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L. ASTM C109/C109M - Standard Test Method for Compressive Strength of Hydraulic Cement Mortars (Using 50 mm [2 in.] Cube Specimens); 2024.
M. ASTM C143/C143M - Standard Test Method for Slump of Hydraulic -Cement Concrete; 2020.
N. ASTM C150/C150M - Standard Specification for Portland Cement; 2024.
O. ASTM C260/C260M - Standard Specification for Air -Entraining Admixtures for Concrete; 2024.
P. ASTM C494/C494M - Standard Specification for Chemical Admixtures for Concrete; 2024.
Q. ASTM C618 - Standard Specification for Coal Ash and Raw or Calcined Natural Pozzolan for Use in Concrete; 2025a.
R. ASTM C827/C827M - Standard Test Method for Change in Height at Early Ages of Cylindrical Specimens of Cementitious Mixtures; 2023.
S. ASTM C881/C881M - Standard Specification for Epoxy -Resin -Base Bonding Systems for Concrete; 2020a.
T. ASTM C989/C989M - Standard Specification for Slag Cement for Use in Concrete and Mortars; 2025.
U. ASTM C1107/C1107M - Standard Specification for Packaged Dry, Hydraulic -Cement Grout (Nonshrink); 2020.
V. ASTM C1240 - Standard Specification for Silica Fume Used in Cementitious Mixtures; 2020.
W. ASTM C1602/C1602M - Standard Specification for Mixing Water Used in the Production of Hydraulic Cement Concrete; 2022.
X. ASTM D1751 - Standard Specification for Preformed Expansion Joint Filler for Concrete Paving and Structural Construction (Nonextruding and Resilient Asphalt Types); 2023.
Y. ASTM E1155/E1155M - Standard Test Method for Determining FF Floor Flatness and FL Floor Levelness Numbers; 2023.
Z. ASTM E1643 - Standard Practice for Selection, Design, Installation, and Inspection of Water Vapor Retarders Used in Contact with Earth or Granular Fill Under Concrete Slabs; 2024.
AA. ICRI 310.2R - Selecting and Specifying Concrete Surface Preparation for Sealers, Coatings, Polymer Overlays, and Concrete Repair; 2013.
1.04 SUBMITTALS
A. See Section 01 33 00 for submittal procedures.
B. Product Data: Submit manufacturers' data on manufactured products showing compliance with specified requirements and installation instructions.
C. Mix Design: Submit proposed concrete mix design for each class of concrete.
1. Indicate proposed mix design complies with requirements of ACI SPEC -301, Section 4 - Concrete Mixtures.
2. Indicate proposed mix design complies with requirements of ACI CODE -318, Chapter 5 - Concrete Quality, Mixing and Placing.
3. Indicate proposed mix design complies with admixture manufacturer's written recommendations.
4. Indicate proposed mix design complies with expansive component manufacturer's written recommendations.
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D. Test Reports: Submit report for each test or series of tests specified.
E. Manufacturer's Installation Instructions: For concrete accessories, indicate installation procedures and interface required with adjacent construction.
F. Project Record Documents: Accurately record actual locations of embedded utilities and components that will be concealed from view upon completion of concrete work.
1.05 QUALITY ASSURANCE
A. Perform work of this section in accordance with ACI SPEC -301 and ACI CODE -318.
1. Maintain one copy of each document on site.
B. Follow recommendations of ACI PRC-305 when concreting during hot weather.
C. Follow recommendations of ACI PRC-306 when concreting during cold weather.
PART 2 PRODUCTS
2.01 FORMWORK
A. Comply with requirements of Section 03 10 00.
2.02 REINFORCEMENT MATERIALS
A. Comply with requirements of Section 03 20 00.
2.03 CONCRETE MATERIALS
A. Cement: ASTM C150/C150M, Type V - Sulfate Resistant Portland type.
B. Fine and Coarse Aggregates: ASTM C33/C33M.
C. Fly Ash: ASTM C618, Class C or F.
D. Ground Granulated Blast Furnace Slag: ASTM C989/C989M.
E. Silica Fume: ASTM C1240, proportioned in accordance with ACI PRC-211.1.
F. Water: ASTM C1602/C1602M; clean, potable, and not detrimental to concrete.
2.04 ADMIXTURES
A. Chemical Admixture:
B. Do not use chemicals that will result in soluble chloride ions in excess of 0.1 percent by weight of cement.
C. Air Entrainment Admixture: ASTM C260/C260M.
D. High Range Water Reducing and Retarding Admixture: ASTM C494/C494M Type G.
E. High Range Water Reducing Admixture: ASTM C494/C494M Type F.
F. Water Reducing and Accelerating Admixture: ASTM C494/C494M Type E.
G. Water Reducing and Retarding Admixture: ASTM C494/C494M Type D.
H. Water Reducing Admixture: ASTM C494/C494M Type A.
Waterproofing Admixture: Admixture formulated to reduce permeability to liquid water, with no adverse effect on concrete properties.
1. Products:
a. Xypex Chemical Corporation; Xypex Admix C-500/C-
500NF: www.xypex.com/#sle .
b. Substitutions: See Section 01 60 00 - Product Requirements.
2.05 ACCESSORY MATERIALS
A. Non -Shrink Cementitious Grout: Premixed compound consisting of nonmetallic aggregate, cement, water reducing and plasticizing agents.
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1. Grout: Comply with ASTM C1107/C1107M.
2. Height Change, Plastic State; when tested in accordance with ASTM C827/C827M:
a. Maximum: Plus 4 percent.
b. Minimum: Plus 1 percent.
3. Minimum Compressive Strength at 48 Hours, ASTM C109/C109M: 2,000 pounds per square inch (13.7 MPa).
4. Minimum Compressive Strength at 28 Days, ASTM C109/C109M: 7,000 pounds per square inch (48 MPa).
5. Products containing aluminum powder are not permitted.
2.06 BONDING AND JOINTING PRODUCTS
A. Epoxy Bonding System:
1. Complying with ASTM C881/C881 M and of Type required for specific application.
2. Products:
a. Euclid Chemical Company; DURALFLEX
GEL: www.euclidchemical.com/#sle .
b. Substitutions: See Section 01 60 00 - Product Requirements.
B. Slab Isolation Joint Filler: 1/2 -inch (13 mm) thick, height equal to slab thickness, with removable top section forming 1/2 -inch (13 mm) deep sealant pocket after removal.
1. Material: ASTM D1751, cellulose fiber.
2. Products:
a. W. R. Meadows, Inc; X -Foam: www.wrmeadows.com/#sle . b. Substitutions: See Section 01 60 00 - Product Requirements.
2.07 CURING MATERIALS
A. Evaporation Reducer: Liquid thin -film -forming compound that reduces rapid moisture loss caused by high temperature, low humidity, and high winds; intended for application immediately after concrete placement.
1. Products:
a. Euclid Chemical Company ; EUCOBAR: www.euclidchemical.com/#sle . b. Substitutions: See Section 01 60 00 - Product Requirements.
B. Curing Compound, Naturally Dissipating: Clear, water -based, liquid membrane -forming compound; complying with ASTM C309.
1. Products:
a. W. R. Meadows, Inc; 1100: www.wrmeadows.com/#sle .
b. Substitutions: See Section 01 60 00 - Product Requirements.
2.08 CONCRETE MIX DESIGN
A. Proportioning Normal Weight Concrete: Comply with ACI PRC-211A recommendations.
B. Admixtures: Add acceptable admixtures as recommended in ACI PRC-211.1 and at rates recommended or required by manufacturer.
C. Normal Weight Concrete:
1. Compressive Strength, when tested in accordance with ASTM C39/C39M at 28 days: as noted in project drawings. Cementious materials as noted in project drawings.
2. Fly Ash Content: Maximum 15 percent of cementitious materials by weight.
3. Silica Fume Content: as noted in project drawings.
4. Water -Cement Ratio: as noted in project drawingst.
5. Maximum Slump: 4 inches (100 mm).
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6. Maximum Aggregate Size: 1 inch (26 mm).
2.09 MIXING
A. Transit Mixers: Comply with ASTM C94/C94M.
B. Adding Water: If concrete arrives on -site with slump less than suitable for placement, do not add water that exceeds the maximum water -cement ratio or exceeds the maximum permissible slump.
PART 3 EXECUTION
3.01 EXAMINATION
A. Verify lines, levels, and dimensions before proceeding with work of this section.
3.02 PREPARATION
A. Verify that forms are clean and free of rust before applying release agent.
B. Coordinate placement of embedded items with erection of concrete formwork and placement of form accessories.
C. Prepare existing concrete surfaces to be repaired according to ICRI 310.2R.
D. Where new concrete is to be bonded to previously placed concrete, prepare existing surface by cleaning and applying bonding agent in according to bonding agent manufacturer's instructions.
1. Use epoxy bonding system for bonding to damp surfaces, for structural load - bearing applications, and where curing under humid conditions is required.
E. Where new concrete with integral waterproofing is to be bonded to previously placed concrete, prepare surfaces to be treated in accordance with waterproofing manufacturer's instructions. Saturate cold joint surface with clean water, and remove excess water before application of coat of waterproofing admixture slurry. Apply slurry coat uniformly with semi -stiff bristle brush at rate recommended by waterproofing manufacturer.
F. Interior Slabs on Grade: Install vapor retarder under interior slabs on grade. Comply with ASTM E1643. Lap joints minimum per vapor retarder manufacturer. Seal joints, seams and penetrations watertight with manufacturer's recommended products and follow manufacturer's written instructions. Repair damaged vapor retarder before covering.
3.03 PLACING CONCRETE
A. Place concrete in accordance with ACI PRC-304.
B. Place concrete for floor slabs in accordance with ACI PRC-302.1.
C. Notify Engineer and Owner not less than 48 hours prior to commencement of placement operations.
D. Maintain records of concrete placement. Record date, location, quantity, air temperature, and test samples taken.
E. Ensure reinforcement, inserts, waterstops, embedded parts, and formed construction joint devices will not be disturbed during concrete placement.
F. Place concrete continuously without construction (cold) joints; where construction joints are necessary, before next placement prepare joint surface by removing laitance and exposing the sand and sound surface mortar, by sandblasting or high-pressure water jetting.
G. Finish floors level and flat, unless otherwise indicated, within the tolerances specified below.
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3.04 SLAB JOINTING
A. Locate joints as indicated on drawings.
B. Anchor joint fillers and devices to prevent movement during concrete placement.
C. Isolation Joints: Use preformed joint filler with removable top section for joint sealant, total height equal to thickness of slab, set flush with top of slab.
D. Saw Cut Contraction Joints: Saw cut joints before concrete begins to cool, within 4 to 12 hours after placing; use 3/16 inch (5 mm) thick blade and cut as noted on project drawings.
3.05 FLOOR FLATNESS AND LEVELNESS TOLERANCES
A. An independent testing agency, as specified in Section 01 40 00, will inspect finished slabs for compliance with specified tolerances.
B. Minimum F(F) Floor Flatness and F(L) Floor Levelness Values:
1. Exposed to View and Foot Traffic: F(F) of 20; F(L) of 15, on -grade only.
C. Measure F(F) Floor Flatness and F(L) Floor Levelness in accordance with ASTM E1155/E1155M, within 48 hours after slab installation; report both composite overall values and local values for each measured section.
D. Correct the slab surface if composite overall value is less than specified and if local value is less than two-thirds of specified value or less than F(F) 13/F(L) 10.
E. Correct defects by grinding or by removal and replacement of the defective work. Areas requiring corrective work will be identified. Re -measure corrected areas by the same process.
3.06 CONCRETE FINISHING
A. Repair surface defects, including tie holes, immediately after removing formwork.
B. Unexposed Form Finish: Rub down or chip off fins or other raised areas 1/4 inch (6 mm) or more in height.
C. Exposed Form Finish: Rub down or chip off and smooth fins or other raised areas 1/4 inch (6 mm) or more in height. Provide finish as follows:
1. Smooth Rubbed Finish: Wet concrete and rub with carborundum brick or other abrasive, not more than 24 hours after form removal.
D. Concrete Slabs: Finish to requirements of ACI PRC-302.1 and as follows:
1. Surfaces to Be Left Exposed: Trowel as described in ACI PRC-302.1, minimizing burnish marks and other appearance defects.
3.07 CURING AND PROTECTION
A. Comply with requirements of ACI PRC-308. Immediately after placement, protect concrete from premature drying, excessively hot or cold temperatures, and mechanical injury.
B. Maintain concrete with minimal moisture loss at relatively constant temperature for period necessary for hydration of cement and hardening of concrete.
1. Normal concrete: Not less than seven days.
C. Formed Surfaces: Cure by moist curing with forms in place for full curing period.
D. Surfaces Not in Contact with Forms:
1. Initial Curing: Start as soon as free water has disappeared and before surface is dry. Keep continuously moist for not less than three days by water ponding, water -saturated sand, water -fog spray, or saturated burlap.
2. Final Curing: Begin after initial curing but before surface is dry.
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a. Curing Compound: Apply in two coats at right angles, using application rate recommended by manufacturer.
3.08 FIELD QUALITY CONTROL
A. An independent testing agency will perform field quality control tests, as specified in Section 01 40 00 - Quality Requirements.
B. Provide free access to concrete operations at project site and cooperate with appointed firm.
C. Submit proposed mix design of each class of concrete to inspection and testing firm for review prior to commencement of concrete operations.
D. Tests of concrete and concrete materials may be performed at any time to ensure compliance with specified requirements.
E. Compressive Strength Tests: ASTM 039/039M, for each test, mold and cure three concrete test cylinders. Obtain test samples for every 100 cubic yards (76 cu m) or less of each class of concrete placed.
F. Take one additional test cylinder during cold weather concreting, cured on job site under same conditions as concrete it represents.
G. Perform one slump test for each set of test cylinders taken, following procedures of ASTM C143/C143M.
3.09 DEFECTIVE CONCRETE
A. Test Results: The testing agency shall report test results in writing to Architect and Contractor within 24 hours of test.
B. Defective Concrete: Concrete not complying with required lines, details, dimensions, tolerances or specified requirements.
C. Repair or replacement of defective concrete will be determined by the Architect. The cost of additional testing shall be borne by Contractor when defective concrete is identified.
D. Do not patch, fill, touch-up, repair, or replace exposed concrete except upon express direction of Architect for each individual area.
3.10 PROTECTION
A. Do not permit traffic over unprotected concrete floor surface until fully cured.
END OF SECTION
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SECTION 05 05 19
POST -INSTALLED CONCRETE ANCHORS
PART 1GENERAL
1.01 SUMMARY
A. This specification section governs the furnishing of materials, labor, equipment, and services necessary for the installation of reinforcing bars, steel rods threaded full length, or anchor bolts into existing concrete.
1.02 RELATED SECTIONS
A. Section 03 20 00 — Concrete Reinforcing.
B. Section 03 30 00 — Cast -In -Place Concrete.
C. Section 03 60 00 - Grouting.
1.03 REFERENCED CODES AND STANDARDS
A. California Building Code (CBC), Current Edition.
B. American Concrete Institute (ACI) Standards.
1. 318 — Building Code Requirements for Structural Concrete, .
2. 355.2— Qualification of Post -Installed Mechanical Anchors in Concrete and Commentary, Current Edition.
C. American Society for Testing and Materials (ASTM) International Standards.
1. A36/A36M — Standard Specification for Carbon Structural Steel.
2. A153/A153M — Standard Specification for Zinc Coating (Hot Dip) on Iron and Steel Hardware.
3. A193/A193M — Standard Specification for Alloy Steel and Stainless Steel Bolting for High Temperature or High Pressure Service and Other Special Purpose Applications.
4. A307 - Standard Specification for Carbon Steel Bolts and Studs, 60,000 psi Tensile Strength.
5. A510/A510M - Standard Specification for General Requirements for Wire Rods and Coarse Round Wire, Carbon Steel.
6. A615/A615M — Standard Specification for Deformed and Plain Carbon Steel Bars for Concrete Reinforcement.
7. B633 — Standard Specification for Electrodeposited Coatings of Zinc on Iron and Steel.
8. B695 — Standard Specification for Coatings of Zinc Mechanically Deposited on Iron and Steel.
9. C881/C881M - Specification for Epoxy -Resin -Base Bonding Systems for Concrete.
10. C882/C882M - Standard Test Method for Bond Strength of Epoxy Resin Systems used with Concrete by Slant Shear.
11. D695 - Standard Test Method for Compressive Properties of Rigid Plastics.
12. E488/E488M — Standard Test Methods for Strength of Anchors in Concrete Elements.
13. E1512 — Standard Test Methods for Testing Bond Performance of Bonded Anchors.
14. F593 — Standard Specification for Stainless Steel Bolts, Hex Cap Screws, and Studs.
D. International Code Council (ICC) Acceptance Criteria.
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1. ICC AC 193 — Acceptance Criteria for Mechanical Anchors in Concrete Elements.
2. ICC AC 308 — Acceptance Criteria for Post -Installed Adhesive Anchors in Concrete Elements.
1.04 SUBMITTALS.
A. The Contractor shall submit the following to the Engineer and Owner for review in accordance with the provisions of Division 1.
B. Product Data: Submit manufacturer's product data and installation instructions and manufacturer's recommended application procedures for product.
C. Test Reports: Submit ICC-ES Evaluation Report (ESR) for each product.
1.05 QUALITY CONTROL.
A. Installer Qualifications: Drilled -in anchors shall be installed by a Contractor with at least five (5) years of experience performing similar installations.
B. Installer Training: Conduct a thorough training with the manufacturer or the manufacturer's representative for the Contractor on the project. Training to consist of a review of the complete installation process for drilled -in anchors, to include but not limited to:
1. Hole drilling procedure.
2. Hole preparation & cleaning technique.
3. Adhesive injection technique & dispenser training / maintenance.
4. Rebar dowel preparation and installation.
5. Proof loading/torquing.
C. All installation of anchors in hardened concrete shall be inspected by a Special Inspector.
D. Special inspection and testing of anchors/dowels shall be provided per Contract Documents and Manufacturer's requirments.
1.06 DELIVERY, STORAGE, AND HANDLING.
A. Deliver products to job site in manufacturer's or distributor's packaging undamaged, complete with installation instructions.
B. Protect and handle materials in accordance with manufacturer's recommendations to prevent damage or deterioration.
C. Ensure storage facilities are weather -tight and dry.
D. Do not use remnant portions of epoxy solids exposed to air or mixed beyond pot life.
PART 2 PRODUCTS
2.01 MATERIALS
A. Fasteners and Anchors:
1. Bolts and Studs: ASTM A307; ASTM A449 where "high strength" is indicated on the Drawings.
2. Carbon and Alloy Steel Nuts: ASTM A563.
3. Carbon Steel Washers: ASTM F436.
4. Carbon Steel Threaded Rod: ASTM A36; ASTM A 193 Type B7; or ASTM F1554.
5. Wedge Anchors: ASTM A510; or ASTM A108.
6. Stainless Steel Bolts, Threaded Rod, Hex Cap Screws, and Studs: ASTM F593 CW1 or CW2.
7. Stainless Steel Nuts: ASTM F594 CW1 or CW2.
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8. Zinc Plating: ASTM B633.
9. Hot -Dip Galvanizing: ASTM A153.
10. Reinforcing Dowels: ASTM A615 Grade 60.
2.02 DRILLED -IN ANCHORS
A. Wedge Anchors: Wedge type, torque -controlled, with impact section to prevent thread damage complete with required nuts and washers. Provide anchors with length identification markings conforming to ICC ES AC193. Type and size as indicated on Drawings.
1. Interior Use: Unless otherwise indicated on the Drawings, provide carbon steel anchors with zinc plating in accordance with ASTM B633, Type III Fe/Zn 5 (SC1).
2. Exterior Use: As indicated on the Drawings, provide stainless steel anchors.
Stainless steel anchors shall be AISI Type 316 stainless steel provided with stainless steel nuts and washers of matching alloy group and minimum proof stress equal to or greater than the specified minimum full- size tensile strength of the externally threaded fastener. Stainless steel nuts shall conform to ASTM F594 unless otherwise specified. Avoid installing stainless steel anchors in contact with galvanically dissimilar metals.
3. Where anchor manufacturer is not indicated, subject to compliance with requirements and acceptance by the Engineere, provide the following or approved equal:
a. Hilti Kwik Bolt TZ, ICC-ES ESR-1917 (carbon steel and AISI Type 316 Stainless Steel).
b. Simpson Strong -Bolt 2, ICC-ES ESR-3037 (carbon steel and AISI Type 316 Stainless Steel).
B. Cartridge Injection Adhesive Anchors: Threaded steel rod, inserts or reinforcing dowels, complete with nuts, washers, polymer or hybrid mortar adhesive injection system, and manufacturer's installation instructions. Type and size as indicated on Drawings.
1. Interior Use: Unless otherwise indicated on the Drawings, provide carbon steel threaded rods unless otherwise noted in construction documents.
2. Exterior Use: As indicated on the Drawings, provide stainless steel threaded rod.
Provide with stainless steel nuts and washers of matching alloy group and minimum proof stress equal to or greater than the specified minimum full- size tensile strength of the externally threaded fastener. All nuts shall conform to ASTM F594 unless otherwise specified. Avoid installing stainless steel anchors in contact with galvanically dissimilar metals.
3. Reinforcing dowels shall be as previously noted.
4. Where anchor manufacturer is not indicated, subject to compliance with requirements and acceptance by the Engineer, provide the following or approved equal:
a. Hilti HAS threaded rods with HIT -RE 500 V3 Injection Adhesive Anchoring System for anchorage to concrete, ICC-ES ESR-3814. b. Threaded rod anchor with Simpson SET -3G, ICC-ES ESR-4057.
PART 3 EXECUTION
3.01 EXAMINATION
A. Examine areas to be drilled and verify access conditions, existing materials and interferences.
3.02 PREPARATION
A. Protect existing exposed surfaces from grouting operations.
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B. Clean dowels free of grease, paint and mill scale by wire brushing or washing with petroleum solvents as required. If solvents are used, surfaces shall be completely dry prior to installation.
3.03 INSTALLATION
A. Drilled -In Anchors:
1. Drill holes with rotary impact hammer drills using carbide -tipped bits, hollow drill bit system. Drill bits shall be of diameters as specified by the anchor manufacturer. Unless otherwise shown on the Drawings, all holes shall be drilled perpendicular to the concrete surface.
a. Cored Holes: Only where anchors are permitted to be installed in cored holes, use core bits with matched tolerances as specified by the manufacturer. Properly clean cored hole per manufacturer's instructions.
Only use cored holes were specifically identified in the construction documents or as recommended by the engineer.
b. Embedded Items: Identify position of reinforcing steel and other embedded items prior to drilling holes for anchors. Exercise care in coring or drilling to avoid damaging existing reinforcing or embedded items. Notify the Engineer and District Representative if reinforcing steel or other embedded items are encountered during drilling. Take precautions as necessary to avoid damaging prestressing tendons, electrical and telecommunications conduit, and gas lines. c. Base Material Strength: Unless otherwise specified, do not drill holes in concrete or masonry until concrete, mortar, or grout has achieved full design strength and a minimum of (7) days.
2. Perform anchor installation in accordance with manufacturer instructions.
3. Cartridge Injection Adhesive Anchors: Clean all holes per manufacturer instructions to remove loose material and drilling dust prior to installation of adhesive. Inject adhesive into holes proceeding from the bottom of the hole and progressing toward the surface in such a manner as to avoid introduction of air pockets in the adhesive. Follow manufacturer recommendations to ensure proper mixing of adhesive components. Sufficient adhesive shall be injected in the hole to ensure that the annular gap is filled to the surface. Remove excess adhesive from the surface. Shim anchors with suitable device to center the anchor in the hole. Do not disturb or load anchors before manufacturer specified cure time has elapsed.
4. Observe manufacturer recommendations with respect to installation temperatures for cartridge injection adhesive anchors.
3.04 REPAIR OF DEFECTIVE WORK
A. Remove and replace misplaced or malfunctioning anchors. Fill empty anchor holes and patch failed anchor locations with high -strength non -shrink, nonmetallic grout. Anchors that fail to meet proof load or installation torque requirements shall be regarded as malfunctioning.
3.05 PROTECTION
A. Protect grouted dowels from accidental disturbance during curing time specified by manufacturer or for twelve (12) hours minimum, whichever is greater.
B. Do not place pull-out or shear loads on dowels for minimum (7) days after grouting.
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3.06 QUALITY ASSURANCE
A. Inspection and testing will be performed under provisions of Section 01 45 00 and in accordance with California Building Code. Contractor shall be responsible for obtaining and paying for inspections and testing described in this Article.
B. Testing and Inspection Agency shall:
1. Review manufacturer's recommended application procedures.
2. Periodically inspect installation for conformance with Contract Documents and manufacturer's recommendations.
C. Where specifically noted on plans, the Testing Agency will proof test dowels in tension after curing. Test locations will be at Agency's discretion, unless otherwise directed by Engineer and District Representative.
1. Test a minimum of ten (10) percent or three (3), whichever is greater, of each type and size of drilled -in anchor shall be proof loaded by the independent testing laboratory. Adhesive anchors and capsule anchors shall not be torque tested unless otherwise directed by the Engineer and District Representative. Perform tests at different locations and conditions to obtain representative sample. a. Tension testing should be performed in accordance with ASTM E488. b. Torque shall be applied with a calibrated torque wrench. c. Proof loads shall be applied with a calibrated hydraulic ram.
Displacement of adhesive and capsule anchors at proof load shall not exceed D/10, where D is the nominal anchor diameter.
2. Test to loads indicated in the table below. Maintain load for a minimum of five (5) minutes. There shall be no loosening or movement of dowel out of hole and no cracking or spalling of concrete in which dowel or bolt is set.
Reinforcement
#3 or 3/8" dia.
#4 or 1/2" dia.
#5 or 5/8" dia.
#6 or 3/4" dia.
#7 or 7/8" dia.
#8 or 1" dia.
Min. Embedment
3-3/8"
4-1/2"
5-5/8"
6-3/4"
7-7/8"
9"
Field Test Load
2,000 LBS
4,000 LBS
6,000 LBS
9,000 LBS
12,000 LBS
15,000 LBS
3. Should any dowel or bolt fail to meet this criteria, increase level of testing of similar dowels by hundred (100) percent. If other failures occur during additional testing, test all similar dowels.
D. Contractor shall pay for increased testing caused by anchor failures.
END OF SECTION
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SECTION 05 12 00
STRUCTURAL STEEL FRAMING
PART1 GENERAL
1.01 SECTION INCLUDES
A. Structural steel framing members.
B. Structural steel support members and struts.
C. Grouting under base plates.
1.02 REFERENCE STANDARDS
A. AISC (MAN) - Steel Construction Manual; 2023, with Errata (2025).
B. AISC 303 - Code of Standard Practice for Steel Buildings and Bridges; 2022, with Errata (2025).
C. AISC 325 - Steel Construction Manual; 2023.
D. ASTM A36/A36M - Standard Specification for Carbon Structural Steel; 2019.
E. ASTM A123/A123M - Standard Specification for Zinc (Hot -Dip Galvanized) Coatings on Iron and Steel Products; 2024.
F. ASTM A153/A153M - Standard Specification for Zinc Coating (Hot -Dip) on Iron and Steel Hardware; 2023.
G. ASTM A242/A242M - Standard Specification for High -Strength Low -Alloy Structural Steel; 2024.
H. ASTM A307 - Standard Specification for Carbon Steel Bolts, Studs, and Threaded Rod 60 000 PSI Tensile Strength; 2021.
ASTM A500/A500M - Standard Specification for Cold -Formed Welded and Seamless Carbon Steel Structural Tubing in Rounds and Shapes; 2023.
J. ASTM A529/A529M - Standard Specification for High -Strength Carbon -Manganese Steel of Structural Quality; 2019.
K. ASTM A563/A563M - Standard Specification for Carbon and Alloy Steel Nuts (Inch and Metric); 2021a.
L. ASTM A992/A992M - Standard Specification for Structural Steel Shapes; 2022.
M. ASTM A1011/A1011 M - Standard Specification for Steel, Sheet and Strip, Hot -Rolled, Carbon, Structural, High -Strength Low -Alloy, High -Strength Low -Alloy with Improved Formability, and Ultra -High Strength; 2023.
N. ASTM C827/C827M - Standard Test Method for Change in Height at Early Ages of Cylindrical Specimens of Cementitious Mixtures; 2023.
O. ASTM F436/F436M - Standard Specification for Hardened Steel Washers Inch and Metric Dimensions; 2024.
P. ASTM F1554 - Standard Specification for Anchor Bolts, Steel, 36, 55, and 105-ksi Yield Strength; 2020.
Q. ASTM F3125/F3125M - Standard Specification for High Strength Structural Bolts and Assemblies, Steel and Alloy Steel, Heat Treated, Inch Dimensions 120 ksi, 144 ksi, and 150 ksi Minimum Tensile Strength, and Metric Dimensions 830 MPa and 1040 MPa Minimum Tensile Strength; 2025.
R. AWS B2.1/B2.1 M - Specification for Welding Procedure and Performance Qualification; 2021, with Errata (2023).
S. AWS D1.1/D1.1M - Structural Welding Code - Steel; 2025.
MSE 2025-14
Hollister Vactor
STRUCTURAL STEEL FRAMING
05 12 00 - 1
December 2025
100% Specs
T. IAS AC172 - Accreditation Criteria for Fabricator Inspection Programs for Structural Steel AC172; 2019, with Editorial Revision (2025).
U. RCSC (HSBOLT) - Specification for Structural Joints Using High -Strength Bolts; Research Council on Structural Connections; 2020.
V. SSPC-SP 3 - Power Tool Cleaning; 2024.
1.03 SUBMITTALS
A. See Section 01 33 00 for submittal procedures.
B. Shop Drawings:
1. Indicate profiles, sizes, spacing, locations of structural members, openings, attachments, and fasteners.
C. Manufacturer's Mill Certificate: Certify that products meet or exceed specified requirements.
D. Mill Test Reports: Indicate structural strength, destructive test analysis and non- destructive test analysis.
E. Fabricator Test Reports: Comply with ASTM A1011 /A1011 M.
F. Materials Test Reports: Submit independent test results or engineered performance analysis of structural thermal -break pad performance in bearing or slip -critical connections where shear and moment loads are applied.
G. Welders' Qualification Statement: Welders' certificates in accordance with AWS B2.1/B2.1M and dated no more than 12 months before start of scheduled welding work.
H. Fabricator's Qualification Statement.
Fabricator's Qualification Statement: Provide documentation showing steel fabricator is accredited under IAS AC172.
1.04 QUALITY ASSURANCE
A. Fabricate structural steel members in accordance with AISC (MAN) "Steel Construction Manual."
B. Maintain one copy of each document on site.
C. Fabricator: Company specializing in performing the work of this section with minimum 8 years of documented experience.
D. Welder Qualifications: Welding processes and welding operators qualified in accordance with AWS D1.1/D1.1M and no more than 12 months before start of scheduled welding work.
E. Erector: Company specializing in performing the work of this section with minimum 8 years of documented experience.
PART 2 PRODUCTS
2.01 MATERIALS
A. Steel Angles, Plates, and Channels: ASTM A36/A36M.
B. Steel W Shapes and Tees: ASTM A992/A992M.
C. Rolled Steel Structural Shapes: ASTM A992/A992M.
D. Steel Shapes, Plates, and Bars: ASTM A242/A242M high -strength, corrosion -resistant structural steel.
E. Steel Shapes, Plates, and Bars: ASTM A529/A529M high -strength, carbon -manganese structural steel, Grade 50.
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STRUCTURAL STEEL FRAMING
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F. Cold -Formed Structural Tubing: ASTM A500/A500M, Grade C.
G. Structural Bolts and Nuts: Carbon steel, ASTM A307, Grade A and galvanized in compliance with ASTM A153/A153M Class C.
H. Unheaded Anchor Rods: ASTM F1554, Grade 36, zinc coated, with matching ASTM A563/A563M nuts and ASTM F436/F436M Type 1 washers.
Headed Anchor Rods: ASTM F1554 Grade 36, zinc -coated Unless noted otherwise in the project drawings.
J. Welding Materials: AWS D1.1/D1.1 M; type required for materials being welded.
K. Grout: ASTM C1107/C1107M; Non -shrink; premixed compound consisting of non- metallic aggregate, cement, water reducing and plasticizing agents.
1. Minimum Compressive Strength at 48 Hours: 2,000 pounds per square inch (13.7 MPa).
2. Minimum Compressive Strength at 28 Days: 7,000 pounds per square inch (48 MPa).
3. Height Change, Plastic State; when tested according to ASTM C827/C827M:
a. Maximum: Plus 4 percent.
b. Minimum: Plus 1 percent.
L. Shop and Touch -Up Primer: Fabricator's standard, complying with VOC limitations of authorities having jurisdiction.
M. Touch -Up Primer for Galvanized Surfaces: Fabricator's standard, complying with VOC limitations of authorities having jurisdiction.
2.02 FABRICATION
A. Shop fabricate to greatest extent possible.
2.03 FINISH
A. Prepare structural component surfaces in accordance with SSPC-SP 3.
B. Galvanize structural steel members to comply with ASTM A123/A123M. Provide minimum 1.7 oz/sq ft galvanized coating. (Provide minimum 530 g/sq m galvanized coating.)
2.04 SOURCE QUALITY CONTROL
PART 3 EXECUTION
3.01 EXAMINATION
A. Verify that conditions are appropriate for erection of structural steel and that the work may properly proceed.
3.02 ERECTION
A. Erect structural steel in compliance with AISC 303.
B. Allow for erection loads and provide sufficient temporary bracing to maintain structure in safe condition, plumb, and in true alignment until completion of erection and installation of permanent bracing.
C. After erection, prime welds, abrasions, and surfaces not shop primed, except surfaces to be in contact with concrete.
D. Grout solidly between column plates and bearing surfaces, complying with manufacturer's instructions for nonshrink grout. Trowel grouted surfaces smooth, splaying neatly to 45 degrees.
MSE 2025-14
Hollister Vactor
STRUCTURAL STEEL FRAMING
051200-3
December 2025
100% Specs
3.03 TOLERANCES
A. Maximum Variation From Plumb: 1/4 inch (6 mm) per story, non -cumulative.
B. Maximum Offset From True Alignment: 1/4 inch (6 mm).
3.04 FIELD QUALITY CONTROL
A. An independent testing agency will perform field quality control tests, as specified in Section 01 40 00 - Quality Requirements or as noted in the project drawings.
END OF SECTION
MSE 2025-14
Hollister Vactor
STRUCTURAL STEEL FRAMING
051200-4
December 2025
100% Specs
SECTION 11 00 00
PASSIVE DEWATERING HAUL AWAY DUMPSTER
PART 1 GENERAL
1.01 SUMMARY
A. Contractor shall provide all labor, materials, equipment and incidentals required to furnish and install the 30 CY Haul Away Dumpster with Internal Screen (Container Filter).
1.02 REFERENCES
A. American Society for Testing Materials (ASTM)
1. ASTM A36- Steel Properties, Modulus of Elasticity, Yield Strength, Material Density, Hardness & Equivalent
2. ASTM A570- Standard Specification for Hot -Rolled Carbon Steel Sheet and Strip, Structural Quality
3. ASTM A500- Standard Specification for Cold -Formed Welded and Seamless Carbon Steel Structural Tubing in Rounds and Shapes
4. ASTM A53- Standard Specification for Pipe, Steel, Black and Hot -Dipped, Zinc - Coated, Welded and Seamless
B. American Iron and Steel Institute (AISI)
C. American Welding Society (AWS)
1. AWS A5.18- Standard Requirements for Carbon Steel Electrodes and Rods used in Gas Metal Arc Welding
1.03 SYSTEM DESCRIPTION
A. The container filter shall separate large debris for easy hauling. The haul -away dumpster shall fit in the space on the plans.
B. The dumpster shall be compatible with a roll off cable hoist retrieval mechanism. Slide rails dimensions shall meet the dimensions provided by Recology, the end user for the City of Hollister. Dimensional drawings of a typical Recology dumpster provided as attachment to this specification.
C. The dumpster shall include a removable 304 stainless steel metal chute to bridge the gap between the dumpster and concrete ramp.
1.04 SUBMITTALS
A. Comply with City SP Section 01300.
B. Product Data
1. Manufacturer's descriptive literature, illustrations, specifications, identification of materials of construction and engineering data
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C. Adjustable Metal Chute Design
1. Submit design for 304 stainless steel adjustable metal chute to bridge the gap between the dumpster and concrete ramp.
D. Operations and Maintenance Data
1. Complete and detailed operation and maintenance instructions shall be submitted to allow the operator to operate and maintain the equipment supplied. Instructions shall assume that the operator has not previously operated and/or maintained the exact equipment supplied.
E. Shop Drawings
1. Submit complete detailed shop drawings including physical layout of the Container Filter, metal chute, manufacturer's installation instructions, and equipment operating characteristics.
1M5 QUALITY ASSURANCE
A. Manufacturer's Qualifications: Manufacturer shall have a minimum of five (5) years experience in the production of substantially similar equipment.
1.06 WARRANTY
A. Container Filter shall carry a warranty for a one-year period from the date of start up, not to exceed 12 months after shipment. All warranties shall be turned into the Owner prior to project completion.
PART 2 - PRODUCTS
2.01 MANUFACTURERS
A. Container Filter shall be a Model DM-30-O-SQ-RB as manufactured by Flo Trend® LLC of Houston, Texas (713-699-0152). Alternates or substitutions require prior approval before bid date.
B. Metal chute to be fabricated by contractor. Example photos provided as an attachment to this specification.
2.02 EQUIPMENT
A. CONTAINER FILTER
1. Container Filter shall be constructed of A-36 carbon steel plate with 1/4" floor and 3/16" walls. The unit shall be square bottom shape in shape. Floor cross members are structural channels spaced on 16" centers.
2. Container dimensions shall not exceed 277" L x 102" W x 76" H nor shall it weigh over 10,500 Ib. Internal area yield (debris storage) will depend on where customer locates bar screen.
3. Container Filter shall have two 3" threaded drainage ports on the lower side and two 3" drainage ports at the front of the container. Each port to have a 3" hose cam connection with cap and chain. The drainage system shall be constructed in such a way to allow the walls to drain by gravity
4. The Container Filter shall be equipped with four (4) wheels, 8" diameter x 8" wide diagonally braced. Tracking wheels shall be 4" diameter x 6" wide.
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5. Wall gussets are 7 gauge structural rectangular tube.
6. Door sealing face will be totally watertight and have a one-piece extruded gasket made of a SBR neoprene 50/50 blend. The gasket shall be held in place by a welded metal seal retainer. Doorframe shall be made of 4" x 3" x 3/16" structural tubing and with three steel hinges located on the side. Door sealing shall have 1" ratchet chain binders, one on each side and one in the middle of the door. Hinges are constructed of/2" wall steel tubing and 1" diameter hot rolled bar pins with welded retainer washers. 7 Internal filter support system will be comprised of 1/4" angles, structural channels and removable filter support panels made from "Hot Dipped Galvanized" expanded metal.
8. All removable filter panels shall have a 1/4" x 2" wide neoprene gasket installed between the panel and framework. Chalking or other sealant is not an acceptable gasket material.
9. (1) 24" W X 84 7/8" L Walkway shall be made of 4" X 1 3/16" "Hot Dipped Galvanized" steel with ladders on each side of container.
10. (2) 46 3/4" H X 85"L hinged and lockable Handrails shall be made of 1 '/2" steel square tubing and 4" Kick Plate.
11. Filter media shall be installed on each sidewall and front wall. The wall filter media shall be determined by size and model of unit. The filter media shall be held in place with 1/4" x 2" "Hot Dipped Galvanized" steel retainer bars. All filter panel supports, bars and media are bolted into place with stainless steel fasteners consisting on studs, flat washers, lock washers, and acorn nuts.
12. Side to side rolling tarp with tarp supports and hardware to fasten to container to be provided.
2.03 MATERIALS
A. SPECIFICATIONS
1. Steel shapes and plates shall be ASTM A36
2. Carbon steel sheet and strip structural quality shall conform to ASTM-A570 grades D & E.
3. Hot -formed welded and seamless steel tubing shall conform to ASTM A500 grade B.
4. Welded and seamless steel pipe shall conform to ASTM A53 grade B.
5. Stainless steel fasteners shall conform to AISI grade 304/305.
6. Welding electrodes are E70S used in gas metal arc process conforming to the specifications for mild steel electrodes for gas metal ARL welding AWS A518.
7. All exposed welds shall be cleaned of welding slag and rounded. All exposed sharp edges and corners shall be rounded.
2.04 FINISHES
A. The external final surface shall receive 5 mils dry Corothane II industrial/marine coating.
B. All steel metal surfaces shall be sandblasted to near white metal and commercially coated with a two-part epoxy primer.
C. Interior surfaces will have a final coating of industrial epoxy applied totaling 5 mils dry.
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PART 3 - EXECUTION
3.01 INSTALLATION
A. Install the Container Filter in accordance with the manufacturer's recommendations, Installation, Operation and Maintenance Manual and approved general arrangement drawings.
3.02 STARTUP AND TESTING
A. Unit shall be water tested for complete water tightness.
END OF SECTION
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REV -A
"Norcal Understructure" for Compactors & Debris Boxes
For use at Recology Companies in San Francisco, San Mateo County, San Bruno, and others. .--5y i -BEAM (5NMF 45 FLOOR)
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SECTION 31 00 00
EARTHWORK
PART 1 GENERAL
1.01 AVAILABLE DOCUMENTS
A. Drawings and general provisions of the Contract, including City General Conditions and Division 1 Specification Sections, apply to this Section.
B. Geotechnical Report titled "Geotechnical Engineer Report, Domestic Wastewater Systems, Improvements — Phase 1, City of Hollister, California", dated April 2, 2004. Prepared by Earth Systems Pacific, for reference only.
C. Geotechnical Report titled "Supplemental Geotechnical Report, Domestic Wastewater Systems, Improvements — Phase 1, City of Hollister, California", dated July 14, 2004. Prepared by Earth Systems Pacific, for reference only.
D. Geotechnical Memo titled "Supplemental Geotechnical Engineer Recommendations" dated October 15, 2004. Prepared by Earth Systems Pacific, for reference only.
1.02 SUMMARY
A. Section Includes:
1. Excavation (cut)
2. Embankment (fill)
3. Subgrade preparation
B. Excavation includes excavating all materials, of whatever character and subsurface conditions, as required for the construction of the project, including but not limited to the following:
1. Excavation for the construction of pavement and hardscape areas.
2. Excavation for structure foundations
3. Over excavation of areas to be recompacted.
C. Embankment (fill) includes the construction of embankments and placing of material, including the following:
1. Embankment for the construction of pavement, and hardscape areas.
2. Backfilling of structures.
3. The placement of native, select and other backfills.
D. Earthwork shall also consist of the control of ground and surface waters, the application of water for grading operations, the control of dust and mud, erosion control, the removal of unsuitable materials, the furnishing of all labor, materials, tools, equipment and incidentals, and for doing all work that is necessary to construct and maintain the required facilities.
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E. Whenever the term finished grade is used, it shall mean the finished surface of the completed facility.
F. Unit Prices: Administrative and procedural requirements for unit prices are specified in Exhibit 5, Items of Construction.
1.03 SUBMITTALS
A. Delivery certifications (load slips) for all aggregate base supplied.
B. Delivery certifications (load slips) for all imported fill and backfill.
C. Delivery certifications (load slips) for concrete slurry backfill.
D. Furnish, without additional cost to the Owner, such quantities of import or native materials as may be required by the Engineer for test purposes.
PART 2 PRODUCTS
2.01 MATERIALS
A. No materials shall be delivered to the site that are not in conformance with these specifications, or unless accepted by the engineer in writing.
B. Select Backfill: Backfill designated as "select", or "sand" shall conform to be the Caltrans Standard Specifications, Paragraph 19-3.025B for Sand Bedding.
C. Cement Slurry Backfill: Cement Slurry backfill shall be 1 -sack mix sand -cement slurry, and shall conform to the material requirements described in Caltrans Standard Specifications, Section 19-3.062.
D. Native Material: The previously over excavated soil should generally be suitable for replacement as compacted fill provided that it is cleared of large rocks, organics, and other deleterious materials. The Geotechnical Engineer shall determine the suitability of all native fill materials.
E. Imported Fill:
1. Imported soils should be evaluated by a representative of this firm before being transported to the site, and on an intermittent basis during placement and compaction on the site.
2. Imported fill soils for general use at the site shall meet the following criteria:
a. Have a plasticity index (ASTM D 4318-00) of 15 or less and contain sufficient binder material to allow foundation and utility trenches to stand without caving.
b. Be free of organics, debris or other deleterious material; c. Have a maximum rock size of 4 inches; and
d. Imported soils should be evaluated by a representative of this finn before being transported to the site, and on an intermittent basis during placement and compaction on the site.
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F. Crushed Rock: Crushed rock shall be free draining crushed rock conforming to ASTM C33 #67 stone. Float Rock or river run gravel is not acceptable.
G. Class 2 Base: 3/4" minus, per Caltrans Section 26.
2.02 DEFINITIONS
A. Compacted: Unless otherwise stated, the terms "compacted" and "recompacted" refer to soils placed in level lifts not exceeding 8 inches in loose thickness and compacted to a minimum of 95 percent of maximum dry density. For trench backfill level lifts, refer to Section 31 23 33, Trenching and Backfilling.
B. Compaction: Maximum dry density as defined by ASTM D 1557-12.
C. Field density: ASTM D 6938-10
D. Subgrade: The grading plan below an aggregate base or sand layer.
E. Moisture Conditioning: Refers to adjusting the soil moisture to above optimum moisture content prior to application of compactive effort.
PART 3 EXECUTION
3.01 EARTHWORK MAINTENANCE
A. The Contractor shall be responsible for all maintenance related to the earthwork operations. The contractor shall maintain all areas clean of dust, mud and debris, and shall control erosion during the earthwork operations.
B. Street Cleaning: The Contractor shall exercise care in the use of public and private roads and shall repair at his own expense any damage thereto caused by his operations. Such repair shall be to the satisfaction of the owner or agency having jurisdiction over the road. The Contractor shall take whatever means are necessary to prevent tracking of mud onto existing roads and shall keep roads free of debris. The Contractor shall utilize street cleaning machines as necessary to maintain the streets free of dirt and debris from its operations at all times.
C. Dust Control: Take proper and efficient steps to control dust. Contractor to supply water for dust control. Coordinate with City for temporary construction water.
D. Storage of Materials: Neatly place excavated materials far enough from the excavation to prevent stability problems. Keep the materials shaped so as to cause the least possible interference with drainage. Provide all such erosion control measure as are required to prevent loss of material or damage to property. The cost of maintaining and protecting stockpiled materials shall be considered to be included in the price paid for excavating, filling, or furnishing the materials, and there will be no separate payment allowed therefore.
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E. Existing Facilities: Maintain access to existing facilities to permit continued operation of the IWTP as required by the operator and the City. Maintain access for fire fighting equipment, access to fire hydrants, and other emergency vehicles.
F. Erosion Control shall be as shown on the drawings and as specified in City Special Provisions Section 01424, Erosion Control.
G. Finished Condition: Grades shall be maintained in a finished condition and true to grade until acceptance of the contract as complete.
3.02 EXCAVATION
A. The Contractor shall perform all construction excavation, including hand digging, shoring, de -watering, asphaltic concrete removal, concrete removal, and grading necessary or required for the construction of the Work as covered by these Specifications and indicated on the Drawings. The excavation shall include, without classification, the removal and disposal of all materials of whatever nature encountered, including water and all other obstructions that would interfere with the proper construction and completion of the required work.
B. Contractor shall determine suitability of soils used for general backfill per Paragraph 2.01 of this Section.
C. Simple excavation slopes shall have a maximum slope of 2:1 (horizontal to vertical) in non -water bearing soils less than 20 feet deep). Flatter slopes and/or a shoring system shall be utilized as the soil conditions dictate.
D. Barriers: Barriers shall be placed around all excavations and at such places as may be necessary to warn all pedestrian and vehicular traffic of such excavations.
E. Sawcutting Pavement: Where trenching or excavation occurs in paved areas to remain, the pavement shall be saw -cut and broken ahead of the trenching or excavation operation. The extent of paving removed shall be limited to the minimum necessary for the excavation. However, the sawcut limits shall be extended for the following reasons:
1. To form neat, straight and square lines.
2. To include areas of pavement damaged by the Contractor.
3.03 EMBANKMENT (FILL)
A. The Contractor shall perform all construction embankment and filling including shoring, de -watering, backfilling, structural fill, non structural fill, sand and aggregate bases, compaction and grading necessary or required for the construction of the Work as covered by these Specifications and indicated on the Drawings. Embankment (fill), shall include, without classification, the preparation, placement, compaction and finishing of all earth materials to the lines and grades prescribed by the Contract Documents.
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B. Scarification: Prior to placing new fill, the underlying native soil shall be cross - scarified to a minimum depth of 12 inches. The scarified surface shall then be moisture conditioned to a level above optimum moisture content and re compacted to a minimum of 90 percent of maximum dry density C. Fill shall be placed in thin lifts, moisture conditioned to a level above optimum moisture content, then compacted to a minimum of 90 percent of maximum dry density. The previously over excavated soil should generally be suitable for replacement as compacted fill provided that it is cleared of large rocks, organics, and other deleterious materials.
D. All rocks, debris, and irreducible material larger than 4 inches in diameter shall be removed from the soil to be compacted.
3.04 DUMPSTER SLAB SUBGRADE PREPARATION
A. The soils shall be removed (over excavated) to at least the depth recommended by the geotechnical engineer based on the conditions observed in the backhoe test pits. The over excavated area shall extend a minimum of 10 feet beyond the edges of planned fills or structures.
B. If buried subsurface objects, loose zones of soil, or other adverse conditions are observed, deeper over excavation, proof rolling of the soil, or other forms of remedial grading may be recommended by the geotechnical engineer.
C. Scarify, fill, moisture condition and recompact fill per specification section 3.03 D. Dumpster slab shall be underlain by a capillary break soil layer consisting of a minimum of 4 inches of clean crushed 3/4 -inch minus angular rock. Crushed rock should contain less than 3 percent of material passing the #200 sieve
3.05 VACTOR RAMP FOUNDATION SUBGRADE PREPARATION
A. The soils shall be removed (over excavated) to at least the depth recommended by the geotechnical engineer based on the conditions observed in the backhoe test pits. The over excavated area shall extend a minimum of 10 feet beyond the edges of planned fills or structures.
B. If buried subsurface objects, loose zones of soil, or other adverse conditions are observed, deeper over excavation, proof rolling of the soil, or other forms of remedial grading may be recommended by the geotechnical engineer.
C. Scarify, fill and recompact fill per specification section 3.03 D. Ramp foundation to be cast directly on properly compacted and moisture conditioned soil as described above.
3.06 PAVEMENT SUBGRADE PREPARATION
A. In areas to be paved, the upper 1 foot of subgrade soil, and the aggregate base courses, shall be compacted to a minimum of 95 percent of maximum dry WG 1011-0003-044
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density. The subgrade and base shall be firm and unyielding when proof rolled with heavy, rubber- tired equipment prior to paving
B. The base and AC thicknesses are for compacted material. Normal Caltrans construction tolerances shall apply. The aggregate base shall conform to Caltrans Class 2.
C. Scarify to per specifications section 3.03.
3.07 UNSUITABLE SOIL
A. Unsuitable soil is soil that due to its nature, cannot be properly compacted to or is yielding and cannot provide support for the overlying structural section.
B. A condition of soil moisture exceeding optimum moisture content to a degree that causes yielding or prevents proper compaction shall not be cause to consider soil as unsuitable.
C. The Geotechnical Engineer shall determine whether soil shall be considered unsuitable. If the soil is determined to be unsuitable, the Geotechnical Engineer may direct the Contractor to follow an alternative method of construction to provide additional support. Such alternative measures will be paid for as extra work.
D. Moisture Content: At the time of compaction, the moisture content of fill materials shall be such that the specified relative compaction will be obtained and the fill will be in a firm and stable condition. Fill material which contains excessive moisture shall not be compacted until the material is dry enough to obtain the required compaction. Full compensation for any additional work involved in drying fill material to the required moisture content shall be considered included in the contract price paid for excavating or furnishing the material and no additional compensation will be allowed therefore.
3.08 WET SOIL
A. If wet soils are encountered, the Contractor shall take such measures as are required to dry the soil to a degree that it can be compacted and form a firm and unyielding surface. These measures shall be included in the bid items requiring such compaction and there shall be no separate payment therefore.
3.09 TESTING
A. Material Quality: When requested by the Geotechnical Engineer, the Contractor shall provide samples of earthwork materials furnished or excavated in sufficient quantities for materials testing. There shall be no additional payments made for providing such samples. Should any materials fail to meet the Contract requirements, the Contractor shall remove all such nonconforming material, and replace it with conforming material at no cost to the Owner.
B. Field Testing and Observation:
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1. The Contractor shall coordinate his activities to allow for the following inspection by the City:
a. Review and test materials proposed for use.
b. Observe excavations prior to backfilling or pouring concrete. c. Observe placement and test compaction of fill.
2. The Contractor shall excavate holes for in -place soil sampling. The City will pay for initial testing. If initial tests fail inspection, the failed portions shall be removed, re -compacted, and re -tested. The Contractor shall be responsible for costs of additional inspection and re -testing resulting from non-compliance.
C. Testing Methods:
1. Relative Compaction: In -place density divided by the maximum dry density laboratory compaction expressed as percentage.
2. Durability Index: Manual of Test, State of California, Department of Transportation
a. R Value Testing: California Test 301
b. Specific Gravity: ASTM D854.
c. Laboratory Compaction: ASTM D1557, Method A or C
d. In -place Density: ASTM D1556 or ASTM D2922
e. Particle Size Analysis of Soils: ASTM D422
f. Plastic Limit and Plasticity Index: ASTM D4318
g. Soil Classification: ASTM D2487
h. In -place Moisture Content: ASTM D3017
3.010 CONTROL OF WATER
A. General: The Contractor shall be responsible for the control of surface drainage and subsurface water throughout the construction project.
B. Surface Water: The Contractor shall be responsible for furnishing temporary drainage, sediment and erosion control facilities to convey and dispose of surface water falling on or passing over the site and to minimize water quality impacts.
C. Subsurface Water: The Contractor is responsible for the control of groundwater during general and trench excavations. The Contractor shall include the cost of such measures in the bid items requiring such excavation.
D. Disposal of water: Dispose of water in such a manner as to cause no injury or nuisance to public or private property or be a menace to the public health. De - watering devices must be adequately filtered to prevent the removal of fines from the soil.
E. Maintain soil moisture content throughout construction. Do not allow desiccation cracks to occur within the project area. If desiccation cracks are allowed to occur, the soils that have cracked due to desiccation shall be removed, moisture conditioned, and recompacted at the Contractors' expense.
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3.011 DISPOSAL OF EXCAVATED MATERIAL
A. Use as trench backfill: Excavated material shall not be used as trench or select backfill, unless it is designated as such in these specifications or if approved in writing by the Geotechnical Engineer. Also refer to Section 31 23 33, Trenching and Backfilling.
B. Use as onsite fill: Excavated soil may be used as onsite fill, subject to the restrictions in these specifications.
C. Export: Where excavated material will not be reused onsite, the Contractor shall haul the material away. The Contractor is responsible for determining the nature of the material to be exported, for the proper location to deliver the material to, for obtaining all permits and processing, and for the proper placement and handling of the material at the offsite location.
END OF SECTION
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SECTION 31 23 33
TRENCHING AND BACKFILLING
PART 1 GENERAL
1.01 SUMMARY
A. Section Includes:
1. Trench excavation
2. Trench Backfill
3. Temporary and permanent resurfacing
4. OSHA Compliance, Sheeting, Shoring and Bracing
B. SUBMITTALS
1 Delivery certifications (load slips) for all aggregate base and backfill.
2. Delivery certifications (load slips) for concrete slurry backfill.
3. Material samples as may be required by the Geotechnical Engineer for test purposes.
PART 2 PRODUCTS
2.01 General: Comply with City of Hollister Standard Trench Detail E-3-1 and E-4-1.
2.02 Select Backfill: Section 31 00 00 - Earthwork
2.03 Native Material as Trench Backfill: Local in -plant native soil materials shall not be used as trench backfill in the pipe envelope, unless approved in writing by the Engineer.
2.04 Pipe Envelope Material: Select backfill per Paragraph 2.01B, Section 31 00 00 PART 3 EXECUTION
3.01 GENERAL
A. Contractor shall install pipeline as closely as possible to alignment and grade indicated on the Drawings, except for minor adjustments to avoid structural features, make minor adjustments in horizontal and vertical alignment and deflection to tie-in to existing pipelines and to meet general intent of pipeline layout. Minor adjustments to pipeline layout, which may require fittings, couplings, joint deflection or other minor adjustment, are considered Contractor means and methods and are not necessarily shown on the drawings. Contractor shall make such minor adjustments as necessary, at no additional cost to Owner.
B. It is the intent of the Contract Documents to describe a functionally complete project (or part thereof) to be constructed in accordance with the contract documents. any labor, documentation, services, materials, or equipment that reasonably may be inferred from the contract documents or from prevailing WG 1011-0003-44
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custom or trade usage as being required to produce the indicated result will be provided whether or not specifically called for, at no additional cost to owner.
3.02 TRENCH EXCAVATION
A. Trenches shall be constructed in accordance with the details shown on the Drawings, and the following:
B. Excavation limits: Excavate trenches to the minimum and maximum trench widths shown on the drawings.
C. Open Trench Construction: Trench construction shall be by open trench excavation unless shown otherwise on the plans.
D. Maximum Length of Open Trench: Except by permission of the Engineer, the maximum length of open trench shall be 200 feet, or the length of pipe that can be installed in a single day, whichever is less. The length of open trench includes open excavation, areas with active pipe laying and backfilling, and those areas not yet temporarily resurfaced.
E. Utility Crossings: Protect all existing facilities to be crossed. Hand digging of trenches may be necessary.
F Trench Excavation in Existing Paved Areas to be Restored to Pre -Construction Condition: In paved areas, the trench excavation limits shall be sawcut. The sawcut lines shall be straight and neat in appearance and shall be parallel or perpendicular to the trench construction, unless allowed by the Engineer. The sawcut limits shall be extended as necessary to include the entire excavation, and any edges damaged during construction.
G. Trench Excavation in Areas of New Pavement: The trench excavation limits need not be sawcut in areas where new pavement will be installed. All trench excavation and backfilling operations shall be completed prior to final paving.
H. Over -Excavation: If the trench is over excavated below the limits necessary, backfill and compact to 95 percent relative compaction with select backfill. There shall be no additional payment to the Contractor for over -excavations not directed by the Engineer.
Unsuitable Material: Unsuitable soil is soil that due to its nature cannot be properly compacted to or is yielding and cannot provide support for the overlying structural section. Excessive moisture content shall not be cause for a material to be considered unsuitable. The Engineer shall determine whether soil shall be considered unsuitable. If the soil is determined to be unsuitable, the Engineer may direct the Contractor to remove the material and replace it with select backfill or other material as directed by the Engineer. Such alternative measures will be paid for as extra work.
Wet soil: A condition of soil moisture exceeding optimum moisture content to a degree that causes yielding or prevents proper compaction shall not be cause to consider soil as unsuitable. If wet soils are encountered, the Contractor shall take such measures as are required to dry the soil to a degree that it can be WG 1011-0003-44
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compacted and form a firm and unyielding surface. These measures, which may include gravel bedding in lieu of sand bedding, wrapped in filter fabric as directed by the Soils Engineer, shall be included in the bid items requiring trench construction. There shall be no separate payment therefore.
K. Trenches in Fill Areas: Unless shown otherwise on the plans or specifications, trenches to be excavated through fill, including previously placed trench backfill (such as at manholes or for building connections), structural backfill shall be first compacted at a level at least 3 feet from the top of the piping or conduit elevation and then retrenched to pipe grade.
Disposal: Disposal of excavated material shall be as specified in Section 31 00 00 - Earthwork.
3.03 PIPE ENVELOPE
A. Unless shown otherwise on the plans, pipe envelope backfill shall be defined as that material 6" below the pipe, supporting, surrounding and extending 12" above the top of pipe, per City of Hollister Pipe Bedding and Trench Detail E-3-1.
B. Unless shown otherwise on the plans or specifications, pipe envelope material shall be granular material compacted to 95 percent and meeting a sand equivalent of 30 or greater.
C. Bedding Placement: Sand bedding in the pipe envelope shall be placed to provide uniform support for the pipe or conduit prior to lowering the pipe or conduit in place. Holes shall be shaped for pipe bells, and the bedding shall be rounded to the shape of the pipe barrel. Bedding shall be compacted to a relative compaction of 95% prior to placing the pipe. Bedding shall be completed and compacted prior to placing any pipe zone backfill.
D. Cement Slurry Bedding Placement: Prior to placing cement slurry bedding, the Contractor shall employ a method to prevent the pipe from floating or shifting position. If the pipe or conduit does float or shift position, the contractor shall be responsible for removing and reinstalling the pipe or conduit. Plugs and/or barriers shall be used to prevent the cement slurry from flowing to unwanted areas of the trench or into the pipe.
E. After placing cement slurry bedding, subsequent backfill shall not be placed for 8 hours unless the subsequent backfill is also cement slurry, except that when concrete sand is used for the aggregate and the in -place material is free draining, backfilling may commence as soon as the surface water is gone.
3.04 TRENCH BACKFILL
A. Inspection Prior to Backfill: Backfill material shall not be placed over the pipe or conduit until after the joints have been completed and inspected by the Engineer.
B. Protect pipes from flotation during backfill and compaction.
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C. Placement of Trench Backfill: Trench Backfill shall be placed in level lifts not exceeding 6 inches in loose thickness, moisture conditioned, and mechanically compacted.
D. The minimum compaction (percent of maximum dry density) shall be:
1. 90 percent for general trench compaction in trench backfill above the pipe envelope to road cross section (aggregate base), and in natural ground and unpaved surfaces.
2. 95 percent within the pipe envelope, unless otherwise specified.
3. In paved plant areas and parking lot, the upper 8 -inches below the road cross section (below aggregate base) shall be compacted to 95 percent.
E. Compaction of backfill by jetting or flooding shall not be allowed.
F No Trenches Left Open: All trenches shall be backfilled to the surface as soon as possible after the installation of the facilities. Prior to stopping work each day, all open trenches shall be backfilled to the surface or protected with non-skid traffic -rated steel plates.
G. If steel plates are used, they shall comply with the Caltrans Construction Manual.
3.05 TRENCH RESURFACING
A. Surface Restoration: Unless another surface is shown on the plans or specifications, the surface shall be restored to the materials that existed prior to trenching.
B. Temporary Paving: Prior to final paving, trenches in paved areas subject to live traffic shall be surfaced with cold mix. Cold mix shall be a minimum of 3 inches thick. The Contractor shall maintain the cold mix in a smooth condition flush with the adjacent pavement throughout the time that it is in place.
C. Steel Traffic Plates: When approved by the Engineer, steel traffic plates may be used in lieu of backfilling and temporary paving. Steel plates shall be skid - resistant and placed in accordance with Caltrans Standards. Cold mix shall be used to provide smooth transition around the traffic plates. The Contractor shall monitor the condition of the traffic plates and maintain their placement to provide a safe driving condition.
3.06 TESTING
A. Compaction Testing: The Owner will hire an independent testing company to perform compaction testing. The Contractor shall make the trench available to the tester, at the depths and locations required by the Engineer. When testing requires personnel to enter into a deep trench, the Contractor shall provide all shoring or other methods necessary for a safe working condition in compliance with the approved trench safety plan, The cost of providing safe access to the trench backfill for testing purposes shall be included in the bid items requiring such trench backfill, and there will be no separate payment therefore.
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the required level of compaction, the Contractor shall be responsible for all such measures necessary to bring the material into compliance, at no additional cost to the Owner. The backfill shall then be retested. The Contractor is responsible for the cost of such retesting following a failed test, and the Owner may deduct the cost of such from the amounts owed under the Contract.
END OF SECTION
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SECTION 33 00 00
UTILITIES
PART 1 GENERAL
1.01 DESCRIPTION
Furnish and install all polyvinyl chloride (PVC) sewer and process drain piping, recycled water pipng; valves, fittings, cleanouts and appurtenances shown and specified in accordance with the requirements of the Contract documents. The pipelines shall be complete with all necessary fittings, couplings, supports, anchors and restraint, connectors, lining and coatings, testing, disinfection (where applicable), excavation, backfill, to provide a complete and functional installation. Coordinate alignment and installation of all new site utilities, protection of existing utilities in place, tie-in to existing utilities. It shall be the Contractor's responsibility to coordinate alignments of utilities and tie-ins required as part of the Work, at no additional cost to the Owner.
1.02 SUBMITTALS
A. In accordance with City Special Provisions Section 01300 submit the following:
1. Manufacturer's Literature and shop drawings for pipe, couplings, valves, fittings, linings and coatings, restrained joints, pipe supports/hangers, tape wrap, pipe labels, warning tape, and other pipeline components. Submittals shall clearly indicate product intended, including all dimensions, manufacturer options required to comply with this Section.
2. Testing Plan. Submit a recycled water and process drain testing plan in accordance with these Specifications. Testing plan may be included in Contractor's overall Work Plan; if a separate submittal, submit Testing Plan a minimum of 21 calendar days prior to utility testing, for review and approval by Owner and Engineer. Include pipeline disinfection plan for applicable water service pipelines.
1.03 QUALITY ASSURANCE
A. WARRANTY
1. Unless otherwise specified, all pipe shall be warranted for one year per the pipe suppliers' standard terms.
1.04 DELIVERY, STORAGE AND HANDLING
A. General. Pipe shall at all times be handled with equipment designed to prevent damage to the pipeline, and interior and exterior coating of the pipeline. Steel and ductile iron pipe with cement mortar lining or having any other special coating or lining shall only be handled with wide canvas or rubber covered slings. Bare cables, chains hooks, or metal bars shall not be allowed to come in contact with the coating.
Hammering or otherwise means of impact to pipe walls shall not be allowed.
B. Shipping. When making shipments, all chains, cables and hold-down equipment shall be carefully padded where in contact with the pipe.
C. Unloading. No pipe shall be allowed to fall from trucks.
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D. Gaskets. Gaskets shall be stored in containers or wrappers which will protect the gaskets from ozone and other atmospheric deterioration.
PART 2 PRODUCTS
2.01 CITY OF HOLLISTER IMPROVEMENT STANDARDS (2019)
A. Comply with sanitary sewer standards in the City of Hollister Design Standards. Where conflicts exist between materials specified in the County Standards as this Specification, requirements of this Section shall prevail.
2.02 PVC PROCESS PIPE, 6-8 INCH DIAMETER (BURIED, GRAVITY) A. Unless shown otherwise on the plans, all new gravity sewer/process (SS/PS) main and laterals shall be Polyvinyl Chloride plastic pipe (PVC) SDR 35.
B. Pipe shall be manufactured from quality PVC resin, compounded to provide physical and mechanical properties that equal or exceed call class 12454 or 212364 as defined in ASTM D1784.
C. PVC pipe for sewer shall be colored green for in -ground identification.
D. Fittings. All fittings and accessories shall be as manufactured and furnished by the pipe supplier or approved equal, and have bell and spigot configurations compatible with that of the pipe.
E. Joint Tightness. Joints shall be sealed using elastomeric seals, capable of withstanding 25 feet of head pressure and 22 inches Hg vacuum.
2.03 PVC RECYCLED WATERLINE, 1 INCH DIAMETER (BURIED, PRESSURE) A. Unless shown otherwise on the plans, all new waterlines shall be Polyvinyl Chloride plastic pipe (PVC) Schedule 80 (SCH80)
B. Pipe shall be manufactured from quality PVC resin, compounded to provide physical and mechanical properties that equal or exceed call class 12454 or 212364 as defined in ASTM D1784.
C. PVC pipe for recycled water shall be colored purple for in ground identification D. Fittings. All fittings and accessories shall be as manufactured and furnished by the pipe supplier or approved equal, and be solvent weld fittings compatible with that of the pipe.
2.04 PIPE LABELING
A. Above ground piping shall be labeled as described below:
1. Color, size and flow arrows: Per ANSI/ASME A13.1
2. All piping containing or transporting corrosive or hazardous chemicals shall be identified with labels every 10 feet and with at least two labels in each room, closet, or pipe chase
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3. Label shall be made from durable, UV and chemical resistant materials
2.05 WARNING TAPE. All buried "wet" piping shall be provided with warning tape, of pigmented polyolefin material, which is chemically inert and will not degrade upon contact with moist soil.
Tape shall have tensile strength of 2,500 psi and elongation of 800% per ASTM D-882. Tape shall be 3" wide, Marked "CAUTION [PIPE SERVICE]", terra -tape or approved equal.
1. Recycled Water — Purple with black lettering
2. Process Drain/Sewer — Green with black lettering
PART 3 EXECUTION
3.01 GENERAL
A. Care and Handling of Materials. All materials shall be carefully handled in all steps of fabrication, storing, loading, transporting, unloading, storing at the site, and installation, using the means and following the procedures submitted with the approved shop drawings. All steel pipe over 12 -inch size shall be fitted after fabrication with internal bracing and stulls at both ends as a protective measure against deformation and injury to mortar lining. Pipe slings used during handling, and tie -down straps during transit shall be not less than 4 -inch wide flat fiber or plastic straps. During storage and in transit, pipe 8 -inches and larger shall be rested on saddles or on another support system approved by the Engineer, which will insure freedom from damage of the barrel, interior lining, and exterior coating. Not less than 3 saddles or other longitudinal pipe supports shall be used during transit.
Pipe shall be stored and handled in accordance with section 01 35 00, Special Project Procedures for Kit Foxes.
B. Installation.
1. The different kinds of piping (buried and exposed) shall be installed in accordance with the approved shop drawings and the erection procedures submitted with the approved shop Drawings, and in accordance with the requirements specified in Table 1 of this Specification. Such procedures and methods shall conform to or exceed the minimum requirement of the pipe manufacturer, and shall be as supplemented by the provisions specified herein. The interior of pipe, fittings, and couplings shall be clean and free from contamination when installed and effective means shall be taken to prevent the entrance of foreign matter during progress of the work. The types and sizes of pipes and fittings to be used shall be as specified herein and as shown on the Drawings. Where fittings are omitted from the Drawings, they shall be the same size as the piping and in all cases shall conform to the plumbing code requirements.
2. All pipe shall be carefully placed and supported at the proper lines and grades and where practicable shall be sloped to permit complete drainage.
Piping runs shown on the Drawings shall be followed as closely as possible, except for minor adjustments to avoid architectural and structural features. If relocations are required, they shall be approved by the Owner.
3.02 TRENCH CONSTRUCTION:
A. Comply with trench detail on the plans, and Section 31 23 33, Trenching and Backfilling.
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3.03 PIPE LAYING
A. Install to the grade and invert elevations shown on the plans. Allow on -site visual inspection by Owner's Representative of all piping prior to backfilling, upon request.
B. Temporary Plugs: When, for any reason, pipe laying is discontinued for an hour or more, the open end of each line shall be closed with a close -fitting stopper.
3.04 WARNING TAPE
A. Warning tape shall be placed in the trench with the piping as required by the City Inspector.
3.05 INSTALLATION OF POLYVINYL CHLORIDE SCHEDULE PIPE
A. Laying. Install plastic pipe where and as shown on the Drawings. Trenching shall be in accordance with Section 31 23 33, Trenching and Backfilling, and the County standard trench detail.
B. Fittings. Fittings for plastic pipe shall be flanged or of the socket type using the solvent weld process. Transition from plastic to steel pipe shall be by flanges or by threaded slip joint plastic adapter or fitting. No plastic pipe shall be threaded. No solvent shall be used on threaded end of plastic adapters or fittings.
C. Anchorage. All line valves and fittings at down pipes shall be anchored to the wall in a manner to prevent stress and rotation of the pipe.
D. Joints. Joint material for plastic pipe shall conform strictly to the printed recommendations of the pipe manufacturer. Solvent weld connections shall be made as follows:
1. Joints shall be wiped clean and a solvent supplied by the manufacturer applied to both male and female connections.
2. Two applications of the solvent shall be made.
3. The treated surfaces shall be forced together as soon as the pipe material becomes soft or tacky and given 1/4 turn as recommended by the manufacturer.
E. DEFLECTION
1. Allowable deflection of the installed pipeline shall not exceed 5% of the pipeline diameter, as measured and tested by Contractor no sooner than 30 days following completion of work adjacent to and over the pipeline. The Contractor shall measure the deflection of the pipeline using either a pull -through device or deflection measuring device. The contractor shall submit test plan for approval by Owner prior to testing.
2. Pull -through Device. This device shall be a spherical, spheriodal or elliptical ball, a cylinder, or circular section fused to a common shaft. Circular sections shall be so spaced on the shaft that distance from external faces of front and back sections will equal or exceed diameter of the circular section. The diameter, or minor diameter as applicable, must equal the average inside diameter of the pipe minus the dimension equivalent to the maximum allowable deflection specified. The pull -through device shall be constructed of a materiel WG 1011-0003-44
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with a density greater than 1.0 relative to water at 29.2 degrees F, and a surface Brinell hardness of not less than 150.
a. Testing Procedure. Pass the pull -through device through each run of pipe by pulling it with attached cable. If device fails to pass freely through pipe run, replace pipe which has the excessive deflection and completely retest in same manner and under same conditions specified.
3. Deflection Device. Deflection device shall be sensitive to 1.0 percent of the diameter of the pipe being tested and accurate to 1.0 percent of the indicated dimension. The deflection measuring device shall be approved by the Engineer prior to use.
a. Testing Procedure. Measure deflections through each run of installed pipe. If deflection reading in excess of the maximum allowable specified is obtained, retest the pipe run from the opposite direction. If retest continues to show deflection in excess of the allowable, remove pipe which has excessive deflection, replace with new pipe, and completely retest in the same manner and under the same conditions.
3.06 TESTING
A. Perform the following tests in the presence of the Engineer. In the event of a failed test, correct all deficiencies and retest. The contractor is responsible for all costs associated with retesting following failed tests, and the Owner may deduce such costs from the payments due.
B. All Gravity Sanitary Sewer/Process Piping, unless specifically excluded elsewhere, shall be tested as follows:
1. Air Leakage Test per City of Hollister Standard Specification 306-1.4 Testing Pipelines
2. Deflection Test per City of Hollister Standard Specification 306-1.2A2 Field Inspection for Plastic Pipe and Fittings
C. All recycled water lines, unless specifically excluded elsewhere, shall be tested as follows:
1. Water Pressure test at 150 psi per City of Hollister Standard Specification 306-
1.4 Testing Pipelines
END OF SECTION
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SECTION 33 42 36
TRENCH DRAIN
PART 1 GENERAL
1.01 SUMMARY
A. Contractor shall provide all labor, materials, equipment and incidentals required to furnish and install the trench drain.
1.02 REFERENCES
A. American Society for Testing and Materials (ASTM)
1. ASTM C579- Standard Test Methods for Compressive Strength of Chemical - Resistant Mortars, Grouts, Monolithic Surfacings, and Polymer Concrete
2. ASTM C580- Standard Test Method for Flexural Strength and Modulus of Elasticity of Chemical -Resistant Mortars. Grouts, Monolithic Surfacings, and Polymer Concrete
3. ASTM C267- Standard Test Method for Chemical Resistance
4. ASTM A240- Standard Guide for Stainless Steel
1.03 SYSTEM DESCRIPTION
A. The trench drain will transport liquid to the existing process drain line. The trench drain shall fit along the base of the vactor truck ramp as shown in the plans.
1.04 SUBMITTALS
A. Comply with City SP Section 01300.
B. Product Data
1. Manufacturer's descriptive literature, illustrations, specifications, identification of materials of construction and engineering data
C. Shop Drawings
1. Submit complete detailed shop drawings including physical layout of the trench drain manufacturer's installation instructions, and equipment operating characteristics.
1.05 QUALITY ASSURANCE
A. Manufacturer's Qualifications: Manufacturer shall have a minimum of five (5) years experience in the production of substantially similar equipment.
1.06 WARRANTY
A. All equipment shall carry a warranty for a one-year period from the date of start up, not to exceed 12 months after shipment. All warranties shall be turned into the Owner prior to project completion.
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PART 2 - PRODUCTS
2.01 MANUFACTURERS
A. Trench drain shall be DuraTrench as manufactured by Eric'sons, 296 Industrial Blvd.
N., Dallas, GA 30132 -(770-505-6575) or approved equal.
2.02 EQUIPMENT
A. TRENCH DRAIN
1. The trench drain body shall be composed of polyester fiber reinforced polymer concrete.
2. The trench shall have a 6" clear open throat. The trench body shall be gray in color to closely resemble the color of concrete and have a smooth interior for improved flow rates and reduced debris build-up.
3. Sections shall be straight and 96" long (typical) and have a minimum 1" receiving flange on the upstream end for receiving and sealing the trench sections together.
4. Each of the sections shall be labeled to indicate proper flow and placement.
The trench body shall mate to the frame and form a grate seat that shall accept the specified grate.
5. The body shall be supplied with a factory fit top for rail alignment and fastening of the channels in the field ensuring that the rails are cast in a coplanar manner.
6. The trench body shall have the following properties: 12,600 psi minimum tensile strength per ASTM C307, 12,000 psi. minimum compressive strength per ASTM C579, 26,500 psi minimum flexural strength per ASTM C580, less than
0.35% water absorption, shall be frost proof, salt proof, and be resistant to dilute acids and alkalis per ASTM C267.
B. GRATING
1. Grating shall be 08SGLR24SS3 bar grating.
2. Grates shall be load banded.
3. Grate shall be T304 stainless steel per ASTM-A240 with bead blast finish. The grate shall be 8" wide x 24" long x 1 1/2" thick, with 1/4"thick bearing bars at 1 3/16" O.C., and cross bars at 4" O.C.
C. FRAME
1. Extreme duty load bearing frame constructed of 2" x 2" x 5/16" thick T304 stainless steel angle.
2. Frames shall have 3" x 3/8" diameter headed concrete anchors at 12" O.C.
3. Frames shall have integral installation clamps securely affixed to the frame.
4. Frame shall conform to ASTM-A240.
5. Frames shall provide for a minimum of 90 square inches of bearing area per grate.
6. The frame is rated to support grates up to load class F.
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PART 3 - EXECUTION
3.01 INSTALLATION
A. Install the Trench Drain in accordance with the manufacturer's recommendations, Installation, Operation and Maintenance Manual and approved general arrangement drawings.
END OF SECTION
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ADDENDUM NUMBER NO. 1
FOR
Vactor Truck Dump Station Project
CIP C2405
From: City of Hollister
375 Fifth Street
Hollister, CA 95023
TO: Prospective Bidders
This addendum forms a part of the Contract Documents dated January 2026 as noted herein.
The following changes, additions, clarifications or deletions shall be made to the referenced documents as follows. All other conditions shall remain the same.
Each Bidder shall acknowledge receipt of this addendum by completing the acknowledgement at the end of this addendum and by confirming receipt of this addendum on the Contract Bid Form. Failure to do so may subject the bidder to disqualification.
The following changes or clarifications have been made to the Bid Documents:
1. Replace Page 19 of the Construction Contract with the revised page attached to this addendum.
2. Replace Plan Sheet Numbers T-1, T-2, C-1, C-2, C-3, C-4, C-5, C-6, with signed plan sheets attached to this addendum.
3. Please see the list of questions received as of April 29, 2026.
A. Question: Does the city have an Engineer's Estimate for this project? If so, can the Engineer's estimate be provided?
Answer: The engineer's estimate is $674,000.
B. Question: Does the city have a current plan holders list available? Answer: Plan holder list as of 04/29 is attached to this addendum.
Marco Martinez
Associate Engineer
City of Hollister
6/2/2026
Date
Bidder shall sign below acknowledging the receipt of this addendum and submit with bid.
City of Hollister
Vactor Truck Dump Station C2405
Addendum No. 1
Bidder Signature
McKim Corporation
8505 Church Street #1, Gilroy, CA 95020
Company Name and Address
6/2/2026
Date
C2405 - C2405 Vactor Truck Dump Station Pro.ect
Plan Holders List
Plan Holders List
Organization Name
Medical Facilities
Solutions LLC dba MFS
Construction
Stewart Engineering Inc
Pacific Infrastructure
Monterey Peninsula
Engineering
Pacific Underground
Construction, inc
Top G Civil Inc
Central Coast Builders
Association
Bid America
LMB Consulting
WOODLAND MOTORS
Cushman Contracting
Corporation
MKN & Associates
Specialty Construction,
Inc.
hitech
Logic Automation LLC
River Stone Construction
Inc.
Quantum Ridge Ventures
Hartzell General
Engineering Contracting,
Inc.
Corcus Constuction
SCI
Pipe and Plant Solutions,
Inc.
Advanced Drainage
Systems
Bowman & Williams
Granite Rock Company
PPR
Main Contact
Estimating Team
Roger Ellicock
Jenee Beeson
Bids MPE
Thad Corbett
Abraham Vargas
Shelly Verba
Abdul Abdul
Lacey Bridges
GARY TALLMAN
Aidan Basinger
Kevin Norgaard
Sheri Shamlbin
hi tae
Andrew Molyneaux
jose becerra
Frank Smith
Charles Hartzell
Noel Gallagher
john holt
Remo Tocchini
Garrett Kaprielian
Ben Rylander
Bryan Jones
Mike Luis
Download Date
City
04/29/2026 08:00 AM PDT San Jose
04/29/2026 06:42 AM PDT
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Redding
Pleasanton
Marina
04/28/2026 08:42 AM PDT San Jose
04/27/2026 10:43 AM PDT Fresno
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04/27/2026 09:03 AM PDT
04/27/2026 08:32 AM PDT
04/27/2026 07:58 AM PDT
04/27/2026 07:37 AM PDT
Murrieta
Rowlett
Woodland
Goleta
04/27/2026 07:22 AM PDT Fresno
04/27/2026 06:37 AM PDT San Luis Obispo
04/25/2026 08:55 AM PDT montreal
04/25/2026 12:52 AM PDT riverside
04/24/2026 11:14 PM PDT SAN BERNARDINO
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04/29/2026 10:30 AM PDT
ADDENDUM NUMBER NO. 2
FOR
Vactor Truck Dump Station Project
CIP C2405
From: City of Hollister
375 Fifth Street
Hollister, CA 95023
TO: Prospective Bidders
This addendum forms a part of the Contract Documents dated January 2026 as noted herein.
The following changes, additions, clarifications or deletions shall be made to the referenced documents as follows. All other conditions shall remain the same.
Each Bidder shall acknowledge receipt of this addendum by completing the acknowledgement at the end of this addendum and by confirming receipt of this addendum on the Contract Bid Form. Failure to do so may subject the bidder to disqualification.
The following clarifications have been made to the Bid Documents:
A. Question: On page 23 of the project specifications, it states that Exhibit 11 contains the insurance requirements; however, Exhibit 11 does not appear to be included in the specifications. Could you please advise where we can find the insurance requirements for this project?
Answer: Exhibit 11 is a placeholder for where the contractor will insert the required insurance documents. The contractor's liability insurance requirements can be located on sheets ITB-3 (Page 37) and GC -44 through GC -47 (Pages 105-108) of the project specifications.
GktgGgiry signed by Marco Martinez
p �rj �^. }► ..} Y1 RN CsUS.
mare° m t 7 `'rtSrca [email protected]'s.gov.
0=MIV of Hollister, OUsKiV
ngi»eer¢ng. CN=Marca. Martinez
Marco Martinez
Associate Engineer
City of Hollister
06/01/2026
Date
Bidder shall sign below acknowledging the receipt of this addendum and submit with bid.
Bidder Signature
McKim Corporation
8505 Church Street #1, Gilroy, CA 95020
Company Name and Address
6/2/2026
Date
ADDENDUM NUMBER NO. 3
FOR
Vactor Truck Dump Station Project
CIP C2405
From: City of Hollister
375 Fifth Street
Hollister, CA 95023
TO: Prospective Bidders
This addendum forms a part of the Contract Documents dated January 2026 as noted herein.
The following changes, additions, clarifications or deletions shall be made to the referenced documents as follows. All other conditions shall remain the same.
Each Bidder shall acknowledge receipt of this addendum by completing the acknowledgement at the end of this addendum and by confirming receipt of this addendum on the Contract Bid Form. Failure to do so may subject the bidder to disqualification.
The following clarifications have been made to the Bid Documents:
A. Question: How are bidders supposed to submit the original bid bond? Or is only an electronic upload fine?
Answer: Bidders will need to submit the bid bond electronically through Bidnet.
B. Question: Who is responsible for concrete and compaction testing? Answer: The contractor shall be responsible for concrete and compaction testing.
C. Question: Can we stage in or near the work area?
Answer: The city owns the Domestic Waste Water Treatment Plant, therefore a staging area will be provided near the work area.
ly slyneal by Marna M
ma a artinez
1 VV ti C9g"t19l
nezr aa`co.nrartknaz faalfister. ca.e�ew,Q=GiflP of
HOI�1 8Y, ' EFtg1116!q PIRRQ, CtesMarcca
Martinez
Marco Martinez
Associate Engineer
City of Hollister
06/03/2026
Date
Bidder shall sign below acknowledging the receipt of this addendum and submit with bid.
Bidder Signature
McKim Corporation
8505 Church Street #1, Gilroy, CA 95020
Company Name and Address
06/03/2026
Date
ADDENDUM NUMBER NO. 4
FOR
Vactor Truck Dump Station Project
CIP C2405
From: City of Hollister
375 Fifth Street
Hollister, CA 95023
TO: Prospective Bidders
This addendum forms a part of the Contract Documents dated January 2026 as noted herein.
The following changes, additions, clarifications or deletions shall be made to the referenced documents as follows. All other conditions shall remain the same.
Each Bidder shall acknowledge receipt of this addendum by completing the acknowledgement at the end of this addendum and by confirming receipt of this addendum on the Contract Bid Form. Failure to do so may subject the bidder to disqualification.
The following clarifications have been made to the Bid Documents:
1. Bid Opening Date has been extended to June 17, 2026 at 2:OOPM, via Zoom. Bids will need to be submitted electronically via email. Complete bid packages shall be emailed to [email protected] (CC: enineerin (u hollister,ca. ov ) Please reference the updated Bid Opening Zoom Link below.
Engineering Dept is inviting you to a scheduled Zoom meeting.
Join Zoom Meeting
https://us02web.zoom.us/° /84821076660?pwd=QCoz2TecfZEiyoNLoW DbvWOQhh7V51.1 Meeting ID: 848 2107 6660
Passcode: 708649
One tap mobile
+16694449171„84821076660# US
+16699006833„84821076660# US (San Jose)
Join by SIP
• [email protected]
Join instructions
https://us02web.zoom.us/meetings/84821076660/invitations?signature=cELSK BBwCcR- o*Lk29QATtxZ DGMrcOO0i-UNBVYHs
City of Hollister
Vactor Truck Dump Station C2405
Addendum No. 4
A. Question: It appears there is no place to submit the bid online on Bid Net and it says that bids are to be submitted physically. Do bids need to be submitted physically or electronically? Answer: Bids will need to be submitted electronically via email. Complete bid packages shall be emailed to marco.martinez hoilister.ca. ov (CC: en ineerin hollister.ca. ov) oigkally signed by Marco Martinez
a coMartinez tr'US amarbasctartlnez@Polltster. ,9ov,
°7 et of Hollister, OUEPW -EngrEngineering,
CHEIMamo Martinez
Marco Martinez
Associate Engineer
City of Hollister
06/08/2026
Date
Bidder shall sign below acknowledging the receipt of this addendum and submit with bid.
Bidder Signature
McKim Corporation
8505 Ciurci Street #-, Gi
Company Name and Address
roy, CA 95020
6/8/2026
Date
EXHIBIT 10
Bonds
BID BOND
KNOWN ALL PERSONS BY THESE PRESENTS that, McKim Corporation hereinafter called the PRINCIPAL, AND Great Midwest Insurance Company , a corporation duly organized under the laws of the State of having its PRINCIPAL place of business at 800 Gessner, Suite 600, Houston, TX 77024, in the State of Texas and authorized to do business in the State of California, hereinafter call the SURETY, are held and firmly bound unto the City of Hollister, hereinafter called the OBLIGEE, on order, in the sum of Ten Percent of Total Amount Bid Dollars ($ 10% of Total Amount Bid (being at least ten percent (10%) of the total amount of PRINCIPAL's bid) lawful money of the United States, for the payment of which we bind ourselves, our heirs, executors, administrators, successors, and assigns, jointly and severally, firmly by these present.
THE CONDITIONS OF THIS OBLIGATION ARE SUCH THAT:
WHEREAS, the PRINCIPAL has submitted its Bid for the project entitled:
Vector Truck Dump Station Pro.ect ; CIP No. 2405 to the OBLIGEE, said Bid, by reference thereto; being hereby made a par hereof.
NOW THEREFORE, if said Bid is rejected or, in the alternative, if said Bid is accepted and the PRINCIPAL signs and delivers a contract and furnishes a Performance bond and Payment Bod, in the form and within the time required by the Bid and the Contract Documents, then this obligation shall become null and void, otherwise the same shall remain In full force and effect and upon default of the PRINCIPAL shall be forfeited to the OBLIGEE, it being expressly understood and agreed that the liability of the SURETY for any and all default of the PRINCIPAL shall be the amount of this obligation as herein stated, as liquidated damages. Such forfeiture and liquidated damages under this bond shall be without prejudice to the OBLIGEE's right to pursue any excess actual damages from the PRINCIPAL for breach of contract or otherwise.
The SURETY, for value received, hereby agrees that the obligations of said SURETY and its bond shall not be impaired or affected by any extension of the time within which the OBLIGEE may accept such Bid, and the SURETY hereby waives notice of any such extension.
In the event suit is brought upon this bond by the OBLIGEE and judgment is recovered, the SURETY shall pay, in addition to the sum set forth above, all costs incurred by the OBLIGEE in such suit, including reasonable attorney's fees and expert witness fees, to be fixed by the court.
Singed this 3rd_ day of June , 20(292026
McKim Corporation
PRINCIPA
BY:
Great Midwest Insurance Company
SURETY
BY:
Kathleen Le, Attorney -In -Fact
Note: Signatures of person executtg for SURETY must be notarized and evidence of corporate authority attached.
10-1
ACKNOWLEDGMENT
A notary public or other officer completing this
certificate verifies only the identity of the individual who signed the document to which this certificate is
attached, and not the truthfulness, accuracy, or
validity of that document.
State of California
County of Sacramen
o
on June 3, 2026 before me, S. Smith, Notary Public
(insert name and title of the officer)
personally appeared Kathleen Le
who proved to me on the basis of satisfactory evidence to be the person(* whose name(* is/aFe subscribed to the within instrument and acknowledged to me that fie/she/they executed the same in t /her/theif authorized capacity(ics), and that by #is/her/ icir signature(* on the instrument the person(s3 or the entity upon behalf of which the person(* acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature
(Seal)
S. SMITH
COMM. # 2442257
NOTARY PUBLIC CALIFORNIA 65
COUNTY OF SACRAMENTO w
Comm. Expires APR. 22, 2027
POWER OF ATTORNEY
Great Midwest Insurance Company
KNOW/ ALL MEN BY THESE PRESENTS, that GREAT MIDWEST INSURANCE COMPANY, a Texas Corporation, with its principal office in Houston, TX, does hereby constitute and appoint: Bill Rapp, Deanna Quintero, Elizabeth Collodi, Jason March; Jennifer Lakmann, John Hopkins, John Weber, Matthew Foster, Mindy Whitehouse, Phil Watkins, Samantha Watkins, Sara Walliser, Tony Clark, Brad Espinosa, Paula Senna, Breanna Boatright, Kathleen Le, Sharon Smith, Cassandra Medina, R. Kailany ;its true and lawful Attorney(s)-In-Fact to make, execute, seal and deliver for, and on its behalf as surety, any and all bonds, undertakings or other writings obligatory in nature of a bond.
This authority is made under and by the authority of a resolution which was passed by the Board of Directors of GREAT MIDWEST NSURANCE :OMPANY, on the 1St day of April, 2025 as follows:
Resdved, that the President, or any officer, be and hereby is, authorized to appoint and empower any representative of the Company or other person cr persons as Attorney -In -Fact to execute on behalf of the Company any bonds, undertakings, policies, contracts of indemnity or otheri writings obligatory in nature of a bond not to exceed One -Hundred Million dollars ($100,000,000.00), which the Company might execute through its duly elected officers, and affix the seal of the Company thereto. Any said execution of such documents by an Attorney -In -Fact shall be as binding upon lie Company as if they had been duly executed and acknowledged by the regularly elected officers of the Company. Any Attorney -In - Fact, so appoeited, may be removed in the Company's sole discretion and the authority so granted may be revoked as specified in the Power of Attorney.
Resdved, that the signature of the President and the seal of the Company may be affixed by electronic mail on any power of attorney 1granted, and tie signature of the Secretary, and the seal of the Company may be affixed by electronic mail to any certificate of any such power and any such power or certificate bearing such electronic signature and seal shall be valid and binding on the Company. Any such power so executed and sealed and certificate so executed and sealed shall, with respect to any bond of undertaking to which it is attached, continue to be (valid and binditig on the Company.
IN VIITNESS THEREOF, GREAT MIDWEST INSURANCE COMPANY, has caused this instrument to be signed by its President, and its Corporate Seel to be affix his 8th day of April, 2025. 0.�uedRAt GREAT MIDWEST INSURANCE COMPANY
ACKNOWLEDGEMENT
BY
Mark W. Haushill
President
On this 8th day of April 2025, before me, personally came Mark W. Haushill to me known, who being duly sworn, did depose and say that he is the President of GREAT MIDWEST INSURANCE COMPANY, the corporation described in and which executed the above instrument; that he executed said instrument on behalf of the corporation by authority of his office under the By-laws of said corporation.
CHRISTINA BIS
.I ry ID # 131 "
April td, 2029
CERTIFICATE
BY
Christina Bishop
Notary Public
the undersigned, Secretary of GREAT MIDWEST INSURANCE COMPANY, A Texas Insurance Company, DO HEREBY CERTIFY tha the original Power of Attorney of which the foregoing is a true and correct copy, is in full force and effect and has not been revoked and the resolutions as set forth are now in force.
3rd
Signed and Sealed at Houston, TX this
June
Day of
2026
BY
Patricia an
Secretary
I"WARNING: Amy person who knowingly and with intent to defraud any insurance company or other person, files and application for insurance of claim containing any materially false information, or conceals for the purpose of misleading, information concerning any fact material thereto, commits a [fraudulent insurance act, which is a crime and subjects such person to criminal and civil penalties.
LABOR AND MATERIAL BOND
BOND NO.
PREMIUM INCLUDED IN PERFORMANCE BOND
KNOW ALL MEN BY THESE PRESENTS:
That we, , as Principal, and
, a corporation organized and doing
business under and by virtue of the laws of the State of and duly licensed to conduct a general surety business in the State of California as Surety, are held and firmly bound unto the as Obligee, in the penal sum of
($ ) DOLLARS, for which
payment , well and truly to be made, we find ourselves, our heirs, executors and successors, jointly and severally firmed by these presents.
THE CONDITION OF THE OBLIGATION IS SUCH THAT:
Whereas, the above -named Principal, has entered into an agreement which is made a part of this bond, with the , State of California, as Obligee, for the designated public improvements identified as , as
required by the Government Code of California.
Whereas, under the terms of said agreement, principal is required before entering upon the perfonnance of the work, to file a good and sufficient payment bond with the to secure the claims to which reference is made in Title 3 (commencing with Section 9000) of Part 6 of Division 4 of the Civil Code of the State of California.
Now therefore, said principal and the undersigned, as surety, are held firmly bound unto the and all contractors, subcontractors, laborers, materialmen and other persons employed in the performance of the aforesaid agreement and referred to in the aforesaid Civil Code of the State of California for material furnished or labor thereon of any kind, or for amounts due under the Unemployment Insurance Act with respect to such work or labor that said surety will pay the same in an amount not exceeding the penal sum hereinabove set forth, and also in case suit is brought upon this bond, will pay, in addition to the penal sum thereof, costs and reasonable expenses and fees, including reasonable attorney's fees, incurred by in successfully enforcing such obligation, to be
awarded and fixed by the court, and to be taxed as costs and to be included in the judgement therein rendered.
It is hereby expressly stipulated and agree that this bond shall inure to the benefit of any and all persons, companions, and corporations entitled to file claims under Title 3 (commencing with Section 9000) of Part 6 of Division 4 of the Civil Code, so as to give right of action to them or their assigns in any suit brought upon this bond.
Should the condition of this bond be fully performed, then this obligation shall become null and void, otherwise it shall be and remain in full force and effect.
The Surety hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of said agreement or the specifications accompanying the same shall in any manner affect its obligations on this bond, and it does hereby waive notice of any such change, extension, alteration or addition.
In witness whereof, this instrument has been duly executed by the principal and surety above names, on PRINCIPAL: SURETY
Attorney -in -Fact
10-2
PAYMENT & PERFORMANCE BOND
BOND NO.
$ premium is for a
term of year(s)
KNOW ALL MEN BY THESE PRESENTS:
That we,
, as Principal, and
, a corporation organized and doing
business under and by virtue of the laws of the State of and duly licensed to conduct a general surety business in the State of California as Surety, are held and firmly bound unto the as Obligee, in the penal sum of
($ ) DOLLARS, for which
payment , well and truly to be made, we find ourselves, our heirs, executors and successors, jointly and severally firmed by these presents.
THE CONDITION OF THE OBLIGATION IS SUCH THAT:
Whereas the Obligee and Principal have entered into an agreement whereby Principal agrees to install and complete certain designated public improvements, which agreement, identified as , is hereby referred to and made a part hereof, and
Whereas, said Principal is required under the terms of said agreement to furnish a bond for the faithful performance of said agreement.
Now therefore, the condition of this obligation is such that if the above bounden Principal, his or its heirs, executors, administrators, successors or assigns, shall in all things stand to and abide by, well and truly keep and perform the covenants, conditions and provisions in the said agreement and any alteration thereof made as therein provided, on his or their part, to be kept and performed at the time and in the manner therein specified, and in all respects according to their intent and meaning, and shall indemnify and save harmless Obligee, its officers, agents, and employees, as therein stipulated, then this obligation shall become null and void, otherwise it shall be and remain in full force and effect.
As a part of the obligation secured hereby and in addition to the penal sum specified therefor, there shall be included costs and reasonable expenses and fees, including reasonable attorney's fees, incurred by Obligee in successfully enforcing such obligation, all to be taxed as costs and included in any judgement rendered.
The Surety hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the agreement or to the work to be performed thereunder or the specifications accompanying the same shall in anywise affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the agreement or to the work or to the specifications.
In witness whereof, this instrument has been duly executed by the principal and surety above names, on PRINCIPAL: SURETY
10-3
Attorney -in -Fact
EXHIBIT 11
Insurance Requirements
STAFF REPORT
HOLLISTER CITY COUNCIL
MEETING DATE: August 3, 2026
REPORT # City Clerk -2026-22
AGENDA ITEM: A RESOLUTION APPROVING THE ADOPTION AND
IMPLEMENTATION OF A CIT IDE RECORDS MANAGEMENT PROGRAM AND
RECORDS RETENTION SCHEDULE
DEPARTMENT: City Clerk
DEPARTMENT HEAD: Angie Gonzalez, Acting City Clerk
COUNCIL NEXT STEPS: Adopt a resolution implementing a Citywide Records Management Program and Records Retention Schedule.
DISCUSSION:
The California Legislature has established statutory requirements, guidance, and best practices for the retention and disposition of local government records. The City's proposed Records Retention Schedule is based on these requirements and is intended to provide a comprehensive framework governing the creation, maintenance, retention, and lawful disposition of City records.
An adopted Records Retention Schedule establishes the required retention period for each category of record and provides the legal authority to dispose of records once they have fulfilled their administrative, fiscal, legal, and historical purposes. Record disposition may include transferring records to off -site storage, archiving records of permanent value, recycling records that no longer have value, or securely destroying records in accordance with applicable law. Upon adoption, the Records Retention Schedule will authorize staff to administer the City's records management program without requiring further City Council action, provided such changes remain consistent with applicable laws and the adopted schedule.
The City of Hollister last adopted a comprehensive citywide Records Retention Schedule in 1988, with limited updates to individual sections occurring over subsequent years. In 2015, the City Clerk rescinded the 1988 schedule, resulting in the absence of a unified, citywide records management framework. Since that time, records management practices have been administered inconsistently among departments, without a formally adopted retention schedule to provide standardized guidance and oversight.
Under the leadership of the Acting City Clerk, staff has completed the development and review of the attached Records Retention Schedule and accompanying annual implementation plan. The schedule was initially prepared by Lozano Smith in 2024.
During 2026, City staff completed the remaining updates, incorporated changes to reflect current operations and legal requirements, and conducted an additional quality assurance review utilizing artificial intelligence tools before presenting the final document to the City Council for consideration.
FISCAL IMPACT: There is no cost associated with the implementation of a Citywide Records Management Program and Records Retention Schedule.
PREVIOUS COUNCIL OR COMMISSION ACTION:
On January 18, 1988, the City Council adopted Resolution No. 1988-09, approving certain records retention schedules and designating certain city departments as the Official Office of record.
On April 6, 2015, the City Council adopted Resolution No, 2015-58, approving certain records retention schedules, designating certain city departments as the official office of records and rescinding Resolution No. 1988-09.
CEQA: This item is not a project subject to the California Environmental Quality Act.
ATTACHMENTS:
1. Resolution
2. Exhibit B- Records Retention Schedule
3. Attachment A — Record Destruction Form Template
4. Retention Annual Workplan
RESOLUTION NO. 2026- XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HOLLISTER
ESTABLISHING A COMPREHENSIVE CITY-WIDE RECORDS
MANAGEMENT PROGRAM AND RECORDS RETENTION SCHEDULE
WHEREAS, the City of Hollister is in need of a Records Management Program for the purpose of maintaining, utilizing, retaining, preserving and disposing of City records in a lawful and organized manner; and
WHEREAS, pursuant to Government Code Section 12236 and Government Code Section 34090, et seq., a Records Retention Schedule helps ensure that proper retention periods have been applied and that an adequate paper trail exists for all City materials and records prior to destruction; and
WHEREAS, a Records Retention Schedule outlines the time period required for keeping City Records and the process for disposing of such records.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Hollister hereby resolves:
1. The proposed Records Management Policy, which is attached hereto as Exhibit A and incorporated herein by reference, is hereby approved.
2. The proposed Records Retention Schedule, which is attached hereto as Exhibit B and incorporated herein by reference, is hereby approved. City records shall be retained for the minimum periods listed in Exhibit B until approved for destruction in accordance with this resolution.
3. Staff is authorized to amend the Hollister Records Retention Schedule from time to time to add new records categories and to conform to changes to state laws and regulations without further action by the City Council so long as the changes do not shorten the approved retention period.
4. This resolution shall become effective immediately upon its passage and adoption.
Resolution No. 2026-XX
PASSED AND ADOPTED, by the City Council of the City of Hollister at a regular meeting held on August 3, 2026, by the following vote:
AYES:
NOES:
ABSTAINED:
ABSENT:
Roxanne Stephens, Mayor
ATTEST: APPROVED AS TO FORM:
Lozano Smith Attorneys at Law
Angie Gonzalez, MMC, Acting City Clerk Jennifer P. Thompson, City Attorney I, Angie Gonzalez, MMC, Acting City Clerk of the City of Hollister, do hereby certify that the attached Resolution No. 2026-XX is an original resolution, or true and correct copy of a City resolution, duly adopted by the Council of the City of Hollister at a regular meeting held on August 3, 2026, at which meeting a quorum was present.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Hollister on August 3, 2026.
Angie Gonzalez, MMC
Acting City Clerk of the City of Hollister
Resolution No. 2026-XX
EXHIBIT A
HOLLISTER RECORDS MANAGEMENT PROGRAM AND POLICY
Purpose
The City of Hollister's (City) Records Management Program and Policy (Policy) seeks to ensure efficient and effective management of records from creation, use, maintenance, retention, and eventual preservation or disposal of records while supporting transparency, accountability, and legal compliance.
Policy
It is the policy of the City of Hollister to manage all City records in accordance with applicable federal and state laws governing the retention and destruction of City records, the City's adopted Records Retention Schedule, and all other applicable legal, regulatory, administrative, and operational requirements.
City records are public assets. No City official, employee, department, contractor, or volunteer may remove, alter, conceal, destroy, or dispose of City records except in accordance with this policy, the City's Records Retention Schedule, and applicable law.
This Policy applies to all City departments, elected and/or appointed officials, employees, volunteers, consultants, and contractors who create, receive, maintain, use, store, or dispose of City records on behalf of the City.
Overview of Records Management
One of the purposes of records management is to ensure that information is available when needed. To do this efficiently and thoroughly, records must be identified, organized, maintained for the requisite number of years, and then documented when destroyed. Records management encompasses all the record -keeping requirements that allow an organization to establish and maintain control over information flow and administrative operations, seeking to control and manage records through the entirety of their life cycle, from creation to final disposition.
Benefits of a Records Management Program include:
• Reduced legal liability
• Space saving
• Reduced expenditures for new filing equipment
• Increased efficiency in information retrieval
• Compliance with legal, administrative, and fiscal retention requirements • Identification and protection of vital records
• Control over creation of new records
• Identification of records with research and/or historical value Definitions
• Confidential Record: Any record where there is any possibility that the information could be considered personal (such as personnel or medical
Resolution No. 2026-XX
records), or private (such as proprietary or financial information received from a third party), or if it could potentially expose the City to liability, or if it falls within one of the following categories:
o Personnel records. This category of exemptions includes any "personnel, medical or similar files, the disclosure of which would cause an unwarranted invasion of personal privacy." However, employment contracts are not exempt.
o Pending claims or litigation. After a Government Code claim, or a lawsuit, has been filed against the City, the records "pertaining to" the claim or litigation become exempt until the claim or litigation is formally adjudicated or settled.
o Attorney -client privilege and attorney work product. As a general rule, it should be presumed that all communications from the City Attorney's Office to a City employee are subject to the attorney -client privilege, and the communications should be protected accordingly.
o Police records and investigative reports. This category of exemption includes a wide variety of issues including: portions of investigation reports, confidential informants, etc.
If there is any question as to whether or not a particular record is "confidential," contact the City Attorney.
• Department Records Coordinator: An individual authorized by a Department Head to assist the City Clerk in the implementation and conformance with the Policy within their department.
• Duplicate Records: A record is considered a duplicate only if the original record is filed elsewhere in the City.
• Office of Record (OFR): The department within the City that is responsible for maintaining a particular record in accordance with this Policy and the Retention Schedule. The Retention Schedule shall identify the OFR for each category of records. Typically, the OFR is the department that originates the record.
However, exceptions may be noted on the Retention Schedule. • Original/Official Record: The official master file of a particular record which contains the most complete and up-to-date material needed to satisfy legal and informational requirements.
• Non -record: Means writings that are preliminary drafts, notes, or interagency or intra-agency memoranda that are not retained in the ordinary course of business. • Record: Any information on any media, including data stored on magnetic media or in machine-readable form, generated by or received by the City. • Record Series: A group of similar or related records that are normally used and filed as a unit and which permit evaluation as a unit for retention purposes. • Retention Period: The minimum length of time that a particular record shall be retained by the City before it is destroyed in accordance with this Policy. The Retention Period shall be identified on the Retention Schedule. • Retention Schedule: The schedule of record series which are prepared, owned, used, or retained by the City, and which identifies a minimum retention period for each record series. The Retention Schedule is subject to the approval of the City Council by resolution and may be amended from time to time by staff to add new
Resolution No. 2026-XX
records categories and to conform to changes to state laws and regulations. City Council resolution is required for any changes to the retention schedule that shorten the retention period.
• Vital Records: Records essential to (a) resumption or continuation of operations (b) the legal and financial status of the City and (c) the fulfillment of obligations to the citizens, employees, and outside interests.
Roles and Responsibilities
Active management of the City's records is required to ensure that the records are properly maintained. The following outlines who is involved in managing the City's records and their respective responsibilities.
City Council
The City Council reviews and approves this Policy, the Records Retention Schedule, and amendments to either the Policy or the Records Retention Schedule, when needed.
City Manager
The City Manager (or designee) shall be responsible for administering this Policy.
City Attorney
The City Attorney (or designee) shall be responsible for the following:
• Providing legal review of changes in the law relating to this Policy and the Records Retention Schedule
• Providing legal review of proposed amendments to this Policy or the Records Retention Schedule.
• Notifying relevant OFR departments when the City will be compelled to suspend the destruction of records due to pending or potential litigation, discovery requests, or for any other reason.
• Reviewing all requests for records destruction and promptly exercising discretion to consent (or deny consent) to requests for destruction in accordance with this Policy.
City Clerk
The City Clerk (or designee) shall be responsible for the following:
• Implementing and coordinating the records management program. • Disseminating information and providing records management training to departments.
• Ensuring City departments comply with this Policy.
• Serving as the City's primary resource for records management questions. • Establishing and maintaining a system to assist departments in the destruction of obsolete records when the respective retention periods have expired. • Performing periodic audits to assure compliance with the Records Retention Schedule and to evaluate this Policy.
• Providing review of changes in records management practices relating to this Policy and the Records Retention Schedule.
Resolution No. 2026-XX
• Providing review of any proposed amendments to this Policy or the Records Retention Schedule.
• Reviewing all requests for records destruction and promptly exercising discretion to approve or deny requests for destruction in accordance with this Policy.
City Department Heads
Department heads are responsible for the following:
• Administering the City's records management program in their respective departments and for seeing that the Policy parameters are implemented in a timely manner.
• Designating a Records Coordinator to work with the City Clerk's Office to implement this Policy. Large departments with several divisions may have a Records Coordinator for each division.
• Conducting an inventory of departmental records and providing an updated copy of the inventory to the City Clerk, as needed.
• Periodically reviewing its Departmental Records Retention Schedule to ensure that the schedule is complete, accurate, and up-to-date. When proposed amendments are warranted, the department shall provide proposed written amendments to the City Clerk's Office.
• Notifying the City Attorney of any information received regarding legal issues related to the retention of records under their control. • Reviewing and approving any proposed changes to the Records Retention Schedule prepared by the City Clerk's Office related to the department, before presentation to the City Council for approval.
• Reviewing and approving the destruction of departmental records authorized by this Policy and the Records Retention Schedule, when the department is designated as the Office of Record, and subject to the review and consent of the City Clerk and the City Attorney.
• Administering the destruction of Duplicate Copies, Transitory Records, and Non - Records in accordance with this Policy.
Departmental Records Coordinators
Each departmental Records Coordinator, under the direction of their Department Head, shall be responsible for:
• Conducting an inventory of department/division records and working with the City Clerk to develop and maintain a retention schedule.
• Informing and updating employees in the department or division about the records retention policy and procedures.
• Reporting to their Department Head to ensure that active records within the department or division are kept in the proper manner as described in this policy and that records on file meet the retention periods described in the Records Retention Schedule.
• Maintaining a master index of all department records kept internally or at off -site storage, and monitoring all records that are sent there to ensure the records are properly boxed and labeled, accurately and completely indexed, and proposed destruction dates are noted.
Resolution No. 2026-XX
• Periodically reviewing inactive records in storage and preparing a list of obsolete records for destruction when the retention period has expired.
City Staff
Each City staff person shall be responsible for:
• Maintaining all original records of City business in locations and filing systems that protect the record and otherwise comply with this policy. • Becoming knowledgeable of the Records Retention schedule for any records over which they have responsibility and maintaining and destroying records as required by this policy and Record Retention Schedule.
• Maintaining duplicate records only as long as they are of direct importance to the current operation of their department but not longer than the retention period for that record type.
• Reporting to their Records Coordinator and Department Head violations of this policy or Records Retention Schedule.
Destruction of Records
Any Record (including any "Trusted Copy") which has been retained by the City for at least the minimum retention period identified on the Retention Schedule may be destroyed in accordance with this Policy after the Department Head makes a written determination that the Record is no longer required (pursuant to the Records Destruction Form (Attachment A), and after the City Clerk and City Attorney consent to destruction in writing.
If a Department Head makes a written determination that a particular Record is no longer required, but the destruction of the Record is not authorized by this Policy or the Retention Schedule, the Record may be destroyed only after the City Clerk and the City Attorney have consented to the destruction in writing and the City Council has authorized the destruction in accordance with all applicable state and federal legal requirements.
Destruction of records must be accomplished using methods that completely and effectively destroy them on the date reported for their destruction, or as soon as reasonably possible thereafter.
Records shall be reviewed on an annual basis by Departmental Records Coordinators.
Those records for which the retention period has passed shall be identified and included on the Records Destruction Form (Attachment A), which is completed by the department head or their designee, and then forwarded to the City Clerk and City Attorney (or their designee) for approval and compliance with this policy and the Retention Schedule.
Once approval has been obtained, the City Clerk (or designee) shall forward the form to the Department Records Coordinator to complete the Certificate of Destruction at the bottom of the form. Records approved for destruction shall be destroyed using one of the following approved methods of destruction. Following destruction, the completed form shall be submitted to the Clerk for filing.
Resolution No. 2026-XX
The preferred disposal method of records shall be recycling. If a record is determined to be confidential as defined above and/or contain personally identifiable information (PII), then the records shall be shredded.
Copies, drafts, and non -records may be destroyed at any time without authorization being obtained.
Original records may only be destroyed after appropriate authorizations are obtained on the Records Destruction Form.
Once an original record has been scanned or stored in an Electronic Records System and the procedures required to verify that a "Trusted Copy" has been created are met, the original record may be destroyed as described above.
t
All City Departments 2
Airport 2
City Attorney 3
City Clerk 4
Building Division 7
Engineering 7
Finance Department 7
Fire Department 9
Housing Division 11
Human Resources 12
Planning Division 14
Police Department 15
Animal Control 18
Code Enforcement 19
Cannabis 20
Information Technology 20
Parks and Recreation 20
Public Works 21
DEPARTMENT CODES:
AGD=Animal Control
CLK=Ctert
FIN= Finance
HSG= Housing
ASD=Adrninistralive Services BLD=Bolding.
CMG= City Mgr. ONE= Cannabis
HFD= Fire HMA= Hollister Municipal Airport
ISO= Information Systems Department PLN= Planning
GAD=City Attorney
DPUa'= Public Works
HPD= Police
PRD= Parks & Rec.
GED= Code Enforcement
ENG= Engineering
HRD= Human Resources
Pag@7
of 877
Dept
Number Title Description Official Record Retention Citation/ Rationale Comments All City Departments
ALL
01 Accident, Incident, & Injury Reports: Public &
employee with associated MSDS, if a chemical was
involved.
Records related to the investigation of an injury or
accident involving a City employee or a third party.
Closure/completion
+10 (City)/EF
+5 (3rd Party)/EF
29 CFR 1904.2
29 CFR 1904.33
ALL
02 ADA Transition Plans
Records related to documenting compliance with the
Americans with Disabilities Act. Includes transition and self -evaluation plans.
Current +2/EF
29 CFR 1602.31
ALL
03 Bids and Bid Documentation for Formal Bids
Records related to successful bids and requests for
proposals, including invitations to bid, bid bonds and
affidavits, bid sheets and similar supporting
documentation.
Closed +4
GC 34090;
ALL
04 Bids and Bid Documentation for Unsuccessful Bids
Unsuccessful bids, unsuccessful proposals, or
responses to request for production, or request for
c ualifications.
Closed +2
GC 34090(d);
ALL
05 Citizen Complaints / Concerns from Citizens
Complaints for police and fire departments related to
internal affairs investigation will be maintained by those departments.
Current +2/EF
GC 34090
ALL
06 Consultant Reports, Surveys and Studies
Record including reports, surveys, and studies
completed by hired consultants and submitted through
Legislative History.
Current +5/EF
GC 34090
ALL
07 Correspondence — General
Records of general correspondence, including email.
Excludes correspondence submitted with staff reports
(for Legislative History purposes).
Current +2/D
GC 34090
ALL
08 Photographs
Includes both group and individual photographs.
Retained in archival storage.
Permanent if historically
important
GC 34090; City
Policy
ALL
09 Press Releases
Current +2
GC 34090
ALL
10 Publications
Includes election brochures, freelance news articles,
newsletters, etc.
Current Use +2
GC 34090;
GC 34090.5;
GC 50110;
GC 50115
ALL
11 Departmental Polices and Procedures
Superseded +2
GC 34090(d)
ALL
12 Grants — Federal, State and Financial Records
Refer to grant application close-out procedures
Closed +5
GC 34090
ALL
13 Grant Submission Files
Includes working files, applications, backup documents, etc.
Current +5
GC 34090
ALL
14 General Correspondence
Includes customer correspondence, emails,
interdepartmental memorandums, vendor/contractor
correspondence, working documentation, etc. Not
Attached to Agreement or Project File
Current +2
GC 34090
ALL
15 Unsuccessful Grant Applications
Completion +2
GC 34090
ALL
16 Successful Bid Packages, RFQ's, RFP's
Completion +4
GC 34090; CCP
337
ALL
17 Unsuccessful Bid Packages, RFQ's, RFP's
Completion +2
GC 34090; CCP
337
ALL
18 Volunteer Applications/Assignments
Termination +2/EF/D
Airport
HMA
01 Airport Activity Statistics
Includes any data on airport traffic and other activities used for reporting purposes
Current +2
GC 34090
2 Page76
of 877
Dept
Number .
Title
Description
Official Record Retention
Citation/ Rationale
Comments
HMA
02 Aircraft Incident Reports
Records documenting accidents and other incidents
involving aircraft arriving, departing or present at the airport including, but not limited to, reports and
communications
Current +5
GC 34090
HMA
03 Airport Tenant Insurance Certificates
Records documenting that airport tenants, if any, have
required insurance coverage.
Term of contract +5
CCP 337 +1 year
HMA
04 Airport Operation Certification
Records documenting the certification of the Airport by the Federal Aviation Administration (FAA) including but not limited to Operating Certificate, Application for
Certification, FAA inspection reports relating to
certification, and certification manual and updates.
P (or as long as certificate
active +2)
14 CFR 139.109, 14
CFR 139.201 and
GC 34090
HMA
05 Airport Superintendent and Airport Staff
Correspondence Files
Incoming and outgoing correspondence that is not
attached to an agreement, tenant file, or project file.
Current +2
GC 34090(d)
HMA
06 Self -Inspection and Airport Condition Records
Records documenting inspection of airport facilities and monitoring of airport conditions according to FAA
requirements.
Current +2
14 CFR
139.301(b)(5) & (8)
and GC 34090
HMA
07 Inspection — Safety
Includes documents related to safety inspection,
including reviews and analysis of all aspects of airport operations.
Current +2
CFR 139.327
HMA
08 FAA Maintenance
Includes forms and reports required by the FAA,
including Forms FAA -198, 418, 6030-1, and 6790-4
Permanent
14 CFR 171.13-
171.213
HMA
09 Emergency Plan Exercise Records
Records documenting the holding of emergency plan
exercises required by FAA.
Current +3
14 CFR 139.325
HMA
10 Real Property Records
Records documenting the purchase, transfer, or sale of
real property including but not limited to deeds,
appraisals and valuations, closing statements,
agreements, property descriptions, easements, and
property dispute documentation. Original records are
maintained in the City Clerk's Office.
Permanent
GC 34090
HMA
11 Property and Liability Insurance Records
Certificates of insurance
Term of contract +5/EF
CCP 337 + 1
HMA
12 Tenant Files
Lease agreements, correspondence and other
documents required to become a tenant.
Completion of lease terms
+ 2
GC 34090
HMA
13 Tenant Lists
Includes tenant list, based aircraft list, possessory
interest list, etc.
Current +2
GC 34090(d)
HMA
14 Hanger Waiting Lists
Includes waiting lists for tie -down space, hanger space, etc.
Current +2
GC 34090(d)
HMA
15 Hangar Leases
Permanent
GC 34090
City Attorney
CAO
01 Appeals — Civil
Briefs, notes, research, court order(s), court decision(s).
Completion +3
CCP 583.320(a)(3); GC
34090
CAO
02 Case Log
From close of cases listed
Closed +4
CCP 337.2, 343
CAO
03 Case Records — High Profile
Significant cases which have importance or set legal
precedence. Includes logs, complaints, police reports,
court orders, motions, notes, and briefs.
Permanent
GC 7927.200-
7827 205, 34090
CAO
04 Case Records — Routine
Includes logs, complaints, police reports, court orders, motions, notes, briefs, and closing statements (unless
pertains to minors less than 3 years of attaining age of 18).
Completion +7
42 USC 1983; GC
34090
CAO
05 Case Records
Includes Pitchess motions, abatement warrants,
bankruptcy, blood draw requests, Subpoena Duces
Tecum, etc.
Completion +5 or
Completion +15 if
sustained finding against
peace officer
PC 832.5; 42 USC
§1983; GC 34090
3 Page76
of 877
Dept
Number .
Title
Description
Official Record Retention
Citation/ Rationale
Comments
CAO
06 Case Records — Workers' Compensation
Cases closed by stipulation, surveillance records)
Completion + 5
29 CFR 1904.33; 8
CCR 15400.2; GC
34090
CAO
07 Case Records — Workers' Compensation
Cases closed by compromise and release, surveillance
records.
Completion +2
29 CFR 1904.33; 8
CCR 15400.2; GC
34090
CAO
08 Council Closed Session Files
Minutes, agendas and other memos, briefs, etc.
prepared for Closed Session.
Permanent
GC 34090
CAO
09 Criminal Municipal Code Violations
Completion +10/EF
42 USC § 1983; GC
34090
CAO
10 Legal Opinions
Pertains to confidential legal opinions
Current +2
GC 34090, 7920 et
seq.
CAO
11 Proposed Litigation
Proposed litigation submitted to the applicable
legislative body.
Current +1
GC 50115,
7922.525-7922.545
CAO
12 Settlement Agreements
Final settlement agreement managed as a separate
record outside of case record.
Completion +10
GC 34090, 7920 et
seq.
City Clerk
CLK
01 Appointments
Records documenting the search for and appointment
of individuals to serve on commissions, advisory
bodies, task forces, and other volunteer organizations.
Current +2
GC 34090
CLK
02 Agenda Packets/Agendas
Agendas and packets including attached exhibits,
staff reports and correspondence for city council,
boards, commissions and committees. (Including all
meeting types).
permanent/EF/D
GC 34090
Originals can be
destroyed once
electronically filed.
CLK
03 Agreements, Contracts, Leases (Excluding Capital
Improvements)
Executed agreements, contracts, amendments, change
orders, and any attached exhibits, addenda or related
documents.
Contract Completion
+10/EF/D
CCP 337, 337.2 &
343; GC 29607
Department
preference; All
infrastructure
contracts should be
permanent for
emergency
preparedness
; statute of
limitations is 4 years;
10 years for Errors
and Omissions; land
records are
permanent by law
CLK
04 Agreement and Contracts — Capital Improvements
Executed agreements, contracts, amendments, change
orders, and any attached exhibits, addenda or related
documents. Includes developer agreements,
subdivision agreements, sale and purchase of property,
grants of easement, land entitlements, etc.
Permanent
GC 34090; HS
19850; CCP 337.15
CLK
05 City Council Meeting Records
Includes: Minutes, motions, orders, actions, reports,
correspondence.
Permanent (except for
audio, video tapes and
disks, which are required
to be kept for 5 years)
GC 25102;
GC 25102.1
CLK
06 Notices (Except Public Hearing Notices)
Includes declarations of posting, certificates of posting, waivers of notice, notices of meeting adjournment,
notices of meeting cancellation, etc.
Current +2
GC 34090
CLK
07 Public Notices
Proofs of publication, mailing lists, certified mail
receipts, return receipts, declarations/certificates of posting.
Current +2
GC 34090
CLK
08 Deeds, Easements, Liens, Rights of Way
Permanent
GC 34090
CLK
09 Economic Interest Filings: FPPC Form 700 Series
Statement of economic interests — FPPC 700 Series
forms.
Current +7/EF/D
GC 81009
4 Page76
•
of 877
Dept
Number .
Title
Description
Official Record Retention
Citation/ Rationale
Comments
CLK
10 Economic Interest Filings: Lobbyist
Lobbyist authorization/reporting — FPPC 635/602 Series
forms.
Current +7/EF/D
GC 81009
CLK
11 Economic Interest Filings: FPPC Form 800 Series
Form 801 (Gift to agency report);
Form 802 (Event ticket/pass distribution report);
Form 803 (Behested payment report);
Current +7/EF/D
GC 81009
Cal. Code Regs. Tit. 2,
§ 18944 and 18950.1
CLK
12 Economic Interest Filings
FPPC 803 Series forms
Current +7/EF/D
GC 81009
CLK
13 Economic Interest Filings
Agency report of new positions — FPPC 804 Series
forms.
Current +7/EF/D
GC 81009 Cal. Code
Regs. Tit. 2, § 18734
CLK
14 Economic Interest Filings
Agency report of consultants — FPPC 805 Series forms.
Current +7/EF/D
GC 81009
CLK
15 Economic Interest Filings
Agency report of public official appointments — FPPC
806 Series forms.
Current +7/EF/D
GC 81009
CLK
16 Campaign Filings: SUCCESSFUL CANDIDATES
FPPC 400 Series Forms & Form 501
Permanent/EF/D
GC 81009
Paper records must
be retained for at
least 2 years.
CLK
17 Campaign Filings: UNSUCCESSFUL CANDIDATES
FPPC 400 Series Forms & Form 501
Current +5/EF/D
GC 81009
Paper records must
be retained for at
least 2 years.
CLK
18 Campaign Filings
FPPC 400 Series Forms in instances where originals
are not required to be filed with City Clerk (Copies)
Current +4/EF
GC 81009
Paper records must
be retained for at
least 2 years.
CLK
19 Campaign Filings
FPPC 400 Series Forms for other committees that are
not candidate controlled.
Current +7/EF
GC 81009
Paper records must
be retained for at
least 2 years.
CLK
20 Candidate Files: SUCCESSFUL CANDIDATES
SUCCESSFUL CANDIDATES:
Nomination papers, candidate statement forms, etc.
Term of Office +4/EF
EC 17100
CLK
21 Candidate Files: UNSUCCESSFUL CANDIDATES
UNSUCCESSFUL CANDIDATES: Nomination papers,
candidate statement forms, etc.
Election +4/EF
EC 17100
CLK
22 Elections
General working or administration files including
correspondence, applications for vacancies on the
council, precinct maps, county election services,
candidate statements to be printed in the sample ballot, polling locations, precinct board members, notices,
postings, etc.
Current +2/EF
GC 34090
CLK
23 Elections
Historical election documents including sample ballot,
copies of resolutions, final results, and certificate of election.
Permanent
GC 34090; City
Policy
Retained for
historical value.
CLK
24 Elections
Petitions for an initiative, recall or referendum.
Results + 8 months, or
Final Examination if No
Election +1 year after
petition
examination if petition is
insufficient
EC 17200(b)(3), 17400
Not accessible to
the public; the
8 month retention
applies after
election results, or
final examination if
no election, unless
there is a legal or
FPPC
proceeding.
CLK
25 Historical Records
Historical records, photographs, and historical projects including incorporation, city seal, awards of significant historical interest, etc.
Permanent
GC 34090
5 Page76
of 877
Dept
Number .
Title
Description
Official Record Retention
Citation/ Rationale
Comments
CLK
26 Certificates of Election
Includes certificates of elections, certification of election results, reports, candidate statements, and other
supporting documentation. (If attached to a resolution, then the certificates are retained permanently)
End of term or termination
+4/EF/D
GC 81009(f)
CLK
27 Oaths of Office: Elected and Appoint Officials
End of term +6/EF/D
GC 34090, 29 USC
1113
CLK
28 Board, Commission, and Committee Applications
When applicant IS selected.
End of term +5
GC 34090, 40801
CLK
29 Board, Commission, and Committee Applications
When applicant NOT selected.
Close of selec2tion process
GC 34090, 50115
CLK
30 Proclamations and Certificates of Recognition
Directives that are rendered by City Council but are not assigned a resolution or ordinance number.
Maintained as part of
Council agenda packets
GC 34090
CLK
31 Municipal Code Books
Includes municipal code, building code, housing code,
electrical code, mechanical code, plumbing code, fire
code and supplements.
Permanent/EF/D
GC 34090(e)
CLK
32 Ordinances
Includes ordinances and attached proofs of publication
and other applicable attachments.
permanent/EF/D
GC 34090(e)
CLK
33 Resolutions
Includes attachments to resolutions.
Permanent/EF/D
GC 34090(e)
CLK
34 Real Property Files
Abandonments and supporting data, deeds and
supporting data, quitclaims and supporting data, and
easements and supporting data.
Permanent
GC 34090
CLK
35 Assessment Districts/Maintenance
Districts/Community Facilities Districts (CFD's)
Includes collection information, assessment -ballot
proceedings, original documentation files with City
Clerk.
Permanent
GC 34090
CLK
36 Subpoenas/Summonses Service Log for Legal
Documents
Current +2/EF
GC 34090
CLK
37 General Obligation Bond
Official statements, transcripts, certificates of
participations (COPS) including continuing disclosure
reports, applicable documents. See Bank Statements
for statement
retention.
Close/Completion +10
CCP 336, 337.5; 26
CFR1.6001-1, GC 34090,
43900.
CLK
38 General Correspondence Files
Incoming and outgoing correspondence for City
Manager, City Clerk, City Council, Boards,
Commissions, Committees.
Current +2
GC 34090(d)
CLK
39 Records Retention Schedules
Permanent/EF/D
CCP 343; GC
34090; City Preference
CLK
40 Ethics Training Certification Records
Forms and other documents used to verify completion
of state mandated ethics training.
Date of Filing +5
GC 53235.2
CLK
41 Annexations
Official documents to increase city bounds and limits.
H/P/EF
GC 56663(b); GC
34090(a)
CLK
42 Adopted General Plan including Amendments
H/P/EF
GC 34090
CLK
43 Grand Jury Reports
Duplicates only, original are kept by the County
Current+2
GC 34090
CLK
44 Grants — Community Development Block Grants,
Urban Development and Social Services Providers
Applications, reports and supporting documents. (OMB
Cir. A-87, A-102, A-110)
Closed +4
24 CFR 570.502; 24 CFR
85.42; GC 34090
CLK
45 Public Records Act Requests
Records include the requests and forms.
Current +2
GC 34090
6 Page764211 of 877
Dept Number Title Description Official Record Retention Citation/ Rationale Comments Building
Division
BLD
01 Building — Permit Copies, Inspection Records, and
Address Files
Includes original permit copies (alterations,
encroachments, excavations, grading, swimming pools,
temporary uses, etc.) CF1 R, CF4R, CF6R forms, permit
applications, plot plans, truss calculations, impact fee sheets, engineering fee sheets, inspection result
sheets, elevation/flood certificates, certificates of
occupancy, soils reports, moisture/compaction reports,
correspondence fees, appeal requests, sign permits,
etc.
Permanent
GC 34090; CCP
337.15 requires
retention for 10 years.
BLD
02 Building — Commercial Construction Drawings
Includes commercial construction plans and
specifications; sign plans
Permanent or life of the
building
HS 19850; GC
34090
BLD
03 Building - Residential Construction Drawings
House construction plans and specifications, master
plans and specifications, garages and other structures
appurtenant to one -and two-family dwellings plans and
specifications.
Completion +180 days
HS 19850(a); Cal.
Building Code § 107.5.
BLD
04 Building — Other Records
Building and housing board of appeals correspondence,
includes permit correspondence, fire inspection reports, appeal requests, etc.
Current +2
GC 34090
BLD
05 Building — Logs
Logs, registers, or similar records listing permits,
certificates of occupancy issues; may include inspection , building activity, daily, plan checks, utility inspections, emergency call -out logs.
Current +5
GC 34090(d)
Engineering
ENG
01 Engineering — Capital Improvement Files
Includes agreements, contracts, correspondence,
change orders, invoices, plans, specifications, utility notices, benchmark data, grants, bonds submittals,
certified payroll.
permanent
GC 34090(a), 4004;
HS 19850; CCP
337.15
ENG
02 Engineering — CEQA Legal Notices
Includes notices of exemption, notices of determination, environmental impact reports, negative declarations,
mitigation monitoring program documents, stats of
overriding considerations, and notices of completion.
Permanent
GC 34090(a);
CEQA Guidelines
ENG
03 Engineering — Real Property Files
Includes abandonments and supporting information,
deeds and supporting data, quitclaims, and easements,
etc.
Permanent
GC 34090(a)
ENG
04 Engineering — Standard Designs and Specifications
Includes designs that are replaced and retained for
historical purposes.
Permanent
GC 34090
ENG
05 Engineering — Policies and Procedures
Superseded +5
GC 34090(d)
ENG
06 Engineering — Traffic Logs
Includes traffic control work order index logs.
Current +15
GC 34090
Finance
Department
FIN
01 1099's and 1096's
Current +5
IRS Reg. 31.6001-
1(e)(2), R&T 19530,
GC 34090, 29 USC
436
FIN
02 Accounts Payable / Invoices and Backup / Claim
Vouchers / Petty Cash
Includes invoices, travel expense reimbursements, etc.
Current +5/EF/D
GC 34090.7
FIN
03 Audit Reports
ACFR annual comprehensive financial reports and
related audit opinions
Permanent/EF+90 days/D
GC 34090.7
FIN
04 Audits
Single audits, grant audits, IRS audits, transportation audits, PERS audit, etc.
Permanent/EF/D
GC 34090; City
Policy
7 Page76421 of 877
Dept
Number .
Title
Description
Official Record Retention
Citation/ Rationale
Comments
FIN
05 Bank/Financial Statements
Includes bank statements, trustee statements, fiscal
agent statements, investment account statements, bank
reconciliations, bank deposits, bank transmittal advice Current +2/EF/D
GC 34090, 26 CFR
31.6001-1
FIN
06 Budgets — Adopted / Final
Permanent/EF+90 days/D
GC 34090
FIN
07 Budgets — Preliminary, Proposed, Backup
Documents
preliminary drafts of final adopted budget.
When No Longer Required
GC 34090
FIN
08 Employee Records
Includes schedules, time -off requests, Wage Rate
Tables, wage and hour records, and employment
verification that are maintained the regular course of
business.
Current +3/EF/D
GC 34090; GC
12946; 41 CFR 50-
201.501; 29 CFR
1627.3.
FIN
09 Employment Verifications
Employment verifications that are not retained in the
regular course of business.
When No Longer
Required/D
GC 37090
FIN
10 Escheat
Unclaimed money or uncashed checks.
Current +5
CCP 340(d), 1519,
GC 34090
FIN
11 FEMA Reimbursement / OES Reimbursements
Current +10
GC 34090
FIN
12 Financial Services Database
Indefinite
GC 34090
FIN
13 Fixed Assets
Current +5
26 CFR 1.6001-
1(e), GC 34090
FIN
14 Journal Entries / Journal Vouchers
Current +5/EF
GC 34090, CC 337
FIN
15 Monthly Reports
Includes monthly or periodic reports, subsidiary ledgers, reconciliations, registers, transaction histories, balance sheets, revenue and expenditure reports, etc.
When No Longer Required
GC 34090
FIN
16 Annual Reports
Includes annual state or federal reports, state
controllers report, local government compensation
report, gas tax, maintenance of effort report, street
report. etc.
Current +5/EF/D
GC 34090
FIN
17 Surplused Equipment / Disposal
Current +5/EF
GC 344090, CCP
337
FIN
18 W -9s
Current +5/EF/D
GC 34090
FIN
19 Vehicle Titles
Vehicle titles (pink slips) for all vehicles
Until Sale or Disposal
GC 34090
FIN
20 Miscellaneous Accounts Receivable / Revenue
Accounts receivable / revenue, damage to public
property, invoices to outside entities, transient
occupancy tax, etc.
Current +5/EF/D
GC 34090
FIN
21 Bankruptcies — NOT pursued
When No Longer Rec uired
GC 34090
FIN
22 Bankruptcies — Where a claim is filed.
10 years
GC 34090
FIN
23 Registers
Includes Billing registers, payment registers, adjustment registers (business license and permit database is the
original)
When No Longer Required
GC 34090
FIN
24 Business License, Parking Permit and Permit
Database
Indefinite
GC 34090
FIN
25 Business License Applications and Changes
Current +5
Dept. Preference, GC
34090
FIN
26 Business License Renewals
Current +5
Dept. Preference, GC
34090
FIN
27 Cash Receipts
Includes miscellaneous cash receipts, daily cash
summaries, cashiers reports, cash reports, petty cash
Current +5/EF/D
GC 34090
FIN
28 Checks / Warrants (Cashed/Paid)
Current +7/EF/D
GC 34090, CCP
337
FIN
29 Collections
Includes collection agency case files and statement and delinquent accounts
Current +7
GC 34090
FIN
30 Daily Cash Receipts / Daily Deposits
Current +2
GC 34090.7
FIN
31 Daily Reports from Bank
When No Longer Needed
GC 34090,
preliminary drafts
FIN
32 Returned Checks / NSF Checks
Current +5
GC 34090
8 Page76422 of 877
Dept
Number .
Title
Description
Official Record Retention
Citation/ Rationale
Comments
FIN
33 Water Billing — Delinquency or Discontinuation
Appeals, payment delinquency and impending
discontinuation
Final Decision +2/EF/D
GC 34090, HS
116908
FIN
34 Water Billing — Non-payment
Non-payment notices, notice of payment delinquency
and impending discontinuation (initial, final)
When No Longer
Required/EF/D
GC 34090, HS
116908
FIN
35 Water Billing — NSF Checks
NSF checks, adjustments to customer accounts
When No Longer
Required/EF/D
GC 34090, HS
116908
FIN
36 Water Billing — Payment Plan
Payment plans, amortization, alternative payment plans, deferrals, etc.
Expiration or Completion
of Payment Plan/EF/D
GC 34090, HS
116908
FIN
37 Water Billing — Policy
Policy on discontinuation of residential service for
nonpayment.
Superseded +2/EF/D
HS 116906, GC
34090
FIN
38 CaIPERS Reports
Annual valuation reports, actuarial valuation reports
Current +5/EF
GC 34090
FIN
39 Employee Payroll Forms
Includes DE -6, DE -7, DE -9, DE -43, W-3, DE -166, 941 Forms, IRS 5500 Forms, PERS/FICA and Medicare
Adjustments — Quarterly Payroll Tax Returns / OASDI,
Federal Tax Deposits, Adjustments, etc.
Current +50/EF/D
26 CFR 31.6001-
1(e)(2), RT 19530,
29 CFR 516.5-
516.6, 29 USC 436,
GC 34090
Department
preference for
CaIPERS
buy-back purposes.
FIN
40 Deferred Compensation
(457) Reports
Records of employee contributions and city payments.
Termination +5/EF/D
GC 34090
FIN
41 Payroll Changes
Includes W -4s, direct deposit authorizations, changes, personnel action form copies, vacation pay-off requests, etc.
Current +5/EF/D
Gc 34090
FIN
42 Payroll Journals / Payroll Registers / Pay Day
Registers
Current +50/EF/D
GC 34090,
CaIPERS buy-back
purposes.
FIN
43 Timecards / Time Sheets
Current +5/EF/D
IRS Reg. 31.6001-
1(o)(2), RT 19530, LC
1174(d), 29 CFR 516.5,
GC 34090.
FIN
44 W -2s
Current +5/EF
IRS Reg. 31.6001-
1(e)(2), RT 19530,
29 CFR 516.5-
516.6, 29 USC 436,
GC 34090.
FIN
45 Tax Assessments
Permanent
GC 34090
FIN
46 Tax Payment Records
Includes admission tax, gas tax, parking tax, transient occupancy tax, and utility tax.
Current +5/EF
CCP 338
FIN
47 Purchase Orders / Recuisitions
Current +5
GC 34090
FIN
48 Reports/Studies
Financial internal and/or external reports or studies.
Date of Audit +7
GC 34090, 40802,
and 53901
FIN
49 Fee Schedules
Superseded +2
GC 34090
Eire
Department
HFD
01 Employee Exposure Database
Records of exposure of Department employees to toxic
substances.
Term of Employment +30
years
29 CFR 1910.1020
HFD
02 FEMA / OES Reimbursement Claims / Strike Team
Reimbursements
Current +10/EF/D
GC 34090
HFD
03 Complaints, Grievance Files, Background
Investigations
Documentation of complaints (citizen initiated and
personnel related) and Department responses,
including, but not limited to, correspondence, emails,
and complaint logs.
Completion of
Investigation or
Termination +4/EF/D
GC 12946; PC
801.5, 803(c); CVC
2547
HFD
04 Fire Alarm Permit Billings
Current +5
GC 34090, Meets
Municipal Government
Auditing Requirements
HFD
05 Fire Incident RMS Database
Indefinite
GC 34090
9 Page76°R3 of 877
Dept
Number
Title
Description
Official Record Retention
Citation/ Rationale
Comments
HFD
06 Monthly Statistical Reports
/ Run Sheets
Initial draft statistics prior to entry into RMS Database When No Longer Required
GC 34090, RMS
database is the original.
HFD
07 Mutual Aid Agreements / JPA
Copies of mutual aid agreements. Originals
Permanently Maintained by City Clerk.
Electronic Copies — When
No Longer Required
GC 34090.7
HFD
08 Programs and Pro'ects
Cadet programs, CPR programs, Fire service days, etc.
Current +2
GC 34090
HFD
09 Requests for Fire Incident Reports and Fire
Investigation Reports
Current +2
GC 34090
HFD
10 Ride -A -Long Waivers
Waivers signed by individuals prior to participating in a ride -a -long.
Current +2/D
GC 34090
HFD
11 Subpoenas
Personal appearance and fire personnel subpoenas.
Current +2/EF/D
GC 34090
HFD
12 Training Database
Indefinite
GC 34090
HFD
13 Controlled Substance Logs, Inventories /
Ambulance Inventory Logs
Current +3/EF/D
21 CFR 1304.04,
1310.04
HFD
14 EMS complaints
Current +3/EF
13 CCR 1100.7, GC
34090, 60201
HFD
15 Paramedic Continuing Education Rosters and
Certificates
Term of Employment
+4/EF/D
8 CCR 3203, 29 CFR
1627.3(b)(ii), LC 6429(c),
GC 12946, 12960,
34090
HFD
16 Adult Patient Care Reports
Patient Care Reports (PCRs), paramedic release forms
(EMS transportation), consent form with assignment of
benefits.
Current +7/EF+1/D
CCP 340.5, GC
34090, HS
1797.98(e), 42 CFR
482.24(b), 9 CCR
9444, 22 CCR
70751(c), 71551(c),
73543(a), 74731(a),
75055(a), 75343(a),
77143(a), WI
14124.1
HFD
17 Juvenile Patient Care Reports
PCRs, paramedic release forms (EMS transportation),
consent form with assignment of benefits.
Age of Majority, Minimum
7 years, whichever is
longer/EF+1 /D
CCP 340.5, GC
34090, HS
1797.98(e), 42 CFR
482.24(b), 9 CCR
9444, 22 CCR
70751(c), 71551(c),
73543(a), 74731(a),
75055(a), 75343(a),
77143(a), WI
14124.1
HFD
18 Citations / Notice of Violations
Current +2/EF/D
GC 34090
HFD
19 Permits
Annual Permits / Fire Code Permits / Special Event
Permits / Explosives Permits / Fireworks Permits
(assembly permits, candle permits, tent permits, fire
hydrant use, open flame, etc.)
Current +2/EF/D
GC 34090
HFD
20 Employee Medical Records
See Human Resources Section for Retention Policy.
HFD
21 Recruitment Files — Selected Candidates
Records documenting the successful recruitment of
sworn employees 3 years Services including but not
limited to FF recruit process, background investigations, polygraph reports, psychological reports, personal
history questionnaires, and applications.
Term of Employment + 3
years
29 CFR 801.30
HFD
22 Education and Training Records — Sworn Personnel
Records documenting completion of specialized training
by sworn personnel, including but not limited to
evaluations, certifications, and designations.
Term of Employment +10
years/EF/D
GC 34090
HFD
23 Hydrant Inventory and Inspection Records
Inventories of hydrants and records of periodic
inspections of them.
4 years
CCP 338, GC
911.2, GC 945.6
10 Page76424 of 877
Dept
Number .
Title
Description
Official Record Retention
Citation/ Rationale
Comments
HFD
24 Fire Inspection Records — Non -Hazardous Materials
Fire inspections / business inspection files not requiring Hazardous Materials Permits (approvals, inspections,
fires, modification / alternative methods or materials) Life of the Structure or
Activity, or Minimum 5
years, whichever is
longer/EF/D
CFC 104.6-104.6.4,
GC 34090
HFD
25 Special Event Records
Records documenting fire prevention regulation of
special events including but not limited to inspection
reports.
4 years
CCP 338, GC
911.2, GC 945.6
HFD
26 Fit Test Records
Records of leakage rates of face pieces for Self-
Contained Breathing Apparatus by employee and
signed records of passed fit test per employee.
2 years
8 CCR 5144; GC
34090
HFD
27 Safety Education and Training Coursework
Materials such as handouts, audio-visual presentations, booklets, and tests used to provide training to staff on safety issues.
Superseded +2 years
GC 34090
HFD
28 Training Materials — Hazardous Materials
Standards and administration
Superseded +5
CCR 3204(d), et
seq.
HFD
29 Books — Fire Code
Includes OPS manuals
Superseded +3 years
GC 34090.7; CCP
340.5
HFD
30 Fire Investigations — Arson and Capital Crimes
Evidence
Records of investigations of arson fires including but not limited to reports, notes, exhibits, photographs, drawing, descriptions and other supporting documentation.
Permanent
GC 34090, No
statute of limitations on
capital crimes.
HFD
31 Fire Investigations — OTHER Than Arson and
Capital Crimes
Records of investigations of arson fires including but not limited to reports, notes, exhibits, photographs, drawing, descriptions and other supporting documentation.
When No Longer
Required,
Minimum 5 years/EF
GC 34090
HFD
32 Weed Abatement / Vegetation Abatement
Documentation directly related to weed abatement or
vegetation abatement efforts.
Current +2
GC 34090
HFD
33 Mutual Aid — Strategic Plans
Superseded + 5
GC 34090
HFD
34 Apparatus & Equipment Records & Testing
Includes records pertaining to repair, maintenance and
testing.
Disposal of Equipment
+2/EF
NFPA 1911.4.7.3 &
Annex C.5, GC 34090
HFD
35 Daily Vehicle Inspections / Daily Equipment Checks
/ Safety Equipment Inspections
Current +2/EF
GC 34090
HFD
36 Daily Evaluations / Rookie Tests
Current +2/EF/D
GC 34090
HFD
37 Inventory, Ecuipment, and Supplies Lists
Superseded +2/D
GC 34090
HFD
38 Red Books / Daily Activity Logs
Current +2/EF
GC 34090
HFD
39 Incident Reports
Includes dispatch and daily logs
Closed +2
GC 34090; CCP
338, 340.5
HFD
40 Field Reports — Non -Fire
Includes logs
Current +5
GC 34090
HFD
41 Fire Reports — Non -Arson
Includes logs
Current +5
GC 34090
HFD
42 Hazardous Waste Disposal
Documentation regarding the handling and disposal of
hazardous waste
Current +10
Cal OSHA; 40 CFR
122.21
HFD
43 Permits — Hazardous Materials Storage
Recommendation is to permanently retain
environmentally sensitive materials
Permanent
GC 34090
HFD
44 Underground Storage Tank — Compliance,
Maintenance and Operation
Documents regarding storage, location, installation,
removal and remediation
Permanent (for records
under GC 34090(a));
Current +2
GC34090(a); GC34090
HFD
45 Fire Suppression Plans / Fire Sprinkler Plans
Life of the Structure/EF/D
GC 34090
HFD
46 Official Directives
Includes bulletins, memorandums and general orders.
Superseded +3
GC 34090; CCP
340.5
Housing
Division
HSG
01 Housing — Construction Documents
Work write-ups, notices to proceed, construction
contracts, payments, elevation certificates, and notices of completion.
Completion +7
GC 34090
11 Page76°P9 of 877
Dept
Number
Title
Description
Official Record Retention
Citation/ Rationale
Comments
HSG
02 Housing — Foreclosure Notices
Completion +7
GC 34090
HSG
03 Housing — Drawings and Plans
Not including those drawings and plans typically filed or attached with a project.
Current +2
GC 34090
HSG
04 Housing — Evidence of Insurance
Current +6
29 USC 1113
HSG
05 Housing — Grant Submission Files (Working Files)
Completion +5
24CFR
570. , 24
CFR 85..44 2(b)(3)2; OMB Cir. A-
110
24 CFR 84.53,
HSG
06 Housing — Relocation Expense Files
Completion +3
85.42; HUD
Transmittal 1378
CHG-7 61
HSG
07 Housing — Housing and Urban Development (HUD)
Documents
Consolidated annual performance and evaluation report
(CAPER), annual plans, consolidated plans.
Current +10
GC 34090
Human
Resources
29 CFR
May include enrollment forms for dental, health, life and 1627.3(b)(2), 29
HRD
01 Benefit Plan Documents
vision, including Employee Assistance and COBRA.
Duration of Contract +6/EF
USC 1027, GC
12946, 12960, 3409
HRD
02 Classification / Reorganization Studies
Studies completed for potential changes/modifications
to employee classifications and department structures.
Current +3/EF
29 CFR 516.6,
1602.14, GC 12946,
12960, 34090
29 CFR 516.6(2),
HRD
03 Compensation Surveys & Studies
Current +3/EF
1602.14, 2 CCR
270.5, GC 12946,
12960, 34090
2 CCR 11013©, Gc
HRD
04 Department of Fair Employment & Housing Claims
DFEH and EEOC Claims
Final Disposition + 3/EF
12946, 12960,
34090
29 CFR
1627.3(b)(1)(v), GC
HRD
05 Positive Drug and Alcohol Test Results
Current +5/EF
12946, 12960,
34090, 49 CFR
655.71, 382.401,
653.71
29 CFR
1627.3(b)(1)(v), GC
HRD
06 Negative Drug and Alcohol Test Results
Current +1/EF
12946, 12960,
34090, 49 CFR
655.71, 382.401,
653.71
HRD
07 Employment Verifications
Employment verifications that are not retained in the
regular course of business.
When No Longer
Required/D
GC 37090
29 CFR 1602.31,
HRD
08 Job Descriptions/Classification Specifications
Superseded +3/EF/D
1 2 (ii), GC
12946,12960,
34090
Cal OSHA
Standards 14300.33, 8
Five years from the
HRD
09 Cal OSHA Logs
Current +5/EF/D
CCR
end of the calendar
3203(b)(1), GC
year.
34090.7
HRD
10 PERS, Social Security, SSI
EEOC and ADEA
Permanent
29 CFR 1627.3(2);
GC 12946, 34090
12 Page76 of 877
Dept
Number .
Title
Description
Official Record Retention
Citation/ Rationale
Comments
HRD
11 Employee Handbook
General employee information and policies, including
benefit plans.
Superseded +5/EF/D
GC 34090
HRD
12 Employee Programs
Includes EAP and recognition programs.
Superseded +5/EF/D
GC 34090; GC
12946
HRD
13 Eligibility Lists
Lists of eligibility for employment
Current +2/D
GC 34090
HRD
14 Employee Rights
May include arbitration, grievances, union requests,
sexual harassment and Civil Rights complaints/claims,
complaints, and disciplinary actions.
Final disposition +5
GC 12946; 29 CFR
1602; 29 USC
211(c), 203(m),
207(g)
HRD
15 Hourly Employees
May include reports, contracts, payrolls, documents, or papers related to the specific employee.
Termination +6
GC 12946; GC34090;
29 CFR 1627.3;
Labor Code 1174
HRD
16 I-9 Forms
Includes 19 form and any supporting documentation if
applicable.
Retain for 3 years after
date of hire, or 1 year after
date of termination,
whichever is later.
Immigration
Reform/Control Act 1986
Pub. L 99-603
HRD
17 Medical Leave
May include Family leave documents, certifications, and tests
Closed +30
FMLA 1993 US
OSHA; 29 CFR
1910.20; 29 CFR
1602.30, 1602.32
HRD
18 Medical File (AII Employees)
Employee pre -employment medical clearances, DOT
physicals, ADA accommodations, respirator Fit Tests,
etc.
Termination +30 or
Termination of Benefits +5,
whichever is
longer/EF+1/D
8 CCR 3204(d)(1),
5144, 15400.2, 29
CFR 1910.1020(d)(1)(i),
GC 12946, 12960,
34090.
HRD
19 Memorandum of Understanding(s)
Final signed agreements for all units.
Permanent/EF
GC 34090
HRD
20 Negotiation Materials
Includes notes, notebooks, correspondence, contracts,
and Draft Memorandums of Agreements
Current +10/EF/D
GC 34090
HRD
21 Personnel Files / Records — Safety and Non -Safety
Employees
May include release authorizations, certifications,
compensation, reassignments, outside employment,
commendations, evaluations, disciplinary actions,
promotions, appointments, terminations, fingerprints,
identification cards (ID's), contracts, employment
applications, Oaths of Office and public safety pre-
employment medicals.
Termination +6/EF
29 CFR 1627.3; Lbr
Rltns 1174; 20 CFR
655.202; 29 CFR
1607.4; GC 12946;
GC 34090; 29 CFR
516.6, et seq.; 45
CFR 106.8
HRD
22 Investigation Files — Grievance
Grievance files and investigations.
Termination +6/EF
29 CFR 1602.31,
1627.3(b)(ii), GC
3105, 12946,
12960, 34090, 29
USC 1113, LC
1198.5
HRD
23 Recruitment
Documents include applications, resumes, alternate
lists and logs, examination materials, examination
answer sheets, advertising, job bulletins, eligibility lists, electronic database.
Current (or closed) +3/EF
GC 12946; GC§7920.000
et seq. et seq.; 29 CFR
1602 et seq; 29
CFR 1607; 29 CFR
1627.3
HRD
24 Reports
Employee statistics, benefit activity, liability loss
Current +2
GC 34090
HRD
25 Non -wage Studies and Surveys conducted on
Behalf of the City
Includes Sick leave, attrition, benefits, etc. that are not retained in the ordinary course of business.
When No Longer
Required/EF
GC 34090
HRD
26 Workers Compensation Claims Monthly Reports
Current +5/EF
GC 34090
HRD
27 Workers Compensation Claims / Long Term
Disability Claims
Includes all accident, incident, or injury reports from employees.
Separation +30 or
termination of benefits +5,
whichever is
longer/EF+1/D
8 CCR 3204(d)(1),
5144, 15400.2, 29
CFR 1910.1020(d)(1)(i),
GC 12946, 12960,
34090
13 Page76°4 of 877
Dept
Number .
Title
Description
Official Record Retention
Citation/ Rationale
Comments
HRD
28 Accident / Incident / Injury Reports
Includes potential claims and medical and non -medical
that do not result in a claim.
Current +2/EF
CCP 340.5, GC
34090
HRD
29 Claims
Includes claims arising from medical and non -medical
accident, incident or injury.
Resolution +5/EF/D after
settlement
5 CCP 337, GC
911.2, 34090,
34090.6, PC
832.5(b)
HRD
30 Insurance Policies
Insurance polices owned by the city.
Permanent/EF/D
GC 344090
HRD
31 Training Records — Non -Safety Personnel
City-wide training, class training records, sign -in sheets, certificates for employees, volunteers and interns.
Termination +10
GC §7920.000
HRD
32 Training Records- Safety Personnel
Paperwork documenting officers internal and external
training
Termination +10
GC 34090
HRD
33 Vehicle Mileage Reimbursement Rates
Annual mileage reimbursement rates
Superseded +2
GC 34090
Planning
Division
PLN
01 Planning — Condemnations
Current +5/EF/D
GC 34090(a)
PLN
02 Planning — Correspondence
Working documentation if not attached to an agreement
or project file.
Current +2/D
GC 34090(d)
PLN
03 Planning — Development Standards
Includes landscape medians, parkway landscape
developments, public works
construction, design standards and guidelines, etc.
Permanent
GC 34090(a)
PLN
04 Planning — Drawings, Pro'ect Plans
Current +2
GC 34090(d)
PLN
05 Planning — General Files
Internal working files, including correspondence.
Current +2
GC 34090(d)
PLN
06 Planning — Nonconforming Land Uses
Building on site usage not conforming to current
standards.
Permanent
GC 34090(a)
PLN
07 Planning — Maps and Plats
Engineering and field notes and profiles, cross-section of roads, streets, rights -of -way, bridges, annexations, parks, tracts, storm drains, water easements,
benchmarks, trees, grading, landfill, fire hydrants, base maps, sewer/water plats and maps, etc.
Permanent
GC 34090(a)
PLN
08 Planning — Plans
Includes community plans, master development plans,
and specific plans. May include special and long-range
program municipality plans, coordination of services,
and strategic planning.
Permanent
GC 34090
PLN
09 Planning — Construction Permits
Plans, building, signs, grading, encroachment, etc.
Permanent
GC 34090(a); HS 19850,
4003, 4004
PLN
10 Planning — Other Permits
Alterations, excavations, road, street, sidewalk
alterations, curb alterations, transportation, swimming pool drainage, temporary uses, home occupation, etc.
Completion +2
GC 344090(d)
PLN
11 Planning — Incomplete or Denied Projects
Completion�ancellation
GC 34090(d)
PLN
12 Planning — Reports
Includes activity reports and periodic reports.
Current +2
GC 34090
PLN
13 Planning — Street Names and House Numbers
Street names, re -naming, dedications, closings,
address assignments, address changes.
Permanent
GC 34090(a)
PLN
14 Planning — Street/Alley Vacation
Documents related to vacation/abandonment of public
right-of-way.
Permanent
GC 34090(a)
PLN
15 Planning — CEQA Legal Notices
Includes notices of exemption, notices of determination, environmental impact reports, negative declarations,
mitigation monitoring program documents, stats of
overriding considerations, and notices of completion.
Permanent
GC 34090(a);
CEQA Guidelines
14 Page76t9 of 877
Dept
Number .
Title
Description
Official Record Retention
Citation/ Rationale
Comments
PLN
16 Planning — Project Files, Planning and Zoning
Includes administrative design review, administrative
sign approvals, annexations, conditional use permits,
determinations, environmental assessments, final
maps, general plan amendments, land conservation,
minor subdivisions (lot splits, boundary adjustments, lot- line adjustments, etc.), planned development
establishment, planned development revisions,
relocations, site plan approvals, specific plan
establishments/revisions, tentative subdivision maps,
variances, zoning ordinance amendments, zoning
changes.
Permanent
GC 34090(a); HS 19850,
4003, 4004
PLN
17 Planning — Certificates
Includes zoning verifications.
Permanent
GC 34090
PLN
18 Planning — General Plan and Elements
Includes sphere of influence, land use diagram,
circulation map.
Permanent
GC 34090
PLN
19 Planning — Grants
Note: Specific or Community Plans resulting from grants are permanent records.
Completion +5
GC 34090, 24 CFR
85.42, 570.502
PLN
20 Planning — Interpretations
Current +2
GC 34090
PLN
21 Planning — Official Zoning Map
Permanent
GC 34090, HS
19850
PLN
22 Planning — Acquisition/Disposition
Includes supporting documents regarding sale,
purchase, exchange, lease or rental of City property.
Permanent
GC 34090(a), 7928.705
PLN
23 Planning — Appraisals
Relating to acquisition/disposition
Current +2
GC 34090,
7928.705
PLN
24 Planning — Historical Files
Includes historic preservation index, maps and
drawings, photographs, plaques, reports and studies,
organizational charts, articles and news
excerpts/clippings, press releases
Permanent
GC 34090
PLN
25 Planning — Census and Demographic Studies
Final report and data.
Permanent
GC 34090
PLN
26 Development — Residential, Commercial, and
Industrial Maps
Includes project maps and topographic maps.
Permanent
GC 34090(a)
PLN
27 Development — Dedication Files for Real Property
Offices of dedication and exhibits, correspondence and
supporting data.
Permanent
GC 34090(a)
PLN
28 Development — Real Property
Includes maps and drawings, studies and reports, and
correspondence and supporting data.
Permanent
GC 34090(a)
PLN
29 Development — Project Photographs
Completion +10
GC 34090(a)
PLN
30 Development — Project Plans, Capital
Improvements, Projects
Includes developments, streets, curbs, gutters,
sidewalks, storm drains, etc.
Completion + 10
GC 34090(a)
PLN
31 Development — Project Reports and Studies
Completion +10
GC 34090
PLN
32 Development— Project Supporting Documents
Completion +10
GC 34090
PLN
33 Development — Grant Submission Files
Completion +5
GC 34090
Police
Department
HPD
01 Administration — Administrative Citation Hearings
Hearing involving administrative citations.
Resolution +2
GC 34090
HPD
02 Administration — Approved Carry Concealed
Weapon Permits (CCW)
Approved concealed carry weapons permits (CCW).
Expiration +2
GC 34090
HPD
03 Administration — Denied Carry Concealed Weapon
Permits (CCW)
Denied concealed carry weapons permits (CCW).
Denial +2
GC 34090
HPD
04 Administration — Policies and Procedures
Department Policies and
Procedures, Operation Directives, General Orders and
Lexipol (Department Policies and Procedures)
Current +2/EF/D
GC 34090
Destroy after
electronically filed
and superseded.
HPD
05 Administration — Emergency Operations Plans
Emergency operations plan, including Office of
Emergency Management & Homeland Security)
Retain until superseded
and approved/EF
GC 34090
HPD
06 Administration — EOC Activations and Drills
EOC activations and drills.
Current +10/EF/D
GC 34090
15 Page76°f1 of 877
Dept
Number .
Title
Description
Official Record Retention
Citation/ Rationale
Comments
HPD
07 Dispatch — CAD and RMS Records
Audio recordings or tapes (CAD/RMS) recordings of
telephone and radio communications dispatch tapes
(CAD)
Minimum 180 days
Statewide guidelines
Propose 180 days (legally
mandated 100 days) GC
34090, 34090.6
HPD
08 Investigation — Informant Files
Informant file that does not contain criminal intelligence information concerning individuals.
Current +5
GC 34090
HPD
09 Investigation Files and Arrest Files
Transfer to Records
GC 34090
HPD
10 Investigation — Narcotics Buy Fund Logs
Logs detailing deposit and withdrawal of narcotics buy
funds.
Current +2
GC 34090
HPD
11 Investigation — Internal — Not Sustained
Internal Affairs Investigations — Individual
Officers/Complaints Against Officers, No sustained
finding of misconduct.
Final disposition +5
PC 832.5; EC 1045;
GC 12946, 12960,
34090; VC 2547
HPD
12 Investigation — Internal — Sustained
Internal Affairs Investigations — Individual
Officers/Complaints Against Officers, Sustained finding of misconduct.
Final disposition +15
PC 832.5; EC 1045;
GC 12946, 12960,
34090; VC 2547
HPD
13 Investigation — Criminal Intelligence Files
Files containing criminal intelligence information of
reasonably suspected criminal conduct or activity.
Misleading or unreliable information shall be destroyed.
No Longer than 5
years/EF/D
28 CFR 23.20(h);
GC 34090
HPD
14 Investigation — Regulatory Permits and
Backgrounds
Investigation files created during regulatory (e.g.,
business license) backgrounds.
Expiration +2
GC 34090
HPD
15 Investigation — Pawn Slips
Pawn slips submitted by pawn shops.
2 years
GC 34090
HPD
16 Information Technology— Daily Backups
Daily backup of Police Department computer
information. Used for disaster recovery purposes only.
When no longer required.
GC 34090
HPD
17 Information Technology — Weekly Backups
Weekly backup of Police Department computer
information. Used for disaster recovery purposes only.
When no longer required.
GC 34090
HPD
18 Parking Permit Applications
After Entry into Permit
Database
GC 34090
preliminary drafts
HPD
19 Patrol — Canine Files (Animal Files)
Canine (Police Service Dogs) program files and animal
training file.
Separation +3
FA 32003(e), PC
597.1(d), GC 34090
HPD
20 Patrol — Canine Files (Program Files)
Canine Action reports, monthly reports.
Current +5
GC 34090
HPD
21 Patrol — PAS Device Calibration Logs
Logs with calibration activity for PAS devices.
Current +2
GC 34090
HPD
22 Patrol — Ride -A -Long Waivers
Waivers signed by individuals prior to participating in a ride -a -long with an officer.
Current +2
GC 34090
HPD
23 Patrol — Special Events and Ops Plans
Special event plans and Ops plans. Does not apply to
preliminary drafts not retained in the ordinary course of business.
Current +2/EF/D
GC 34090, GC
6252, 64 Ops. Cal.
Atty. Gen. 317
(1981)
HPD
24 Patrol — Radar Calibration Records
Current +2
GC 34090
HPD
25 Patrol — Vacation House Checks/Extra Patrol
Checks
Citizen requests to check their homes while on vacation and citizen requests for extra patrols. Does not apply to preliminary drafts not retained in the ordinary course of business.
Current +2
GC 34090
HPD
26 Watch Commander Logs
Watch commander logs. Does not include preliminary
drafts not retained in the ordinary course of business.
Current +2
GC 34090
HPD
27 Property and Evidence — Crime Report Photographs
Photographs taken during the response or investigation
of a crime investigation.
Follows the Retention of
the Evidence/EF/+1/D
GC 34090
HPD
28 Property and Evidence — Forfeiture Notification
Current +2
GC 34090
HPD
29 Property and Evidence — Gun and Narcotics
Destruction Log.
Includes all documents related to the destruction of
guns and narcotics.
Current +2
GC 34090
HPD
30 Property and Evidence — Lost and Found Property
Includes all documents related to the processing,
retention and disposition of lost and found property.
Final disposition +2
GC 34090
HPD
31 Property and Evidence — Property and Evidence
Logs
Logs/documentation utilized and created to track
evidence chain of custody.
Final disposition +2
GC 34090
HPD
32 Property and Evidence — Property Auctions
Documents related to property auctions.
Current +2
GC 34090
16 PageTal of 877
Dept
Number .
Title
Description
Official Record Retention
Citation/ Rationale
Comments
HPD
33 Records — Citations
Citations for Notices to Appear, Parking, Administrative, Marijuana/Cannabis and Moving Violations.
Final disposition +2
GC 34090
HPD
34 Records — Payment Plans for Citations
Citation payment plans for outstanding parking citations received by indigent persons
Fully paid, Written off, or
Forgiven +5
CVC 40222(b), GC
34090
HPD
35 Records — Crime/Incident Reports (AII — certain
exceptions)
All reports except for those specifically mentioned
elsewhere (mandatory purges).
Permanent/EF/+3/D
Penal Code, Health and
Safety Code, GC 34090
HPD
36 Records — Crime/Incident Reports (Factually
innocent petition accepted)
Applies to factually innocent petition accepted records sealed pending destruction (except those with
outstanding stolen property, including firearms, or lost firearms).
Date of Arrest +3/EF/+3/D
Individual petitions DA,
Sheriff concurs that
person is factually
innocent, then seals
record ("Shall" Destroy).
GC 34090, PC 851.8(a)
HPD
37 Records — Crime/Incident Reports (Firearms
entered into CLETS)
Crime/incident report where firearm entered into CLETS
(if not Permanent Retention), found/recovered firearms.
Firearm Found or
Recovered/EF/+3/D
PC 11108.2(b), GC
34090
HPD
38 Records — Crime/Incident Reports (Adult
Marijuana/Cannabis Misdemeanor or Infraction)
Reports of adult misdemeanor or infraction
marijuana/cannabis crime/incident reports (HS
11357(b)(c)(d)(e) or HS 11360(b) (with procedure in HS
11361.5). EXCEPT those with outstanding stolen
property, including firearms, or lost
firearms.
Final disposition
+2/EF/+2/D
("Shall" Destroy), HS
11361.5, GC
34090
HPD
39 Records — Crime/Incident Reports (Juvenile
Marijuana/Cannabis Misdemeanor or Infraction)
Reports of juvenile misdemeanor or infraction
marijuana/cannabis crime/incident reports (HS
11357(d)) EXCEPT those with outstanding stolen
property, including firearms, or lost firearms.
Conviction or Arrest (if No
Conviction) +2/EF/+2/D
(Courts and other
Agencies "Shall"
Destroy), HS 11361.5,
GC 34090
HPD
40 Records — Crime/Incident
Reports (Misdemeanor or Infraction
Marijuana/Cannabis on
School Grounds during School Hours)
Reports of juvenile misdemeanor or infraction
marijuana/cannabis crime/incident reports (HS
11357(d)) on school grounds during school's hours (with procedure in HS 11361.5)
Offender is 18 Years
Old/EF/+2/D
(Courts and other
Agencies "Shall"
destroy), HS 11361.5,
HS11357(d)
HPD
41 Records — Crime/Incident Reports (Sealed Adult,
Juvenile and Ward Cases)
Sealed cases excluding substantiated Child Abuse or
Severe Neglect, outstanding stolen property, including
firearms, or lost firearms.
Sealing Date +5 (or Court
Order)/EF/+3/D
Sealed records for
juveniles and wards of
the Court must be
destroyed 5 years after
sealing date; CCP 340.1,
GC34090, WI 389(a),
781(d)
HPD
42 Records — Crime Statistics/Uniform Crime Reports
(UCR), including summaries from the
Bureau of Criminal Statistics (BCS)
Crime statistic (UCR) reporting an applicable
summaries; filed online with the State.
Current +2
GC 34090
HPD
43 Records — Warrant Due Diligence Reports
Reports documenting agency efforts to serve arrest
warrants.
Current +2
GC 34090
HPD
44 Records - Field Investigation Cards
Field investigation cards (FI's) after entry into police database system.
When No Longer Required
Preliminary Drafts, GC
34090
HPD
45 Records — National Crime Information Center
(NCIC) Validation
Current +2
GC 34090
HPD
46 Records — Officer Recordings: Body -Worn Cameras
Logs/records of access or deletion of data.
Permanent
PC 832.18(b)(5)(E), GC
34090.6
HPD
47 Records — Body -Worn Cameras
Officer recordings from body -worn camera files that
ARE evidence, Officer Involved Shootings/Detention
or Arrest/Complaints
Follows the Retention of
the Evidence, Minimum 2
years.
PC 832.18(b)(5)(B)&(C)
GC 34090.6
HPD
48 Records — Body -Worn Cameras
Officer recordings from body -worn camera files that are NOT evidence.
Minimum 60 days
PC 832.18(b)(5)(A), GC
34090.6
HPD
49 Records — Mobile Audio Video
Officer recordings made by mobile audio video (MAV)
recordings that are NOT evidence ("hip recorders",
etc.)
Current +1
Segments determined to
be evidence are retained
as evidence, GC 34090.6
17 Page76n of 877
Dept
Number .
Title
Description
Official Record Retention
Citation/ Rationale
Comments
HPD
50 Records — Records Management System Database
Records and data contained within the Report
Management System.
Indefinite
GC 34090
HPD
51 Records — Adult Arson Registrants
Adult arson registration. Registrants required to register for life, if released from CYA, records are destroyed
after age 25 or sealing.
permanent or Death of
Registrant/EF/+5/D
PC 457.1, WI 781,
GC 34090.7
HPD
52 Records — Juvenile Arson Registrants
Juvenile arson registration for juveniles released from California Youth Authority. If released from CYA,
records are destroyed after age 25 or sealing.
Age 25 or Sealing Date
+5/EF/D
PC 457.1, WI 781,
GC 34090.7
HPD
53 Records — Narcotic Registrants
Narcotic registration is required for 5 years.
5 years
Department preference,
GC 34090, HS 11590,
HS 11594(a)
HPD
54 Records — Adult Sex Offender Registration
Sex offender registration; after 2021 offenders can
petition Court for removal 10 or 20 years after offense, provided no subsequent offenses.
permanent or Death of
Registrant/EF/D
PC 290, Department
Preference
HPD
55 Records — Juvenile Sex Offender Registration
Juvenile sex offender registration; offenders can petition Court for removal 10 or 20 years after offense provided no subsequent offenses.
permanent or Sealing Date
+5 (or Court Order)/EF/D
PC 290, WI 781(d)
HPD
56 Records — Subpoenas (Personal Appearance or
Duces Tecum)
Personal appearance or duces tecum subpoenas
Current +2
GC 34090
HPD
57 Records — Subpoenas (Records)
Records subpoenas
Current +2
GC 34090
HPD
58 Records — Video Recordings, Police Operations
Video records of regular and ongoing operations at
police facilities.
Current +1
GC 34090.6
HPD
59 Records— Video Recordings Public Activity
Video recordings of public activity (e.g., doors, hallways, parks, public areas, etc.) Does not record regular
ongoing activities of the City.
Current + 1
GC 34090.6(a)
HPD
60 Records— Video Recordings City Operations
Video of regular and ongoing City operations.
Current +1
GC 34090.6 (a)
HPD
61 Administration — Internal Pursuit Critiques
Critique or evaluation conducted internally by the
department after a vehicle pursuit.
Incident +5
GC 34090
HPD
62 Administration — Pitches Motions Notifications
For police personnel
Current +2
GC 34090
HPD
63 Administration — Press Releases
Current +2
GC 34090
HPD
64 Administration — Use of Force Reviews
Supervisor reviews conducted pursuant to an officers
use of force incident
Incident +5
GC 12946, 12960, 34090
HPD
65 Training — Range Qualifications
Records of individual officer range cualifications.
Current +5
GC 34090
HPD
66 Training — Background File
/ Recruitment File / CERT / Citizens Academy
(Successful)
Successful applicants' completed police employee and
police volunteers background files, recruitment files,
CERT and Citizens Academy records.
Separation +5
2 CCR 11013(c), 29
CFR 1602.31 &
1627.3(B)(ii), GC
3105, 12946,
12960, 34090, 29
USC 1113
HPD
67 Training — Background File/ Recruitment File /
CERT / Citizens Academy (Unsuccessful)
Unsuccessful applicants' completed police employee
and police volunteers background files, recruitment
files, CERT and Citizens Academy records.
Current +3
2 CCR 11013(c), 29
CFR 1602.31, GC
3105, 12946,
12960, 34090
HPD
68 Training — Personnel Files
Police department employee personnel files and
department training files (by employee).
Separation +5
2 CCR 11013(c), 29
CFR 1602.31 &
1877 3(Rl(iil n(:
HPD
69 Training — Personnel Training Evaluations / Daily
Observation Logs
Personnel Training Evaluations and Daily Observation
Logs that are not retained in the ordinary course of
business.
When No Longer Required
GC 34090
HPD
70 Training — Training Bulletins
Current +2
GC 34090
Police
Department:
Animal Control
18 PageTP2 of 877
Dept
Number .
Title
Description
Official Record Retention
Citation/ Rationale
Comments
ACD
01 Animal Adoption Contracts
Current +3
FA 32003(e), CCP
336(a), 337 et. seq., GC
34090
ACD
02 Animal Registration Database
Animal registration records contained within a
maintained database.
Current +3/EF/D
GC 34090
ACD
03 Animal Registration Report
Animal registration report that is transitory / preliminary draft; the animal registration database is the original.
When No Longer Required
GC 34090, 6252
ACD
04 Bite Reports / Rabies Control Records
Animal bite reports and rabies control records.
Current +3
GC 34090
ACD
05 Spay and Neuter Clinics
Animal records generated during spay and neuter
clinics.
Current +3
FA 32003(e), CCP
336(a), 337, GC
34090
ACD
06 Controlled Substances Logs
Logs for animal medications and drugs maintained
within animal control that track usage and inventory.
Current +3
FA 32003(e), CCP
336(a), 337, GC
34090
ACD
07 Impound Records
Records of animal impounds, impound cards and
relinquishment records.
End of Impound +3
FA 32003(e), PC
597.1(d), CCP
336(a), 337, GC
34090
ACD
08 Investigation Records
Records for investigations of animal issues (barking
dogs, loose dogs, dangerous dog reports, etc.)
Resolution +4
Department Preference,
GC 34090
ACD
09 Notices
Notices to comply, warning letters, citations, etc.
Current +3
Department Preference,
GC 34090
ACD
10 Officer's Daily Logs
Animal control officer's daily activity logs.
When no longer needed.
GC 34090, GC 6252
ACD
11 Payments/Receipts for Payments
Payments and receipts for payments of services
provided by department (Animal licenses, etc.)
Current +2
GC 34090
ACD
12 Rabies Vaccination Records
Records regarding rabies vaccinations, including
records generated during rabies vaccination clinics.
Current +3
FA 32003(e), PC
5971(d), CCP
336(a), 337 et. seq., GC
34090
ACD
13 Animal Treatment and Surgical Records
Records related to and documenting animal surgical
and treatment records.
Current +3
FA 32003(e), PC
5971(d), CCP
336(a), 337 et. seq., GC
34090
Police Department:
Code Enforcement
CED
01 Case Files
Includes building, housing and mobile home code
violation records including inspections; public nuisance, rubbish and weed abatement, vehicle abatement,
citations, massage parlor permits, general.
Closed + 2/EF/D
GC 34090(d)
CED
02 Code Enforcement Database
Indefinite
GC 34090
CED
03 Liens and Releases — Supporting Recorded
See City Clerk Section for Retention Schedule
CED
04 Logs
Records including lien recovery, citations, and
complaints
Current + 2
GC 34090(d)
CED
05 Regulations
See City Clerk Section for Retention Schedule
CED
06 Violations — Building, Property, and Zoning
Includes records supporting code enforcement activity.
Closed +2
GC34090(d)
CED
07 Appeals Hearing Board
Cases, resolutions, agendas, synopsis, minutes,
packets, and hearing files.
Resolution+2/EF/D
GC 34090
CED
08 Appeals / Hearing Officer
Written decisions on appeals of Administrative Citations by the Hollister Hearing Officer.
Resolution +2/EF/D
GC 34090
CED
09 Solid Waste Facility Permits
Includes permits, revisions, and amendments
Permanent
PRC 43209
CED
10 Records
Certification, correspondence, training and other
CIWMB required documentation.
Permanent
PRC 43209
19 Page7M of 877
Dept
Number
Title
Description
Official Record Retention
Citation/ Rationale
Comments
CED
11 Appeals / Independent Hearing Panel
Cases, resolutions, agendas, synopsis, minutes,
packets and hearing files.
Permanent
PRC 43209
Police
Department:
Cannabis
CNB
01 Application
Qualifications of Principals, Business Plan, Community
Benefits Plan, Security & Safety Plans, Site and Floor
Plans, Employee Handbook & Living, Wage Proof,
Standard Operating Procedures, Inventory Control,
Signage Plan, Lease or Proof of Ownership, Odor
Management Plan, Development Agreement,
Indemnification Agreement, Proof of livescan, Hollister Business Tax License Application, Corporate
Documentation (Articles, Bylaws/Operating Agreement,
Statement of Information, Certificate in Good Standing
California Tax Franchise Board, BOE Seller's Permit).
Current +10
GC 34090
CNB
02 Conditional Use Permit
may include development agreement/ operations
agreement
Permanent
GC 34090(a); HS 19850
CNB
03 Cannabis Facility Final Inspection Request
Includes log from various departments approval
Current +10
GC 34090
CNB
04 Regulatory Permit
May include updates to owners and managers personal
information, changes to original applications for
example changes in managers, changes in business
plan etc.
Current +10
GC 34090
Information
Technology
ISD
01 IT Logs, System Manuals, Polices and Procedures
Superseded +2
GC 34090
ISD
02 Network Information Systems
Includes configurations, maps, and plans.
Current +4
GC 34090
ISD
03 Pro'ects
Completion +5
GC 34090
ISD
04 Emails
Correspondence related to compliance with CEQA
or a CEQA project is retained permanently.
Current +2
GC 34090(d); PRC
21167.6(e)(7)
ISD
05 Text Messages
Correspondence related to compliance with CEQA
or a CEQA project is retained permanently.
Current +2
GC 34090(d); PRC
21167.6(e)(7)
ISD
06 Security Cameras
Current +366 days
GC 34090.6
ISD
07 Audio, Telephone and Radio Communications
Current +101 days
GC 34090.6
Parks and
Recreation
PRD
01 Ecuipment Log
Superseded +2/D
Current City Policy
PRD
02 Temporary Employment and Volunteer Applications
Completion +3/EF
GC 12946, 7920 et.
Seq.; 29 CFR 1602
et seq., 29 CFR 1607 et
seq., 29
CFR 1627.3
PRD
03 Heritage Tree Nuisance Notices
Completion +2/EF/D
GC 34090
Two years from the
date of the close of
the issue.
PRD
04 Heritage Tree Removal Permit Application
Completion +5/D
GC 34090
Five years from the
date of removal of
the tree as
authorized by the
permit, or five years
from the date of
denial for the permit
application.
20 Page76V4 of 877
Dept
Number .
Title
Description
Official Record Retention
Citation/ Rationale
Comments
PRD
05 Heritage Tree Illegal Pruning/Removal Citations
Completion +5/D
GC 34090
Five years from the
date of the close of
the issue.
PRD
06 General Files
Includes correspondence, memorandums, photographs,
inspections, etc.,
Current +2/D
GC 34090
PRD
07 Facilities — Field Trip Waivers
Current +2/EF/D
Current City Policy
PRD
08 Facility Reservations
Current +2
GC 34090
PRD
09 Daily Logs
Daily logs, filed reports, incident reports, statistical reports and citations
Current +2/D
GC 34090(b)
Records related to
any court
proceeding should
be reviewed by the
City Attorney prior to
destruction.
PRD
10 Sports/Leisure Class Enrollment/Registration
Information
Includes liability release forms, enrollment forms, etc.
Current +2/D
GC 34090
PRD
11 Tree/Shrub Permits Approved by Staff
Current +2/D
GC 34090
PRD
12 Youth Program Files
Includes site packets, sign-in/out log, daily activity
reports, minor incident reports, etc.
Current +2
GC 34090
PRD
13 Playground Ecuipment Inventory
Superseded +2
GC 34090
PRD
14 Playground Ecuipment Warranty
Life of Ecuipment
GC 34090
PRD
15 Playground Inspections
Current +3
GC 34090
PRD
16 Playground Audits
Superseded +3
GC 34090
Public Works
DPW
01 Regulatory Correspondence
Includes correspondence to state agencies.
Current +5
40 CFR 141.722(b)
& (c); GC 34090; 40 CFR
122.41(j)(2); 40 CFR
141.91
DPW
02 Maintenance and Operations Records
Includes work orders, inspections, repairs, cleaning,
daily logs, complaints, etc.
Current +2/EF
GC 34090; 40 CFR
122.41(j)(2); Gc
4216
DPW
03 Organizational Files of Reports, Studies,
Publications, and Backup Data
Includes business plan, internal working files,
organizational chart, interdepartmental billing,
departmental reports, policies and procedures, and
informational flyers.
Superseded +2
GC 34090(d)
DW
04 Grants
Includes applications, reports, supporting documents,
etc.
Completion +5
GC 34090; 24 CFR
85.42, 570.502
DPW
05 Hazardous Materials
Includes tests, sampling, waste analyses, composition
of waste, waste manifest forms, etc.
Current +3
40 CFR 122.21,
262.11(f); Cal OSHA
DPW
06 Hazardous Materials Business Plan
Current +3
HS 25503; 19 CCR 2651;
Cal OSHA
DPW
07 Hazardous Materials Business, Current Employee
Training Records
Indefinitely during
employment
22CCR 66265.16
DPW
08 Hazardous Materials Business, Former Employee
Training Records
Termination +3
22 CCR 66265.16
DPW
09 Hazardous Materials Storage Permits
Includes annual health permit to operate hazardous
waste material and EPA verification.
Superseded +10
GC 34090
DPW
10 Incident Reports
Completion +7
29 CFR 1904.2, 1904.6
DPW
11 Confined Space Safety Program
Permanent
Cal OSHA Title 8,
5157(g), 5158(c)(2)
DPW
12 HazCom Safety Program
Permanent
Cal OSHA Title 8,
5194(b)(1)
DPW
13 Injury/Illness Prevention Safety Program
Permanent
Cal OSHA title 8,
3203(a)(7), 1509(e)
21 Page76°23 of 877
Dept
Number .
Title
Description
Official Record Retention
Citation/ Rationale
Comments
DPW
14 PPE Safety Program
Permanent
Cal OSHA Title 8,
3380(c)
DPW
15 Fuel Transactions
Includes meter readings, fuel consumption reports,
invoices, receipts, and records pertaining to refueling operations.
Audit +4
CCP 337
DPW
16 Vehicle Inspection Forms
Current +6/EF
13 CCR 1234(a)
DPW
17 Vehicle Maintenance Records
Current +7/EF
GOV 34090; CCP 340.5;
8 CCR 3203(b)(1)
DPW
18 SMOG/Snap Test Reports
Life of Vehicle +1
l......- • JJI`, 1.)11,
DPW
19 CA Department of Tax and Fees (CDTFA) Fee
Report
Current +4
CCP 337
DPW
20 Vehicle Assignment
Includes log books, rec uest forms, lists, etc.
Current +2
CVC 4454; GC34090
DPW
21 Vehicle Registration/Ownership and Title
''"'°'"'"'" ,' "`°'''"'°N
CVC 4454; GC 34090
DPW
22 Non -Project -Related GIS Documents
Current +2
GC 34090(d)
DPW
23 Landscape Records
Includes complaints, specifications, photographs,
reports, etc.
Current +2
GC 34090
DPW
24 Flood Control Reports for Drainage and Facilities
Includes basins and creeks.
Permanent
GC 34090; FEMA
322
DPW
25 Flood Records
Includes work orders pertaining to prevention and
cleanup of flooding and FEMA funds, aid, and
reimbursements.
Completion +2
GC 34090; FEMA322
DPW
26 Policies and Procedures
Superseded +2
GC 34090
DPW
27 Inventory of Ec uipment and SLID plies
Superseded +2/D
GC 34090
DPW
28 Sewer Rates
Superseded +2/EF
GC 34090
DPW
29 Trash Waste Rates
Utility refuse rates
Superseded +2/EF
GC 34090
DPW
30 Recycling Programs
Superseded +2
GC 34090
DPW
31 Solid Waste Regulations
Superseded +2
GC 34090
DPW
32 Waste Studies Report
Completion +7
GC 34090
DPW
33 Tire Recycling Program Records
Current +3
GC 34090
DPW
34 Encroachment Permits
Permanent
CalTrans Permit Manual
206.4.
DPW
35 Signage
Street signage maintenance records.
Replacement +2
GC 34090
DPW
36 Traffic Signal Records
Records related to resting and routine maintenance,
conflict monitor certifications, timing sheets.
Permanent
GC 34090
DPW
37 Pesticide Control Records
Records related to City's pesticide control program.
Current +3
16 CCR 1970
DPW
38 Tree Accident Reports
Reports related to a tree or tree branch that falls and damages personal property.
Current +3
GC 34090
DPW
39 Tree Removal Recuests
Current +2
GC 34090
DPW
40 Wastewater Treatment Facility Equipment Inventory
Superseded +3
GC 34090, 40 CFR
122.41(j)(3)
DPW
41 Levee Inspection and Maintenance Records
Current+5
GC 34090; 40 CFR
122.41(j)(2);
NPDES Permit Standard
Provisions
DPW
42 Wastewater Rates
Utility wastewater rates.
Superseded +2
GC 34090; 40 CFR
122.41(j)
DPW
43 Wastewater Reclamation Records
Records related to administration of recycled water
program and annual reporting.
Current +5
GC 34090, 40 CFR
122.41(j)
DPW
44 Wastewater Reports
Includes reports, correspondence, sampling, and any
other records that occur as part of the operation of a
wastewater treatment facility.
Current +3
GC 34090; 40 CFR
122.41(j)
22 Page76 of 877
Dept
Number
Title
Description
Official Record Retention
Citation/ Rationale
Comments
DPW
45 Wastewater Reports Related to Sludge Use and
Disposal Activities
Reports, correspondence, sampling, and records
pertaining to sewage sludge use and disposal activities.
Current +5
GC 34090
DPW
46 Wastewater Tests
Compliance records including location, date, method
and results, corrections, bacterial and chemical content, sampling data, surveys, schedules, valves, etc.
Current +3
GC 34090; 40 CFR
122.41(j)
DPW
47 Wastewater Violations
Notice of violation, draft record of violation, assessment of mandatory minimum penalties, violations from
California Regional Water Quality Control Board.
Current +5
GC 34090; 40 CFR
122.41(j)
DPW
48 Water Department EcuiDment Inventory
Current +2
GC 34090
DPW
49 Maintenance and Operations Records
Records related to well maintenance, well operations,
pumping and consumption
Permanent
GC 34090
DPW
50 Federal Groundwater Rule Corrective Actions
Current +10
141.405(a)(1)-(3),
141.405(b)
DPW
51 Federal Groundwater Rule Public Notice
Current+3
141.405(a)(1)-(3),
141.405(b)
DPW
52 Federal Groundwater Rule Invalidations
Current +5
141.405(a)(1)-(3),
141.405(b)
DPW
53 Federal Groundwater Rule Records of Compliance
Monitoring Performance
Current +10
141.405(a)(1)-(3),
141.405(b)
DPW
54 Federal Groundwater Rule State -specific minimum
disinfectant Residual State -specified requirement
for alternative treatments failure to meet for more
than 4 hours
Current +10
141.405(a)(1)-(3),
141.405(b)
DPW
55 Federal Groundwater Rule Failure to Meet for More
Than 4 Hours
Current +5
141.405(a)(1)-(3),
141.405(b)
DPW
56 Water Department Master Plans
Permanent
GC 34090
DPW
57 Water Meter Operations Records
Includes reader reports, orders, tests, maintenance
reports, etc.
Current +5
GC 34090
DPW
58 Water Rates
Utility water rates
Superseded +2
GC 34090
DPW
59 Water Conservation Reports
Current +2
GC 34090
DPW
60 Water Corrosion Control Reports
Current +12
40 CFR 114.01
DPW
61 Water Discharge Monitoring Reports
Current +5
40 CFR 122.41
DPW
62 Drinking Water Correction reports, Sanitary Survey
Reports, Water System Variance Report
Current +10
40 CFR 141.33
DPW
63 Lead Service Line Reports, Quality Parameter
Report, Water Source Report, State Certification
Current +12
40 CFR 141.91
DPW
64 Well Level Reports
Current +2
GC 34090
DPW
65 Water Source Reports
Includes reports, documentation and other records
pertaining to wells or groundwater.
Current +2
GC 34090
DPW
66 Water System Surveys
Statistics, reports and correspondence that are not part of a capital improvement project.
Current +10
40 CFR 141.33
DPW
67 Bacteriological Analysis Records
Includes date, place, and time of sampling and person
who collected sample.
Current +5
CDPH, Article 19,
64470
DPW
68 Chemical Analysis Records
Includes date, place and time of sampling and person
who collected ample; PCE/MTBE sample results and
field logs.
Current +10
40 CFR 141.33
DPW
69 Quality Testing Records
Current +12
40 CFR 141.91
DPW
70 Water Main Valve Records
Permanent
GC 34090
23 Page76°V7 of 877
Dept
Number .
Title
Description
Official Record Retention
Citation/ Rationale
Comments
DPW
71 Industrial Water Pretreatment Company Records
Includes Billing, Compliance Documentation, Daily
Inspection Logs, Enforcement, Hazardous Materials
Business Plan, Industrial User Surveys,
Inspections/Meetings,
Material Safety Data Sheets (MSDS), Pretreatment
System, Blueprints, Production Schedules, Significant
Non- Compliance, Publications, and Spill Control Plans
Current +5
40 CFR
403.12(O)(2)-(3); GC
34090(e), 34090
DPW
72 Pretreatment Compliance Inspections
Includes reports to City from third party and City
Response, if applicable.
Current +5
40 CFR 141.722(b)&(c)
DPW
73 Industrial Pretreatment Inspection Reports
Current +3
40 CFR 403.12(b)- (c)
DPW
74 Incident Reports
Includes hazardous materials spills (e.g., oil, pesticides, etc.)
Completion +7
29 CFR 1904.2; 29 CFR
1904.6
DPW
75 Sanitary Sewer Overflows
Current +3
40 CFR 31.42(b)(1)
DPW
76 Title 22 Compliance Testing — Chemical Analysis
Includes location, date, method and results, corrections, and analysis of testing, communications to and from
various State organizations
Current +10
40 CFR 141.33
DPW
77 Title 22 Compliance Testing — Industrial
Pretreatment
Compliance records include location, date, method and
results, corrections, and analysis of priority pollutants and conventional pollutants testing.
Current +3
40 CFR403.12(O)(2)&(3)
DPW
78 Title 22 Compliance Testing —
Microbiological/Turbidity
Laboratory results for drinking and wastewater,
communications to and from various State
organizations.
Current +5
40 CFR 141.33
24 Page76 of 877
CITY OF HOLLISTER - RECORDS DESTRUCTION FORM
DATE
DEPARTMENT
SENDER
LOCATION
(Assigned by Clerk
Staff)
Provide detailed listing of items stored in this box. Whenever possible, provide names, addresses, APN numbers, Current Project Name/Number, Former Project Names/Numbers, or any other information that would help locate this document in a search.
Check option(s) for destruction:
❑ Shredding is Required (Records contain confidential and/or personally identifiable information) ❑ Recycle (Records do NOT contain confidential information) ❑ Deletion of Electronic Records on OneDrive, Sharepoint, Local Computer, and/or City Servers. (LIST RECORDS ON PAGE 2)
The records on the attached list are scheduled to be destroyed, as outlined in the Records Retention Schedule.
The records are not the subject of any claim, litigation, investigation, or audit.
Employee Submitting Form: Date:
RECORDS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head
Signature Date
City Clerk
Signature Date
City Attorney
Signature Date
08/2026
Detailed Listing
of Contents:
Records Description
From
(Start Date)
To
(End Date)
Records Retention
Series # Period
DEPARTMENT REQUEST FOR DESTRUCTION OF ENTIRE BOX:
Employee Preparing Records Date
APPROVAL FOR DESTRUCTION:
Signature of City Attorney Date City Clerk Date
08/27
026
City of Hollister
Annual Records Retention and Disposition Timeline
(Fiscal Year Implementation Schedule)
Purpose
The purpose of this annual implementation schedule is to establish a consistent, citywide process for the identification, retention, storage, transfer, and lawful destruction of City records in accordance with the City's adopted Records Retention Schedule and applicable provisions of California law.
Unless otherwise authorized by the City Clerk, all departments shall adhere to the following annual schedule.
Fiscal Year
Month
July
August
September
30 October 15
Activity
Beginning of Records Management Cycle. The City
Clerk distributes the annual Records Retention Notice,
implementation calendar, updated retention schedule,
forms, and records management guidance to all
departments. Department Records Coordinators are
confirmed, and annual training is conducted.
Departments review records that have reached the end
of their retention period as of June 30. Departments
identify records for permanent retention, off -site storage, and destruction in accordance with the Records
Retention Schedule.
Departments complete boxing and labeling of records
designated for off -site storage. Boxes shall include the department name, record series, inclusive dates, and
destruction date (if applicable). Departments complete
Records Destruction Authorization Forms and Storage
Inventory Forms, and request a box number from the
City Clerk.
Departments submit all proposed destruction lists and
off -site storage inventories to the City Clerk for review.
Responsible
Party
City Clerk
Departments
Departments
Departments
Fiscal Year
Month
November
December
1 December
January
February
March
April
Activity
No records may be destroyed or transferred without
written approval.
The City Clerk and City Attorney review all submissions for compliance with the Records Retention Schedule,
verify litigation holds, audits, Public Records Act
requests, investigations, historical value, and other legal restrictions. Corrections are coordinated with
departments as necessary.
The City Clerk and City Attorney issue written approval authorizing records for destruction and approve records for transfer to off -site storage.
Approved records are transferred to the City's
designated off -site records storage facility. Storage
inventories are updated and maintained by the Office of the City Clerk.
Secure destruction vendor picks up approved records
authorized for destruction. Destruction shall occur only after written authorization from the City Clerk and City Attorney.
Vendor provides Certificates of Destruction. The City
Clerk updates the City's master records inventory and
permanently retains destruction authorizations and
certificates.
The City Clerk conducts periodic compliance reviews
and departmental records audits to ensure proper
retention, storage, labeling, and disposition practices.
Departments correct any deficiencies identified during
audits. The City Clerk evaluates proposed changes
resulting from new laws, operational changes, or
organizational restructuring and prepares revisions to
the Records Retention Schedule if necessary.
Responsible
Party
City Clerk
City Clerk
Departments /
Storage Vendor
Vendor / City
Clerk
Vendor / City
Clerk
City Clerk
Departments /
City Clerk
Fiscal Year
Month
May
June
Activity
The City Clerk prepares the Annual Records
Management Report summarizing records transferred to
storage, records destroyed, compliance activities, and
recommendations for improvements. Any proposed
amendments to the Records Retention Schedule are
prepared for City Council consideration, if required.
Departments complete preparation for the upcoming
fiscal year records management cycle. Forms, training
materials, and guidance documents are updated as
necessary.
Responsible
Party
City Clerk
Departments /
City Clerk
General Requirements
1. No City record shall be destroyed without the prior written authorization of the City Clerk and City Attorney.
2. Records subject to litigation, audits, investigations, Public Records Act requests, or legal holds shall not be destroyed regardless of their scheduled retention period.
3. Departments shall maintain accurate inventories of all records transferred to off - site storage.
4. All destruction shall be performed using secure methods that protect confidential information and comply with applicable law.
5. Certificates of Destruction shall be retained permanently by the Office of the City Clerk.
6. Permanent records shall never be destroyed unless authorized by law.
7. Electronic records shall be retained and disposed of in accordance with the same retention requirements applicable to paper records.
Annual Department Deliverables
Each department shall annually submit:
• Records Destruction Authorization Form
• Off -Site Storage Box Inventory
• Permanent Records Transfer Inventory (if applicable)
• Department Records Coordinator Certification
The Office of the City Clerk shall maintain:
• Master Records Inventory
• Off -Site Storage Database
• Records Destruction Log
• Certificates of Destruction
• Annual Records Management Report
• Records Retention Schedule Updates
STAFF REPORT
HOLLISTER CITY COUNCIL
MEETING DATE: August 3, 2026
REPORT # Human Resources -2026-08
AGENDA ITEM: A RESOLUTION APPROVING THE CREATION OF THE DEPUTY
FINANCE OFFICER -CONSTRUCTION AND CAPITAL MANAGEMENT POSITION
AND ESTABLISHING ITS PLACE ON THE CITY'S COMPENSATION PLAN DEPARTMENT: Human Resources
DEPARTMENT HEAD: Noel Mink, Human Resources, Risk, and Technology Director COUNCIL NEXT STEPS: Adopt a resolution approving the creation of the Deputy Finance Officer — Construction and Capital Management position and establishing its place on the City's compensation plan.
DISCUSSION: As part of the Fiscal Year 2026/2027 Budget adoption, the City Council approved the Preliminary Position List during the budget presentation on June 22, 2026.
The Preliminary Position List included two new classifications within the Finance Department: Deputy Finance Officer and Deputy Finance Officer — Construction and Capital Management. This request is solely for the Deputy Finance Officer- Construction and Capital Management.
While these positions were included and approved in the authorized Preliminary Position List, salary ranges have not yet been established. Establishing a salary range is necessary before these classifications can be utilized for recruitment, appointment, or other personnel actions. The addition of these classifications is intended to strengthen the Finance Department's organizational structure and enhance its ability to meet current and future operational needs.
The Deputy Finance Officer — Construction and Capital Management classification is designed to provide specialized financial oversight and management of the City's capital improvement program, development permits, Building Official and inspections oversight and construction -related financial activities. This position will focus on ensuring sound financial management, project accountability, grant compliance, and coordination between Finance and departments responsible for construction and capital projects.
This position will manage represented and unrepresented staff.
For the purposes of classifications, the City Manager has removed any non -Directors from the Executive group and placed them in a Middle Manager Classification as seen below. This change does not impact benefits, job descriptions, or salaries. The new Finance Deputy position is equivalent to the Police Captain position. As such, this position requires a unique set of skills that combines financial, project, building, inspection, and public relations management and no less than a master's degree.
BI-
WEEKLY
YEARLY
BI-
WEEKLY!
YEARLY
BI-
WEEKLY
YEARLY
Bl-f
WEEKLY
YEARLY
BI-
WEEKLY
YEARLY
POSITION
STEP 1
STEP 1
STEP 2
STEP 2 ;
STEP 3
STEP 3
STEP 4
STEP 4
STEP 5
STEP 5
PL131I( WORKS SI.01 RINTIRDENT
4,259.23
110,739.90
4,472.19
116,276.90
4,695.80
122,090.74
4,930.59
128,195.28
5,177.12
134,605.04
ACCOLNTING MAN AO1,R
4,495.00
116,870.00
4,719.75
122,713.50
4,955.74
128,849.18
5,203.52
135,291.63
5,463.70
142,056.22
IIL \IAN RI SOLR(I S OFP10ER
4,778.24
124,234.24
5 5,017.15
130,445.95
5,268.01
136,968.25
5,531.41
143,816.66
5,807.98
151,007.50
CITY CLERK
5,100.97
132,625.22
5,356.02
139,256.48
5,623.82
146,219.31
5,905.01
153,530.27
6,200.26
161,206.78
L'PIL1'IY MANAGER
5,398.14
140,351.75
------------
5,668.05
147,369.34
------------
5,951.45
154,737.80
------ ----------
6,249.03
162,474.69
-- ---
6,561.48
---- ----------------
170,598.43
------ ------
POLICI CAPTAIN/DE P1..TYDIRBCTOR
5,918.85
153,890.08
6,21479
161,584.59
6,525.53
169,663.81
6,851.81
178,147.01
7,194.40
187,054.36
FISCAL IMPACT: These classifications have been included in the approved FY2026/2027 Budget.
PREVIOUS COUNCIL OR COMMISSION ACTION: Adopted FY 2026/2027 Budget, which included the Preliminary List of Positions on June 22, 2026.
CEQA: N/A
ATTACHMENTS:
1. Resolution
2. Job Description
RESOLUTION NO. 2026-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HOLLISTER
APPROVING THE CREATION OF THE DEPUTY FINANCE OFFICER -
CONSTRUCTION AND CAPITAL MANAGEMENT POSITIONS AND
ESTABLISHING ITS PLACE ON THE CITY'S COMPENSATION PLAN
WHEREAS, part of the Fiscal Year 2026/2027 Budget adoption, the City Council approved the Preliminary Position List during the budget presentation on June 22, 2026.
The Preliminary Position List included two new classifications within the Finance Department: Deputy Finance Officer and Deputy Finance Officer — Construction and Capital Management. This request is solely for the Deputy Finance Officer- Construction and Capital Management; and
WHEREAS, while this position was included and approved in the authorized Preliminary Position List, a salary range has not yet been established; and WHEREAS, the addition of this classification is intended to strengthen the Finance Department's organizational structure and enhance its ability to meet current and future operational needs; and
WHEREAS, the Deputy Finance Officer - Construction and Capital Management classification is designed to provide specialized financial oversight and management of the City's capital improvement program and construction -related financial activities. This position will focus on ensuring sound financial management, project accountability, grant compliance, and coordination between Finance and departments responsible for construction and capital projects; and
WHEREAS staff has completed a compensation analysis of comparable public agencies and recommends placing the position with the Middle Manager Group and pairing this position with the Police Captain position.
B1-
WEEKLY
YEARLY 'r
BI-
WEEKLY!
YEARLY
M.
WEEKLY
YEARLY
BI -
WEEKLY
YEARLY
BI-
WEEKLY
YEARLY
POSITION
STEP 1
STEP 1
STEP 2
STEP 2
STEP 3
STEP 3
STEP 4
STEP 4
STEP 5
STEP 5
PUBLIC IX'ORKS SCPI.RINTENDENT
4,259.23
110,739.90
4,472.19
116,276.90
4,695.80
122,090.74
4,930.59
128,195.28
5,177.12
134,605.04
ACCOUNTING MANAGI R
4,495.00
116,870.00
4,719.75
122,713.50
4,955.74
128,849.18
5,203.52
135,291.63
5,463.70
142,056.22
IIUMAN RIISOURCES OFFICER
4,778.24
124,234.24
5,017.15
130445.95
5,268.01
136,968.25
5,531.41
143,816.66
5,807.98
151,007.50
CITY CI:.IRK
5,100.97
132,625.22
5,356.02
139,256.48
5,623.82
146,219.31
5,905.01
153,530.27
6,200.26
161,206.78
UTILITYMANAGI'R
------ ------- ------- ------- ---------
POLICI ( 1PTAIN/DLP1 TYDIRICTOR
5,398.14
--------
5918.85
140,351.75
-------
153,890.08
5,668.05
-------
6,214,79
147,369.34
-------
161,584.59
5,95145
-------
6,525,53
154,737.80
----------
169,663.81
6,249.03
6,851.81
162,474.69
178,147.01
6,561.48
7,19440
170,598.43
---------------
187,054.36
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Hollister hereby approves the creation of the Deputy Finance Officer — Construction and Capital Management position and establishes its place on the City's compensation plan
Resolution No. 2026-XX
PASSED AND ADOPTED, by the City Council of the City of Hollister at a regular meeting held August 3, 2026, by the following vote:
AYES:
NOES:
ABSTAINED:
ABSENT:
Roxanne Stephens, Mayor
ATTEST: APPROVED AS TO FORM:
Lozano Smith Attorneys at Law
Angie Gonzalez, MMC, Acting City Clerk Jennifer P. Thompson, City Attorney I, Angie Gonzalez, MMC, Acting City Clerk of the City of Hollister, do hereby certify that the attached Resolution No. 2026-XX is an original resolution, or true and correct copy of a City resolution, duly adopted by the Council of the City of Hollister at a regular meeting held on August 3, 2026, at which meeting a quorum was present.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Hollister on August 3, 2026.
Angie Gonzalez, MMC
Acting City Clerk of the City of Hollister
ITY F
E TY FI FFIC
Department: Finance
FLSA: Exempt
Bargaining Unit: Executive Management
Reports To: Finance Director
TE
T T
Definition
Under general direction of the Finance Director, plans, organizes, manages, and directs the City's Capital Finance and Construction Management Division. Responsible for financial planning, budgeting, accounting, reporting, contract compliance, grant administration, debt financing, and fiscal oversight of all capital improvement projects, utility infrastructure, facilities, streets, parks, airport improvements, and other capital assets. Works closely with Public Works, Engineering, Utilities, Building, Planning, and Fire Permitting, consultants, contractors, and funding agencies to ensure projects remain financially sustainable and compliant.
Supervision eceive an Exercise
Receives general direction from the Finance Director and exercises direct supervision over professional, technical, and administrative staff assigned to capital finance, grants, contract administration, and construction accountings
stin uishin Characteristics
Executive management classification responsible for the City's financial oversight of all capital programs, combining governmental finance with construction accounting, infrastructure financing, grants management, and long-range capital planning.
Essential uties
Plan and manage the financial components of the City's Capital Improvement Program (CIP), permitting and residential development.
Develop multi -year capital financing plans and project cash -flow forecasts.
Prepare and monitor capital project budgets throughout design and construction.
Oversee construction accounting➢ contractor payments, encumbrances, contingencies, and change orders.
Administer federal, state, and regional infrastructure grants and reimbursement requests.
Coordinate financing for water, sewer, stormwater, streets, parks, airport, facilities, fleet, and technology projects.
Assist with bond financing, loans, building, planning, fire and development impact fees, and other infrastructure funding.
Prepare monthly capital reports, building permit report, budget reports, debt reports, and Council presentations.
Develop project financial controls, dashboards, and performance measures.
Coordinate annual audit activities related to capital assets and construction projects.
Supervise assigned staff and perform related duties as assigned.
Kno
e e
• Governmental Accounting Standards (GASB) and GAAP
• Capital Improvement Programming
• Construction accounting and contract administration
• Customer -focused project management
• Grant administration and reimbursement
• Municipal debt financing
• California Public Contract and Building Code
• ERP financial systems and capital asset accounting
bility To
Manage complex capital finance programs.
Analyze construction costs and financial risks.
Develop long-range capital funding strategies.
Interpret contracts and grant requirements.
Prepare executive -level financial reports.
Coordinate with multiple City departments and outside agencies.
Supervise professional staff.
n u
ualifications
Education: Bachelor's degree in Business Administration , Accounting, Finance, Public Administration, Construction Management, , Economics, or a closely related field. A Master's degree is preferred.
Experience: Seven (7) years of progressively responsible experience in governmental finance, construction finance, capital project management, infrastructure financing, engineering administration, or public works financial management,
esira le Certifications
Certified Public Accountant (CPA)
Masters in Public Administration (MPA)/(MBA)
Certified Public Finance Officer (CPFO)
Project Management Professional (PMP)
Certified Construction Manager (CCM)
Certified Government Financial Manager (CGFM)
License
Possession of a valid -Driver license.
STAFF REPORT
HOLLISTER CITY COUNCIL
MEETING DATE: August 3, 2026
REPORT # Public Works -2026-38
AGENDA ITEM: PUBLIC HEARING FOR THE RECOLOGY ANNUAL RATE
ADJUSTMENT AND MAXIMUM ALLOWABLE SOLID WASTE COLLECTION RATES
DEPARTMENT: Public Works
DEPARTMENT HEAD: Cassandra Orozco, Interim Public Works Director COUNCIL NEXT STEPS: Hold a Public Hearing to:
1. Accept public input and testimony regarding the proposed annual adjustment to the maximum allowable solid waste collection rates, effective July 1, 2026; and
2. Adopt a resolution approving the annual adjustment and establishing the maximum allowable solid waste collection rates as set forth in the resolution.
DISCUSSION: Recology San Benito County submitted its annual rate adjustment application on March 23, 2026. The application was reviewed by Integrated Waste Management (IWM) staff and the San Benito County Integrated Waste Management Regional Agency's consultant, R3 Consulting Group. Following review and requested revisions, the application was finalized on April 22, 2026, and the proposed rates were determined to be consistent with the Franchise Agreement's rate -setting methodology.
Pursuant to Article 9 and Attachment E (Contractor Compensation and Rate Setting) of the Franchise Agreement, Recology is entitled to an annual rate adjustment based on an index -based methodology that accounts for year -over -year changes in the Consumer Price Index (CPI), fuel costs, disposal costs, and processing costs.
Each Regional Agency member is required to conduct a public hearing process to consider the proposed maximum allowable rates within its respective jurisdiction. For the July 1, 2026 annual rate adjustment, the proposed maximum allowable rates reflect an average increase of approximately 0.5 percent across service categories. The proposed multi -year maximum rate schedule establishes annual maximum allowable rates adjustments of up to 5 percent in subsequent years.
If approved, the Fiscal Year 2026-27 rates will become effective July 1, 2026. Recology will provide annual courtesy notification to ratepayers on their invoice on or before June 1 of each year, and rate information will be made available on both the County's and Recology's websites. The rate tables included in the notice identify the most common residential and commercial service levels. The complete rate schedule for rates effective July 1, 2026, is available here.
The proposed rates fund services authorized under the Franchise Agreement, including garbage collection and disposal, recycling collection and processing, organics collection and processing, residential bulky -item collection, compost giveaway programs, environmental collection events, document shredding services, landfill collection events, and public outreach and education.
Consistent with Proposition 218 requirements, only written protests submitted by property owners are counted toward determining whether a majority protest exists.
However, the Council may also consider comments, correspondence, and input submitted by tenants responsible for paying solid waste service charges. At the conclusion of the public hearing, the Clerk will tally and report the qualifying written protests submitted by property owners. The Council will then determine whether a majority protest exists. In accordance with Article XIII D, Section 6 of the California Constitution, a majority protest exists if written protests against the proposed fee or charge are presented by a majority of owners of the identified parcels. If a majority protest is not received, the Council may adopt the proposed solid waste collection rates.
If a majority protest is received, the Council may not approve the proposed rate increase.
Recology Low -Income Rates Program
Recology offers discounted residential solid waste collection rates to qualifying residential customers receiving 20 -gallon or 32 -gallon garbage service. To be eligible, customers must demonstrate enrollment in PG&E's California Alternate Rates for Energy (CARE) Program, AT&T's Lifeline Program, or a comparable income -qualified assistance program. Eligible residents may contact Recology Customer Service at (831) 636-7500 to obtain eligibility requirements and enrollment information.
FISCAL IMPACT: N/A
PREVIOUS COUNCIL OR COMMISSION ACTION: Last rate study and rate adoption on October 19, 2020, Resolution No. 2020-204
CEQA: N/A
ATTACHMENTS:
1. Notice of Public Hearing - Recology Annual Rate Adjustment and Maximum Allowable Solid Waste Collection Rates
2. Resolution - Recology Annual Rate Adjustment and Maximum Allowable Solid Waste Collection Rates
3. Recology Franchise Agreement
If you wish to protest, the City Clerk must receive your written protest and mailed or delivered to: City of Hollister, City Clerk, 375 Fifth St . Hollister, CA 95023 no later than 5 p.m . on August 2, 2026 or hand delivered to the Clerk before the end of the public hearing .
Incomplete protest forms or those not received by the deadline cannot be counted.
One protest per parcel may be submitted.
Approval Procedures: A majority protest exists if written protests are received by the City with respect to 50% plus one of the parcels affected by the proposed rate adjustment. A property owner or tenant may file a written protest and written protests must contain property owner/s name or tenants' name and signature and property address. (Please cut along the dotted line and include with your protest letter)
OFFICIAL PROTEST FRO
Name:
Address:
City: ZIP Code:
Assessor's parcel number (9 -digit number that appears on property tax statement, if available):
Signature: Date:
City of Hollister
375 Fifth Street
Hollister, CA 95023
LL9 10 Et'9 abed
PRSRT STD
U.S. Postage
PAID
Gilroy, CA 95020
Permit No. 527
Notice of Public Hearing
Regarding Proposed Maximum Allowable Rates for
Solid Waste / Recycling / Organics Collection
City of Hollister, City Council Chambers
375 Fifth Street, Hollister, CA 95023
August 3, 2026 6:30 R M.
On August 3, 2026 at 6:30 p.m. the City of Hollister City Council will hold a Public Hearing to accept public input and testimony on a proposed increase on the maximum allowable rates for solid waste collection, to be effective July 1, 2026. Any interested person may present verbal or written input to the Council and the Council will consider all input. Though state law provides that only the written protests of property owners may be counted to determine whether a majority protest to the proposed maximum rates exists, the Council will also consider and include protests from tenants responsible for solid waste costs. The solid waste rates cover costs to meet state regulatory requirements for solid waste, recycling and organics collection and processing. At the conclusion of the public hearing, if a majority protest of property owners and tenants does not exist, the Council will adopt the proposed maximum allowable rates. The solid waste rates were established through a competitive procurement process for a Franchise Agreement that was awarded to Recology San Benito County. The Franchise Agreement includes several program improvements to recycling and organics collection programs to meet state mandates AB 939, AB 341, AB 1826 and SB 1383 and other mandates. The Franchise Agreement includes a contractually obligated annual rate adjustment for Recology San Benito County. The solid waste rates are adjusted on an annual basis using an index -based methodology that includes year over year changes in a consumer price index (CPI), fuel index and disposal and processing costs. The new solid waste rates pay for the collection and disposal of garbage; collection and processing of all recyclable materials, collection and processing of organics, seasonal recycling programs; free curbside bulky item collection for residents, free compost giveaways, Environmental Days with free electronic recycling and on -site security shredding services, free quarterly collection events at the landfill, and outreach and education programs. The solid waste collection rates cover program costs to enable the City to meet state regulatory requirements.
The proposed maximum rates are included in this notice and actual rates charged to ratepayers may be lower. The rate setting process for the annual rate adjustment is defined in Article 9: Contractor's Compensation and Rate Setting in the Franchise Agreement and calculations are performed in conformance to procedures per Attachment E of the Franchise Agreement. This Notice of Public Hearing includes rates for FY 2026/2027 and provides maximum solid waste rates for five subsequent years from fiscal years 2027/2028 through 2030/2031 following the methodology in Article 9: Contractor's Compensation and Rate Setting in the Franchise Agreement. These are the maximum rates allowable, and per the Franchise Agreement, the annual rate adjustment cannot exceed 5% annually; the actual rates charged to customers may be lower. The rates stated in this notice will not be increased above the rates stated without further written notice to the City and a further notice of public hearing pursuant to Proposition 218. Pursuant to the Franchise Agreement, the new rates will become effective July 1st annually and a courtesy notice will be sent to ratepayers each year on or before June 1st. and rate information will be on the County's Integrated Waste Management (IWM) webpage and Recology San Benito County webpage. The rate tables show rates for the most common residential and commercial service levels; the full rate schedule is on the Recology website and hard copy is at the County's RMA/IWM division at 2301Technology Parkway, Hollister.
Proposed Maximum Solid Waste Rates for FY 2026/2027 through FY 2030/2031 The actual costs to ratepayers may be lower.
Per the Franchise Agreement, the annual rate adjustment cannot exceed 5%.
Resident Garbage bin size
FY 26/27
FY 27/28
FY 28/29
FY 29/30
FY 30/31
collected weekly includes recycling
& organics collection at no
additional cost.
max. rate
max. rate
max. rate
max. rate
max. rate
20 gallon
$34.28
$35.99
$37.79
$39.68
$41.66
32 gallon
$41.11
$43.17
$45.33
$4T60
$49.98
64 gallon
$69.97
$73.47
$77.14
$81.00
$85.05
96 gallon
$107.02
$112.37
$117.99
$123.89
$130.08
Commercial/Multi-family Garbage bin
size collected weekly includes
recycling at no additional cost.
FY 26/27
max. rate
FY 27/28
max. rate
FY 28/29
max. rate
FY 29/30
max. rate
FY 30/31
max. rate
64 gallon
$69.97
$73.47
$77.14
$81.00
$85.05
96 gallon
$107.02
$112.37
$117.99
$123.89
$130.08
1-1 yard
$205.75
$216.04
$226.84
$238.18
$250.09
1-2 yard
$260.61
$273.64
$287.32
$301.69
$316.77
1-3 yard
$37T22
$396.08
$415.88
$436.67
$458.50
1-4 yard
$507.52
$532.90
$559.55
$587.53
$616.91
Commercial/Multi-family Organics bin
size collected weekly.
FY 26/27
max. rate
FY 27/28
max. rate
FY 28/29
max. rate
FY 29/30
max. rate
FY 30/31
max. rate
64 gallon
$41.99
$44.09
$46.29
$48.60
$51.03
96 gallon
$64.20
$67.41
$70.78
$74.32
$78.04
1-1 yard
$123.44
$129.61
$136.09
$142.89
$150.03
1-2 yard
$195.50
$205.28
$215.54
$226.32
$237.64
o Prgag Orfi'a iglAper
RESOLUTION NO. 26 -XX
A RESOLUTION OF THE CITY COUNCIL OF HOLLISTER APPROVING
THE ANNUAL SOLID WASTE COLLECTION RATE ADJUSTMENT AND
ESTABLISHING THE MAXIMUM ALLOWABLE SOLID WASTE
COLLECTION RATES AS SET FORTH IN THE NOTICE OF PUBLIC
HEARING
WHEREAS, a Franchise Agreement with Recology San Benito County was approved by City Council, which commenced on November 1, 2018, and includes provisions for a contractually obligated annual rate adjustment process; and WHEREAS, Article 9 (Contractor's Compensation and Rate Setting), Section 9.2, and Attachment E (Contractor's Compensation and Rate Setting) of the Franchise Agreement establish the methodology for calculating the annual rate adjustment; and WHEREAS, the Franchise Agreement includes programs and improvements to meet state mandates AB 939, AB 341, AB 1826, and SB 1383 and other mandates, and the solid waste rates pay for the collection and disposal of garbage; collection and processing of recyclables, organics (yard waste and food scraps), curbside bulky item collection, free compost giveaway events, free electronic waste collection, Environmental Day events, recycling staff, free quarterly recycling/bulky collection events and seasonal recycling programs to meet state waste reduction mandates; and WHEREAS, the approved Franchise Agreement includes a contractually obligated annual rate adjustment using a prescribed index -based methodology, where the rate adjustment is based on the consumer price index (CPI) and fuel index, and includes disposal and processing costs to determine solid waste collection rates; and WHEREAS, the annual rate adjustment process requires Recology San Benito County to submit an application for a rate adjustment on or before April 1 preceding the increase, and such an application was reviewed by staff and the Regional Agency's consultant, R3 Consulting Group, and determined to be consistent with the Franchise Agreement; and
WHEREAS, that per the Franchise Agreement, the rate adjustment is to go into effect on July 1St following the application; and
WHEREAS, the City Council is following the noticing procedure for the annual rate adjustment set forth in Article XIIID § 6 of the California Constitution and in accordance with Proposition 218; and
WHEREAS, the proposed maximum solid waste rates are included in the Notice of Public Hearing and this notice was included in the August 3, 2026, City Council Agenda and Staff Report; and
WHEREAS, the Notice of Public Hearing was mailed to property owners and rate
Resolution No. 2026-83
payers within the city on June 16, 2026; and
WHEREAS, the Notice of Public Hearing identifies the proposed maximum allowable solid waste collection rates for Fiscal Years 2026-27 through 2030-31, with annual adjustments to be implemented in accordance with the Franchise Agreement, provided such adjustments do not exceed the maximum allowable rates identified in the Notice of Public Hearing; and
WHEREAS, the proposed multi -year maximum allowable rate schedule establishes annual maximum allowable rate adjustments of up to five percent (5%); actual rates charged to ratepayers may be lower than the maximum allowable rates approved by this Resolution; and
WHEREAS, pursuant to the Franchise Agreement and Attachment E thereof, annual rates implemented under the maximum allowable rate schedule shall become effective on July 1 of each year; and
WHEREAS, Recology has indicated it intends to provide customers with advance notice of annual rate adjustments through its billing statements; and WHEREAS, the City Council held a public hearing on August 3, 2026, to consider the proposed solid waste collection rates and to receive and consider any protests received; and at the public hearing, the City Council heard and received all oral and written testimony and evidence that was made, presented, or filed, and all persons present at the hearing were given ample opportunity to hear and be heard with respect to any matter related to the solid waste collection rates; and WHEREAS, at the conclusion of public testimony, the City Council closed the public hearing, and there was a tally of protests to determine if there is a majority protest which is 50% plus one, and it was determined that there was not a majority protest.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of Hollister, that it hereby finds and determines as follows:
In accordance with Article XIIID §6 of the California Constitution:
1. The revenues derived from the Solid Waste Rates will not exceed the funds required to provide solid waste collection services.
2. The revenues derived from the Solid Waste Rates will not be used for any purpose other than providing solid waste collection services.
3. The Solid Waste Rate charged will not exceed the proportional cost of solid waste collection per parcel.
4. Any surplus monies collected from the Solid Waste Rates will be used to offset future solid waste collection service costs.
5. The Solid Waste Rate is only charged for solid waste collection services.
BE IT FURTHER RESOLVED, that the City Council of Hollister hereby approves the Fiscal Year 2026-27 solid waste collection rates and establishes the maximum
Resolution No. 2026-83
allowable solid waste collection rates for Fiscal Years 2026-27 through 2030-31, as set forth in the Notice of Public Hearing.
PASSED AND ADOPTED, by the City Council of the City of Hollister at a regular meeting held on August 3, 2026, by the following vote:
AYES:
NOES:
ABSTAINED:
ABSENT:
Roxanne Stephens, Mayor
ATTEST: APPROVED AS TO FORM:
Lozano Smith Attorneys at Law
Angie Gonzalez, MMC, Acting City Clerk Jennifer P. Thompson, City Attorney I, Angie Gonzalez, MMC, Acting City Clerk of the City of Hollister, do hereby certify that the attached Resolution No. 2026-XX is an original resolution, or true and correct copy of a City resolution, duly adopted by the Council of the City of Hollister at a regular meeting held on August 3, 2026, at which meeting a quorum was present.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Hollister on August 3, 2026.
Angie Gonzalez, MMC
Acting City Clerk of the City of Hollister
FRANCHISE AGREEMENT
BETWEEN
HOLLISTER, SAN JUAN BAUTISTA AND THE COUNTY OF SAN BENITO,
RESPECTIVELY
AND
RECOLOGY SOUTH VALLEY DBA RECOLOGY SAN BENITO COUNTY
FOR
RECYCLABLES, ORGANICS, AND SOLID WASTE COLLECTION
SERVICES
NOVEMBER 1, 2018
TABLE OF CONTENTS
ARTICLE 1: DEFINITIONS
1.1 DEFINITIONS
2 2
ARTICLE 2: REPRESENTATIONS AND WARRANTIES 3
2.1 CONTRACTOR'S CORPORATE STATUS
2.2 CONTRACTOR'S CORPORATE AUTHORIZATION
2.3 AGREEMENT WILL NOT CAUSE BREACH
2.4 NO LITIGATION
2.5 NO ADVERSE JUDICIAL DECISIONS
2.6 NO LEGAL PROHIBITION
2.7 CONTRACTOR'S ABILITY TO PERFORM
2.8 CONTRACTOR'S INVESTIGATION
2.9 STATEMENTS AND INFORMATION IN PROPOSAL
ARTICLE 3: GRANT AND ACCEPTANCE OF FRANCHISE
3.1 GRANT AND ACCEPTANCE OF FRANCHISE
3.2 LIMITATIONS TO THE FRANCHISE
3.3 OBLIGATIONS OF PARTIES
3.4 REIMBURSEMENT OF EXECUTION OF AGREEMENT
3 3
3 3
4 4
4 4
4 5
5 5
7 7
ARTICLE 4: TERM OF AGREEMENT 8
4.1 TERM
4.2 EXTENSION OF TERM
ARTICLE 5: SCOPE OF COLLECTION SERVICES
5.1 SUMMARY SCOPE OF SERVICES
5.2 USE OF APPROVED FACILITIES
5.3 SUBCONTRACTING
5.4 RESPONSIBILITY FOR MATERIALS
5.5 AGENCY -DIRECTED CHANGES TO SCOPE
5.6 SOLID WASTE
5.7 RECYCLABLE MATERIALS
5.8 ORGANIC MATERIALS
5.9 BULKY ITEMS AND REUSABLE MATERIALS
5.10 RA MEMBER SERVICES
5.11 PUBLIC EDUCATION AND OUTREACH
5.12 DIVERSION REQUIREMENTS
5.13 ENVIRONMENTAL ENHANCEMENTS
8 8
8 8
10 10
10 11
11 11
13 14
14 18
19 21
ARTICLE 6: REQUIREMENTS FOR OPERATIONS, EQUIPMENT AND PERSONNEL 22
6.1 GENERAL 22
6.2 OPERATING HOURS AND SCHEDULES 22
6.3 COLLECTION STANDARDS 23
6.4 VEHICLE REQUIREMENTS 24
6.5 CONTAINER REQUIREMENTS 26
6.6 PERSONNEL 27
6.7 HAZARDOUS WASTE INSPECTION AND HANDLING 27
6.8 REGIONAL AGENCY CONTRACT MANAGER 28
6.9 ENVIRONMENTALLY-PREFERRABLE PURCHASING 29
6.10 LOCAL PURCHASING PREFERENCE 29
ARTICLE 7: BILLING, CUSTOMER SERVICE, RECORD KEEPING, AND REPORTING 30
7.1 BILLING SERVICES
7.2 CUSTOMER SERVICE
7.3 RECORD KEEPING AND REPORTING
7.4 INSPECTION BY REGIONAL AGENCY; PERFORMANCE REVIEWS
ARTICLE 8: FRANCHISE FEES AND OTHER FEES
8.1 FRANCHISE FEE
8.2 AB 939 FEE AND OTHER STATUTORY FEES
8.3 HHW FEE
8.4 LITTER ABATEMENT FEE
8.5 ADJUSTMENT TO FEES
8.6 PAYMENT SCHEDULE AND LATE FEES
ARTICLE 9: CONTRACTOR'S COMPENSATION AND RATE SETTING
9.1 GENERAL
9.2 RATES AND ANNUAL ADJUSTMENTS
9.3 EXTRAORDINARY RATE ADJUSTMENTS
9.4 PERFORMANCE INCENTIVES AND DISINCENTIVES
ARTICLE 10: INDEMNIFICATION, INSURANCE AND PERFORMANCE BOND
10.1 INDEMNIFICATION
10.2 INSURANCE
10.3 PERFORMANCE BOND
ARTICLE 11: DEFAULT AND REMEDIES
11.1 EVENTS OF DEFAULT
11.2 RIGHT TO TERMINATE UPON EVENT OF DEFAULT
11.3 RA MEMBER'S REMEDIES IN THE EVENT OF DEFAULT
11.4 POSSESSION OF RECORDS UPON TERMINATION
11.5 RA MEMBER'S REMEDIES CUMULATIVE; SPECIFIC PERFORMANCE
11.6 PERFORMANCE STANDARDS AND LIQUIDATED DAMAGES
11.7 EXCUSE FROM PERFORMANCE
11.8 RIGHT TO DEMAND ASSURANCES OF PERFORMANCE
30 33
34 35
36 36
36 37
37 37
37 38
38 38
39 40
40 40
43 48
48 48
50 50
51 51
52 54
54 ii
ARTICLE 12: OTHER AGREEMENTS OF THE PARTIES 55
12.1 RELATIONSHIP OF PARTIES
12.2 COMPLIANCE WITH LAW
12.3 GOVERNING LAW
12.4 JURISDICTION
12.5 BINDING ON SUCCESSORS
12.6 ASSIGNMENT
12.7 NO THIRD PARTY BENEFICIARIES
12.8 WAIVER
12.9 NOTICE PROCEDURES
12.10 REPRESENTATIVES OF THE PARTIES
ARTICLE 13: MISCELLANEOUS AGREEMENTS
13.1 ENTIRE AGREEMENT
13.2 SECTION HEADINGS
13.3 REFERENCES TO LAWS
13.4 AMENDMENTS
13.5 SEVERABILITY
13.6 COUNTERPARTS
13.7 ATTACHMENTS
55 55
55 56
56 56
58 58
58 59
60 60
60 61
61 61
61 61
iii
LIST OF ATTACHMENTS
A. Definitions
B. Scope of Services — Details
B1. Single -Family Residential Services
B2. Multi -Family Residential Services
B3. Commercial Services
B4. RA Member Services
B5. RA Member Facility Service Levels and Locations
B6. RA Member Public Location Service Levels
B7. RA Member Community Events Schedule
B8. Public Education and Outreach Requirements
C. Joint Powers Integrated Waste Management Agreement (1995) and San Benito County Integrated Waste Management Regional Agency Cost Sharing Agreement (2006) D. Reporting Requirements
E. Contractor's Compensation and Rate Setting
F. Contractor Operational Details
F1. Technical Proposal (Revised Sections 1-2 from Proposal Dated November 14, 2017) F2. Cost Basis for Proposal (Final Cost Forms 1.0 to 1.9) F3. Maximum Allowable Rates for Collection Services for Rate Year 1 (Modified Final Cost Forms
2.1, 2.2, 2.3, 2.4.A, 2.5.A, 2.6.A, 2.7, 2.8, and 2.9)
F4. Implementation Plan and Schedule
F5. Approved Subcontractors
F6. Commercial Recycling and Organics Outreach Plan
G. Performance Standards and Liquidated Damages
H. Performance Incentives and Disincentives
I. Performance Bond
J. Guaranty
K. Contractor's Environmentally Preferable Purchasing Policy L. County Code Title 15, Chapter 15.01, Article 3, Section 15.01.040 Solid Waste Collection M. Corporate Secretary's Certificate
iv
1 FRANCHISE AGREEMENT
2 THIS FRANCHISE AGREEMENT is made and entered into as of November 1, 2018, between the City of 3 Hollister, the City of San Juan Bautista and the County of San Benito, (hereinafter referred to collectively 4 as the "RA Members" or individually as "RA Member"), and (Recology South Valley dba Recology San 5 Benito County), (hereinafter referred to as the "Contractor"). 6 The text of this AGREEMENT constitutes three separate Agreements entered into between (1) the 7 Contractor named on the signature page of this Agreement and (2) each of the following public entities, 8 which are the members of the San Benito County Integrated Waste Management Regional Agency: City 9 of Hollister, California, City of San Juan Bautista, California, and County of San Benito, California. 10 RECITALS
11 This Agreement is entered into with reference to the following facts and circumstances (Unless 12 otherwise defined, capitalized terms shall have the meanings set forth in Attachment A):
13 WHEREAS; the Legislature of the State of California, by enactment of the California Integrated Waste 14 Management Act of 1989 ("Act") (California Public Resources Code Section 40000 et seq.), has declared 15 that it is in the public interest to authorize and require local agencies to make adequate provisions for 16 Solid Waste Collection within their jurisdiction;
17 WHEREAS; the State of California has found and declared that the amount of refuse generated in 18 California, coupled with diminishing Disposal capacity and potential adverse environmental impacts 19 from landfilling and the need to conserve natural resources, have created an urgent need for State and 20 local agencies to enact and implement an aggressive integrated waste management program. The State 21 has, through enactment of the Act and subsequent related legislation including, but not limited to AB 22 341, the AB 1826, (AB 2176, and SB 1016 (Chapter 343, Statutes of 2008 [Wiggins, SB 1016]), directed 23 the responsible State agency, and all local agencies, to promote Diversion and to maximize the use of 24 feasible waste reduction, reuse, Recycling, and Composting options in order to reduce the amount of 25 refuse that must be Disposed;
26 WHEREAS; the State of California has also authorized cities and counties to become regional agencies 27 for purposes of complying with AB 939. The RA Members united as a single San Benito County 28 Integrated Waste Management Agency (the "Regional Agency") and entered into a Joint Powers 29 Integrated Waste Management Agreement (the "JP IWM Agreement") that provides, among other 30 matters, for the Regional Agency to:
31 • Reduce the amount of solid waste disposed of in permitted disposal facilities 32 • Compile information from each RA Member for required AB 939 reports 33 • Manage landfill operations which recover materials from the waste stream for diversion into the 34 recycling market
35 • Determine diversion as though the RA Members were one entity.
36 WHEREAS; as of the date each RA Member signs this Agreement, it intends that San Benito County, 37 which administers the JP IWM Agreement, will administer this Agreement, although each RA Member 38 has a right to subsequently designate an alternative person to administer this Agreement for its agency. 39 WHEREAS; pursuant to California Public Resources Code Section 40059(a)(2), the RA Members have 40 determined that the public health, safety, and well-being require that an exclusive right be awarded to a 41 qualified Contractor to provide for the Collection of Solid Waste, Recyclable Materials, and Organic 42 Materials, and other services related to meeting the RA Members and Regional Agency's integrated 43 waste management goals;
44 WHEREAS; the RA Members further declare their intent to approve and maintain reasonable rates for 45 the Collection, Recycling, Processing, Composting, and/or Disposal of Solid Waste, Recyclable Materials, 46 and Organic Materials; and,
47 WHEREAS; the RA Members desire, having determined that Contractor, by demonstrated experience, 48 reputation and capacity is qualified to provide for both the Collection of Solid Waste, Recyclables 49 Materials, and Organic Materials within the service area of the Regional Agency and the Transportation 50 of such material to appropriate places of Processing, Recycling, Composting, and/or Disposal, that 51 Contractor be engaged to perform such services on the basis set forth in this Agreement. 52 WHEREAS; the RA Members and Contractor have attempted to address conditions affecting their 53 performance of services under this Agreement but recognize that reasonably unanticipated conditions 54 may occur during the term of this Agreement that will require the parties to meet and confer to 55 reasonably respond to such changed conditions;
56 NOW, THEREFORE, in consideration of the mutual promises, covenants, and conditions contained in this 57 Agreement and for other good and valuable consideration, the Parties agree as follows:
58 ARTICLE 1: DEFINITIONS
59 1.1 DEFINITIONS
60 Unless defined elsewhere in this Agreement, capitalized terms used in this Agreement shall have the 61 meanings set forth in the definitions contained in Attachment A. The definitions set forth in Attachment 62 A shall govern the interpretation of this Agreement. 2
63 ARTICLE 2: REPRESENTATIONS AND WARRANTIES
64 The Parties, by acceptance of this Agreement, represent and warrant the conditions presented in this 65 Article.
66 2.1 CONTRACTOR'S CORPORATE STATUS
67 Contractor is a corporation duly organized, validly existing and in good standing under the laws of the 68 State of California. It is qualified to transact business in California and has the power to own its 69 properties and to carry on its business as now owned and operated and as required by this Agreement. 70 2.2 CONTRACTOR'S CORPORATE AUTHORIZATION
71 Contractor has the authority to enter this Agreement and perform its obligations under this Agreement. 72 The Board of Directors of Contractor (or the shareholders, if necessary) has taken all actions required by 73 law, its articles of incorporation, its bylaws, or otherwise, to authorize the execution of this Agreement. 74 The Person signing this Agreement on behalf of Contractor represents and warrants that they have 75 authority to do so, as confirmed by the Corporate Secretary's Certificate in Attachment M. This 76 Agreement constitutes the legal, valid, and binding obligation of the Contractor. 77 2.3 AGREEMENT WILL NOT CAUSE BREACH
78 To the best of Contractor's and RA Members' knowledge after reasonable investigation, the execution or 79 delivery of this Agreement or the performance by either Party of their obligations hereunder does not 80 conflict with, violate, or result in a breach: (i) of any Applicable Law; or, (ii) any term or condition of any
81. judgment, order, or decree of any court, administrative agency or other governmental authority, or any 82 agreement or instrument to which Contractor or any RA Member is a party or by which Contractor or 83 any of its properties or assets are bound, or constitutes a default hereunder. 84 2.4 NO LITIGATION
85 To the best of Contractor's and RA Members' knowledge after reasonable investigation, there is no 86 action, suit, proceeding or investigation, at law or in equity, before or by any court or governmental 87 authority, commission, board, agency or instrumentality decided, pending or threatened against any 88 Party wherein an unfavorable decision, ruling or finding, in any single case or in the aggregate, would:
89 • Materially adversely affect the performance by Party of its obligations hereunder; 90 • Adversely affect the validity or enforceability of this Agreement; or, 91 • Have a material adverse effect on the financial condition of Contractor, or any surety or entity 92 guaranteeing Contractor's performance under this Agreement. 3
93 2.5 NO ADVERSE JUDICIAL DECISIONS
94 To the best of Contractor's and RA Member's knowledge after reasonable investigation, there is no 95 judicial decision that would prohibit this Agreement or subject this Agreement to legal challenge. 96 2.6 NO LEGAL PROHIBITION
97 To the best of each Party's knowledge, after reasonable investigation, there is no Applicable Law in 98 effect on the date that Party signed this Agreement that would prohibit the performance of either their 99 obligations under this Agreement and the transactions contemplated hereby. 100 2.7 CONTRACTOR'S ABILITY TO PERFORM
101 Contractor possesses the business, professional, and technical expertise to perform all services, 102 obligations, and duties as described in and required by this Agreement including all attachments 103 thereto. Contractor possesses the ability to secure equipment, facility, and employee resources 104 required to perform its obligations under this Agreement. 105 2.8 CONTRACTOR'S INVESTIGATION
106 Contractor has made an independent investigation and analysis, the results of which are satisfactory to 107 Contractor, of the conditions and circumstances surrounding the Agreement, its content and 108 preparation, and the work to be performed by Contractor under the Agreement. The Agreement 109 accurately and fairly represents the intentions of Contractor, and Contractor enters into this Agreement 110 on the basis of that independent investigation and analysis. 111 2.9 STATEMENTS AND INFORMATION IN PROPOSAL
112 The Contractor's Proposal and supplementary information submitted by Contractor to the RA Members 113 for the work to be performed by Contractor under the Agreement do not contain any untrue statement 114 of a material fact nor omit any material facts relevant to the ability of Contractor to perform the work 115 under the Agreement.
116
4
117 ARTICLE 3: GRANT AND ACCEPTANCE OF FRANCHISE
118 3.1 GRANT AND ACCEPTANCE OF FRANCHISE
119 By the signing of this Agreement, RA Members grant to Contractor and Contractor accepts an exclusive 120 franchise within the Regional Agency Service Area. The franchise granted to Contractor shall be for the 121 scope of services described in Article 5 and Attachment B of this Agreement, subject to the limitations 122 described in Section 3.2 and except where otherwise precluded by Federal, State, and local laws and 123 regulations.
124 3.2 LIMITATIONS TO THE FRANCHISE
125 The award of this Agreement shall not preclude the categories of Solid Waste, Recyclable Materials, 126 Construction and Demolition Debris (C&D) and Organic Materials listed below from being delivered to 127 and Collected and transported by others provided that nothing in this Agreement is intended to or shall 128 be construed to excuse any Person from obtaining any authorization from RA Members which is 129 otherwise required by law:
130 A. Recyclable and Organic Materials. Other Persons shall maintain the right to accept Source 131 Separated Recyclable Materials and Source Separated Organic Materials provided that 132 such Person paid the service recipient for materials, so long as there is no net payment of 133 any type made by the service recipient to such other Person including, without limitation, 134 for rental of collection or storage containers, loading or transporting of materials, and/or 135 Disposal;
136 B. Self -Hauled Materials. A Commercial business Owner or resident of a Residential Property 137 may Dispose of Solid Waste, Recyclable Materials, and Compostable Materials generated 138 in or on their own Premises with their own vehicle; 139 C. Donated Materials. Any items which Source Separated at any Premises by the Generator 140 are and donated to youth, civic, or charitable organizations; 141 D. Beverage Containers. Containers delivered for Recycling under the California Beverage 142 Container Recycling and Litter Reduction Act, Section 14500, et seq. California Public 143 Resources Code;
144 E. Materials Removed by Customer's Contractor as Incidental Part of Services. Solid Waste, 145 Recyclable Materials, Compostable Materials, and/or C&D removed from a Premise by a 146 contractor (e.g., gardener, landscaper, tree -trimming service, construction contractor, 147 Residential clean -out service) using contractor's own vehicle, equipment, and employee(s) 5
148 as an incidental part of the total service offered by that contractor, rather than as a 149 hauling service;
150 F. Source Separated E -Waste and Source Separated Universal Waste. Discarded electronic 151 equipment and Universal Waste including, but not limited to, televisions, computer 152 monitors, central processing units (CPUs), laptop computers, computer peripherals 153 (including external hard drives, keyboards, scanners, and mice), printers, copiers, facsimile 154 machines, radios, stereos, stereo speakers, VCRs, DVDs, camcorders, microwaves, 155 telephones, cellular telephones, and other electronic devices. 156 "Universal Waste" means all wastes defined by Title 22, Subsections 66273.1 through 157 66273.9 of the California Code of Regulations or successor regulations. These include, but 158 are not limited to, Household Batteries, fluorescent light bulbs, mercury switches, and E- 159 Waste;
160 G. Animal, Grease Waste, and Used Cooking Oil. Animal waste and remains from 161 slaughterhouse or butcher shops, grease, or used cooking oil; 162 H. Sewage Treatment By -Product. By-products of sewage treatment, including sludge, 163 sludge ash, grit, and screenings;
164 I. Excluded Waste. Excluded Waste regardless of its source and as defined in Attachment A; 165 J. Materials Generated by State, County, and Federal Facilities. Materials generated by 166 State, and Federal facilities located in the Service Area provided that the Generator has 167 arranged services with other Persons or has arranged services with the Contractor 168 through a separate agreement;
169 K. Other Recyclables. Collection and processing of any recyclable materials not specifically 170 included in the definition of Recyclables;
171. L. C&D. C&D loads hauled by any Person or company licensed, permitted, franchised or 172 otherwise authorized by the RA Member to perform such activity. Such C&D loads shall 173 also be source separated and not include more than ten (10) percent by weight or volume 174 of solid waste; and
175 M. Drop Box Service for Disposal. A Commercial business Owner or resident of a Residential 176 Property may utilize the services of any non -franchise hauler for Drop Box service for the 177 Disposal of Solid Waste.
178 Contractor acknowledges and agrees that RA Members may permit other Persons besides the 179 Contractor to Collect any and all types of materials excluded from the scope of this Franchise, as set 180 forth above, without seeking or obtaining approval of Contractor. If Contractor can produce evidence 181 that other Persons are servicing Containers or are Collecting and Transporting Solid Waste, Recyclable 6
182 Materials, and Organic Materials (collectively "Franchised Materials") in a manner that is not consistent 183 with this Agreement or the RA Member's Municipal Code, it shall report the location, the name and 184 phone number of the Person or company to the Regional Agency Contract Manager along with 185 Contractor's evidence. In such case, the Regional Agency Contract Manager may notify the Generator 186 and Person providing service of Contractor's rights under this Agreement. 187 This Agreement and scope of this franchise shall be interpreted to be consistent with Applicable Law, 188 now and during the Term of the Agreement. If future judicial interpretations of current law or new laws, 189 regulations, or judicial interpretations limit the ability of the RA Member to lawfully contract for the 190 scope of services in the manner and consistent with all provisions as specifically set forth herein, 191 Contractor agrees that the scope of the Agreement will be limited to those services and materials which 192 may be lawfully included herein and that the RA Member shall not be responsible for any lost profits or 193 losses claimed by Contractor to arise out of limitations to the scope or provisions of the Agreement set 194 forth herein. In such an event, it shall be the responsibility of Contractor to minimize the financial 195 impact of such future judicial interpretations or new laws and the Contractor may meet and confer with 196 RA Members and may petition for a Rate adjustment pursuant to Section 9.3. 197 3.3 OBLIGATIONS OF PARTIES
198 In addition to the specific performance required under the Agreement, RA Members and Contractor 199 shall:
200 1. Use their reasonable commercial efforts to enforce the exclusiveness of the franchise by the 201 Contractor's identification and documentation of violations of the Agreement and the RA Member's 202 notification of Generators and collection companies reasonably believed to be collecting allowing others 203 to collect Franchised Materials in a manner that is inconsistent with the terms of this Agreement. 204 2. Provide timely notice to one another of a perceived failure to perform any obligations under this 205 Agreement and access to information demonstrating the Party's failure to perform. 206 3. Provide timely access to the Regional Agency Contract Manager and the Contractor's designated 207 representative and complete and timely responses to requests of the other Party. 208 4. Provide timely notice of matters which may affect either Party's ability to perform under the 209 Agreement.
210 3.4 REIMBURSEMENT OF EXECUTION OF AGREEMENT
211 Contractor shall pay to the County up to eighty-five thousand dollars ($85,000) to offset County's costs, 212 on behalf of the RA Members, in evaluating solid waste collection service currently being provided to 213 Service Area, to develop this Agreement, and to negotiate the Agreement. County shall notify contractor 214 of the amount requested on the commencement date which shall be paid to County within thirty (30) 215 days.
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216 ARTICLE 4: TERM OF AGREEMENT
217 4.1 TERM
218 The Term of this Agreement shall be from November 1, 2018, to October 31, 2028, subject to approval 219 of RA Members, unless the Agreement is extended in accordance with Section 4.2 or terminated early 220 pursuant to Section 11.2 of this Agreement.
221 4.2 EXTENSION OF TERM
222 The Term of this Agreement may be extended by written mutual agreement of the RA Members and 223 Contractor twice for succeeding terms of two (2) years each, provided that Contractor is in compliance 224 with all terms and conditions of this Agreement, including the Diversion requirements set forth in Article 225 5. If the RA Members wish to extend the Term, they will provide notice to Contractor at least one year 226 before expiration of the then -current Term, and Contractor will provide its response within 30 days after 227 receipt of such notice. Nothing in this Agreement shall be interpreted as requiring RA Members to 228 renew or extend this Agreement.
229 ARTICLE 5: SCOPE OF COLLECTION SERVICES
230 5.1 SUMMARY SCOPE OF SERVICES
231 The Contractor or its Subcontractor(s) shall be responsible for the following:
232 A. Collecting Solid Waste, Recyclable Materials, and Organic Materials generated by and 233 placed for Collection by Customers of Contractor's services pursuant to requirements 234 of Article 5 and Attachment B and collection areas defined below. 235 1. Mandatory and Voluntary Collection Area. The Cities of Hollister and San Juan Bautista 236 are Mandatory Collection Areas. The County of San Benito has mandatory, voluntary and 237 discretionary collection area more clearly defined Attachment L, County Code Title 15, 238 Chapter 15.01, Article 3, and Section 15.01.040 Solid Waste Collection and Ordinance 749 239 adopted 12/27/01.
240 i. Mandatory Service notice. Within 7 days after receiving notice (based on 241 Contractor's drivers' observations, information and belief or otherwise) that a 242 formerly unoccupied Premise located in a Mandatory Collection Area becomes 243 occupied or Customers residing there have changed, Contractor will give written 244 notice to the owner or occupant of that Premise that Collection is required unless 245 Contractor has already received a request for Collection Services at that Premise. 8
246 ii. Mandatory Collection and exemptions. Contractor will provide Collection at each 247 Premise located in each Mandatory Collection Area unless that Premise is 248 exempted from Collection in accordance with RA Member's respective Codes. 249 2. Voluntary Collection Area. Contractor will provide Collection service at each Premise 250 located in each Voluntary Collection Area to every Person that subscribes to service. 251 i. Collection commencement. Contractor will commence Collecting all Solid Waste 252 placed at the set -out site of a Premise located in a Voluntary Collection Area 253 within one week of the request of the Customer subscribing to Collection at the 254 Premise.
255 ii. Collection termination. Upon oral or written direction of a Customer, Contractor 256 will cease providing Collection immediately or at any other time specified by that 257 Customer, without penalty, and refund any pre -paid Rates in accordance with 258 Section 9.2. A Customer may terminate without cause providing they meet the 259 requirements for self -haul as previously defined in Section 3.2. 260 B. Transporting Collected materials to the appropriate Approved Facilities pursuant 261 to requirements of Article 5 and Attachment B;
262 C. Performing all other services required by this Agreement including, but not limited to, 263 Customer billing, public education, Customer service, record keeping, and reporting 264 pursuant to Articles 5 and 7 and Attachment B8 (Public Education & Outreach) and D 265 (Reporting);
266 D. Furnishing all labor, supervision, vehicles, Containers, other equipment, materials, 267 supplies, and all other items and services necessary to perform its obligations under this 268 Agreement;
269 E. Paying all expenses related to provision of services required by this Agreement 270 including, but not limited to, taxes, regulatory fees (including Regional Agency and RA 271 Member fees as applicable), and utilities;
272 F. Performing or providing all services necessary to fulfill its obligations in full accordance 273 with this Agreement always using best industry practice for comparable operations; and, 274 G. Complying with all Applicable Laws.
275 Contractor shall perform the work and provide the services pursuant to this Agreement in 276 a thorough and professional manner so that the residents and businesses within the 277 Regional Agency Service Area are provided reliable, courteous, and high -quality service at 278 all times. The enumeration and specification of aspects of service, labor, or equipment 279 requirements shall not relieve Contractor of the duty to perform all other tasks and 9