. ( TKE) to provide construction management and inspection services (CM Services) in the amount of $94,703;
3. Approve a budget adjustment to use up to $ 567, 000 from the Measure I fund balance ( Acct# 017- 2100) to be expended from the Traffic Improvements Account Acct # 017- 8350- 6550)
4. Approve a budget adjustment to the TDA Article III expenditure account # 005- 8320- 6545 and to the revenue account # 008- 8320- 7205 to include $ 430, 700.
FISCALIMPACT: Thisprojectis includedintheCity's adoptedCapitalImprovementProgram CIP) FY 2022/2023-2026/2027 and is funded by SBCTA TDA Article III Grant and Measure I Pass -Through funds. Construction funding was not available at the time and funding was identifiedfor the design phase only. On November14, 2023, the City Council adopted Resolution No 2023-049 which recognized additional grant funding received for the project through SBCTA. The total fee needed for construction management and the construction contract, including a 10% construction contingency is $ 913, 247.
Approved Motion Second
Denied Ayes
Continued Noes
Tabled Abstain
Absent
City Cl
Agenda Item No.
File No.
zle-
City Manager
1 Staff is recommending the approval to use up to $ 567, 000 in Measure I and $ 430, 700 TDA Article III funds to recognize the new grant in the CIP and to complete the project.
Project Construction costs are as follows:
Design/ Project Delivery Costs: $ 84, 453
Construction Management: $ 94, 703
Construction Contract: $ 744, 131
Construction Contingency ( 10%): $ 74, 413
Total: $ 997, 700
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: Project No. swk19001 consists of widening of approximate '/ mile of roadwayonthesouthsideof9thStreetbetweenEucalyptusDriveandVictoriaAvenue, which includesconstructionof newpavement, curbandgutter, sidewalk, driveapproaches, and modification to existing bike lanes and street signage.
Design services for the Project was provided by TKE Engineering. Project plans and specificationsweresubstantiallycompleted, buttheProjectwasplacedonholdduetoright-of- wayrestrictionswiththeprivatepropertyownersat263779thStreet. OnMay14, 20204, the CityCounciladoptedResolutionsNo. 2024-014establishinganecessityforacquisition. During the eminentdomainprocess, ajudgementincondemnationwasreceivedonJanuary10, 2025, andamonetarycompensationof $4, 350wasmadetothepropertyowner fora522squarefoot permanentroadwayeasement. Theprojectthenproceededto beadvertisedonFebruary27, 2025, following formal bidding procedures.
Construction Contract
Five ( 5) bids were received and opened on March 25, 2025 with the following results:
Bidder Total Bid
1. GJ Gentry General Engineering Inc. 744, 131. 00
2. Van Engineering 837, 170. 30
3. DM Contracting, Inc. 855, 659. 20
4. Onyx Paving Company, Inc. 1, 489, 000. 00
5. S& H Civilworks 737, 705. 00*
Non - responsive bid
The lowest bid received was from S&H Civilworks, of Colton, California in the amount of $737,705, however, their bid has been deemed to be non -responsive as their bid proposalhadtwo incomplete signatures. As a result, GJ Gentry GeneralEngineeringInc. of Colton, Californiais the lowest responsiblebidderwith a bidof $744,131. Duringthe bidanalysisstaffobservedmatherrorsfrom GJGentryGeneralEngineeringInc., S&HCivilworks, andVanEngineering. Thecorrectedamount is reflectedin the abovebidsummary. Engineer's Estimateof constructioncostis $850, 00. 00. 2 Ifthis contract is awarded, Engineering Staffwill provide projectadministrationand oversight. A task orderwasawardedto TKEEngineeringintheamountof $94,703forconstructionmanagementand inspection services, which includes monitoring compliance with contract documents, including temporary construction traffic control, preparation of monthly payment reports, and various administrativeactivities relatedto the project. Constructionis estimatedto begin May 2024 immediately after the award, with anticipated completion by July 2025.
TheprojectwasevaluatedinaccordancewiththeCaliforniaEnvironmentalQualityAct (CEQA) and is categorically exempt under section 15301.
Attachments: Vicinity Map
TKE Engineering CM Services Proposal
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NGINE
March 28, 2025
Octavio Duran, P. E.
CITY OF HIGHLAND
27215 Base Line
Highland, California 92346
T K E ENGINEERING, I NC.
Subject: 9th Street Transit Stops, Sidewalk and Bikeway Improvements Project Construction Management and Inspection Services
Dear Mr. Duran:
Thankyou for the opportunity to provide professionalconstruction managementand inspection services for the 9th Street Transit Stops, Sidewalk and Bikeway Improvements 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 awardedto a construction contractor for a contract time periodof 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
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 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 i) 6 8 0- 0 4 4 0 - F a x ( 9 5 i) 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
9th Street Transit Stops, Sidewalk and Bikeway Improvements Project - Construction Management and Inspection Services
March 28, 2025 Page 2 of 7
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. TKEwill provide a log for reportsand certifications and notify the City upon any irregularities.
TKEwill performverificationof laborcompliancefor the projectwith eachpayment 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 ( Responses to BFI' s and RFC' s and other correspondence)
Certified Payroll Records
Change Orders
Progress Payments
Materials Testing Reports/ Correspondence
Monument Tie Records
Inspection Field Reports/ Accident Reports
Photo Logs
Utility/ Agency Correspondence
Public Correspondence
Operations and Maintenance Manuals
6 Mr. Octavio Duran, P. E., City of Highland
9th Street Transit Stops, Sidewalk and Bikeway Improvements Project - Construction Management and Inspection Services
March 28, 2025 Page 3 of 7
Project Closeout Records
Deliverables: E- File of All of the Above
Task No. 4 - Construction Meetings
TKE will be in constant communication with City staff during the projects entirety to ensure that the projects are running smoothly and in accordancewith 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:
CityMeetings-TKEwill meetwith Citystaffasrequiredto keepstafffully apprisedas 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, paymentquantitiesdiscussion, andanysafetydeficienciesobserved.
Utilities/Agency Meetings -as mentioned above, TKEwill 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 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 7 Mr. Octavio Duran, P. E., City of Highland
9th Street Transit Stops, Sidewalk and Bikeway Improvements Project - Construction Management and Inspection Services
March 28, 2025 Page 4 of 7
consider in determining its resolution. TKE will seek appropriate comments from anyone impacted by the changedconditionsand 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 proceduresprior to direction beinggiven to the Contractor, includingthe 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, quantitiesusedon the projectswill be trackedto 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.
RegardingRFC's, we will reviewanychangeorder requestreceivedto determineif said request is warranted. If the change order request is not warranted, we will reject it in writing; prior to sendingrejection 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 receiveCity staff's approval prior to preparing and processingthe 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. Oncean issueis identified, TKEworksdiligentlyto resolveit astimelyas possible. The weekly meetings will also be used to avoid or resolve these disputes.
Deliverables: Change Orders, Budget Reports, Staff Report Task No. 6 — Pay Requests
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 8 Mr. Octavio Duran, P. E., City of Highland
9th Street Transit Stops, Sidewalk and Bikeway Improvements Project - Construction Management and Inspection Services
March 28, 2025 Page 5 of 7
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 acceptancetesting on materials proposedfor 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 professionalengineer identifying any non -complying materials used on the project.
Deliverables: Reports and Certification Memorandum
Task No. 8 - Construction Inspection
TKEwill provide daily construction inspection and reporting, to verify that the projects are progressing in compliance with the contract documents. We will require strict compliance with the contract documents for all construction activities. We already possess the measuring devices and testing equipment normally required for inspecting public works construction projects. Our construction inspection personnel are experienced and knowledgeable in the operation of said devices and equipment, as well as the associated safety equipment.
All materials will be reviewed against approved material submittals as they arrive on - site. Batch tickets or weigh certificates will be collected upon material arrival.
Our Construction Inspector will verify SWPPP and safety provisions have been implemented at the start of each work day, at the construction site. Any deviations will be documented. All system service interruptions, connections and abandonments will be coordinated with staff. In addition, he will coordinate and schedule materials testing and survey requirementswith appropriateparties to ensurethere is no delay to the project construction and to minimize costly down periods for anyone onsite.
Wewill digitally photographthe activities and maintain copiesin 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 9 Mr. Octavio Duran, P. E., City of Highland
9th Street Transit Stops, Sidewalk and Bikeway Improvements Project - Construction Management and Inspection Services
March 28, 2025 Page 6 of 7
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.
Oncethe projects have beencompleted, we will provide the City with a completeset 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 - Project Close - Out
After project construction is essentially complete, we together with City staff, if desired, will field review the projects and prepare a construction deficiencies list punch list) of items requiring remedial work. After all deficiencies are corrected, our Construction Manager will prepare a letter, recommending acceptance of the projects.
Once the remedial work is completed, TKE will review and process the final project invoice for each separate project.
TKE will assist the City to identify, track and monitor the completion of warranty work prior to the construction completion date. We will obtain lien waivers, bonds, guarantees, warranties, if required, and other documents required by the Contract Documents for final Contract Closeout.
In addition, we will preparethe Noticeof SubstantialCompletionto establishthe 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. 10 Mr. Octavio Duran, P. E., City of Highland
9th Street Transit Stops, Sidewalk and Bikeway Improvements Project - Construction Management and Inspection Services
March 28, 2025 Page 7 of 7
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 scopeof service describedabove 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 proposalto 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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STAFF REPORT
TO THE CITY COUNCIL
DATE: April 8, 2025
FROM: Carlos Zamano, City Manager
REVIEWED BY: Lawrence A. Mainez, Community Development Director Alondra Munoz, City Clerk
PREPARED BY: Camille Duarte, Administrative Assistant III SUBJECT: Appoint one ( 1) Member of the Public to the Community Trails Committee
RECOMMENDATION: Staff recommends the City Council appoint one ( 1) member of the public to the Community Trails Committee.
PUBLIC NOTICE: No public hearing notice is required. The agenda for this item was posted at the three locations per Resolution No. 2011-047 and on the City' s website.
BACKGROUND: On June 11, 2024, the City Council declared one (1) seat vacant andpostedthatvacancyinaccordancewiththeMaddyAct. PursuanttoChapter2.32.020of the Highland Municipal Code, the Community Trails Committee shall consist of five members appointedbythe CityCouncilandshallservewithoutcompensation. Eachmemberof the Committeeshall serve a two-year term of office and havea demonstratedknowledgeand interest in one or more of the following: equestrian activities, bicycling, hiking, nature studies, or landscape/ open space design. One ( 1) application has been submitted for consideration.
Therefore, it would be appropriate for the City Council to appoint one ( 1) individual to the Community Trails Committee.
Attachment: 1. Public Service Application
Motion
Ayes
Noes
Fabled Abstain
Absent
ACFW_,
City Clerk
Second Agenda Item No.
File No.
y Manager
1 ATTACHMENT 1
Public Service Application
2 MAR2 4 2025 For Office Use Only:
CITY OF HIGHLAND Expires:
PUBLIC SERVICE APPLICATION
Appointees must be residentswithin the corporatecity limits of the City of Highland, serve without compensation, submit a Statementof EconomicInterestsForm 700 and completean ethicstrainingcoursepursuantto AB 1234.
BOARD/COMMISSION/COMMITTEE YOU ARE APPLYING FOR:
X CommunityTrailsCommittee (seeattachedrolesandresponsibilities) Historic and Cultural Preservation Board (see attached roles and responsibilities) PlanningCommission (seeattachedrolesandresponsibilities) PERSONAL INFORMATION:
Name: — ),I Ay - se n
Address: 31 oyol G3, vf*) l3 ati : t a< 4 CA 9a", 4 CQ
Howlong haveyou residedin Highland?
Home phone:
Work phone: qQC- 1 - qSy • 13100-L-
Cellphone: 9 O9 ' q ( Q' ' ay a91
Email address: L° , e4" c-, c r. c ' ww-)
Occupation/ Employer: : tcR' 0M' C-j' a-)
I CLL42E CAg-a Q ` "' fac'—
Employer address: - 1 a O' f "'` C` 9,2'""` L, Ga
Positionheld: Available
for meetings: Daytime XEvenings Both Public
Service ApplicationSeptember
2020 Page
1 of5
3 INTEREST IN THE POSITION:
Whatare yourprincipalareasof interestin yourCityGovernment? 1 C) 3 tt/ V\'E' 1 n L4 4S y1 ,.. JLlln. , k " Tln C;- , " Y01vi A, WSS,1ilnC
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Education, trainingorspecialknowledgewhichmightberelevanttothisappointment:
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5. r, t-,.. r•. —- , sue„ .., , il Cdu aL f - 1
Employment, membershipin serviceor communityorganizationsor volunteerwork which might be relevant to this appointment:
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e ,' c oy y tiT V''" i ( 7rv ecra,? yrd( WdJ t- e-x cnnwKe v ti3 BLr\ n
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Service ApplicationSeptember
2020 Page
2 of 5
4 Haveyou been, or areyou now, a memberof a governmentalboard, commissionor committee? Yes -
YNo
If so, pleaselist the nameanddatesserved:
REMARKS:
Pleaseindicateany furtherinformationyou wish to add regardingyourdesired appointment (use other side of paper if needed).
1 av A l wa%
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SIGNATURE:
DATE: 5
ff""" Check box to confirm you have read the attached roles and responsibilities related to the committee, board or commission you are applying for.
Whenyouhavecompletedthisapplication, pleasesubmitto:
CITY CLERK
CITY OF HIGHLAND
27215 BASE LINE
HIGHLAND, CA 92346
909) 864- 6861, EXT. 226
Thisapplicationwill be kepton file for a periodof oneyearfrom thedatesigned.
Public Service Application
September 2020
5 STAFF REPORT
TO THE CITY COUNCIL
DATE: April 8, 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
Second Agenda Item No.
File No.
City Manager
1 STAFF REPORT
TO THE CITY COUNCIL
DATE: April 8, 2025
FROM: Carlos Zamano, City Manager
PREPARED BY: Alondra Munoz, City Clerk
SUBJECT: Council Member Comments
Agency/Committee/AB1234Reports, DistrictUpdates, etc.)
RECOMMENDATION: Discussion and possible action.
Approved Motion Second
Denied Ayes
Continued Noes
Tabled Abstain
Absent
Agenda Item No.
File No
City I rk Cit anager
1