01172.0006/697951.3 3
EXHIBIT “A”
SCOPE OF SERVICES AND SCHEDULE OF PERFORMANCE
1.0 GENERAL REQUIREMENTS
1.1 Landscape Maintenance
The scope of work is to provide full and complete contract landscape maintenance at designated sites, herein described, and that such sites be kept in a healthy, vigorous, safe and well-kept state at all times. The contract work to be done under these specifications shall consist of furnishing all the required labor, materials, equipment, parts implements and supplies necessary for, or appurtenant to, the provision of this landscape maintenance program and other incidental and appurtenant work required to complete the project within the City of La Canada Flintridge, California, to the satisfaction of the City’s designated responsible party.
1.2 Regular Maintenance
Regular Maintenance shall mean the routine and recurring landscape services necessary to maintain Landscape Areas in a safe, clean, healthy, attractive, and weed-free condition in accordance with industry standards and the requirements of this Agreement. Regular Maintenance shall include, but not be limited to:
• Mowing, trimming, edging, and pruning of turf, shrubs, hedges, trees, and groundcover
• Turf care activities including fertilization, soil conditioning, and aeration per aeration schedule (See D.10) to maintain healthy turf conditions • Weed control and removal in landscaped and hardscaped areas • Fertilization and soil conditioning as necessary to maintain plant health • Irrigation system monitoring, adjustment, minor repair, and water management • Removal of litter, debris, and green waste
• Sweeping or blowing of adjacent sidewalks, gutters, and hardscape surfaces impacted by maintenance activities
• Maintenance of decorative rock, mulch, decomposed granite, and similar materials • Minor Graffiti removal
• Cleaning, servicing, and lawfully disposing of waste from public waste receptacles located within or adjacent to maintained Landscape Areas • Lawful disposal of all green waste and debris generated by maintenance operations Regular Maintenance shall be performed at the frequency specified in the Location List (e.g., weekly, bi-monthly, monthly, quarterly, bi-annual, or annual). The absence of a specific task in a location description shall not relieve the Contractor of responsibility to perform all work reasonably necessary to maintain the area in accordance with this definition, unless expressly excluded in writing
1.3 Level of Service
All work shall be performed in accordance with the highest landscape maintenance standards. The City’s designated representative shall decide any and all questions which may arise as to the quality or acceptability of materials furnished and work performed and shall decide all questions which may arise as to the interpretation of the Specifications, and all questions as to the acceptable fulfillment of the Contract on the part of the Contractor, and as to compensation. The City's decisions shall be final.
As a part of performing the landscape maintenance program, Monday through Friday, 7:00 AM to 5:00 PM except holidays, Contractor shall remove palm fronds, remove tree branches, clean graffiti, empty trash cans or pick-up debris and waste at City parks and facilities as needed upon request by City Representative.
2.0 LOCATIONS
Each location is described in as either Parks and Property; Right-of-Way, Parkway, and Medians; or Dogipots. Examples of work, location maps, and pictures at each location or site are meant to be illustrative, not comprehensive, of the maintenance requirements. Proposer’s are encouraged to visit sites for a better understanding of the individual requirements.
2.1 Parks and Property
2.1.1 Parks and Property
Contractor shall provide “Regular Maintenance” (Refer to Section 1.2) at the following locations; square footage is an estimate only, and the Contractor is responsible for visiting each site to verify conditions and dimensions. See “Exhibit I” for maps/diagrams of individual locations.
Item No. Location Area Description Diagram
Number
Frequency Site-Specific Notes
1. City Hall Located at One Civic Center Drive. GL-1 Weekly Landscaped areas include planter boxes adjacent to
Olberz Park
2. Glenola
Park
1000 Vista
Del Valle
Road
Small park bordered by Angeles Crest
Highway, Vista Del Valle Road, and
Haskell Street. Maintenance of the Park
will also include the island on the west
side of Angeles Crest Highway between
Vista Del Valle Road and Vista La Jana
Lane.
GL-2 Weekly
3. Glenhaven
Park
1918
Parkdale
Place
Glenhaven park is a small recreational
community park with tennis courts and
playgrounds
GL-3
Weekly Maintenance does not
include cleaning the
restroom facilities but does
include the island on north
side of La Granada Way
between Parkdale Place and
Purtell Drive.
4. Lanterman
Estate
4420
Encinas
Drive
The Lanterman House and Estate is Arts
and Crafts style home listed on the
National Register of Historic Places.
The Lanterman Historical Museum
Foundation operates the museum and
provides public tours.
GL-4 Weekly
5. Mayors
Discovery
Park
Recreational Park located off of Foothill
Blvd near the Highway 2 on-ramp.
GL-5 Weekly
2.2 Medians, Parkways, and Right-of-Way
Contractor shall provide “Regular Maintenance” (Refer to Section 1.2) at the following locations; square footage is an estimate only, and the Contractor is responsible for visiting each site to verify conditions and dimensions. See “Exhibit I” for maps/diagrams of individual locations.
2.2.1 Item
No.
Location Area Description Diagram Number Frequency Site-Specific Notes
9. Angeles Crest
Highway
Medians
Located on Angeles Crest
Highway south of the I210 on-ramp
~ 1,900 Square Feet
GL-9 Weekly —
10. Foothill Crib
Wall (North &
South Sides)
South side of Foothill Blvd
west of YMCA; North side
at Littleton Place
~ 9,836 Square Feet
GL-10 Weekly Maintain upper
landscaped areas north of
the wall in a weed-free
condition
11. Foothill
Boulevard
Medians
a) Briggs Ave to
Ocean View Blvd;
b) Ocean View Blvd
to Leata Ln;
c) Leata Ln to
Hillard Ave;
d) Hillard Ave to
Alta Canyada Rd;
e) Alta Canyada Rd
to Angeles Crest
Hwy;
GL-11 Weekly —
6. Memorial
Park
4619 La
Canada
Boulevard
Recreational Park North of Foothill Blvd
and West of La Canada Blvd
GL-6 Weekly Maintenance also includes
taking care of the
landscaped slope adjacent to
the La Canada Elementary
School. Maintenance does
not include cleaning the
restroom facilities, except for
two weekends in the month
of May. Maintenance may
include porter service for
events such as Music in the
Park, Fiesta Days, or other
weekends activities upon
direction by City Staff.
7. Olberz
Park
One Civic
Center
Drive
Park in front of City Hall GL-7 Park and Trash Containers must be clear of waste and
debris Monday through
Friday.
8. Edison
Property &
Passive
Use Park
4475 Indiana Avenue (Approx.)
South of Verdugo Blvd, between Fairlawn
Drive and Descanso Drive, and the
Passive Use Park is on the Southwest
corner of Foothill Boulevard and Indiana
Avenue.
GL-8 Weekly
f) Angeles Crest
Hwy to Gould
Ave;
g) Gould Ave to
Daleridge;
~ 64,408 Square Feet
12. Meadow Grove
Median
Median between Meadow
Grove Dr and Flintridge
Oaks Dr
~ 3,200 Square Feet
GL-12 Weekly—
13. Meadow Grove
Parkway
Along chain-link fence
between soundwall and
curb; rear of 220 Georgian
Rd to adjacent to 619
Meadow Grove
~ 10,200 Square Feet
GL-13 Weekly—
14. Oak Grove Drive
Corner
Northwest corner of
Berkshire Pl and Oak
Grove Dr
~ 2,600 Square Feet
GL-14 Weekly—
15. Summit Crest
Parkway
Northeast side of Summit
Crest Dr between Bay
Tree Rd and Briartree Dr
~ 7,900 Square Feet
GL-15 Weekly—
16. Town Center
Drive Planters,
Parkway &
Roundabout
Center planters and
landscaped roundabout
along Town Center Dr
~ 3,320 Square Feet
GL-16 Weekly—hand water planters
along Town Center
17. Verdugo
Boulevard
Median
West of Descanso Dr
between Lenzgrove Ln
and Wishing Hill Dr
~770 Square Feet
GL-17 Weekly Maintain monument area
within median island
18. Verdugo Right-
of-Way
East side of Verdugo Blvd
from Foothill Blvd to
Encinas Dr, including
pedestrian walkway
between Verdugo Blvd
and Homewood Ln
~ 2,200 Square Feet
GL-18 Weekly—
19. Foothill
Boulevard
Parkway
South side parkway and
bike path West of YMCA
to approx. 500 feet East
of La Cañada Plaza
~ 12,865 Square Feet
GL-19 Weekly Maintain walkway and
bike path free of debris
20. Caltrans Parking
Lot
Landscaped areas,
walkways, sidewalks, and
parking lot perimeter
~ 5670 Square Feet
GL-20 Weekly—
21. Union & Foothill
Crosswalk
Bulbout Planters
Bulbout planters
~ 1,930 Square Feet
GL-21 Weekly—
22. Trails Council
Link
I-210 Overcrossing
between Curran Street
and Verdugo Blvd
~21,000 Square Feet
GL-22 Weekly
23. Ultimate
Destination Trail
Open space recreational
area at the end of a City
trail. Approximately 2,100
Square Feet up the trail
from the end of Sugar
Loaf Drive.
GL-23 Weekly
24. Salisbury Road La Cañada Blvd East to
Cul-de-Sac
~ 1,900 Square Feet
GL-24 Bi-Monthly —
25. Green Alley Between Indiana Ave and
Alta Canyada Rd behind
Foothill Blvd businesses
GL-25 Bi-Monthly Maintain paver joints in a
weed-free condition
26. Gould Avenue
Medians
I-210 Westbound on-ramp
North to Paulette Pl
~26,700 Sqaure Feet
GL-26 Monthly —
27. Chehalem Rd &
Commonwealth
Ave
Median
~700 Square Feet
GL-27 Monthly —
28. Lynnhaven Dr &
Oakwood Ave
Median
~600 Square Feet
GL-28 Monthly —
29. Coral Way Parkway on South Side of
Coral Way
~2,000 Square Feet
GL-29 Monthly —
30. La Granada Way
(4337 to
Waltonia Dr)
Parkway from 4337 to
Waltonia Drive
~ 2,800 Square Feet
GL-30 Monthly —
31. Freeway
Overpasses
Overpass landscaped
areas
a) Gould Ave;
b) Oakwood Ave;
c) Commonwealth
Ave
~ 1,400 Square Feet
GL-31 Monthly —
32. Curran Street South side between
Indiana Ave and Union St
~ 1,000 Square Feet
GL-32 Monthly Including mural wall
33. Rockridge
Terrace
Open Space on Rockridge
Terrace
~3,000 Square Feet
GL-33 Monthly Irrigation Maintenance
and Repair
34. Descanso Dr &
Chevy Chase Dr
Cobblestone median
~ 500 Square Feet
GL-34 Quarterly No vegetation
35. Highland Dr &
Corona Dr
Cobblestone median
~ 800 Square Feet
GL-35 Quarterly No vegetation
36. Starlight Crest
Intermittent
Parkways
North side of Starlight
Crest east of Crown Ave
to East of Greenridge
~ 9,430 Square Feet
GL-36 Bi-Annual Remove and lawfully
dispose of all cleared
material
37. La Porte Dr &
Commonwealth
Ave
Parkway on east side of
Commonwealth Ave just
South of La Porte Dr
~1,400 Square Feet
GL-37 Annual —
2.3 Dogipot Locations
Dogipot station may be added, relocated, or removed at any time during the term of the contract at the City’s discretion.
38. Dogipots (23 Locations)
Dogipots are located throughout the City, near the following locations:
a) the northwest corner of the intersection of Solliden Lane and lessen Drive b) the north side of the intersection of Cross Street and Rosebank Drive c) the north side El Vago Street near Indian Drive
d) Glenola Park
e) Winery Channel
f) Indiana Avenue, at the LC Open Space Trai I crossing (north of Foothill Boulevard) g) Olive Lane, at the LC Open Space Trail crossing
h) West Cornishon Field
i) FIS Lower Field
j) Olberz Park
k) The notch end of Alminar Avenue at the Gould Canyon Trial l) The south side of Knight Way near the intersection of Gould Avenue and Knight Way m) West Side of Gould Ave & Knight Way
n) the trailhead at the end of Sugar Loaf Road;
o) Cherry Canyon Trail near the trailhead off Hampstead Road p) Descanso Trail near the trailhead off of Descanso Drive q) The trailhead at the end of forest Hill Drive
r) Woodleigh Lane (at the Flint Canyon Trail Crossing)
s) Commonwealth Avenue (at the Flint Canyon Trail Crossing) t) Chevy Chase Drive (at the Flint Canyon Trail Crossing) u) Harter Lane (at the Gould Canyon Trail Crossing)
v) Cul De Sac - Flanders and Loma Vista Dr
w) Gould Canyon Trailhead at Canon de Paraiso Ln
Map of Dogipot Locations (Red Dots)
3.0 FREQUENCY
All landscape maintenance work must be performed to the level of service as established in the Section 4.0 “Specific Requirements”. The following tables provide minimum service levels for each location.
Item
No.
Location FREQUENCY OF
INSPECTION
FREQUENCY OF
SERVICE
1. City Hall Daily 2 x per Week
2. Glenola Park
1000 Vista Del Valle Road
1 x per Week 1 x per Week
3. Glenhaven Park
1918 Parkdale Place
1 x per Week 1 x per Week
4. Lanterman Estate
4420 Encinas Drive
1 x per Week 1 x per Week
5. Mayors Discovery Park 1 x per Week 1 x per Week
6. Memorial Park
4619 La Canada Boulevard
Daily 2 x per Week
7. Olberz Park
One Civic Center Drive
Daily 2 x per Week
8. Edison Property & Passive Use Park 1 x per Week 1 x per Week Item
No.
LOCATIONS FREQUENCY OF
INSPECTION
FREQUENCY OF
SERVICE
9. Angeles Crest Highway Medians 1 x per Week 1 x per Week
10. Foothill Crib Wall (North & South Sides) 1 x per Week 1 x per Week
11. Foothill Boulevard Medians 1 x per Week 1 x per Week
12. Meadow Grove Median 1 x per Week 1 x per Week
13. Meadow Grove Parkway 1 x per Week 1 x per Week
14. Oak Grove Drive Corner 1 x per Week 1 x per Week
15. Summit Crest Parkway 1 x per Week 1 x per Week
16. Town Center Drive Planters, Parkway &
Roundabout
1 x per Week 1 x per Week
17. Verdugo Boulevard Median 1 x per Week 1 x per Week
18. Verdugo Right-of-Way 1 x per Week 1 x per Week
19. Foothill Boulevard Parkway 1 x per Week 1 x per Week
20. Caltrans Parking Lot 1 x per Week 1 x per Week
21. Union & Foothill Crosswalk Bulbout Planters 1 x per Week 1 x per Week
22. Trails Council Link 1 x per Week 1 x per Week
23. Ultimate Destination Trail 1 x per Week 1 x per Week
24. Salisbury Road 1 x per Week 2 x per Month
25. Green Alley 2 x per Month 2 x per Month
26. Gould Avenue Medians 1 x per Month 1 x per Month
27. Chehalem Rd & Commonwealth Ave 1 x per Month 1 x per Month
28. Lynnhaven Dr & Oakwood Ave 1 x per Week 1 x per Month
29. Coral Way 1 x per Week 1 x per Month
30. La Granada Way (4337 to Waltonia Dr) 1 x per Month 1 x per Month
31. Freeway Overpasses 1 x per Month 1 x per Month
32. Curran Street 1 x per Week 1 x per Month
33. Rockridge Terrace 1 x per Month 1 x per Month
34. Descanso Dr & Chevy Chase Dr 4 x per Year 4 x per Year
35. Highland Dr & Corona Dr 4 x per Year 4 x per Year
36. Starlight Crest Intermittent Parkways 2 x per Year 2 x per Year
37. La Porte Dr & Commonwealth Ave 2 x per Year 1 x per Year
DOGIPOTS FREQUENCY OF
INSPECTION
FREQUENCY OF SERVICE
a) The northwest corner of the intersection
of Solliden Lane and lessen Drive
2 x per Week As Needed
b) the north side of the intersection of Cross
Street and Rosebank Drive
2 x per Week As Needed
c) the north side El Vago Street near Indian
Drive
2 x per Week As Needed
d) Glenola Park 2 x per Week As Needed
e) Winery Channel 2 x per Week As Needed
f) Indiana Avenue, at the LC Open Space
Trail crossing (north of Foothill Boulevard)
2 x per Week As Needed
g) Olive Lane, at the LC Open Space Trail
crossing
2 x per Week As Needed
h) West Cornishon Field 2 x per Week As Needed
i) FIS Lower Field 2 x per Week As Needed
j) Olberz Park 2 x per Week As Needed
k) The notch end of Alminar Avenue at the
Gould Canyon Trial
2 x per Week As Needed
l) The south side of Knight Way near the
intersection of Gould Avenue and Knight
Way
2 x per Week As Needed
m) West Side of Gould Ave & Knight Way 2 x per Week As Needed n) the trailhead at the end of Sugar Loaf
Road;
2 x per Week As Needed
o) Cherry Canyon Trail near the trailhead off
Hampstead Road
2 x per Week As Needed
p) Descanso Trail near the trailhead off of
Descanso Drive
2 x per Week As Needed
q) The trailhead at the end of forest Hill
Drive
2 x per Week As Needed
r) Woodleigh Lane (at the Flint Canyon Trail
Crossing)
2 x per Week As Needed
s) Commonwealth Avenue (at the Flint
Canyon Trail Crossing)
2 x per Week As Needed
t) Chevy Chase Drive (at the Flint Canyon
Trail Crossing)
2 x per Week As Needed
u) Harter Lane (at the Gould Canyon Trail
Crossing)
2 x per Week As Needed
v) Cul De Sac - Flanders and Loma Vista Dr 2 x per Week As Needed w) Gould Canyon Trailhead at Canon de Paraiso
Ln
2 x per Week As Needed
4.0 SPECIFIC REQUIREMENTS
4.1 Mowing
All lawn areas are to be mowed using a 21-inch or 26-inch greens mower or a greens triplex. Lawn are to be cut with a reel type mower of any type which results in a quality cut. Cutting units to be maintained properly to ensure a clean and quality cut. Mowing units must be dedicated to fields only or washed thoroughly before mowing fields.
Litter and animal droppings shall be removed prior to each mowing. Borders shall be mechanically edged at each mowing. Turf shall be controlled for a one-foot distance around the trunk of each tree. Line Trimmers or Weedeaters shall not be utilized around the trunks of trees. Contractor shall maintain area surrounding sprinklers so that irrigation is unobstructed. Holes shall not be cut around sprinklers. Contractor shall trim around vaults, posts, fences and other similar features on a bi-monthly basis.
4.1.1 Frequency
All fields are to be mowed according to the following frequency:
• 2 times per week from the beginning of March through the end of August; • 1 time per week in the months of September, October, January, and February; and • 2 times per month in November and December.
Additional, or fewer, mowings may be requested due to weather conditions, special events, and/or cultural needs. Clippings can be returned. Excessive grass to be removed.
4.1.2 Heights
All fields are mowed to the following heights:
• 1 inch from April through October; and
• 1.5 inch to 2.5 inch from November through February.
All turf areas are mowed heights:
• 1 inch to 1.5 inch for Bermuda grasses;
• 1.5 inch to 2.5 inch for cool season turfs including bluegrass, perennial rye, and fescues; and
• 1.25 inch to 1.75 inch for Kikuya.
4.2 Edging
All turf edging shall be edged at least once per month. Examples of edges: along pathways, walkways, around shrubs, trees, sprinklers heads, valve boxes, mow bands, curbs, benches, light poles, or any other fixed object. Herbicides shall not be used as an edging tool. Care must be taken not to damage trees, shrubs, or any other fixed object with edging equipment.
4.3 Aeration
To aerify, the coring operation shall be repeated until the surface has been loosened by coring to a depth of one inch (1'1 to two-and-a-half inches (2.5'1. Core tine shall be between a halfinch (0.5'1 and three-quarters of an inch (0.75'1 in diameter. Coring shall begin in the center of the field and work out towards the edges and shall be repeated until holes are approximately two inches (2', on center. Several passes over the field shall be required in the opposite direction, first north-to-south and then east-to-west. All irrigation sprinklers shall be located and protected prior to beginning operation. Contractor shall be responsible for all damages to irrigation systems as a result of this operation. Contractor shall be responsible for notifying the La Canada School District for this and all operations 48 hours in advance.
4.3.1 Specifications
Tine size: 0. 75 inch and 1 inch as specified.
Tine type: Hollow core and solid tine as specified.
Cores to be broken up and worked back into turf with a mat drag.
4.3.2 Schedule
The following schedule speaks only to aeration:
• January: All parks, center medians, and the Lanterman House as specified • April: All parks, medians, and the Lanterman House as specified. • August: All center medians and parks as specified
• October: All parks, medians, and the Lanterman House. • November: All parks as specified.
4.4 Fertilization
Fertilizer shall be broadcast in such a manner as to insure uniform coverage with minimum overlap.
All damages resulting from the use of unauthorized fertilizers or improper watering after fertilization shall be repaired or replaced at the expense of the Contractor.
4.4.1 Lawn
Lawn shall be fertilized, or balanced fertilizer shall be applied as needed to maintain healthy, vigorous growth. Lawn shall be free of moisture at the time of application. All damages resulting from the use of unauthorized fertilizers or improper watering after fertilization shall be repaired or replaced at the expense of the Contractor. Approved fertilizer to be provided by Contractor.
4.4.2 Groundcover
Groundcover shall be fertilized twice per year in March and August with an approved fertilizer at a rate of I pound actual nitrogen per 1000 square feet (16 6 8 or equal). Approved fertilizer to be provided by Contractor.
4.4.3 Shrub and Vine
An iron chelate fertilized or balanced fertilizer shall be applied as needed to maintain healthy, vigorous growth foliage. Fertilizer to be provided by Contractor.
4.5 Overseed
Overseeding should occur every season, and additionally when needed. Contractor to provide schedule. Seed quality shall have a minimum purity of 98 % weed free and a minimum germination rate of 85 %. Once seed has been applied, Contractor shall firm the soil. Seed to be provided by Contractor.
4.6 Weed Control
The Contractor shall be responsible for maintaining a weed free environment. Weeds include, but are not limited to, poa annua and other grassy weeds, clover, and other broadleafs. Weeds must be controlled by mechanical means. Weed whipping around tree trunks to be done with caution so as not to hurt the tree, and shall not be performed at the tree trunk.
Only mechanical means of weed control are approved for use without written approval by the City Representative The contractor may suggest other applications other than mechanical means to control weeds. In the event that other weed control options are selected, the Contractor will supply proper materials and licensed personnel and obtain any necessary permits, licenses, registrations, and recommendations to comply with City, County, State or Federal regulations and laws.
Contractor will assume responsibility and liability for the use of all chemicals and their applications.
It shall be the responsibility of the Contractor to ensure that no one uses any field, park, or other area after a chemical has been applied until it is safe to do so, and that all necessary precautions as required by law are adhered to.
4.7 Slope and Natural Area Maintenance
All slopes and natural areas shall be maintained in a manner to encourage natural desirable vegetation and protect the site from erosion, while presenting a well-groomed appearance. Growth of plants shall be encouraged, except where it interferes with circulation, maintenance activities, roadways, drainage facilities, fence lines, or other structures. New plant material shall be provided by contractor and installed as required to replace dead or diseased plants and bare areas. Trim plant material regularly adjacent to curbs, sidewalks and roadways to provide for proper, unobstructed circulation.
4.8 Groundcover
All ground cover areas shall be maintained in a trimmed, weed free condition. Growth shall be restricted from encroaching on sidewalks, curbs, turf areas, roadways, or other adjacent areas.
Bare groundcover areas shall be replanted with groundcover supplied by the Contractor. Debris shall be removed on a weekly basis. Overgrown groundcover shall be mowed on an annual basis as directed by the City. Annual groundcovers and plants shall be provided by the Contractor and planted February, May, August, & November at the following locations:
• the northwest corner of Berkshire Avenue and Oak Grove Avenue; • the main Entrance to City Hall;
• east monument at entrance to City on Foothill Boulevard; • west monument at entrance to City of Foothill Boulevard; • monument on Verdugo Boulevard, west of Descanso Drive; and • planters on South side of Verdugo Boulevard, east of Encinas Drive.
4.9 Shrub
Shrubs shall be shaped and pruned to maintain an attractive and natural appearance. All dead, diseased and damaged branches shall be removed. Shrubs shall not be pruned prior to blooming.
At the conclusion of blooming of azaleas, camellias and raphiolepsis, all blooms shall be trimmed off or otherwise removed. Flower stalks on agapanthus, daylilies, roses and other similar plants shall be removed after blooming. Dead and diseased shrubs as well as bare areas shall be replaced.
Funding to be provided by the City if specific material is requested for replacement of any healthy variety. Contractor negligence shall result in Contractor providing replacement material. Litter and debris shall be removed on a weekly basis.
4.10 Vine
Vines are to be maintained such that they present a neat appearance at all times and are not a public hazard. Vines that are not growing over the top of a wall will not be allowed to grow over the top. Vines that are growing over the top of a wall will be neatly trimmed on the City side and along the top without allowing clippings to fall onto the homeowner's side. Cut as few vines growing over to the homeowner's side as is necessary to achieve a neat appearance on the top of the wall, but attempting not to kill the vines on the homeowner's side. If a homeowner requests that the City' vines be removed from the homeowner's side, remove them by pulling the vines from the homeowner's side to the City side and trim off the excess.
4.11 Tree Pruning
Contractor shall remove volunteers, as well as sprouts (“suckers”) from base of public trees at all locations. Contractor shall notify the City of any other hazards within the tree.
4.12 Debris
The Contractor shall remove debris from each site every day, Monday through Friday; and legally dispose of the refuse off site. This includes debris in trash receptacles as well as debris left on and around landscaped areas. Trash can liners can be provided by the Contractor and replaced daily.
Gutters, curbs and walks, immediately adjacent to the landscaped areas maintained by the Contractor, will also be kept free of debris. In addition, the Contractor shall provide up to twenty additional trash pickups at Memorial Park on Sat-Sun over the course of the year in preparation for special events as directed by the City. Also, at the direction of the City during the month of May, at Memorial Park, the City will require two weekends of onsite trash removal. Contractor to provide 8 hours on Saturday and 8 hours on Sunday. Contractor will also keep the restroom supplied and cleaned and address any plumbing problems that may arise at the restrooms during these two weekends. The picnic tables at Memorial Park and Glenhaven Park shall be washed on a weekly basis.
4.13 Hardscape
Concrete and asphalt areas shall be checked and cleaned on a weekly basis. These areas include, but are not limited to, parking lots, driveways, paths, stairs, ramps, and multipurpose structures.
All expansive joints and cracks are to be maintained free of weeds. Dirt, litter, and other debris must be removed. Safety hazards such as tripping hazards and holes shall be reported immediately to the City. Minor graffiti should be removed, while major graffiti should be reported to the City immediately. Debris shall not be swept or blown onto adjacent streets or property. All debris must be picked up by the Contractor and removed from the site and disposed of legally, in accordance with the City’s National Pollutant Discharge Elimination System (NPDES) Permit.
4.14 Playground Equipment
All playground sites and equipment shall be inspected daily. Fibar and sand shall be cleaned and raked level to remove any foreign and hazardous material and shall be neatly groomed daily. Any equipment showing signs of wear or fatigue, or otherwise presenting an unsafe condition, shall be reported immediately to the City. Additionally, Contractor shall complete weekly inspections of park playground areas and provide a completed Playground Equipment Safety Checklist to City staff for review. (Form to be provided by City.) Special attention shall be made to areas of low sand/fibar around play equipment. These safety surface areas shall be leveled by redistribution from high to low areas daily. During the leveling and distribution, no concrete footing shall be exposed that could cause children to trip and fall. Additional supplies of sand/fibar needed to meet requirements shall be provided at the Contractor's expense, with approval from the City as to the type to be used.
4.15 Tennis Courts
On alternating weeks tennis courts shall be washed using a water broom with a 32-inch head fitted with eight high-pressure jets and cleaned with a blower. Courts requiring immediate drying shall be dried using a 36-inch roller squeegee. Tennis nets to be replaced when provided by the City.
The Glenhaven Park Tennis courts shall be scheduled for cleaning on Tuesdays from 8:00 AM to 9:00 AM (schedule subject to change).
Contractor shall be responsible for posting maintenance notices and closing courts at 6:00 AM of the day of service.
4.16 Irrigation Management
The Contractor shall provide an Irrigation Technician to monitor, inspect, repair, and otherwise maintain the irrigation systems at the location of work under this agreement.
Contractor and Irrigation Technician will:
• Monitor turf and soil moisture daily (Monday through Friday) during the growing season. • Schedule irrigation.
• Hand water grass edges, new sod, and seed as needed.
• Develop a written irrigation management plan and submit to the City. Plan should account for climatic conditions, daily monitoring, and scheduled activities.
4.16.1 Irrigation System Maintenance
The Contractor shall maintain the complete sprinkler irrigation system in an operable condition.
This includes, but is not limited to, controllers, atmospheric backflow devices, manual and remotecontrol valves, wiring, pipes, vaults, heads and anti-drain valves. Failure of the existing irrigation system to provide full and proper coverage shall not relieve the Contractor of the responsibility to provide adequate irrigation with full and proper coverage to all areas in the work site. Changes in time, in conjunction with daylight savings time, will enquire that the Contractor make any necessary time changes to controllers to guarantee complete operation.
Irrigation systems shall be thoroughly inspected by operating all control valves and checking for proper coverage, leaks, valve actuation, proper timing and other Operational conditions. Such inspection shall be made at least once per week, February - October, and once every month, November-January. However, the Contractor shall be responsible for the proper operation of the system at all times and shall provide for obvious repairs as they occur or as required.
All labor costs for the inspection, adjustment, and repair of irrigation systems shall be included in the contract price. Any required repairs or replacement of the mainline from the water meter assembly to the end of line shall be the responsibility of the Contractor. Contractor shall be responsible for the maintenance and repair of all irrigation controllers.
All replacement parts shall be original type material or as directed. In cases where various brands or types of sprinkler heads are present, replacements shall be made with the most prevalent brand or types. Contractor shall provide all irrigation material and related parts.
The Contractor shall establish and program the watering schedule for all sites and operate manual irrigation systems as needed. The irrigation system schedules shall be monitored and adjusted to maintain an efficient use of the water being applied with consideration given to type of plant material, soil conditions, and weather. Contractor shall make every reasonable effort to conserve water while still maintaining healthy plant material. Contractor shall turn off all irrigation systems during rains. No watering shall be performed during the day unless approved by the City. The Contractor will be responsible for damages occurring due to under watering or over watering.
From February through October, Contractor will inspect system weekly. During the time period from June 1st to October 1st, Contractor will provide on-site Irrigation Technician 40 hours a week.
As a part of maintenance, Contractor and the Irrigation Technician will:
• repair heads or valves within 24 hours of discovering or being notified of a problem, including adjusting heads immediately as needed;
• inspect system once per month from November through January; • inspect and repair system immediately prior to turf renovation and overseeding process; • inspect system and match components and nozzle size. Ensure consistent precipitation rate; and
• maintain accurate system repair records with accurate sketches of repairs or renovation depicting changes to the system piping should be maintained and submitted to the City.
4.17 Park and City Facility Drainage
All drainage facilities at parks and City property shall be checked and cleaned monthly or as needed to insure consistent, unrestricted water flow. All materials that obstruct systems are to be removed from the system and disposed of in proper fashion.
4.18 Pest Control
The Contractor shall provide complete and continuous control and/or eradication of all rodents and plant pests. Pests include, but are not limited to, insects, mites, other invertebrates, pathogens, nematodes, and vertebrates. Pests shall be controlled by mechanical means.
Only mechanical means of pest control are approved for use without written approval by the City Representative. The contractor may suggest other applications other than mechanical means to control pests. In the event that other pest control options are selected, the Contractor will supply proper materials and licensed personnel and obtain any necessary permits, licenses, registrations, public notification and pest control advisor recommendations, to comply with City, County, State or Federal regulations and laws. Contractor will assume responsibility and liability for the use of all chemicals and their applications. It shall be the responsibility of the Contractor to ensure that no one uses any field, park or other area after a chemical has been applied until it is safe to do so, and that all necessary notifications are provided and posted. Herbicides and pesticides are to only
be applied upon written authorization from the City Representative and with accordance with all existing laws.
4.19 Dogipot Unit Maintenance
All units have Dogipot dog waste bags for the public to use and then dispose of in a closed container. The units have two sections, one for fresh bags and one for the disposal of waste, and require complete disposal and re-stocking with new bags supplied by the Contractor. Units shall be checked and maintained Monday through Friday. Trash cans shall be emptied and bags refilled as needed throughout the week. At no time should either the trash cans be full or the bags be empty during the week.
4.20 Inspections
The Contractor shall inspect each facility as noted on the Frequency table (Section 3.0). It is the intent of the City to provide a high level of maintenance to the field user groups and the public.
Upon discovering any item of work needing resolution under this landscape maintenance program during inspection, Contractor shall address the deficiency. Any safety deficiencies shall be immediately reported to the City. The Contractor shall be responsible to report below standard conditions of all landscaping, structures, and fixtures, including but not limited to: plant material, irrigation systems, light standards/fixtures, benches, fountains, walls, fences, gates, doors, trash containers, signage, graffiti, and playground equipment. The Contractor shall complete and submit to the City a playground equipment check list (Exhibit “H”) on at least a weekly basis no later than Tuesday of each week.
4.21 Waste and Recycling
Contractor shall be responsible for the removal and recycling of all waste, recycling, and green waste debris from the landscape maintenance program according to City, County, State or Federal regulations and laws.
City Representative may provide direction for all waste removal associated with Additional Services or Additional Products (Exhibit “F”).
4.22 Cleanup and Dust Control
The Contractor shall keep the work sites clean and free from rubbish and debris. The Contractor shall also abate dust nuisance by cleaning and sweeping, or other means, as necessary. All cleanup costs shall be included in the Contractor's bid items
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EXHIBIT “B”
SPECIAL REQUIREMENTS
7.7.1 Liquidated Damages and Fines
Contractor is subject to the following liquidated damages:
The sum of $500 (Five Hundred Dollars) per occurrence for not adhering to the approved work schedule without notice. Liquidated damages shall not be calculated for delays caused by circumstances not deemed Default Events, in accordance with Section 7.2(c), above.
The sum of $150 (One Hundred Fifty Dollars) per occurrence for failing to follow reporting requirements.
The sum of $1,000 (One Thousand Dollars) per occurrence in the event Contractor uses water from a water utility without permission and/or without applicable payment to the utility.
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EXHIBIT “C”
SCHEDULE OF COMPENSATION
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III. The total compensation for the Services shall not exceed the Contract Sum as provided in Section 2.1 of this Agreement.
City Council Agenda Report
Meeting Date: June 16, 2026
Subject: Approval of a Maintenance Agreement with Eric’s Tree and Landscape Pest Services, Inc., for a Period of Three (3) Years for a Total ThreeYear Commitment Not-To-Exceed the Amount of $208,540, to Provide Citywide Tree Spraying Services
Presenter: Maged El-Rabaa, P.E., Director of Public Works Proposed Action: Motion to: (i) Approval of a Maintenance Agreement with Eric’s Tree and Landscape Pest Services, Inc., for a Period of Three (3) Years for a Total Three-Year Commitment Not-To-Exceed the Amount of $208,540, to Provide Citywide Tree Spraying Services; (ii) Authorize the City Manager to Execute the attached Maintenance Agreement subject to Approval as to Final Form by the City Attorney Environmental Impact: This action does not result in a potential project; and therefore, it is not subject to California Environmental Quality Act (CEQA) requirements Fiscal Impact: $66,150 is included in the FY 26-27 Proposed Budget under Account 01-45-7121. Appropriate funds will be allocated in future years Discussion/Analysis:
The City maintains a proactive tree health management program to preserve and protect the City's urban forest. The annual tree spraying program includes treatment of various tree species throughout the City to control insects, diseases, and other conditions that may adversely affect tree health, appearance, and longevity.
For over 25 years, the City has contracted with vendors to have the following City trees sprayed:
Deodars (to help combat insects and to help control sticky sap raining from the trees; Oaks (for oak moths and leaf rollers that damage new growth); Olives (to prevent fruiting); Sycamores and Arizona, Shamel, and Modesto Ash (for Powdery Mildew and Black Cleistothecia); Crape Myrtles (for Powdery Mildew and aphids); Washingtonia Palms (spray fertilizer only); and Eucalyptus trees (for the insect Glycaspis brimblecombei, also known as the Redgum Lerp Psyllid).
A Request for Bid Proposals was posted on Planet Bids on May 13, 2026. Thirteen (13) bidders registered with Planet Bids downloaded the proposals, three (3) of whom uploaded their bids by the due date of May 28, 2026. Following are the bid results:
Bidders Annual Base Bid
1. Eric Tree and Landscape Pest Services $51,600
2. West Coast Arborists, Inc. $124,452
3. Pest Options, Inc. $476,750
The bids were reviewed by Public Works staff for responsiveness, qualifications, experience, references, and the bidder's demonstrated understanding of the required services.
Eric's Tree and Landscape Pest Services, Inc., is the lowest bid received. In addition, Eric’s Tree and Landscape Pest Services has successfully provided Citywide Tree Spraying Services to the City for over 10 years and has consistently delivered quality service in accordance with the City’s expectations.
Staff's experience working with Eric's Tree and Landscape Pest Services, Inc. has been positive, and the firm's familiarity with the City's requirements would provide continuity and efficiency in administering the program.
The agreement provides for a base term of 3 years and can be extended for two additional 1-year terms. The cost of the services increases yearly in accordance with the Los Angeles-Long BeachAnaheim CPI but, in no event, greater than 5 percent. Annual base services are $51,600 and an additional $14,550 is included for as-needed services, for a total of $66,150.
Options:
1. Motion to: (i) Approval of a Maintenance Agreement with Eric’s Tree and Landscape Pest Services, Inc., for a Period of Three (3) Years for a Total Three-Year Commitment Not-To-Exceed the Amount of $208,540, to Provide Citywide Tree Spraying Services; (ii) Authorize the City Manager to Execute the attached Maintenance Agreement subject to Approval as to Final Form by the City Attorney; or
2. Provide further directions to staff.
Recommendation:
Option No. 1 - It is recommended that the City Council take the following action(s): (i) Approval of a Maintenance Agreement with Eric’s Tree and Landscape Pest Services, Inc., for a Period of Three (3) Years for a Total Three-Year Commitment Not-To-Exceed the Amount of $208,540, to Provide Citywide Tree Spraying Services; (ii) Authorize the City Manager to Execute the attached Maintenance Agreement subject to Approval as to Final Form by the City Attorney Attachments:
1. Tree Spraying Maintenance Services Agreement - Eric's Tree and Landscape Pest Services
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MAINTENANCE SERVICES AGREEMENT
By and Between
CITY OF LA CAÑADA FLINTRIDGE
and
ERIC’S TREE AND LANDSCAPE PEST SERVICES
Maintenance
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AGREEMENT FOR MAINTENANCE SERVICES
BETWEEN THE CITY OF CITY OF LA CAÑADA FLINTRIDGE AND
ERIC’S TREE AND LANDSCAPE PEST SERVICES
THIS AGREEMENT FOR MAINTENANCE SERVICES (herein “Agreement”) is made and entered into this 16
th day of June, 2026 by and between the City of La Cañada Flintridge, a California municipal corporation (“City”) and Eric’s Tree and Landscape Pest Services. (“Contractor”). City and Contractor may be referred to, individually or collectively, as “Party” or “Parties.”
RECITALS
A. City has sought, by issuance of a Request for Proposals, the performance of the services defined and described particularly in Article 1 of this Agreement.
B. Contractor, following submission of a proposal for the performance of the services defined and described particularly in Article 1 of this Agreement, was selected by the City to perform those services.
C. Pursuant to the City of La Cañada Flintridge Municipal Code, City has authority to enter into and execute this Agreement.
D. The Parties desire to formalize the selection of Contractor for performance of those services defined and described particularly in Article 1 of this Agreement and desire that the terms of that performance be as particularly defined and described herein.
OPERATIVE PROVISIONS
NOW, THEREFORE, in consideration of the mutual promises and covenants made by the Parties and contained herein and other consideration, the value and adequacy of which are hereby acknowledged, the parties agree as follows:
ARTICLE 1. SERVICES OF CONTRACTOR
1.1 Contractor’s Proposal.
The Contractor’s Proposal dated May 27, 2026, shall be incorporated herein by this reference as though fully set forth herein. In the event of any inconsistency between the terms of such proposal and this Agreement, the terms of this Agreement shall govern.
1.2 Scope of Services and Schedule of Performance.
In compliance with all terms and conditions of this Agreement, the Contractor shall provide those services specified in the “Scope of Services and Schedule of Performance” attached hereto as Exhibit “A” and incorporated herein by this reference which may be referred to herein as the “services” or “work” hereunder. As a material inducement to the City entering into this Agreement, Contractor represents and warrants that it has the qualifications, experience, and facilities necessary to properly perform the services required under this Agreement in a thorough,
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competent, and professional manner, and is experienced in performing the work and services contemplated herein. Contractor shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all services described herein. Contractor covenants that it shall follow the highest professional standards in performing the work and services required hereunder and that all materials will be both of good quality as well as fit for the purpose intended.
For purposes of this Agreement, the phrase “highest professional standards” shall mean those standards of practice recognized by one or more first-class firms performing similar work under similar circumstances.
1.3 Compliance with Law.
Contractor shall keep itself informed concerning, and shall render all services hereunder in accordance with, all ordinances, resolutions, statutes, rules, and regulations of the City and any Federal, State or local governmental entity having jurisdiction in effect at the time service is rendered.
1.4 California Labor Law.
If the Scope of Services includes any “public work” or “maintenance work,” as those terms are defined in California Labor Code section 1720 et seq. and California Code of Regulations, Title 8, Section 16000 et seq., and if the total compensation is $1,000 or more, Contractor shall pay prevailing wages for such work and comply with the requirements in California Labor Code section 1770 et seq. and 1810 et seq., and all other applicable laws.
1.5 Licenses, Permits, Fees and Assessments.
Contractor shall obtain at its sole cost and expense such licenses, permits and approvals as may be required by law for the performance of the services required by this Agreement. Contractor shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties, and interest, which may be imposed by law and arise from or are necessary for the Contractor’s performance of the services required by this Agreement, and shall indemnify, defend and hold harmless City, its officers, employees or agents of City, against any such fees, assessments, taxes, penalties or interest levied, assessed or imposed against City hereunder.
1.6 Familiarity with Work.
By executing this Agreement, Contractor warrants that Contractor (i) has thoroughly investigated and considered the scope of services to be performed, (ii) has carefully considered how the services should be performed, and (iii) fully understands the facilities, difficulties and restrictions attending performance of the services under this Agreement. If the services involve work upon any site, Contractor warrants that Contractor has or will investigate the site and is or will be fully acquainted with the conditions there existing, prior to commencement of services hereunder. Should the Contractor discover any latent or unknown conditions, which will materially affect the performance of the services hereunder, Contractor shall immediately inform the City of such fact and shall not proceed except at Contractor’s risk until written instructions are received from the Contract Officer.
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1.7 Care of Work.
The Contractor shall adopt reasonable methods during the life of the Agreement to furnish continuous protection to the work, and the equipment, materials, papers, documents, plans, studies and/or other components thereof to prevent losses or damages, and shall be responsible for all such damages, to persons or property, except such losses or damages as may be caused by City’s own negligence.
1.8 Further Responsibilities of Parties.
Both parties agree to use reasonable care and diligence to perform their respective obligations under this Agreement. Both parties agree to act in good faith to execute all instruments, prepare all documents and take all actions as may be reasonably necessary to carry out the purposes of this Agreement. Unless hereafter specified, neither party shall be responsible for the service of the other.
1.9 Additional Services Beyond Scope of Services.
City shall have the right at any time during the performance of the services, without invalidating this Agreement, to request extra work beyond that specified in Exhibit “A”, Scope of Services and Schedule of Performance, or make changes by altering, adding to, or deducting from said work. No such extra work may be undertaken unless a written order is first given by the Contract Officer to the Contractor, incorporating therein any adjustment in (i) the Contract Sum for the actual costs of the extra work, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written approval of the Contractor. Any increase in compensation of up to ten percent (10%) of the Contract Sum or $30,000 per year, whichever is less; or, in the time to perform of up to one hundred eighty (180) days, may be approved by the Contract Officer.
Any additional work shall be charged at the rates provided for in Exhibit “C”. Any greater increases, taken either separately or cumulatively, must be approved by the City Council. It is expressly understood by Contractor that the provisions of this Section shall not apply to services specifically set forth in the Scope of Services. City may in its sole and absolute discretion have similar work done by other Contractors. No claims for an increase in the Contract Sum or time for performance shall be valid unless the procedures established in this Section are followed.
1.10 Special Requirements.
Additional terms and conditions of this Agreement, if any, which are made a part hereof are set forth in the “Special Requirements” attached hereto as Exhibit “B” and incorporated herein by this reference. In the event of a conflict between the provisions of Exhibit “B” and any other provisions of this Agreement, the provisions of Exhibit “B” shall govern.
ARTICLE 2. COMPENSATION AND METHOD OF PAYMENT.
2.1 Contract Sum.
Subject to any limitations set forth in this Agreement, City agrees to pay Contractor the amounts specified in the “Schedule of Compensation” attached hereto as Exhibit “C” and incorporated herein by this reference. Compensation shall not exceed $208,540 (Two Hundred
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Eight Thousand Five Hundred Forty Dollars) for the first 36 months of work. Beginning Fiscal Year 2027-28, the rates specified in Exhibit "C" shall increase annually in accordance with the Los Angeles-Long Beach-Anaheim CPI, but in no event by no more than 5% annually, unless additional compensation is approved pursuant to Section 1.9.
In the event that the CPI for a particular year is negative, compensation shall remain at the then-current rates. When CPI rises above 0% again, the increase in rates shall be the sum of all applicable negative CPI rates and the new positive CPI. By way of example, if the Year One CPI is -1% and the Year Two CPI is 3%, the rate increase for Year Two will be 2%.
Contractor accepts the risk that the services to be provided pursuant to Exhibit “A”, Scope of Services and Schedule of Performance, may be more costly or time consuming than Contractor anticipates and that Contractor shall not be entitled to additional compensation therefor, other than CPI increases.
2.2 Method of Compensation.
The method of compensation may include: (i) a lump sum payment upon completion; (ii) payment in accordance with specified tasks or the percentage of completion of the services, less contract retention; (iii) payment for time and materials based upon the Contractor’s rates as specified in the Schedule of Compensation, provided that (a) time estimates are provided for the performance of sub tasks, (b) contract retention is maintained, and (c) the Contract Sum is not exceeded; or (iv) such other methods as may be specified in the Schedule of Compensation.
2.3 Reimbursable Expenses.
Compensation may include reimbursement for actual and necessary expenditures for reproduction costs, telephone expenses, and travel expenses approved by the Contract Officer in advance, or actual subcontractor expenses of an approved subcontractor pursuant to Section 4.5, and only if specified in the Schedule of Compensation. The Contract Sum shall include the attendance of Contractor at all project meetings reasonably deemed necessary by the City.
Coordination of the performance of the work with City is a critical component of the services. If Contractor is required to attend additional meetings to facilitate such coordination, Contractor shall not be entitled to any additional compensation for attending said meetings.
2.4 Invoices.
Each month Contractor shall furnish to City an original invoice for all work performed and expenses incurred during the preceding month in a form approved by the City’s Director of Finance. By submitting an invoice for payment under this Agreement, Contractor is certifying compliance with all provisions of the Agreement. The invoice shall contain all information specified in Exhibit “C”. Contractor shall not invoice City for any duplicate services performed by more than one person.
City shall independently review each invoice submitted by the Contractor to determine whether the work performed, and expenses incurred are in compliance with the provisions of this Agreement. Except as to any charges for work performed or expenses incurred by Contractor which are disputed by City, or as provided in Section 7.3, City will use its best efforts to cause Contractor to be paid within forty-five (45) days of receipt of Contractor’s correct and undisputed
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invoice; however, Contractor acknowledges and agrees that due to City warrant run procedures, the City cannot guarantee that payment will occur within this time period. In the event any charges or expenses are disputed by City, the original invoice shall be returned by City to Contractor for correction and resubmission. Review and payment by City for any invoice provided by the Contractor shall not constitute a waiver of any rights or remedies provided herein or any applicable law.
2.5 Waiver.
Payment to Contractor for work performed pursuant to this Agreement shall not be deemed to waive any defects in work performed by Contractor.
ARTICLE 3. PERFORMANCE SCHEDULE
3.1 Time of Essence.
Time is of the essence in the performance of this Agreement.
3.2 Schedule of Performance.
Contractor shall commence the services pursuant to this Agreement upon receipt of a written notice to proceed and shall perform all services in accordance with Exhibit “A”, Scope of Services and Schedule of Performance, and within the time period(s) specified therein.
3.3 Force Majeure.
The time period(s) specified in the Schedule of Performance for performance of the services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of the Contractor, including, but not restricted to, acts of God or of the public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, litigation, and/or acts of any governmental agency, including the City, if the Contractorshall within ten (10) days of the commencement of such delay notify the Contract Officer in writing of the causes of the delay. The Contract Officershall ascertain the facts and the extent of delay and extend the time for performing the services for the period of the enforced delay when and if in the judgment of the Contract Officer such delay is justified. The Contract Officer’s determination shall be final and conclusive upon the parties to this Agreement. In no event shall Contractor be entitled to recover damages against the City for any delay in the performance of this Agreement, however caused, Contractor’s sole remedy being extension of the Agreement pursuant to this Section.
3.4 Term.
The base term of this Agreement is three (3) years. Unless earlier terminated in accordance with Article 7 of this Agreement, this Agreement shall continue in full force and effect through June 30, 2029. The City and Contractor may, by mutual agreement, extend the Term for two additional one-year terms.
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ARTICLE 4. COORDINATION OF WORK
4.1 Representatives and Personnel of Contractor.
The following principals of Contractor (“Principals”) are hereby designated as being the principals and representatives of Contractor authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith:
Eric Magaña Owner
(Name) Title)
The foregoing principals shall be responsible during the term of this Agreement for directing all activities of Contractor and devoting sufficient time to personally supervise the services hereunder. All personnel of Contractor, and any authorized agents, shall at all times be under the exclusive direction and control of the Principals. Contractor shall utilize only competent personnel to perform services pursuant to this Agreement. Contractor shall make every reasonable effort to maintain the stability and continuity of Contractor’s staff and subcontractors, if any, assigned to perform the services required under this Agreement. Contractor shall notify City of any changes in Contractor’s staff and subcontractors, if any, assigned to perform the services required under this Agreement, prior to and during any such performance.
4.2 Status of Contractor.
Contractor shall have no authority to bind City in any manner, or to incur any obligation, debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by City. Contractor shall not at any time or in any manner represent that Contractor or any of Contractor’s officers, employees, or agents are in any manner officials, officers, employees or agents of City. Neither Contractor, nor any of Contractor’s officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City’s employees. Contractor expressly waives any claim Contractor may have to any such rights.
4.3 Contract Officer.
The Contract Officer shall be Maged El-Rabaa, Director of Public Works, or his designee.
It shall be the Contractor’s responsibility to assure that the Contract Officer is kept informed of the progress of the performance of the services and the Contractor shall refer any decisions which must be made by City to the Contract Officer. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer. The Contract Officer shall have authority, if specified in writing by the City Manager, to sign all documents on behalf of the City required hereunder to carry out the terms of this Agreement.
4.4 Independent Contractor.
Neither the City nor any of its employees shall have any control over the manner, mode or means by which Contractor, its agents or employees, perform the services required herein, except
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as otherwise set forth herein. City shall have no voice in the selection, discharge, supervision or control of Contractor’s employees, servants, representatives or agents, or in fixing their number, compensation or hours of service. Contractor shall perform all services required herein as an independent contractor of City and shall remain at all times as to City a wholly independent contractor with only such obligations as are consistent with that role. Contractor shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. City shall not in any way or for any purpose become or be deemed to be a partner of Contractor in its business or otherwise or a joint venture or a member of any joint enterprise with Contractor.
4.5 Prohibition Against Subcontracting or Assignment.
The experience, knowledge, capability and reputation of Contractor, its principals and employees were a substantial inducement for the City to enter into this Agreement. Therefore, Contractor shall not contract with any other entity to perform in whole or in part the services required hereunder without the express written approval of the City; subcontractors included in Contractor’s proposal are deemed approved. In addition, neither this Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty five percent (25%) of the present ownership and/or control of Contractor, taking all transfers into account on a cumulative basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this Agreement shall be void. No approved transfer shall release the Contractor or any surety of Contractor of any liability hereunder without the express consent of City.
ARTICLE 5. INSURANCE AND INDEMNIFICATION
5.1 Insurance Coverages.
Without limiting Contractor’s indemnification of City, and prior to commencement of any services under this Agreement, Contractor shall obtain, provide and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and, in a form, satisfactory to City.
(a) General liability insurance. Contractor shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.
(b) Automobile liability insurance. Contractor shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Contractor arising out of or in connection with Services to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
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(c) Workers’ compensation insurance. Contractor shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000).
(d) Subcontractors. Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and certified endorsements for each subcontractor. All coverages for subcontractors shall include all of the requirements stated herein. (e) Additional Insurance. Policies of such other insurance, as may be required in the Special Requirements in Exhibit “B”.
5.2 General Insurance Requirements.
(a) Proof of insurance. Contractor shall provide certificates of insurance to City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by City’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with City at all times during the term of this Agreement. City reserves the right to require complete, certified copies of all required insurance policies, at any time.
(b) Duration of coverage. Contractor shall procure and maintain for the duration of this Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Services hereunder by Contractor, its agents, representatives, employees or subcontractors. (c) Primary/noncontributing. Coverage provided by Contractor shall be primary and any insurance or self-insurance procured or maintained by City shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of City before the City’s own insurance or self-insurance shall be called upon to protect it as a named insured.
(d) City’s rights of enforcement. In the event any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary, and any premium paid by City will be promptly reimbursed by Contractor or City will withhold amounts sufficient to pay premium from Contractor payments. In the alternative, City may cancel this Agreement. (e) Acceptable insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or that is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VI (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the City’s Risk Manager.
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(f) Waiver of subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against City, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow Contractor or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Contractor hereby waives its own right of recovery against City and shall require similar written express waivers and insurance clauses from each of its subcontractors.
(g) Enforcement of contract provisions (non-estoppel). Contractor acknowledges and agrees that any actual or alleged failure on the part of the City to inform Contractor of non-compliance with any requirement imposes no additional obligations on the City nor does it waive any rights hereunder.
(h) Requirements not limiting. Requirements of specific coverage features, or limits contained in this section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Contractor maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
(i) Notice of cancellation. Contractor agrees to oblige its insurance agent or broker and insurers to provide to City with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage.
(j) Additional insured status. General liability policies shall provide or be endorsed to provide that City and its officers, officials, employees, and agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies.
(k) Prohibition of undisclosed coverage limitations. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. (l) Separation of insureds. A severability of interests provision must apply for all additional insureds ensuring that Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions. (m) Pass through clause. Contractor agrees to ensure that its subcontractors, subcontractors, and any other party involved with the project who is brought onto or involved in the project by Contractor, provide the same minimum insurance coverage and endorsements required of Contractor. Contractor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of
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this section. Contractor agrees that upon request, all agreements with Contractors, subcontractors, and others engaged in the project will be submitted to City for review. (n) Agency’s right to revise specifications. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Contractor ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Contractor, the City and Contractor may renegotiate Contractor’s compensation.
(o) Self-insured retentions. Any self-insured retentions must be declared to and approved by City. City reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by City.
(p) Timely notice of claims. Contractor shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from Contractor’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.
(q) Additional insurance. Contractor shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work.
5.3 Indemnification.
To the full extent permitted by law, Contractor agrees to indemnify, defend and hold harmless the City, its officers, employees and agents (“Indemnified Parties”) against, and will hold and save them and each of them harmless from, any and all actions, either judicial, administrative, arbitration or regulatory claims, damages to persons or property, losses, costs, penalties, obligations, errors, omissions or liabilities whether actual or threatened (herein “claims or liabilities”) that may be asserted or claimed by any person, firm or entity arising out of or in connection with the negligent performance of the work, operations or activities provided herein of Contractor, its officers, employees, agents, subcontractors, or invitees, or any individual or entity for which Contractor is legally liable (“indemnitors”), or arising from Contractor’s or indemnitors’ reckless or willful misconduct, or arising from Contractor’s or indemnitors’ negligent performance of or failure to perform any term, provision, covenant or condition of this Agreement, and in connection therewith:
(a) Contractor will defend any action or actions filed in connection with any of said claims or liabilities and will pay all costs and expenses, including legal costs and attorneys’ fees incurred in connection therewith.
(b) Contractor will promptly pay any judgment rendered against the City, its officers, agents or employees for any such claims or liabilities arising out of or in connection with the negligent performance of or failure to perform such work, operations or activities of Contractor hereunder; and Contractor agrees to save and hold the City, its officers, agents, and employees harmless therefrom.
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(c) In the event the City, its officers, agents or employees is made a party to any action or proceeding filed or prosecuted against Contractor for such damages or other claims arising out of or in connection with the negligent performance of or failure to perform the work, operation or activities of Contractor hereunder, Contractor agrees to pay to the City, its officers, agents or employees, any and all costs and expenses incurred by the City, its officers, agents or employees in such action or proceeding, including but not limited to, legal costs and attorneys’ fees.
Contractor shall incorporate similar indemnity agreements with its subcontractors and if it fails to do so Contractor shall be fully responsible to indemnify City hereunder therefore, and failure of City to monitor compliance with these provisions shall not be a waiver hereof. This indemnification includes claims or liabilities arising from any negligent or wrongful act, error or omission, or reckless or willful misconduct of Contractor in the performance of professional services hereunder. The provisions of this Section do not apply to claims or liabilities occurring as a result of City’s sole negligence or willful acts or omissions, but, to the fullest extent permitted by law, shall apply to claims and liabilities resulting in part from City’s negligence, except that design professionals’ indemnity hereunder shall be limited to claims and liabilities arising out of the negligence, recklessness or willful misconduct of the design professional. The indemnity obligation shall be binding on successors and assigns of Contractor and shall survive termination of this Agreement.
ARTICLE 6. RECORDS, REPORTS, AND RELEASE OF INFORMATION
6.1 Records.
Contractor shall keep, and require subcontractors to keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports, studies or other documents relating to the disbursements charged to City and services performed hereunder (the “books and records”), as shall be necessary to perform the services required by this Agreement and enable the Contract Officer to evaluate the performance of such services. Any and all such documents shall be maintained in accordance with generally accepted accounting principles and shall be complete and detailed. The Contract Officer shall have full and free access to such books and records at all times during normal business hours of City, including the right to inspect, copy, audit and make records and transcripts from such records. Such records shall be maintained for a period of three (3) years following completion of the services hereunder, and the City shall have access to such records in the event any audit is required. In the event of dissolution of Contractor’s business, custody of the books and records may be given to City, and access shall be provided by Contractor’s successor in interest. Notwithstanding the above, the Contractor shall fully cooperate with the City in providing access to the books and records if a public records request is made and disclosure is required by law including but not limited to the California Public Records Act.
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6.2 Reports.
Contractor shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the services required by this Agreement as the Contract Officer shall require. Contractor hereby acknowledges that the City is greatly concerned about the cost of work and services to be performed pursuant to this Agreement. For this reason, Contractor agrees that if Contractor becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the work or services contemplated herein or, if Contractor is providing design services, the cost of the project being designed, Contractor shall promptly notify the Contract Officer of said fact, circumstance, technique or event and the estimated increased or decreased cost related thereto and, if Contractor is providing design services, the estimated increased or decreased cost estimate for the project being designed.
6.3 Ownership of Documents.
All drawings, specifications, maps, designs, photographs, studies, surveys, data, notes, computer files, reports, records, documents and other materials (the “documents and materials”) prepared by Contractor, its employees, subcontractors and agents in the performance of this Agreement shall be the property of City and shall be delivered to City upon request of the Contract Officer or upon the termination of this Agreement, and Contractor shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership use, reuse, or assignment of the documents and materials hereunder. Any use, reuse, or assignment of such completed documents for other projects and/or use of uncompleted documents without specific written authorization by the Contractor will be at the City’s sole risk and without liability to Contractor, and Contractor’s guarantee and warranties shall not extend to such use, reuse or assignment. Contractor may retain copies of such documents for its own use. Contractor shall have the right to use the concepts embodied therein. All subcontractors shall provide for assignment to City of any documents or materials prepared by them, and in the event, Contractor fails to secure such assignment, Contractor shall indemnify City for all damages resulting therefrom. Moreover, Contractor with respect to any documents and materials that may qualify as “works made for hire” as defined in 17 U.S.C. § 101, such documents and materials are hereby deemed “works made for hire” for the City.
6.4 Confidentiality and Release of Information.
(a) All information gained, or work product produced by Contractor in performance of this Agreement shall be considered confidential, unless such information is in the public domain or already known to Contractor. Contractor shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the Contract Officer.
(b) Contractor, its officers, employees, agents, or subcontractors, shall not, without prior written authorization from the Contract Officer or unless requested by the City Attorney, voluntarily provide documents, declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered “voluntary” provided Contractor gives City notice of such court order or subpoena.
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(c) If Contractor, or any officer, employee, agent, or subcontractor of Contractor, provides any information or work product in violation of this Agreement, then City shall have the right to reimbursement and indemnity from Contractor for any damages, costs, and fees, including attorney’s fees, caused by or incurred as a result of Contractor’s conduct. (d) Contractor shall promptly notify City should Contractor, its officers, employees, agents, or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed there under. City retains the right, but has no obligation, to represent Contractor or be present at any deposition, hearing, or similar proceeding. Contractor agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Contractor. However, this right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response.
ARTICLE 7. ENFORCEMENT OF AGREEMENT AND TERMINATION
7.1 California Law.
This Agreement shall be interpreted, construed, and governed both as to validity and to performance of the parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Los Angeles, State of California, or any other appropriate court in such county, and Contractor covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Central District of California, in the County of Los Angeles, State of California.
7.2 Default.
(a) In the event that Contractor is in default under the terms of this Agreement, as articulated below, the City shall not have any obligation or duty to continue compensating Contractor for any work performed after the date of default. Instead, the City may give notice to Contractor of the Default Events, including all details necessary such as location, dates, times, photographic evidence, and any relevant documentation regarding the specific Default Event. The notice shall include the timeframe in which Contractor may cure the default. During the period of time that Contractor is in default, the City shall hold all invoices and shall, when the default is cured, proceed with payment on the invoices. In the alternative, the City may, in its sole discretion, elect to pay some or all of the outstanding invoices during the period of default. If Contractor does not cure the default to City’s satisfaction within 30 days of the date of the notice, the City may take necessary steps to terminate this Agreement under this Article. Any failure on the part of the City to give notice of the Contractor’s default shall not be deemed to result in a waiver of the City’s legal rights or any rights arising out of any provision of this Agreement. (b) Default Events shall include, but not be limited to:
i. Work not completed per the approved work schedule;
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ii. Work not completed per the Technical Specifications in the RFP issued to procure these services;
iii. No work done for 3 consecutive days; and
iv. Unsatisfactory workmanship, as determined by the City’s Contract Officer. (c) The following shall not constitute Default Events:
i. Delay or inability to perform certain tasks due to inclement weather, provided that the tasks are performed as soon thereafter as is practicable. ii. Delay of work due to national or state holidays, provided Contractor is back to the approved schedule within one week of the holiday causing the delay. iii. Any other reason that excuses the performance or a delayed performance of a task as may be provided in Exhibit “A”, Scope of Services and Schedule of Performance. (d) Five notices of a Default Event occurring within a 12-month period, or any one notice of default and a failure to cure shall be deemed a material breach of this Agreement.
7.3 Retention of Funds.
Contractor hereby authorizes City to deduct from any amount payable to Contractor (whether or not arising out of this Agreement) (i) any amounts the payment of which may be in dispute hereunder or which are necessary to compensate City for any losses, costs, liabilities, or damages suffered by City, and (ii) all amounts for which City may be liable to third parties, by reason of Contractor’s acts or omissions in performing or failing to perform Contractor’s obligation under this Agreement. In the event that any claim is made by a third party, the amount or validity of which is disputed by Contractor, or any indebtedness shall exist which shall appear to be the basis for a claim of lien, City may withhold from any payment due, without liability for interest because of such withholding, an amount sufficient to cover such claim. The failure of City to exercise such right to deduct or to withhold shall not, however, affect the obligations of the Contractor to insure, indemnify, and protect City as elsewhere provided herein.
7.4 Waiver.
Waiver by any party to this Agreement of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any party of any breach of the provisions of this Agreement shall not constitute a waiver of any other provision or a waiver of any subsequent breach or violation of any provision of this Agreement.
Acceptance by City of any work or services by Contractor shall not constitute a waiver of any of the provisions of this Agreement. No delay or omission in the exercise of any right or remedy by a non-defaulting party on any default shall impair such right or remedy or be construed as a waiver.
Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement.
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7.5 Rights and Remedies are Cumulative.
Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party.
7.6 Legal Action.
In addition to any other rights or remedies, either party may take legal action, in law or in equity, to cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. Notwithstanding any contrary provision herein, Contractor shall file a statutory claim pursuant to Government Code Sections 905 et seq. and 910 et seq., in order to pursue a legal action under this Agreement.
7.7 Liquidated Damages and Fines.
Since the determination of actual damages for any delay in performance of this Agreement would be extremely difficult or impractical to determine in the event of a breach of this Agreement, the Contractor and its sureties shall be liable for and shall pay to the City the liquidated damages as provided in Exhibit “B”. City may withhold from any monies payable on account of services performed by the Contractor any accrued liquidated damages.
7.8 Termination Prior to Expiration of Term.
This Section shall govern any termination of this Contract except as specifically provided in the following Section for termination for cause. The City reserves the right to terminate this Contract at any time, with or without cause, upon sixty (60) days’ written notice to Contractor, except that where termination is due to the fault of the Contractor, the period of notice may be such shorter time as may be determined by the Contract Officer. Upon receipt of any notice of termination, Contractor shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. The Contractor shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer, except as provided in Section 7.3. In the event of termination without cause pursuant to this Section, the terminating party need not provide the non-terminating party with the opportunity to cure pursuant to Section 7.2.
7.9 Termination for Default of Contractor.
If termination is due to the failure of the Contractor to fulfill its obligations under this Agreement, City may, after compliance with the provisions of Section 7.2, take over the work and prosecute the same to completion by contract or otherwise, and the Contractor shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that the City shall use reasonable efforts to mitigate such
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damages), and City may withhold any payments to the Contractor for the purpose of set-off or partial payment of the amounts owed the City as previously stated.
7.10 Attorneys’ Fees.
If either party to this Agreement is required to initiate or defend or made a party to any action or proceeding in any way connected with this Agreement, the prevailing party in such action or proceeding, in addition to any other relief which may be granted, whether legal or equitable, shall be entitled to reasonable attorney’s fees. Attorney’s fees shall include attorney’s fees on any appeal, and in addition a party entitled to attorney’s fees shall be entitled to all other reasonable costs for investigating such action, taking depositions and discovery and all other necessary costs the court allows which are incurred in such litigation. All such fees shall be deemed to have accrued on commencement of such action and shall be enforceable whether or not such action is prosecuted to judgment.
ARTICLE 8. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
8.1 Non-liability of City Officers and Employees.
No officer or employee of the City shall be personally liable to the Contractor, or any successor in interest, in the event of any default or breach by the City or for any amount which may become due to the Contractor or to its successor, or for breach of any obligation of the terms of this Agreement.
8.2 Conflict of Interest.
Contractor covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City, or which would in any way hinder Contractor’s performance of services under this Agreement. Contractor further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent or subcontractor without the express written consent of the Contract Officer. Contractor agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City in the performance of this Agreement.
No officer or employee of the City shall have any financial interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to the Agreement which affects her/his financial interest or the financial interest of any corporation, partnership or association in which (s)he is, directly or indirectly, interested, in violation of any State statute or regulation. The Contractor warrants that it has not paid or given and will not pay or give any third party any money or other consideration for obtaining this Agreement.
8.3 Covenant Against Discrimination.
Contractor covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry or other protected class in the performance of
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this Agreement. Contractor shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry or other protected class.
8.4 Unauthorized Aliens.
Contractor hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act, 8 U.S.C. § 1101 et seq., as amended, and in connection therewith, shall not employ unauthorized aliens as defined therein. Should Contractor so employ such unauthorized aliens for the performance of work and/or services covered by this Agreement, and should any liability or sanctions be imposed against City for such use of unauthorized aliens, Contractor hereby agrees to and shall reimburse City for the cost of all such liabilities or sanctions imposed, together with any and all costs, including attorneys’ fees, incurred by City.
ARTICLE 9. MISCELLANEOUS PROVISIONS
9.1 Notices.
Any notice, demand, request, document, consent, approval, or communication either party desires or is required to give to the other party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail, in the case of the City, to the City Manager and to the attention of the Contract Officer (with her/his name and City title), City of La Cañada Flintridge, One Civic Center Drive., La Cañada Flintridge, California 91011 and in the case of the Contractor, to the person(s) at the address designated on the execution page of this Agreement.
Either party may change its address by notifying the other party of the change of address in writing.
Notice shall be deemed communicated at the time personally delivered or in seventy-two (72) hours from the time of mailing if mailed as provided in this Section.
9.2 Interpretation.
The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply.
9.3 Counterparts.
This Agreement may be executed in counterparts, each of which shall be deemed to be an original, and such counterparts shall constitute one and the same instrument.
9.4 Integration; Amendment.
This Agreement including the attachments hereto is the entire, complete and exclusive expression of the understanding of the parties. It is understood that there are no oral agreements between the parties hereto affecting this Agreement and this Agreement supersedes and cancels any and all previous negotiations, arrangements, agreements and understandings, if any, between the parties, and none shall be used to interpret this Agreement. No amendment to or modification of this Agreement shall be valid unless made in writing and approved by the Contractor and by the
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City Council. The parties agree that this requirement for written modifications cannot be waived and that any attempted waiver shall be void.
9.5 Severability.
In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder unless the invalid provision is so material that its invalidity deprives either party of the basic benefit of their bargain or renders this Agreement meaningless.
9.6 Warranty & Representation of Non-Collusion.
No official, officer, or employee of City has any financial interest, direct or indirect, in this Agreement, nor shall any official, officer, or employee of City participate in any decision relating to this Agreement which may affect his/her financial interest or the financial interest of any corporation, partnership, or association in which (s)he is directly or indirectly interested, or in violation of any corporation, partnership, or association in which (s)he is directly or indirectly interested, or in violation of any State or municipal statute or regulation. The determination of “financial interest” shall be consistent with State law and shall not include interests found to be “remote” or “non interests” pursuant to Government Code Sections 1091 or 1091.5. Contractor warrants and represents that it has not paid or given, and will not pay or give, to any third party including, but not limited to, any City official, officer, or employee, any money, consideration, or other thing of value as a result or consequence of obtaining or being awarded any agreement.
Contractor further warrants and represents that (s)he/it has not engaged in any act(s), omission(s), or other conduct or collusion that would result in the payment of any money, consideration, or other thing of value to any third party including, but not limited to, any City official, officer, or employee, as a result of consequence of obtaining or being awarded any agreement. Contractor is aware of and understands that any such act(s), omission(s) or other conduct resulting in such payment of money, consideration, or other thing of value will render this Agreement void and of no force or effect.
Contractor’s Authorized Initials _______
9.7 Corporate Authority.
The persons executing this Agreement on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally bound to the provisions of this Agreement, and (iv) that entering into this Agreement does not violate any provision of any other Agreement to which said party is bound. This Agreement shall be binding upon the heirs, executors, administrators, successors and assigns of the parties. [SIGNATURES ON FOLLOWING PAGE]
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first-above written.
CITY:
CITY OF LA CAÑADA FLINTRIDGE, a
municipal corporation
Daniel Jordan, City Manager
ATTEST:
Tania Moreno, City Clerk
APPROVED AS TO FORM:
ALESHIRE & WYNDER, LLP
Adrian Guerra, City Attorney
CONTRACTOR:
BrightView Landscaping Services, Inc.
___________________________________
By:
Name:
Title:
By:
Name:
Title:
Address:
Two corporate officer signatures required when Contractor is a corporation, with one signature required from each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2) Secretary, any Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CONTRACTOR’S SIGNATURES
SHALL BE DULY NOTARIZED, AND APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS
MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR REGULATIONS APPLICABLE TO CONTRACTOR’S BUSINESS ENTITY.
Maintenance
D-1
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
On __________, 2026 before me, ________________, personally appeared ________________, proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) 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: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
____________________________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER______________________________
____________________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
____________________________________________
____________________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
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.
01172.0006/697951.3 2
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
On __________, 2026 before me, ________________, personally appeared ________________, proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) 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: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
____________________________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER______________________________
____________________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
____________________________________________
____________________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
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.
01172.0006/697951.3 3
EXHIBIT “A”
SCOPE OF SERVICES AND SCHEDULE OF PERFORMANCE
General Requirements
• Services shall be performed on a monthly basis and shall include all labor, materials, equipment, and supervision necessary to provide effective pest control for City Trees.
Emergency services shall be available on an as-needed basis.
Service Locations
Various Citywide Locations - See Attached Maps (Exhibit “F”) Service Description
• 511 Oak Trees – Treat for Oak Leaf Roller
• 350 Olive Trees – Control and reduce fruit production • 63 Ash Trees – Powdery Mildew Black cleistothecia
• 200 Crape Myrtle Trees – Powdery mildew and aphid control • 80 Palm Trees – Culture control mixture for fertilizer for health of the older palm trees • 32 Sycamore Trees – Powdery Mildew Control
• 622 Deodar Cedar Trees – Control Aphids and Adelgids
• 49 Eucalyptus Trees – Control Redgum Lerp Psyllid
Tree quantities provided are estimates only. The City reserves the right to increase, decrease, or otherwise modify the number of trees and/or treatment locations at any time during the term of the agreement.
Annual Services
A. Inspection
The Contractor shall perform a comprehensive inspection to identify:
• Pest activity and infestation areas
• Conditions conducive to pest presence
B. Treatment and Control
• Apply herbicides, pesticides, fungicides, dormant oils, fertilizers, or other approved
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treatment materials as necessary for the health and preservation of trees. • Perform seasonal and preventative spraying treatments as required. • Treat infestations including, but not limited to:
o Aphids
o Borers
o Scale insects
o Whiteflies
o Mites
o Fungus and mildew
o Other tree-related pests and diseases
• Ensure all applications comply with federal, state, and local regulations, including all applicable California Department of Pesticide Regulation requirements.
C. Monitoring and Reporting
The Contractor shall:
• Monitor treatment effectiveness
• Provide monthly service reports including:
o Findings
o Services performed
o Recommendations
D. Additional Services
• Emergency Services
01172.0006/697951.3 5
EXHIBIT “B”
SPECIAL REQUIREMENTS
7.7.1 Liquidated Damages and Fines
Contractor is subject to the following liquidated damages:
The sum of $500 (Five Hundred Dollars) per occurrence for not adhering to the approved work schedule without notice. Liquidated damages shall not be calculated for delays caused by circumstances not deemed Default Events, in accordance with Section 7.2(c), above.
The sum of $150 (One Hundred Fifty Dollars) per occurrence for failing to follow reporting requirements.
The sum of $1,000 (One Thousand Dollars) per occurrence in the event Contractor uses water from a water utility without permission and/or without applicable payment to the utility.
01172.0006/697951.3 6
EXHIBIT “C”
SCHEDULE OF COMPENSATION
01172.0006/697951.3 7
01172.0006/697951.3 8
City Council Agenda Report
Meeting Date: June 16, 2026
Subject: Approval and Delegation of Authority to City Manager to Execute Change Order No. 1, in the Amount of $8,235.00, to TAIT & Associates, Inc. for Additional Design Services for the City Hall Window Replacement Project
Presenter: Maged El-Rabaa, P.E., Director of Public Works Proposed Action: Motion to (i) Approve the attached Fee Proposal from TAIT & Associates, Inc., in the amount of $8,235.00 for Additional Design Services for the City Hall Window Replacement Project; and (ii) Authorize the City Manager to Execute Change Order No. 1 in the amount of $8,235.00
Environmental Impact: An Environmental Finding will be considered by the City Council at the time of Approval of the Plans and Specifications
Fiscal Impact: $265,000 is included in the FY 2025-26 Budget under Account 38-00- 8233 for the Project. There are available funds to cover the cost of this Change Order in the amount of $8,235.00
Background:
On February 17, 2026, the City Council approved and delegated authority to the City Manager to execute a Task Order in the amount of $61,190.00, to TAIT & Associates, Inc., who is one of the selected On-Call consultants, for the preparation of Plans, Specifications, and Estimates (PS&E) and Design Support during Construction for the City Hall Window Replacement Project and any change orders up to $4,310.00 Each, provided such change orders do not Exceed the total fee amount of $65,000.
Discussion/Analysis:
The City Hall Window Replacement Project consists of replacing the existing windows at City Hall due to a leakage problem during rain events creating water damage to the walls and floors.
During the exploratory work, the Consultant opened the wall at few locations under the window to assess the structural integrity of the framing. It was found that the framing is damaged and requires additional structural design to provide window framing details as part of the PS&E to avoid any unexpected change orders during construction. This work was not included in the original fee proposal.
Since the additional fee is more than the approved amount of $4,310.00 previously authorized by the City Council to the City Manager for change orders, staff recommends that the City Council approves the Fee Proposal and authorizes the City Manager to execute Change Order No. 1 to TAIT
& Associates, Inc. in the amount of $8,235.00.
Options:
1. Motion to: (i) Approve the attached Fee Proposal from TAIT & Associates, Inc., in the amount of $8,235.00 for Additional Design Services for the City Hall Window Replacement Project; and (ii) Authorize the City Manager to Execute Change Order No. 1 in the amount of $8,235.00; or
2. Provide further directions to staff.
Recommendation:
Option No. 1 - It is recommended that the City Council take the following action(s): (i) Approve the attached Fee Proposal from TAIT & Associates, Inc., in the amount of $8,235.00 for Additional Design Services for the City Hall Window Replacement Project; and (ii) Authorize the City Manager to Execute Change Order No. 1 in the amount of $8,235.00 Attachments:
1. TAIT & Associates Cost Proposal
DATE Contract# TAIT PROJECT NO.
ME04760
TASK
ASA 1.1
ASA 1.2
Contract Status
Original Contract: ASA #5:
ASA #1: ASA #6:
ASA #2: Reimbursables:
ASA #3: Reimbursables:
ASA #4:
TO BE COMPLETED BY CLIENT
Accept ASA by signing below
COMPANY DATE:
CONTACT PHONE: (818 ) 790-8882
TITLE EMAIL: [email protected]
SIGNATURE FAX:
If ASA is rejected indicate reasons below:
1 TOTAL THIS AGREEMENT $8,235.00
Additional Service Agreement (ASA)
City of La Cañada Flintridge
TAIT PM:
LCF Window Replacement.
Additionl Service No.
Dan Hinson
DESCRIPTION FEE REQUIRED
December 12, 2023
REVISED CONTRACT AMOUNT
Purusant to the terms of master services agreement, no work under this ASA will be performed until this form is signed and returned or client expressly waives this requirement.
Tait assumes no responsibility for any damages resulting from non-performance of work if this form is not executed. $69,425.00
Maged El-Rabaa
PW Director/City Engineer
The above described services and associated fees are outside the original scope of the agreement. The terms and conditions in the original agreement are not changed by this ASA unless specifically refered to in this ASA and signed by both parties. $5,735.00 Structural services for window replacement and wood framing details at existing exterior wall openings.
Coordination with structural engineer for window framing details. $2,500.00
RETURN THE SIGNED FORM TO TAIT
e-mail TO: [email protected]
CLIENT CM
$ 61,190.00
PROJECT NAME / NO.
Maged El-Rabaa
$8,235.00
ADDITIONAL SERVICES
ASA #1-General Wood Wall Framing Details .xls
May 14, 2026 Page 537 of 1818
City Council Agenda Report
Meeting Date: June 16, 2026
Subject: Approval of Amendment No. 1 to the Agreement with Urban Graffiti Enterprises, Inc. for Bus Shelter Maintenance Services for a Period of Three (3) Years for a Total Three-Year Commitment Not-To-Exceed the Amount of $150,000
Presenter: Maged El-Rabaa, P.E., Director of Public Works Proposed Action: Motion to: (i) Approve Amendment No. 1 to the Agreement with Urban Graffiti Enterprises, Inc., for a Period of Three (3) Years for a Total Three-Year Commitment Not-To-Exceed the Amount of $150,000 for Bus Shelter Maintenance Services; and (ii) Authorize the City Manager to Execute the Amendment Subject to Approval as to Final Form by the City Attorney
Environmental Impact: This action does not result in a potential project; and therefore, it is not subject to California Environmental Quality Act (CEQA) requirements Fiscal Impact: $65,670 is included in the FY 2026-27 Proposed Budget under Account 30-00-6061 (Prop A Funds). Appropriate funds will be included in future years
Discussion/Analysis:
On May 18, 2021, the City Council approved a Maintenance Services Agreement with Urban Graffiti Enterprises, Inc., to provide Bus Shelter Maintenance Services throughout the City. The Agreement includes routine maintenance, cleaning, graffiti removal, and related services necessary to maintain the City's bus shelter infrastructure. The term of the Agreement was for a Period of five (5) Years for a total five-year commitment not-to-exceed the amount of $290,000 with the option of additional two (2) three (3) years terms. The current Agreement will expire on June 30, 2026.
Urban Graffiti Enterprises, Inc. has continued to provide satisfactory service during the term of the agreement and has demonstrated responsiveness to maintenance requests and operational needs.
To ensure continuity of service and avoid disruption to the City's bus shelter maintenance program, staff recommends approval of Amendment No. 1, which extends the agreement term for an additional three (3) years, through June 30, 2029, for a total not-to-exceed amount of $150,000. As a result, the revised total commitment under this Agreement is $440,000.
The Amendment represents a cost-effective approach that maintains service continuity while providing predictable compensation adjustments tied to an established economic index.
Options:
1. Motion to: (i) Approve Amendment No. 1 to the Agreement with Urban Graffiti Enterprises, Inc., for a Period of Three (3) Years for a Total Three-Year Commitment Not-To-Exceed the Amount of $150,000 for Bus Shelter Maintenance Services; (ii) Authorize the City Manager to Execute the Amendment Subject to Approval as to Final Form by the City Attorney; or
2. Provide further directions to staff.
Recommendation:
Option No. 1 - It is recommended that the City Council take the following action(s): (i) Approve Amendment No. 1 to the Agreement with Urban Graffiti Enterprises, Inc., for a Period of Three (3) Years for a Total Three-Year Commitment Not-To-Exceed the Amount of $150,000 for Bus Shelter Maintenance Services; (ii) Authorize the City Manager to Execute the Amendment Subject to Approval as to Final Form by the City Attorney.
Attachments:
1. Amendment No. 1 to Maintenance Agreement with Urban Graffiti Enterprises, Inc.
AMENDMENT NO. 1
TO CITY OF LA CAÑADA FLINTRIDGE CONTRACT SERVICES AGREEMENT
FOR MAINTENANCE SERVICES
THIS AMENDMENT TO THE CONTRACT SERVICES AGREEMENT
(“Amendment No. 1”) by and between the CITY OF LA CAÑADA FLINTRIDGE (“City”) and Urban Graffiti Enterprises, Inc. (“Contractor”) is effective as of July 1, 2026.
RECITALS
A. City and Contractor entered into that certain Contract Services Agreement for Bus Shelter Maintenance Services (“Agreement”) whereby Contractor agreed to provide Bus Shelter Maintenance services effective as of May 18, 2021.
B. The Contract is set to expire on June 30, 2026. Therefore, City and Contractor now desire to extend the term of the MOU for three years, expiring June 30, 2029.
TERMS
1. Contract Changes. The Agreement is amended as provided herein. Deleted text is indicated in strikethrough and added text in bold italics. a. Section 2.1 of the Agreement is amended to read:
“2.1. Contract Sum. Subject to any limitations set forth in this Agreement, City agrees to pay Contractor the amounts specified in the "Schedule of Compensation" attached hereto as Exhibit "C" and incorporated herein by this reference. Compensation shall not exceed $53,000 (Fifty-Three Thousand Dollars) for the first 12 months the maximum contract agreement of $440,000 (Four Hundred Forty Thousand) (“Contract Sum”). work and The hourly rates specified in Exhibit “C” shall increase annually in accordance with the Los Angeles-Long Beach-Anaheim CPI, but in no event by no more than 5% annually, unless additional compensation is approved pursuant to Section 1. 9.
In the event that the CPI for a particular year is negative, compensation shall remain at the then-current rates. When CPI rises above 0% again, the increase in rates shall be the sum of all applicable negative CPI rates and the new positive CPI. By way of example, if the Year One CPI is -1 % and the Year Two CPI is 3%, the rate increase for Year Two will be 2%.
Contractor accepts the risk that the services to be provided pursuant to Exhibit "A", Scope of Services and Schedule of Performance, may be more costly or time consuming than Contractor anticipates and that Contractor shall not be entitled to additional compensation therefor, other than CPI increases.”
b. Exhibit “C” is hereby deleted in its entirety and replaced by the attached Exhibit “C”.
01172.0001/875109.1 -2-
2. Continuing Effect of Agreement. Except as amended by this Amendment No. 1, all provisions of the Agreement shall remain unchanged and in full force and effect. From and after the date of this Amendment No. 1, whenever the term “Agreement” appears in the Agreement, it shall mean the Agreement, as amended by this Amendment No. 1 to the Agreement.
3. Affirmation of Agreement; Warranty Re Absence of Defaults. City and Contractor each ratify and reaffirm each and every one of the respective rights and obligations arising under the Agreement. Each party represents and warrants to the other that there have been no written or oral modifications to the Agreement other than as provided herein. Each party represents and warrants to the other that the Agreement is currently an effective, valid, and binding obligation.
Contractor represents and warrants to City that, as of the date of this Amendment No. 1, City is not in default of any material term of the Agreement and that there have been no events that, with the passing of time or the giving of notice, or both, would constitute a material default under the Agreement.
City represents and warrants to Contractor that, as of the date of this Amendment No. 1, Contractor is not in default of any material term of the Agreement and that there have been no events that, with the passing of time or the giving of notice, or both, would constitute a material default under the Agreement.
4. Adequate Consideration. The parties hereto irrevocably stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this Amendment No. 1.
5. Authority. The persons executing this Amendment No. 1 on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Amendment No. 1 on behalf of said party, (iii) by so executing this Amendment No. 1, such party is formally bound to the provisions of this Amendment No. 1, and (iv) the entering into this Amendment No. 1 does not violate any provision of any other agreement to which said party is bound.
[SIGNATURES ON FOLLOWING PAGE]
01172.0001/875109.1 -3-
IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1 on the date and year first-above written.
CITY:
CITY OF LA CAÑADA FLINTRIDGE, a
municipal corporation
____________________________________
Daniel Jordan, City Manager
ATTEST:
_________________________________
Tania Garcia, City Clerk
APPROVED AS TO FORM:
ALESHIRE & WYNDER, LLP
_________________________________
Adrian Guerra, City Attorney
CONTRACTOR:
INSERT NAME
By: ________________________________
Name: Juan Reinoso
Title: President
By: ________________________________
Name: Maria Gutierrez
Title: Secretary, Treasurer
Address: P.O Box 2383 Covina, CA 91722
Two corporate officer signatures required when Contractor is a corporation, with one signature required from each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2) Secretary, any Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CONTRACTOR’S SIGNATURES
SHALL BE DULY NOTARIZED, AND APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS
MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR REGULATIONS APPLICABLE TO CONTRACTOR’S BUSINESS ENTITY.
01172.0001/875109.1
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
On __________, 2026 before me, ________________, personally appeared ________________, proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) 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: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
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.
01172.0001/875109.1
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
On __________, 2026 before me, ________________, personally appeared ________________, proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) 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: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
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.
01172.0001/875109.1
Exhibit “C”
Schedule of Compensation
EXHIBIT “E”
BID SCHEDULE
ITEM NO. DESCRIPTION UNIT ESTIMATED
QUANTITY UNIT PRICE ITEM TOTAL
1. Monthly service for Bus Shelter,
including weekly cleaning and
inspections, and monthly steamcleaning.
EA 16 $ $
2. Monthly maintenance for bus stops EA 9 $ $
A. SUBTOTAL FOR MONTHLY SERVICES $
ITEM NO. DESCRIPTION UNIT ESTIMATED
QUANTITY UNIT PRICE ITEM TOTAL
3. Bi-annual sanding, priming, and
painting for Bus Shelter, including
materials and labor.
EA 16 $ $
B. SUBTOTAL FOR BI-ANNUAL SERVICES $
LEGEND: EA=Each, HR=Hour, LF=Lineal Foot, LS=Lump Sum, MOS=Months, SF=Square Foot, SY=Square Yard, TON=Tonnage, WK=Weeks
The unit price bid shall include all materials, labor, sales, use, or other taxes applicable. Note: Quantities shown are estimates and are not necessarily the exact amounts. Bus Shelter and Bus stop services will be paid for based upon the actual quantities serviced. 134.01 2,144.16
109.18 982.62
913.44 14,615.04
3,126.78
14,615.04
EXHIBIT “F”
Additional Services
The following work shall be done on an as-needed basis as directed by the Contract Officer within one weeks of notice unless otherwise specified below.
ITEM NO. DESCRIPTION UNIT UNIT PRICE
1. Monthly maintenance of the bus shelter on the north
side of Town Center Drive east of the intersection of
Angeles Crest Highway. Maintenance to include
including weekly cleaning and inspections, and monthly
steam cleaning/pressure washing
EA
2. Monthly maintenance of the bus shelter on the south
side of Town Center Drive east of the intersection of
Angeles Crest Highway. Maintenance to include
including weekly cleaning and inspections, and monthly
steam cleaning/pressure washing
EA
3. Washing, sanding, priming, and painting bus shelter on an as-needed basis
EA
4. Steam-cleaning a bus shelter on an as-needed basis EA
5. Steam-cleaning a bus stop on an as-needed basis EA
LEGEND: EA=Each, HR=Hour, LF=Lineal Foot, LS=Lump Sum, MOS=Months, SF=Square Foot, SY=Square Yard, TON=Tonnage, WK=Weeks
The unit price bid shall include all materials, labor, sales, use, or other taxes applicable. $134.01
$134.01
$913.44
$ 48.36
$ 37.62
City Council Agenda Report
Meeting Date: June 16, 2026
Subject: Approval of Amendment No. 2 to the Professional Services Contract with MSW Consultants, Inc. for Solid Waste Consulting Services, Extending the Term Through June 30, 2029, and Increasing the Cumulative Not-to-Exceed Amount from $250,000 to $390,000 Presenter: Maged El-Rabaa, P.E., Director of Public Works Proposed Action: Motion to: (i) Approve the Attached Amendment No. 2 to the Professional Service Agreement with MSW Consultants, Inc., to Provide Solid Waste Consulting Services, Extending the Term Through June 30, 2029, and Increasing the Cumulative Not-to-Exceed Amount from $250,000 to $390,000; and (ii) Authorize the City Manager to Execute the Amendment
Environmental Impact: This action does not result in a potential project; and therefore, it is not subject to California Environmental Quality Act (CEQA) requirements Fiscal Impact: $140,000 is included in the proposed FY 2026-27 Budget under Account 01-52-6061. Appropriate funds will be budgeted in future fiscal years
Background:
MSW Consultants, Inc. has been supporting staff with solid waste consulting services since 2023 on topics related to the City’s solid waste program, including: advising on new legislation and regulatory requirements, preparing and submitting annual reports to CalRecycle, advising on industry best practices, and reviewing authorized hauler data reports. Prior to that, MSW provided the City asneeded solid waste consulting services, including in 2018, when MSW conducted a comprehensive citywide survey and evaluation related to the potential transition to an exclusive single-hauler franchise service model.
Discussion/Analysis:
MSW has provided valuable expertise and guidance in assisting the City with compliance-related solid waste matters in a quickly changing regulatory environment. These services rely heavily on experience and specialized knowledge of the solid waste industry, as well as MSW’s familiarity with the City’s existing solid waste service model and community considerations.
The attached Amendment extends the term of the Service Agreement from June 30, 2026, to June 30, 2029.
Public Works recommends continuing services with MSW Consultants to provide consistency, institutional knowledge, and ongoing support for current and upcoming solid waste initiatives, as well
as potential large programmatic changes within the next three years.
Options:
1. Motion to: (i) Approve the Attached Amendment No. 2 to the Professional Service Agreement with MSW Consultants, Inc., to Provide Solid Waste Consulting Services, Extending the Term Through June 30, 2029, and Increasing the Cumulative Not-to-Exceed Amount from $250,000 to $390,000; and (ii) Authorize the City Manager to Execute the Amendment; or
2. Provide further direction to staff.
Recommendation:
Option No. 1 - It is recommended that the City Council take the following action(s): (i) Approve the Attached Amendment No. 2 to the Professional Service Agreement with MSW Consultants, Inc., to Provide Solid Waste Consulting Services, Extending the Term Through June 30, 2029, and Increasing the Cumulative Not-to-Exceed Amount from $250,000 to $390,000; and (ii) Authorize the City Manager to Execute the Amendment
Attachments:
1. Amendment No. 2
AMENDMENT NO. 2
TO CITY OF LA CAÑADA FLINTRIDGE CONTRACT SERVICES AGREEMENT
FOR SOLID WASTE CONSULTING SERVICES
THIS AMENDMENT TO THE CONTRACT SERVICES AGREEMENT
(“Amendment No. 2”) by and between the CITY OF LA CAÑADA FLINTRIDGE (“City”) and MSW Consultants, Inc., a solid waste consulting firm (“Contractor”) is effective as of July 1, 2026.
RECITALS
A. City and Contractor entered into that certain Contract Services Agreement for Solid Waste Consulting Services (“Agreement”) whereby Contractor agreed to provide solid waste consulting services effective as of April 14, 2023.
B. On May 21, 2024, City and Consultant entered into Amendment No. 1 to increase the Contract Sum from $150,000.00 to $250,000.00.
C. The Contract is set to expire on June 30, 2026. Therefore, City and Contractor now desire to extend the term of the MOU for three years, expiring June 30, 2029.
TERMS
1. Contract Changes. The Agreement is amended as provided herein. Deleted text is indicated in strikethrough and added text in bold italics. a. Section 2.1 of the Agreement is amended to read:
“2.1. Contract Sum. For the services rendered pursuant to this Agreement Consultant shall be compensated in accordance with the “Schedule of Compensation” attached hereto as Exhibit “C” and incorporated herein by this reference, but not exceeding the maximum contract Agreement of $250,000 (Two Hundred Fifty Thousand Dollars) $390,000.00 (Three Hundred and Ninety Thousand Dollars) (“Contract Sum”).
Additional compensation shall be approved by the City Council by written amendment to this Agreement. Starting with Fiscal Year 2024-25, the hourly rates shall increase annually in accordance with the Los Angeles-Long Beach-Anaheim CPI for the previous calendar year, but in no event by more than 5% annually. In the event that the CPI for a particular year is negative, compensation shall remain at the then-current rates. When CPI rises above 0% again, the increase in rates shall be the sum of all applicable negative CPI rates and the new positive CPI. By way of example, if the Year One CPI is -1% and the Year Two CPI is 3%, the rate increase for Year Two will be 2%.”
b. Section 3.4 of the Agreement is amended to read:
“3.4. Term. Unless earlier termination in accordance with Article 7 of this Agreement, this agreement shall continue in full force and effect through June 30, 2026 June 30, 2029, except as otherwise provided otherwise in the Scheduled of Performance
01172.0001/875109.1 -2-
(Exhibit “D”). The City may, in its sole discretion, extend the term for up to three additional 3-year periods. “
c. Exhibit “C” and Exhibit “C-1” are hereby deleted in their entirety and replaced by the attached Exhibit “C”.
2. Continuing Effect of Agreement. Except as amended by this Amendment No. 2, all provisions of the Agreement shall remain unchanged and in full force and effect. From and after the date of this Amendment No. 2, whenever the term “Agreement” appears in the Agreement, it shall mean the Agreement, as amended by this Amendment No. 2 to the Agreement.
3. Affirmation of Agreement; Warranty Re Absence of Defaults. City and Contractor each ratify and reaffirm each and every one of the respective rights and obligations arising under the Agreement. Each party represents and warrants to the other that there have been no written or oral modifications to the Agreement other than as provided herein. Each party represents and warrants to the other that the Agreement is currently an effective, valid, and binding obligation.
Contractor represents and warrants to City that, as of the date of this Amendment No. 2, City is not in default of any material term of the Agreement and that there have been no events that, with the passing of time or the giving of notice, or both, would constitute a material default under the Agreement.
City represents and warrants to Contractor that, as of the date of this Amendment No. 2, Contractor is not in default of any material term of the Agreement and that there have been no events that, with the passing of time or the giving of notice, or both, would constitute a material default under the Agreement.
4. Adequate Consideration. The parties hereto irrevocably stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this Amendment No. 2.
5. Authority. The persons executing this Amendment No. 2 on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Amendment No. 2 on behalf of said party, (iii) by so executing this Amendment No. 2, such party is formally bound to the provisions of this Amendment No. 2, and (iv) the entering into this Amendment No. 2 does not violate any provision of any other agreement to which said party is bound.
[SIGNATURES ON FOLLOWING PAGE]
01172.0001/875109.1 -3-
IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 1 on the date and year first-above written.
CITY:
CITY OF LA CAÑADA FLINTRIDGE, a
municipal corporation
____________________________________
Daniel Jordan, City Manager
ATTEST:
_________________________________
Tania Garcia, City Clerk
APPROVED AS TO FORM:
ALESHIRE & WYNDER, LLP
_________________________________
Adrian Guerra, City Attorney
CONTRACTOR:
INSERT NAME
By: ________________________________
Name: David L. Davis
Title: President
By: ________________________________
Name: Chrisinda J. Davis
Title: CFO
Address: 41760 Ivy St #203
Murrieta, CA 92562
Two corporate officer signatures required when Contractor is a corporation, with one signature required from each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2) Secretary, any Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CONTRACTOR’S SIGNATURES
SHALL BE DULY NOTARIZED, AND APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS
MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR REGULATIONS APPLICABLE TO CONTRACTOR’S BUSINESS ENTITY.
01172.0001/875109.1
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
On __________, 2026 before me, ________________, personally appeared ________________, proved to me on the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) 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: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
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.
01172.0001/875109.1
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
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01172.0001/875109.1
EXHIBIT “C”
SCHEDULE OF COMPENSATION
PERSONNEL RATES THROUGH JUNE 30, 2027
Position Hourly Rate
Project Director $235
Project Manager $210
Project Analyst 3 (CPA) $190
Project Analyst 2 $175
Project Analyst 1 $165
I. Invoices shall be submitted by the 10th day of the month following the month in which services were performed.
II. The City will compensate Consultant for the Services performed upon submission of a valid invoice. Each invoice is to include:
A. Line items for all the work performed, the number of hours worked, and the hourly rate.
B. Line items for all materials and equipment properly charged to the Services.
C. Line items for all other approved reimbursable expenses claimed, with supporting documentation.
D. Line items for all approved subcontractor labor, supplies, equipment, materials, and travel properly charged to the Services.
III. The total compensation for the Services shall not exceed the Contract Sum as provided in Section 2.1 of this Agreement.
City Council Agenda Report
Meeting Date: June 16, 2026
Subject: Approval of a Cost Sharing Agreement with the Los Angeles Gateway Region Integrated Regional Water Management Joint Powers Authority (GWMA) for Toxic Pollutant Monitoring Pursuant to the Harbor Toxic Pollutants Total Maximum Daily Load (TMDL) Presenter: Maged El-Rabaa, P.E., Director of Public Works Proposed Action: Motion to: (i) Approve the Cost Sharing Agreement with the Los Angeles Gateway Region Integrated Regional Water Management Joint Powers Authority (GWMA) for a Total Not-to-Exceed Amount of $5,000 for Toxic Pollutant Monitoring Pursuant to the Harbor Toxic Pollutants Total Maximum Daily Load (TMDL); and (ii) Authorize the City Manager to Sign the Agreement subject to Approval as to Final Form by the City Attorney
Environmental Impact: This action does not result in a potential project; and therefore, it is not subject to California Environmental Quality Act (CEQA) requirements Fiscal Impact: Annual amounts for the 5-year agreement range from $900 to $1,000, for a total not-to-exceed amount of $5,000. Sufficient funds are included in the FY 2026-27 Proposed Budget in Account 01-53-6061 for FY 2026-27 expenses. Sufficient funds will be budgeted in subsequent fiscal years
Background:
In 2011, the California Regional Water Quality Control Board, Los Angeles Region, adopted the Dominguez Channel and Greater Los Angeles and Long Beach Harbors Total Maximum Daily Load (TMDL) for toxic pollutants to protect and improve water quality in the harbor areas. The TMDL requires cities and agencies with tributaries to the Los Angeles and/or San Gabriel Rivers to conduct monitoring for toxic pollutants. La Cañada Flintridge drains to the Los Angeles River and is therefore subject to the Harbor Toxic Pollutants TMDL.
The Harbor Toxic Pollutants TMDL compliance requirement is included in the City’s National Pollutant Discharge Elimination Systems Permit (NPDES Permit), along with incentives for NPDES permittees to work cooperatively in watershed monitoring efforts. To that end, in 2013, the City Council approved participation in the Upper Los Angeles River Enhanced Watershed Management Plan Group (ULAR Group), which created the Upper Los Angeles River Enhanced Watershed Management Plan (WMP) and the associated Coordinated Integrated Monitoring Plan (CIMP). The ULAR Group’s current CIMP approved by the Regional Board includes Harbor Toxic Pollutants TMDL monitoring.
Discussion/Analysis:
Toxic pollutant monitoring and the associated testing method require the installation of specialized monitoring equipment. To reduce costs, the Los Angeles Gateway Region Integrated Regional Water Management Joint Powers Authority (GWMA) has been the fiduciary agent for the installation of equipment and subsequent monitoring at three monitoring stations. All participants share the cost, responsibility, and testing results that are specific to their drainage area. Since 2015, the City of La Cañada Flintridge and other agencies have partnered with GWMA to share costs for the installation of monitoring equipment and to conduct ongoing monitoring as required by the Harbor Toxic Pollutants TMDL.
The current agreement expires on June 30, 2026, and staff recommends to extend it to June 30, 2031.
Options:
1. Motion to: (i) Approve the Cost Sharing Agreement with the Los Angeles Gateway Region Integrated Regional Water Management Joint Powers Authority (GWMA) for Toxic Pollutant Monitoring Pursuant to the Harbor Toxic Pollutants Total Maximum Daily Load (TMDL); and (ii) Authorize the City Manager to Sign the Agreement subject to Approval as to Final Form by the City Attorney; or
2. Provide further directions to staff.
Recommendation:
Option No. 1 - It is recommended that the City Council take the following action(s): (i) Approve the Cost Sharing Agreement with the Los Angeles Gateway Region Integrated Regional Water Management Joint Powers Authority (GWMA) for Toxic Pollutant Monitoring Pursuant to the Harbor Toxic Pollutants Total Maximum Daily Load (TMDL); and (ii) Authorize the City Manager to Sign the Agreement subject to Approval as to Final Form by the City Attorney.
Attachments:
1. Proposed Agreement
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AGREEMENT
BETWEEN THE LOS ANGELES GATEWAY REGION INTEGRATED REGIONAL
WATER MANAGEMENT JOINT POWERS AUTHORITY
AND THE
CITY OF LA CANADA FLINTRIDGE
FOR COST SHARING FOR THE INSTALLATION OF MONITORING EQUIPMENT
AND MONITORING PURSUANT TO THE HARBOR TOXIC POLLUTANTS TMDL This Agreement is made and entered into as of April 9, 2026 by and between the Los Angeles Gateway Region Integrated Regional Water Management Joint Powers Authority (“GWMA”), a California Joint Powers Authority, and the City of La Canada Flintridge, (the “Permittee”). The Permittee and the GWMA are collectively referred to as the “Parties.”
RECITALS
WHEREAS, the mission of the GWMA includes the equitable protection and management of water resources within its area;
WHEREAS, for the purposes of this Agreement, the term “MS4 Permittees” shall mean those public agencies that are co-permittees to a National Pollutant Discharge Elimination System Municipal Separate Storm Sewer System Permit (“MS4 Permit”) issued by the Los Angeles Regional Water Quality Control Board (“Regional Board”); WHEREAS, the United States Environmental Protection Agency established the Total Maximum Daily Loads (“TMDL”) for Toxic Pollutants on March 23, 2012, with the intent of protecting and improving water quality in the Dominguez Channel and the Greater Los Angeles and Long Beach Harbor Waters (“Harbor Toxic Pollutants TMDL”); WHEREAS, the Harbor Toxic Pollutants TMDL regulates certain discharges from National Pollutant Discharge Elimination System (“NPDES”) permit holders, requiring organization and cooperation among the MS4 Permittees;
WHEREAS, the Permittee manages, drains or conveys storm water into at least a portion of the Los Angeles River including its estuary or Coyote Creek or the San Gabriel River;
WHEREAS, various MS4 Permittees desire to achieve the objectives of the Harbor Toxic Pollutants TMDL by continuing to maintain the monitoring station in the Los Angeles River at Wardlow Road, monitoring station in the San Gabriel River near Spring Street, and monitoring station in the Coyote Creek, also near Spring Street and conducting monitoring at said monitoring stations (collectively “Monitoring Stations”) to ensure consistency with other regional monitoring programs and usability with other TMDL related studies;
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WHEREAS, continuing maintenance of the Monitoring Stations and future monitoring requires administrative coordination for the various MS4 Permittees that the GWMA can and is willing to provide;
WHEREAS, the Lower Los Angeles River Watershed Management Group and the Lower San Gabriel River Watershed Management Group have been formed pursuant to the MS4 Permit and oversee and manage the monitoring program for the Harbor Toxic Pollutants TMDL within their respective watersheds;
WHEREAS, the members of the GWMA are the Cities of Artesia, Bell, Bell Gardens, Bellflower, Cerritos, Commerce, Compton, Cudahy, Downey, Hawaiian Gardens, Huntington Park, La Mirada, Lakewood, Long Beach, Lynwood, Maywood, Montebello, Norwalk, Paramount, Pico Rivera, Santa Fe Springs, Signal Hill, South Gate, Vernon, Whittier, Water Replenishment District of Southern California, Central Basin Municipal Water District, and the Long Beach Water Department (“GWMA Members”); WHEREAS, because of the financial savings and benefits resulting from this costsharing arrangement, other MS4 Permittees that are not GWMA Members may request to participate in the cost sharing of the Monitoring Costs for the maintenance of the Monitoring Stations and the costs of monitoring conducted at the Monitoring Stations (collectively “Monitoring Costs”);
WHEREAS, the GWMA Board of Directors authorized the GWMA to enter into individual separate agreements with such individual MS4 Permittees (which shall not have voting rights in the GWMA) for the sole purpose of cost sharing the Monitoring Costs; WHEREAS, because GWMA Members already pay annual membership fees that pay for GWMA administrative costs, GWMA Members that participate in the cost share for the Monitoring Costs shall pay an administrative fee that is less than that the administrative fee charged to MS4 Permittees that are not GWMA Members; WHEREAS, certain private NPDES permit holders that are subject to the Harbor Toxic Pollutants TMDL have also expressed interest in participating in the cost share for the Monitoring Costs and procuring the monitoring data generated pursuant to this Agreement in order to satisfy their own permit obligations; WHEREAS, the current agreements that cover the cost share arrangements for the Monitoring Costs through fiscal year 2025-2026 will expire on June 30, 2026.
WHEREAS, it is currently unknown how many MS4 Permittees and private NPDES permit holders will ultimately participate in the cost sharing of the Monitoring Costs for fiscal years 2026-2027 through 2030-2031;
WHEREAS, depending on how many MS4 Permittees and private NPDES permit holders ultimately participate in the cost sharing for the Monitoring Costs, each participating Permittee’s annual cost share amount will be adjusted and the GWMA will notify each participating Permittee of its adjusted annual cost share amount in writing;
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WHEREAS, the Permittee desires to share in the Monitoring Costs; WHEREAS, the Parties have determined that authorizing GWMA to hire consultants as necessary to maintain the Monitoring Stations and conduct the monitoring required by the Harbor Toxic Pollutants TMDL will be beneficial to the Parties; WHEREAS, the Permittee agrees to pay: (a) its proportional share of the Monitoring Costs to be incurred by the GWMA in accordance with the Cost Sharing Formula reflected in Exhibit “A”; and (b) applicable administrative fees to cover administrative costs; and
WHEREAS, the role of the GWMA is to: (1) invoice and collect funds from the Permittee to cover its portion of the Monitoring Costs; and (2) hire and retain consultants to maintain Monitoring Stations and conduct monitoring at the Monitoring Stations.
NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth herein, the Parties do hereby agree as follows:
Section 1. Purpose. The purpose of this Agreement is for the Permittee to cost share in the Monitoring Costs.
Section 2. Cooperation. The Parties shall fully cooperate with one another to achieve the purposes of this Agreement.
Section 3. Voluntary Nature. The Parties voluntarily enter into this Agreement.
Section 4. Binding Effect. This Agreement shall become binding on GWMA and the Permittee.
Section 5. Term. This Agreement shall commence on July 1, 2026 and shall expire on June 30, 2031, unless terminated earlier pursuant to this Agreement.
Section 6. Role of the GWMA.
(a) The GWMA shall invoice and collect funds from the Permittee to cover the Monitoring Costs.
(b) The GWMA shall administer the consultants’ contracts for the Monitoring Costs. Provided the Permittee has paid all outstanding invoices to the GWMA to cover the Monitoring Costs and administrative costs, the GWMA will provide the Permittee with the monitoring data collected from the Monitoring Stations and any associated reports.
(c) The GWMA is authorized to, and may negotiate and enter into agreements with, and collect funds from general and individual NPDES permit holders, that are not MS4 Permittees, for cost-sharing the Monitoring Costs in order to reduce the total costs incurred by the MS4 Permittees.
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Section 7. Financial Terms.
(a) Annual Payment Amount. The Permittee shall pay no more than the following amounts for each of the five fiscal years (June 30-July 1) listed below (“Annual Payment Amount”):
Fiscal Year 2026-2027:
Seven Hundred Seventy-Nine Dollars and Seventeen Cents ($ 779.17) Fiscal Year 2027-2028:
Eight Hundred Ten Dollars and Thirty-Five Cents ($ 810.35) Fiscal Year 2028-2029:
Eight Hundred Forty-Two Dollars and Seventy-Five Cents ($ 842.75) Fiscal Year 2029-2030:
Eight Hundred Seventy-Six Dollars and Forty-Eight Cents ($ 876.48) Fiscal Year 2030-2031:
Nine Hundred Eleven Dollars and Fifty-Two Cents ($ 911.52) Each Annual Payment Amount includes the Permittee’s Cost Share Amount identified in Exhibit “A”, attached hereto and incorporated herein.
(b) Administrative Costs. In addition to the Annual Payment Amount, the Permittee shall also pay its proportional share of the GWMA’s staff time for hiring the consultants, managing the consultants’ contracts, and invoicing the Permittee and legal fees incurred by the GWMA in the performance of its duties under this Agreement (“Direct Costs”), and audit expenses and other overhead costs (“Indirect Costs”), referred to collectively herein as the “Administrative Costs Payment Amount”. The Administrative Costs Payment Amount will be added to the Permittee’s annual invoice to cover the Permittee’s share of the administrative costs.
i. GWMA Members. If the Permittee is a GWMA Member, then the Administrative Costs Payment Amount does not include the GWMA’s Indirect Costs, which GWMA Members absorb as part of their annual membership dues. The rate charged to GWMA Members in order to recover the Direct Costs portion of the Administrative Costs Payment Amount will range between zero percent (0%) and five percent (5%) of the of the Permittee’s Cost Share Amount identified in Exhibit “A.” On an annual basis the GWMA will evaluate the percentage rate charged to GWMA Members to ensure it adequately recovers the GWMA’s cost of performing its duties under this Agreement. Based on this review, the GWMA Board will establish the rate charged to recover its Direct Costs for the next fiscal year. The GWMA will provide the Permittee, through the respective Chairs of the Lower San Gabriel River and Lower Los Angeles River Watershed Management Groups, fifteen (15) days’ written notice prior to July 1st of the fiscal year in which a new rate will take effect.
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ii. Non-GWMA Members. If the Permittee is not a GWMA
Member, then the Administrative Costs Payment Amount will include the GWMA’s Indirect Costs. The rate charged to Non-GWMA Members in order to recover Direct Costs will range between five percent (5%) and ten percent (10%) of the Permittee’s Cost Share Amount identified in Exhibit “A.” The rate charged to Non-GWMA Members in order to recover Indirect Costs will range between two percent (2%) and five percent (5%) of the Permittee’s Cost Share Amount identified in Exhibit “A.” On an annual basis the GWMA will evaluate the percentage rates for both Direct and Indirect Costs charged to NonGWMA Members to ensure they adequately recover the GWMA’s cost of performing its duties under this MOU. Based on this review, the GWMA Board may increase or decrease the rates charged to recover its Direct and Indirect Costs for the next fiscal year. The GWMA will provide the Permittee, through the respective Chairs of the Lower San Gabriel River and Lower Los Angeles River Watershed Management Groups, fifteen (15) days’ written notice prior to July 1st of the fiscal year in which a new rate will take effect.
(c) Adjustment of Cost Share Based on Number of Participants. The Annual Payment Amount and the Administrative Costs Payment Amount identified in this Section 7 (“Financial Terms”) represent the maximum dollar amounts that the Permittee is required to submit to the GWMA, but may be reduced based on the final number of MS4 Permittees that participate in the cost sharing for the Monitoring Costs. (d) Reserve Credits. If the actual cost share amount plus administrative costs collected by GWMA from all participating permittees in the Harbor Toxic Pollutants TMDL program are less than the Annual Payment Amount, plus the Administrative Costs Payment Amount, paid by all permittees in a particular year, then the GWMA will notify the Chairs of the Lower San Gabriel River and Lower Los Angeles River Watershed Management Groups. The Chairs will direct GWMA on how to apply the excess balance, which may include carrying the balance over to cover permittee costs in one or more subsequent years. GWMA reserves the right to transfer funds from the excess balance to maintain a minimum balance of $10,000 in its account dedicated to the Harbor Toxic Pollutants TMDL program at all times, per GWMA’s Administrative Budget Policy.
Notwithstanding the forgoing, the Administrative Costs Payment Amount charged to nonGWMA Members for Indirect Costs will be retained by GWMA and is not subject to a credit.
(e) Funds remaining in the possession of the GWMA at the expiration or earlier termination of this MOU shall be promptly returned to the Permittee in proportion to the Cost Share Amount identified in Exhibit “A” or rolled over into the subsequent MOU for the Harbor Toxic Pollutants TMDL if requested by the Permittee. (f) The Permittee’s Annual Payment Amount and Administrative Costs Payment Amount for the 2026-2027 fiscal year are due upon execution of this Agreement, but in no event later than September 30, 2026. For each subsequent fiscal year, commencing with the 2027-2028 fiscal year, the GWMA shall submit annual invoices to the Permittee for the Annual Payment Amount and Administrative Costs Payment Amount. Upon receiving an invoice from GWMA, each Permittee shall pay the Annual
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Payment Amount and Administrative Costs Payment Amount set forth in the invoice to the GWMA within forty-five (45) days of receipt.
(g) The Permittee shall be delinquent if its invoiced payment is not received by the GWMA within forty-five (45) days after the invoice’s date. If the Permittee is delinquent, the GWMA will: 1) verbally contact the representative of the Permittee; and 2) submit a formal letter from the GWMA Executive Officer to the Permittee at the address listed in Section 11 of this Agreement. If payment is not received within sixty (60) days of the original invoice date, the GWMA may terminate this Agreement. However, no such termination may be ordered unless the GWMA first provides the Permittee with thirty (30) days written notice of its intent to terminate the Agreement. The terminated Permittee shall remain obligated to GWMA for its delinquent payments and any other obligations incurred prior to the date of termination. If the GWMA terminates this Agreement because the Permittee is delinquent in its payment, the Permittee shall no longer be entitled to the monitoring data collected from the Monitoring Stations. (h) Any delinquent payments by the Permittee shall accrue compound interest at the average rate of interest paid by the Local Agency Investment Fund during the time that the payment is delinquent.
Section 8. Independent Contractor.
(a) The GWMA is, and shall at all times remain, a wholly independent contractor for performance of the obligations described in this Agreement. The GWMA’s officers, officials, employees and agents shall at all times during the term of this Agreement be under the exclusive control of the GWMA. The Permittee cannot control the conduct of the GWMA or any of its officers, officials, employees or agents. The GWMA and its officers, officials, employees, and agents shall not be deemed to be employees of the Permittee.
(b) The GWMA is solely responsible for the payment of salaries, wages, other compensation, employment taxes, workers’ compensation, or similar taxes for its employees and consultants performing services hereunder.
Section 9. Indemnification and Warranty.
(a) The Permittee shall defend, indemnify and hold harmless the GWMA and its officers, employees, and other representatives and agents from and against any and all liabilities, actions, suits proceedings, claims, demands, losses, costs, and expenses, including legal costs and attorney’s fees, for injury to or death of person(s), for damage to property (including property owned by the GWMA) for negligent or intentional acts, errors and omissions committed by the Permittee or its officers, employees, and agents, arising out of or related to that Permittee’s performance under this Agreement, except for such loss as may be caused by GWMA’s negligence or that of its officers, employees, or other representatives and agents, excluding the consultant. (b) GWMA makes no guarantee or warranty that any monitoring data prepared by the consultants shall be approved by the relevant governmental authorities.
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GWMA shall have no liability to the Permittee for the negligent or intentional acts or omissions of GWMA’s consultants.
Section 10. Termination.
(a) The Permittee may terminate this Agreement for any reason, or no reason, by giving the GWMA prior written notice thereof, but the Permittee shall remain responsible for its entire Annual Payment Amount through the end of the current fiscal year during which Permittee terminates the Agreement and shall not be entitled any refund of any portion of said Annual Payment Amount. Moreover, unless the Permittee provides written notice of termination to the GWMA by February 15th immediately prior to a new fiscal year, the Permittee shall also be responsible for its Annual Payment Amount through the end of such new fiscal year (by way of example only, if the Permittee terminates on March 1st, 2027, the Permittee is responsible for the Annual Payment Amounts for both fiscal years 2026-2027 and 2027-2028. If the Permittee terminates on February 10, 2027, the Permittee is responsible for its Annual Payment Amount only for Fiscal year 2026-2027, not for fiscal year 2027-2028). If the Permittee terminates the Agreement, the Permittee shall remain liable for any loss, debt, or liability otherwise incurred through the end of the new fiscal year.
(b) The GWMA may, with a vote of the GWMA Board, terminate this Agreement upon not less than thirty (30) days written notice to the Permittee. Any remaining funds not due and payable or otherwise legally committed to Consultant shall be returned to the Permittee.
Section 11. Miscellaneous.
(a) Other NPDES Permit Holders. Individual or general NPDES permit holders who are not MS4 Permittees that receive Harbor Toxic Pollutants TMDL monitoring requirements in their NPDES permits may wish to participate in this cost share for the Monitoring Costs in order to receive the monitoring data collected from the Monitoring Stations. Upon receipt of a written request from an NPDES permit holder to participate in this cost share, the GWMA will either reject or accept the NPDES permit holder’s participation in the cost share arrangement. If accepted, the NPDES permit holder will enter into a separate cost share agreement with the GWMA that will require the NPDES permit holder to pay annually at least twenty-five thousand dollars ($25,000) (“Private Monitoring Fee”) for the Monitoring Costs, with an annual cost of living adjustment based on the CPI-All Urban Consumers for the Los Angeles Area as published by the U.S. Department of Labor, Bureau of Labor Statistics (or any successor thereto). The calculation shall be made using the immediate prior 12-month index ending in January. Failure to pay the Private Monitoring Fee by the date set forth in the cost share agreement will result in termination of the NPDES permit holder’s participant status.
An NPDES permit holder accepted as a participant will only be entitled to receive the monitoring data collected from the Monitoring Stations for any fiscal year in which the participant has paid its Private Monitoring Fee. The Private Monitoring Fee will be applied as a credit toward the Permittee’s Annual Payment Amount in proportion to the Permittee’s Cost Share Amount identified in Exhibit “A.”
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(b) Notices. All Notices which the Parties require or desire to give hereunder shall be in writing and shall be deemed given when delivered personally or three (3) days after mailing by registered or certified mail (return receipt requested) to the following address or as such other addresses as the Parties may from time to time designate by written notice in the aforesaid manner:
To GWMA:
Ms. Grace Kast
Executive Officer
16401 Paramount Boulevard
Paramount, CA 90723
To the Permittee:
City of La Canada Flintridge
1327 Foothill Blvd.
La Canada Flintridge, CA 91011
Attn: Jeannette Klein
(c) Amendment. The terms and provisions of this Agreement may not be amended, modified or waived, except by a written instrument signed by all Parties. (d) Waiver. Waiver by either the GWMA or the Permittee of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver, by the GWMA or the Permittee, to any breach of the provisions of this Agreement shall not constitute a waiver of any other provision or a waiver of any subsequent breach of any provision of this Agreement. (e) Law to Govern: Venue. This Agreement shall be interpreted, construed, and governed according to the laws of the State of California. In the event of litigation between the Parties, venue shall lie exclusively in the County of Los Angeles. (f) No Presumption in Drafting. The Parties to this Agreement agree that the general rule than an agreement is to be interpreted against the Party drafting it, or causing it to be prepared, shall not apply.
(g) Severability. If any term, provision, condition or covenant of this Agreement is declared or determined by any court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions of this Agreement shall not be affected thereby and this Agreement shall be read and construed without the invalid, void, or unenforceable provisions(s).
(h) Entire Agreement. This Agreement constitutes the entire agreement of the Parties with respect to the subject matter hereof and supersedes all prior or contemporaneous agreements, whether written or oral, with respect thereto.
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(i) Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be an original, but all of which taken together shall constitute but one and the same instrument, provided, however, that such counterparts shall have been delivered to all Parties to this Agreement. (j) Legal Representation. All Parties have been represented by counsel in the preparation and negotiation of this Agreement. Accordingly, this Agreement shall be construed according to its fair language.
(k) Authority to Execute this Agreement. The person or persons executing this Agreement on behalf of Permittee warrants and represents that he or she has the authority to execute this Agreement on behalf of the Permittee and has the authority to bind Permittee.
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IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed on their behalf, respectively, as follows:
DATE: _______________ LOS ANGELES GATEWAY REGION
INTEGRATED REGIONAL WATER
MANAGEMENT JOINT POWERS
AUTHORITY
________________________________
GWMA Chair
DATE: _______________ PERMITTEE
CITY OF LA CANADA FLINTRIDGE
Signature
Print Name
Print Title
12664/0001/3227079-1
EXHIBIT “A”
COST SHARE MATRIX
ATTACHED
City Council Agenda Report
Meeting Date: June 16, 2026
Subject: Approval and Delegation of Authority to City Manager to Execute a Task Order, for a Not-to-Exceed Amount of $123,500, to Willdan Engineering to Provide National Pollutant Discharge Elimination System (NPDES) Consulting Services, for Fiscal Year 2026-27 Presenter: Maged El-Rabaa, P.E., Director of Public Works Proposed Action: Motion to: (i) Approve the Attached Fee Proposal from Willdan Engineering to Provide National Pollutant Discharge Elimination System (NPDES) Consulting Services, for a Not-to-Exceed Amount of $123,500, for Fiscal Year 2026-27; and (ii) Authorize the City Manager to Execute the Task Order in the Amount of $123,500
Environmental Impact: This action does not result in a potential project; and therefore, it is not subject to California Environmental Quality Act (CEQA) requirements Fiscal Impact: $123,500 is included in the FY 2026-27 Budget Proposal in Measure W account 18-00-6061
Background:
Willdan Engineering, who is one of the approved On-Call Civil Engineering consultants, supports Public Works staff with highly technical expertise related to the City’s NPDES permit and various requirements that result from it, including: implementing programs within the Enhanced Watershed Management Plan (EWMP) and monitoring the results of the Coordinated Integrated Monitoring Plan (CIMP); preparation of annual NPDES and Regional Water Quality Control Board reports; outfall and trash generation monitoring; Measure W funding assistance; and performing commercial and industrial inspection services in the City. Willdan also attends NPDES and Measure W-related meetings on the City’s behalf and shares the cost for routine meetings with two other cities, which means that only one-third of these costs are charged to the City.
Discussion/Analysis:
The attached Fee Proposal submitted by Willdan for NPDES consulting services (Attachment 1) maintains current FY 2025-26 rates and includes a line item for the Trash Monitoring Program by performing a Daily Generation Rate (DGR) study (Attachment 2). The DGR Study is an NPDES permit requirement pertaining to the Los Angeles River Trash Total Maximum Daily Load (TMDL) and measures the amount of trash generated in sample residential and commercial catch basins over a one-month period that would otherwise flow into stormwater runoff streams.
NPDES consulting services are an eligible expense for Measure W and sufficient funds are included in the FY 2026-27 Proposed Budget. It should be noted that the proposal also includes direct program costs (non-consulting costs) in the amount of $48,491; these costs are included in the FY
2026-27 Proposed Budget in the Storm Water/NPDES Program.
Public Works recommend extending the consulting services performed by Willdan Engineering to assist the City with the National Pollutant Discharge Elimination System (NPDES) requirements in the amount of $123,500 for FY 2026-27.
Options:
1. Motion to: (i) Approve the Attached Fee Proposal from Willdan Engineering to Provide National Pollutant Discharge Elimination System (NPDES) Consulting Services, for a Not-to-Exceed Amount of $123,500, for Fiscal Year 2026-27; and (ii) Authorize the City Manager to Execute the Task Order in the Amount of $123,500; or
2. Provide further directions to staff.
Recommendation:
Option No. 1 - It is recommended that the City Council take the following action(s): (i) Approve the Attached Fee Proposal from Willdan Engineering to Provide National Pollutant Discharge Elimination System (NPDES) Consulting Services, for a Not-to-Exceed Amount of $123,500, for Fiscal Year 2026-27 and (ii) Authorize the City Manager to Execute the Task Order in the Amount of $123,500.
Attachments:
1. Willdan Fee Proposal, NPDES and ULAR Consulting Services
2. Willdan Fee Proposal, Trash Daily Generation Rate (DGR) Study
May 4, 2026
Mr. Maged El-Rabaa
Director of Public Works
City of La Cañada Flintridge
One Civic Center Drive
La Cañada Flintridge, CA 91011
Subject: Fiscal Year 2026-2027 Professional Consulting Services for General NPDES Compliance Services, and Upper Los Angeles River Watershed Management Group Representation
Dear Mr. El-Rabaa:
Willdan Engineering (Willdan) appreciates this opportunity to present this proposal to assist the City of La Cañada Flintridge to comply with National Pollutant Discharge Elimination System (NPDES) programs, and to represent its interest in the Upper Los Angeles River Watershed Management Group (Group).
The following is how we see our involvement for the Fiscal Year:
SCOPE OF SERVICES
1. MS4 Permit Compliance – Pursuant to Order No. R4-2021-0105, Willdan shall provide services at the specific request of the City. This may include, but not limited to, assistance with discharge prohibitions, effluent and receiving water limitations, monitoring and reporting program requirements, and Storm Water Management Program Minimum Control Measure requirements of Part VIII. as detailed in the following:
a. Progressive Enforcement Policy – Investigation of facilities and maintenance of records to bring facilities within the City into compliance within a given time period; b. Public Information and Public Participation Program – Development of a residential outreach program, distribution of educational materials to facilities that are potential sources of pollution, youth education and outreach, and development and maintenance of the City’s stormwater website; c. Industrial and Commercial Facilities Program – Inspection and tracking of industrial and commercial facilities and assurance of effective implementation of Best Management Practices (BMPs);
City of La Cañada Flintridge
May 4, 2026
d. Construction Program – Inspection and tracking of construction activities, including enforcement of construction BMPs, Erosion and Sediment Control Plan maintenance, and plan check review;
e. Public Agency Activities – Inspection of City-owned facilities to ensure potential pollutant sources are effectively managed and the prevention of non-storm water discharges, site-specific BMPs, routine preventive maintenance of the MS4, and perform annual training for employees and contractors to improve awareness of and compliance with stormwater pollution BMPs; and,
f. Illicit Discharge Detection and Elimination (IDDE) Program – Investigate and document all reported and observed IDDEs and conduct follow-up inspections as necessary. Provide IDDE training for all municipal staff who may come into contact with or observe an IDDE as part of routine duties.
2. Representation in the Group – Willdan will represent the interests of the City in the Group, which includes the following:
a. Work and meeting representation conducted in accordance with the Coordinated Integrated Monitoring Program (CIMP) and Watershed Management Program (WMP) implementation Memorandum of Understanding (MOU). b. The development and implementation of City-specific monitoring programs. For assurance of appropriate responsibility and cost-allocation of the City’s ongoing CIMP participation with the Group, it may be necessary to consider additional monitoring. Should this need arise, Willdan shall provide recommendations for the City to consider.
3. General NPDES Services – As needed, Willdan will provide assistance with any NPDES program derived from the Federal Clean Water Act (CWA).
COMPENSATION
Based on our experience with the NPDES program, and knowledge of the City, we have prepared a Fiscal Year 2026/2027 budget for the City, included herein as Exhibit A.
Willdan shall perform the above-mentioned Scope of Services for an amount not-toexceed $113,500 on a time-and-material fee based on hourly rates provided in Exhibit B.
Please indicate the City’s approval and authorization to proceed by either printing out and signing two originals and returning one hard copy original to our office, or by scanning one signed original and returning it by e-mail.
City of La Cañada Flintridge
May 4, 2026
Thank you for giving us the opportunity to assist the City of La Cañada Flintridge. If you have any questions, please contact Ms. Kelsey Reed at (818) 383-3092.
Respectfully submitted, Approved and Authorized to proceed by:
WILLDAN ENGINEERING CITY OF LA CAÑADA FLINTRIDGE
Jonathan Mitchell, PE _________________________________ Director - Engineering Signature
___________________________________
Date
Enclosures
910005/WW.00.30/P26-152_28319
Q1/Q2 Q3/Q4 Total Revenue
$ 400,000 $ 400,000
Shared
Cost2
Import
ance
70%1 30%1 Q1/Q2 Q3/Q4 Total Cost
5 $ 10,250 $ 10,250 $ 20,500
Yes 4 $ 5,000 $ 6,500 $ 11,500
$ 14,500 $ 15,000 $ 29,500
PIPP Yes 3 $ 1,500 $ 1,500
Development Planning 4 5 $ 8,250 $ 5,750
Development Construction 2 $ 750 $ 750
Training Yes 4 $ 1,000
Public Agency Activities 3 $ 1,000 $ 1,000
Illicit Connection/Discharge 5 $ 1,500 $ 1,500
Commercial/Industrial 5 5 $ 1,500 $ 3,500
5 $ 7,500 $ 4,000 $ 11,500
5 $ 10,920 $ 10,920
$ -
$ -
ULAR CIMP/WMP Implementation* 7 5 $ 34,752 $ 34,752
Watershed Meeting Yes 5 $ 2,500 $ 2,500 $ 5,000
Document Review Yes 4 $ 2,500 $ 2,500
WMP Projects8 $ -
$ -
5 $ 1,000 $ 1,000
3 $ 8,000 $ 12,000 $ 20,000
5 $ 10,000 $ 10,000
5 $ 1,820 $ 1,820
5 $ 7,000 $ 6,000 $ 13,000
$ 123,500
$ 48,491
$ 171,991
* Denotes direct program cost paid to an agency/organization. 1Per the Safe, Clean Water (SCW) Program Elements Section V.B., a "Municipality must spend at least 70% of their Municipal Program funds annually on new Projects, which also includes O&M of infrastructure Projects built to comply with the 2012 Los Angeles MS4 Permit or 2014 Long Beach MS4 Permit [and subsequent permits thereafter], so long as the Project complies with Municipal Program requirements. Up to 30% of a Municipality’s Municipal Program funds may be used to pay for SCW Program-eligible activities commenced before the election date of the SCW Program tax." 2 Indicates a shared cost among two or more clients.
3 Italicized subcosts are a summation of the total MCM cost. 4Considers post-construction BMP inspections to be coordinated and performed during FY 2026/27. Inspections are due once every two years. 5As-needed commercial facility inspections. Next round of inspections due Spring 2028. Includes inspection and coordination for JPL Facility (industrial) in Spring 2027. 6Based on FY 2025/26 fee schedule. A new fee schedule has not been adopted as of March 2026. 7ULAR CIMP/WIMP Implementation Agreement and Cost Share not yet released - a 5% increase has been applied to the FY2025/26 cost share for the FY2026/27 estimate for budget purposes.
8WMP implementation costs not included in budget. The projected structural BMP cost milestones are $280,000 by 2026, $8.31M by 2028, $450,000 by 2032, and $86.64M by 2036/2037. Values have been updated per the Revised WMP. 9Harbor Toxics TMDL Agreement and Cost Share not yet released - a 5% increase has been applied to the FY2025/26 cost share for the FY2026/27 estimate for budget purposes. 10Represents catch basin cleanout costs associated with the DGR Study. Fee subject to increase per quote. 11Includes as-needed Measure W tasks and guidance (annual plan, annual report, audit, review of transfer agreement), grant applications, participation in IRWM, etc.) Trash Monitoring Program Catch Basin
Funding Assistance11
Recommended Consultant Services
Direct Program Costs*
Overall TOTAL Expense Estimate
Special Projects/Programs
Harbor Toxics TMDL*9
City Specific Outfall Monitoring
Trash Monitoring Program (DGR Study)
Annual Report
Annual NPDES Permit Fee*6
Watershed Management Group
Upper Los Angeles River Watershed
Program General
Program Management
Permit Meetings and Workshops
Permit Programs (MCMs)3
Measure W Anticipated Municipal Return1
Anticipated Expenses
Measure W Funding
City of La Cañada Flintridge, NPDES & TMDL Program Management Budget Projections
Print Date 3/30/2026
FY 26/27
Anticipated Revenue
Restricted Revenue
EXHIBIT B
May 4, 2026
Mr. Maged El-Rabaa
Director of Public Works
City of La Cañada Flintridge
One Civic Center Drive
La Cañada Flintridge, CA 91011
Subject: Fiscal Year 2026/2027 Professional Consulting Services Implementation of the Annual Trash Daily Generation Rate Study Dear Mr. El-Rabaa:
Willdan Engineering (Willdan) appreciates this opportunity to present this proposal to assist the City of La Cañada Flintridge to comply with National Pollutant Discharge Elimination System (NPDES) programs requirements pertaining to the Los Angeles River Trash Total Maximum Daily Load (TMDL). On July 3, 2019, the Los Angeles Regional Water Quality Control Board (Regional Board) authorized the City’s compliance with this TMDL through an annual demonstration of a Daily Generation Rate Study (DGR Study). The following details our approach to this DGR Study.
SCOPE OF SERVICE
As the City is restricted to full capture equivalency due to sump and substandard conditions, the City has been implementing a combination of full capture devices, partial capture devices, and institutional control measures. Going forward, the City will be implementing a Daily Generation Rate (DGR) Study beginning August 2019, and carried out annually, to comply with the LA River Trash TMDL final effluent limitation. The purpose of the DGR Study, as described in IV.B.3.b.ii of the 2021 Regional MS4 Permit, states “a Permittee shall demonstrate compliance by calculating its annual trash discharge and comparing this estimate to applicable interim and/or final effluent limitations. To calculate the annual trash discharge, the Permittee shall conduct a study to determine how much trash is accumulating within its jurisdiction between storm events to calculate a Daily Generation Rate (DGR)”. The study development is based on the requirements described in IV.3.b.ii of the 2021 Regional MS4 Permit.
The City has the option to request approval from the Regional Board Executive Officer to reduce the frequency of the DGR Study. However, previously the City has preferred to continue the DGR Study and not request this approval. Should the City not want to request this approval, the City will continue to implement the DGR Study during FY 2026/27 as follows:
DGR Study
Areas selected for inclusion in the DGR Study are made up of diverse land uses representative of the City’s overall land use composition. The City total jurisdictional size is 5,523.2 acres. The below table illustrates the land use and representative area breakdown in terms of acreage (Table 2). For the purposes of this study, all other land uses in the City are not relevant and not representative of the City’s overall use and activities. The City’s area zoned for industrial use was not selected for the purposes of this study. The City’s main industrial site is the Jet Propulsion
City of La Cañada Flintridge
May 4, 2026
Laboratory (JPL) at the east side of the City. JPL is not accessible to the public as it is a private facility with private roads and access gates. Additionally, the City does not believe the industrial land use is representative of the common use of the City as a whole. The land area will be a key component of the DGR calculations described in Discharge Calculation section of this proposal.
Land Use Total Land Use Acreage Representative Area
Acreage
Commercial 104.6 7.9
Single-Family Residential 3,154.87 47
Multi-Family Residential 28.1 8.6
Open Space/Recreation 248.9 149.95
Table 2. Relevant Land Use Area
Figure 1. City jurisdictional boundary with representative DGR study areas.
City of La Cañada Flintridge
May 4, 2026
Method
The DGR Study will be conducted within representative areas of specific land uses within the City.
Land uses selected are commercial, single family residential, multi-family residential, and open space/recreation. Street sweeping is conducted daily on Foothill Boulevard and surrounding commercial areas between the hours of 2:00 am to 5:00 am. All other streets in the City are swept weekly. The following maps depict the representative land use study areas and DGR Study corresponding collection routes. Collection routes are defined as City right-of-way within a specific representative, in which trash will be collected and measured for calculations described in the DGR Study section above.
Figure 2: The representative commercial area covers 7.9 acres of a total 104.6 land use acres. The DGR Study collection will be conducted along Foothill Boulevard and Gould Avenue.
City of La Cañada Flintridge
May 4, 2026
Figure 3. The representative single-family residential area covers 47 acres of a total 3,154.87 land use acres. The DGR Study collection will be conducted along La Cañada Boulevard.
City of La Cañada Flintridge
May 4, 2026
Figure 4. The representative multi-family residential area covers 8.6 acres of a total 28.1 land use acres. The DGR Study collection will be conducted along La Cañada Crest Drive.
Figure 5. The representative Open Space and Recreation area covers 149.9 acres of a total 248.9 land use acres. The DGR Study collection will be conducted along Descanso Drive.
City of La Cañada Flintridge
May 4, 2026
The DGR Study is to be conducted once per week from August 1 to August 30, a 30-day period.
Prior to August 1st, catch basins located in each study area will be cleared of existing debris.
Once per week during the 30-day period, staff will survey the entirety of the collection routes in the study area for trash. Trash will be collected in each representative area, recorded for quantity, type, and estimated weight using a digital hanging scale, and then properly disposed of. Following the 30-day period, catch basins will once again be cleared of debris that accumulated during the study. Staff will be present during the clean-out to record the quantity, type, and estimated weight of trash removed.
Discharge Calculation
The DGR will be calculated as the total amount of trash collected during the study period divided by the length of the collection period as depicted below.
DGR = (Amount of trash collected during a 30-day collection period) / (30 days) A mass balance equation will be used to estimate the amount of trash discharged during a storm event. The Storm Event Trash Discharge for a given rain event in the City’s drainage area will be calculated by multiplying the number of days since the last street sweeping by the DGR and subtracting the amount of trash recovered in catch basins. For each day of a storm event that generates precipitation greater than 0.25 inch, the City will calculate the Storm Event Discharge as depicted below.
Storm Event Trash Discharge = [(Days since last street sweeping*DGR)] – [Amount of trash recovered from catch basins]
The sum of the Storm Event Discharges for the storm year will be the City’s annual trash discharge.
Total Storm Year Trash Discharge = ∑Storm Event Trash Discharges from Drainage Area
The information collected and calculated above for the storm year, October 1 to September 30, will be reported in the annual report for the preceding fiscal year. Data will be entered into the appropriate spreadsheets in addition to the full and partial capture device inventory. The first DGR Study was conducted August 2019 and reported annually thereafter in the MS4 annual report.
City of La Cañada Flintridge
May 4, 2026
COMPENSATION
Willdan shall perform the Study detailed above for a lump sum fee of $10,000.
Please indicate the City’s approval and authorization to proceed by either printing out and signing two originals and returning one hard copy original to our office, or by scanning one signed original and returning it by e-mail.
Thank you for giving us the opportunity to assist the City of La Cañada Flintridge. If you have any questions, please contact Ms. Kelsey Reed at (818) 383-3092.
Respectfully submitted, Approved and Authorized to proceed by:
WILLDAN ENGINEERING CITY OF LA CAÑADA FLINTRIDGE
Jonathan Mitchell, PE __________________________________ Director - Engineering Signature
___________________________________
Date
910005/WW.00.30/P26-153_28320
City Council Agenda Report
Meeting Date: June 16, 2026
Subject: Approval and Delegation of Authority to City Manager to Execute a Task Order, for a Not-To-Exceed Amount of $190,000, to Willdan Engineering to Provide Traffic Engineering Services, for Fiscal Year 2026-27
Presenter: Maged El-Rabaa, P.E., Director of Public Works Proposed Action: Motion to: (i) Approve the Attached Fee Proposal from Willdan Engineering, for a Not-To-Exceed Amount of $190,000, to Provide Traffic Engineering Services, for Fiscal Year 2026-27; and (ii) Authorize the City Manager to Execute Task Order in the Amount of $190,000
Environmental Impact: This action does not result in a potential project; and therefore, it is not subject to California Environmental Quality Act (CEQA) requirements Fiscal Impact: $190,000 is included in the FY 2026-27 Budget Proposal in Account 01-43-6061
Background:
Willdan Engineering, who is one of the approved On-Call Civil Engineering consultants, provides traffic engineering services through the City’s Traffic Engineer contracted position. Traffic Engineering services require the Traffic Engineer to address various issues, including: traffic analyses related to regional and neighborhood traffic patterns, speed surveys and speed calming recommendations, review of traffic control plans, parking restriction recommendations, and evaluating other traffic issues as they arise. The Traffic Engineer also provides expertise on traffic signals, street lighting, and traffic signage and striping.
Discussion/Analysis:
The Traffic Engineer position is one of the most relied upon contracted positions in the City. The contracted position consists of one Traffic Engineer with City office hours up to two days per week and attendance at meetings of the Public Works and Traffic Commission once a month and City Council on an as-needed basis. The Traffic Engineer is available by telephone and/or e-mail on an as-needed basis in addition to his regular office hours. Although the traffic engineering needs are varied, the demand for traffic engineering services is, and continues to be, significant.
While traffic engineering studies and analysis are not proprietary to a consultant, staff recognizes the significant amount of time it will take to regain the institutional knowledge that is lost by changing consultants. Staff is very satisfied with the level of service being provided by Willdan Engineering for traffic engineering services.
The attached Fee Proposal submitted by Willdan for traffic engineering services maintains the current FY 2025-26 hourly rate of $190 per hour for the Traffic Engineering position, which is less than the current billable rate for this position at Willdan.
Public Works recommends extending the traffic engineering services provided by Willdan Engineering in the amount of $190,000 for FY 2026-27.
Options:
1. Motion to: (i) Approve the Attached Fee Proposal from Willdan Engineering, for a Not-To-Exceed Amount of $190,000, to Provide Traffic Engineering Services, for Fiscal Year 2026-27; and (ii) Authorize the City Manager to Execute Task Order in the Amount of $190,000, or;
2. Provide directions to staff.
Recommendation:
Option No. 1 - It is recommended that the City Council take the following action(s): (i) Approve the Attached Fee Proposal from Willdan Engineering, for a Not-To-Exceed Amount of $190,000, to Provide Traffic Engineering Services, for Fiscal Year 2026-27; and (ii) Authorize the City Manager to Execute Task Order in the Amount of $190,000
Attachments:
1. Proposal from Willdan for Traffic Engineering, dated May 28, 2026
May 28, 2026
Mr. Maged El- Rabaa
Director of Public Works
City of La Cañada Flintridge
1 Civic Center Drive
La Cañada Flintridge, CA 91011
Subject: Professional Services Agreement for Traffic Engineering Services FY 2026-2027 Dear Mr. El-Rabaa:
Per your request, we are pleased to submit this proposal to continue providing traffic engineering services for the City of La Cañada Flintridge in accordance with the Agreement between the City and Willdan. The contract amount will remain at $190,000.
We further agree to the terms and conditions of the agreement, with a Schedule of Hourly Rates (attached) for additional engineering services as requested by the City. Compensation for Mr.
Farhad Iranitalab, PE, TE, Traffic Engineer, will be charged at the reduced rate of $195 per hour, as an exception to the current Schedule of Hourly Rates attached to this letter. This reduced rate includes all costs incurred by Mr. Iranitalab in the performance of this assignment.
We agree to continue all insurance coverage and other terms of the new Agreement, uninterrupted, subject to written authorization by the City.
Please indicate the City’s approval and authorization to proceed by either printing out and signing two originals and returning one hard copy original to our office, or by scanning one signed original and returning it by email.
Thank you for the opportunity to be of continuing service to the City of La Cañada Flintridge.
Should you have any questions regarding this proposal, please contact Mr. Jeffrey Lau by phone at (562) 364-8526 or by email at [email protected].
Respectfully submitted, Approval and Authorization to Proceed By:
WILLDAN ENGINEERING CITY OF LA CANADA FLINTRIDGE
Jeffrey Lau, PE, TE
Deputy Director Signature
Date
910005/WW.00.60/P26-181_28391
WILLDAN ENGINEERING
Schedule of Hourly Rates
For Fiscal Year 2026-2027
Compensation for Mr. Farhad Iranitalab, PE, TE, Traffic Engineer, will be charged at the reduced rate of $195 per hour, as an exception to the Schedule of Hourly Rates. The reduced rate includes all costs incurred by Mr. Iranitalab in the performance of the services.
City Council Agenda Report
Meeting Date: June 16, 2026
Subject: Approve and Accept the Work by Paveco Construction, Inc., for the 2026 Miscellaneous Pavement Repairs Improvements Project (CIP 31- 2604; Contract 25/26-02) For a Final Contract Cost of $56,534.65 Presenter: Maged El-Rabaa, P.E., Director of Public Works Proposed Action: Motion to: (i) Approve and Accept the Work by Paveco Construction, Inc., for the 2026 Miscellaneous Pavement Repairs Improvements Project, (CIP 31-2604; Contract 25/26-02) for a Final Contract Cost of $56,534.65; and (ii) Direct the City Clerk to File a Notice of Completion with the Los Angeles County Registrar Office
Environmental Impact: A Notice of Exemption was filed with the Los Angeles County Registrar Office on January 27, 2026
Fiscal Impact: The FY 2025-26 Budget included $50,000 in Account 31-00-7000, Project No. 2604, and $14,000 in Account 31-00-7000, Project No. 2412, for the total amount of $64,000 to finance the construction costs of the Project. The Final Contract Cost is $56,534.65
Background:
On January 20, 2026, the City Council took the following action(s): (i) approved a budget amendment in the amount of $14,000, increasing the Project Budget to $64,000; (ii) awarded the construction contract to Paveco Construction, Inc. in the amount of $51,150.00 and included $12,850 for contingencies for a total construction cost of $64,000; (iii) authorized the City Manager to execute the contract agreement; and (iv) authorized the City Manager to execute any change orders up to $12,850 each.
Discussion/Analysis:
The general scope of work consisted of saw-cutting the pavement, removing asphalt, base, and dirt, and cold plane; compacting and backfilling with one-sack cement slurry to 6 inches below the surface; placing steel plates as needed; constructing asphalt concrete pavement; and restoring striping.
Construction started on March 31, 2026, and the work was substantially completed on April 21, 2026. Contractor completed all punch list items and final documentation on May 22, 2026. The Final Contract Cost is $56,534.65, as shown in the table below:
Description Amount
Total Allocated Budget $64,000.00
Construction Costs
- Original Contract Amount $51,150.00
- Change Orders $ 9,448.75
- Bid Quantities Adjustment ($ 4,064.10)
Final Contract Cost $56,534.65
Options:
1. Motion to: (i) Approve and Accept the Work by Paveco Construction, Inc., for the 2026 Miscellaneous Pavement Repairs Improvements Project, (CIP 31-2604; Contract 25/26-02) for a Final Contract Cost of $56,534.65; and (ii) Direct the City Clerk to File a Notice of Completion with the Los Angeles County Registrar Office; or
2. Provide further directions to staff.
Recommendation:
Option No. 1 - It is recommended that the City Council take the following action(s): (i) Approve and Accept the Work by Paveco Construction, Inc., for the 2026 Miscellaneous Pavement Repairs Improvements Project, (CIP 31-2604; Contract 25/26-02) for a Final Contract Cost of $54,534.65; and (ii) Direct the City Clerk to File a Notice of Completion with the Los Angeles County Registrar Office.
Attachments:
1. Notice of Completion
RECORDING REQUESTED BY:
TANIA GARCIA, CITY CLERK
CITY OF LA CAÑADA FLINTRIDGE
ONE CIVIC CENTER DRIVE
LA CAÑADA FLINTRIDGE, CA 91011-2137
WHEN RECORDED MAIL TO:
TANIA GARCIA, CITY CLERK
CITY OF LA CAÑADA FLINTRIDGE
ONE CIVIC CENTER DRIVE
LA CAÑADA FLINTRIDGE, CA 91011-2137
SPACE ABOVE THIS LINE RESERVED FOR RECORDER’S USE
NOTICE OF COMPLETION
Notice pursuant to Civil Code Section 3093, must be filed within 10 days after completion.
Notice is hereby given that:
1. The undersigned is owner or corporate officer of the owner of the interest or estate stated below in the property hereinafter described:
2. The full name of the owner is CITY OF LA CAÑADA FLINTRIDGE________________________________________________________
3. The full address of the owner is ONE CIVIC CENTER DRIVE, LA CAÑADA FLINTRIDGE, CALIFORNIA 91011________________
4. The nature of the interest or estate of the owner is: (i.e., In Fee.)______In Fee___________________________________________
5. A work of improvement on the property hereinafter described was completed on May 22, 2026 . The work done was:
2026 Miscellaneous Pavement Repairs Improvements Project, Contract 25/26-02 __
6. The name of the contractor, if any, for such work of improvement was Paveco Construction, Inc., 5049 Bleecker Street, Baldwin Park, CA 91706 January 20, 2026 ____ _ (IF NO CONTRACTOR FOR WORK OF IMPROVEMENT AS A WHOLE, INSERT NONE) (DATE OF CONTRACT)
7. The property on which said work of improvement was completed is in the City of LA CAÑADA FLINTRIDGE____________________ County of LOS ANGELES , State of CALIFORNIA _____, and is described as follows:
2026 Miscellaneous Pavement Repairs Improvements Project, Contract 25/26-02 __
8. The street address of said property is _ Various Streets Within City’s Limits ______ (IF NO STREET ADDRESS HAS BEEN OFFICIALLY ASSIGNED, INSERT "NONE") CITY OF LA CAÑADA FLINTRIDGE
Dated: June 16, 2026 _________ ___________________________________________________________ (SIGNATURE OF OWNER OR CORPORATE OFFICER OF OWNER NAMED IN PARAGRAPH 2 OR HIS AGENT) Daniel Jordan, City Manager
VERIFICATION
I, Maged El-Rabaa, the undersigned, say: I am the Director of Public Works the declarant of the foregoing notice of completion. I have read said notice of completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury that the foregoing is true and correct.
Executed on June 16, 2026___ , at _____________________LA CAÑADA FLINTRIDGE, CALIFORNIA__________________ _________________________________________________________________________________________________________________ (PERSONAL SIGNATURE OF THE INDIVIDUAL WHO IS SWEARING THAT THE CONTENTS OF THE NOTICE OF COMPLETION ARE TRUE)
City Council Agenda Report
Meeting Date: June 16, 2026
Subject: Approve and Accept the Work by DBX, Inc., for the Traffic Signal Improvements at Foothill Boulevard and Oakwood Avenue Project (CIP 31-2107; Contract 23/24-15) For a Final Contract Cost of $1,071,228.33
Presenter: Maged El-Rabaa, P.E., Director of Public Works Proposed Action: Motion to: (i) Approve and Accept the Work by DBX, Inc., For the Traffic Signal Improvements at Foothill Boulevard and Oakwood Avenue Project (CIP 31-2107; Contract 23/24-15) For a Final Contract Cost of $1,071,228.33; and (ii) Direct the City Clerk to File a Notice of Completion with the Los Angeles County Registrar Office Environmental Impact: A Notice of Exemption was filed with the Los Angeles County Registrar Office on February 11, 2025
Fiscal Impact: $470,500 and $729,500 were included in the FY 2024-25 and the FY 2025-06 budgets, respectively, for a total amount of $1,200,000, in Account 31-00-7000, Project Number 2107, to finance the construction costs of the Project. The Final Contract Cost is $1,071,228.33 Background:
On January 21, 2025, the City Council took the following action(s): (i) approved the Plans and Specifications; (ii) approved a budget amendment in the amount of $470,500 increasing the Project Budget to $1,200,000; (iii) awarded the construction contract to DBX, Inc. in the amount of $1,041,950 and included $158,050 for contingencies for a total construction cost of $1,200,000; (iv) authorized the City Manager to execute the contract agreement; and (v) authorized the City Manager to execute any change orders up to $25,000 each provided such change orders do not exceed the total budget of the Project.
Discussion/Analysis:
The scope of work consisted of removal and installation of new traffic signal equipment; removal and installation of a new electrical pedestal and rewiring the intersection; removal and replacement of ADA curb ramps, sidewalk, and curb and gutter; removal and replacement of asphalt concrete pavement; removal and replacement of existing decorative crosswalk; signage and striping modification.
On February 24, 2025, a Notice to Proceed was issued to the Contractor for the procurement of the long lead traffic signal materials. Contractor received all materials in November 2025, after which a Notice to Proceed for Construction was issued to the Contractor on December 16, 2025.
Construction started on January 12, 2026, and the work was substantially completed on April 30, 2026. Contractor completed all punch list items and final documentation on May 6, 2026. The Final Contract Cost is $1,071,228.33, as shown in the table below:
Description Total
Total Allocated Budget $1,200,000.00
Construction Costs
Original Contract Amount $1,041,950.00
- Change Orders (1-4) $ 43,273.33
- Bid Quantities Adjustment ($ 13,995.00)
Final Contract Cost $1,071,228.33
Options:
1. Motion to: (i) Approve and Accept the Work by DBX, Inc., For the Traffic Signal Improvements at Foothill Boulevard and Oakwood Boulevard Project (CIP 31-2107; Contract 23/24-15) For a Final Contract Cost of $1,071,228.33; and (ii) Direct the City Clerk to File a Notice of Completion with the Los Angeles County Registrar Office; or
2. Provide further directions to staff.
Recommendation:
Option No. 1 - It is recommended that the City Council take the following action(s): (i) Approve and Accept the Work by DBX, Inc., For the Traffic Signal Improvements at Foothill Boulevard and Oakwood Boulevard (CIP 31-2107; Contract 23/24-15) Project for a Final Contract Cost of $1,071,228.33; and (ii) Direct the City Clerk to File a Notice of Completion with the Los Angeles County Registrar Office.
Attachments:
1. Notice of Completion
RECORDING REQUESTED BY:
TANIA GARCIA, CITY CLERK
CITY OF LA CAÑADA FLINTRIDGE
ONE CIVIC CENTER DRIVE
LA CAÑADA FLINTRIDGE, CA 91011-2137
WHEN RECORDED MAIL TO:
TANIA GARCIA, CITY CLERK
CITY OF LA CAÑADA FLINTRIDGE
ONE CIVIC CENTER DRIVE
LA CAÑADA FLINTRIDGE, CA 91011-2137
SPACE ABOVE THIS LINE RESERVED FOR RECORDER’S USE
NOTICE OF COMPLETION
Notice pursuant to Civil Code Section 3093, must be filed within 10 days after completion.
Notice is hereby given that:
1. The undersigned is owner or corporate officer of the owner of the interest or estate stated below in the property hereinafter described:
2. The full name of the owner is CITY OF LA CAÑADA FLINTRIDGE________________________________________________________
3. The full address of the owner is ONE CIVIC CENTER DRIVE, LA CAÑADA FLINTRIDGE, CALIFORNIA 91011________________
4. The nature of the interest or estate of the owner is: (i.e., In Fee.)______In Fee___________________________________________
5. A work of improvement on the property hereinafter described was completed on May 6, 2026 . The work done was:
___ _ Traffic Signal Improvements at Foothill Boulevard and Oakwood Avenue Project, Contract 23/24-15 _____
6. The name of the contractor, if any, for such work of improvement was DBX, Inc., 42024 Avenida Alvarado, STE A, Temecula, CA 92590 January 21, 2025 ___ __ (IF NO CONTRACTOR FOR WORK OF IMPROVEMENT AS A WHOLE, INSERT NONE) (DATE OF CONTRACT)
7. The property on which said work of improvement was completed is in the City of LA CAÑADA FLINTRIDGE____________________ County of LOS ANGELES , State of CALIFORNIA _____, and is described as follows:
Traffic Signal Improvements at Foothill Boulevard and Oakwood Avenue Project, Contract 23/24-15 __ _
8. The street address of said property is Foothill Boulevard and Oakwood Avenue _ (IF NO STREET ADDRESS HAS BEEN OFFICIALLY ASSIGNED, INSERT "NONE") CITY OF LA CAÑADA FLINTRIDGE
Dated: June 16, 2026 _________ ___________________________________________________________ (SIGNATURE OF OWNER OR CORPORATE OFFICER OF OWNER NAMED IN PARAGRAPH 2 OR HIS AGENT) Daniel Jordan, City Manager
VERIFICATION
I, Maged El-Rabaa, the undersigned, say: I am the Director of Public Works the declarant of the foregoing notice of completion. I have read said notice of completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury that the foregoing is true and correct.
Executed on June 16, 2026___ , at _____________________LA CAÑADA FLINTRIDGE, CALIFORNIA__________________ _________________________________________________________________________________________________________________ (PERSONAL SIGNATURE OF THE INDIVIDUAL WHO IS SWEARING THAT THE CONTENTS OF THE NOTICE OF COMPLETION ARE TRUE)
City Council Agenda Report
Meeting Date: June 16, 2026
Subject: Approve and Accept the Work by PTM General Engineering Services, Inc., for the Traffic Signal Improvements at Foothill Boulevard and Viro Road Project (CIP 31-2404; Contract 23/24-5) For a Final Contract Cost of $626,282.62
Presenter: Maged El-Rabaa, P.E., Director of Public Works Proposed Action: Motion to: (i) Approve and Accept the Work by PTM General Engineering Services, Inc., for the Traffic Signal Improvements at Foothill Boulevard and Viro Road Project (CIP 31-2404; Contract 23/24-5) For a Final Contract Cost of $626,282.62; and (ii) Direct the City Clerk to File a Notice of Completion with the Los Angeles County Registrar Office
Environmental Impact: A Notice of Exemption was filed with the Los Angeles County Registrar Office on December 23, 2024
Fiscal Impact: $350,000 and $310,000 were included in the FY 2024-25 and the FY 2025-26 budgets, respectively, for a total amount of $660,000, in Account 31-00-7000, Project Number 2404, to finance the construction costs of the Project. The Final Contract Cost is $626,282.62 Background:
On December 17, 2024, the City Council took the following action(s): (i) approved a budget amendment in the amount of $310,000, increasing the Project Budget to $660,000; (ii) approved the plans and specifications; (iii) awarded the construction contract to PTM General Engineering Services, Inc. in the amount of $581,018 and included $58,982 for contingencies for a total construction cost of $640,000; (iv) authorized the City Manager to execute the contract agreement; and (v) authorized the City Manager to execute any change orders up to $25,000 each provided such change orders do not exceed the total budget of the Project.
Discussion/Analysis:
The scope of work consisted of removal and installation of new traffic signal equipment; removal and installation of a new electrical pedestal and rewiring the intersection; removal and replacement of ADA curb ramps, sidewalk, and curb and gutter; drainage improvements; removal and replacement of asphalt concrete pavement; signage and striping modification.
On January 23, 2025, a Notice to Proceed was issued to the Contractor for the procurement of the long lead traffic signal materials. Contractor received all materials in November 2025, after which a Notice to Proceed for Construction was issued to the Contractor on December 12, 2025.
Construction started on January 12, 2026, and the work was substantially completed on April 30, 2026. Contractor completed all punch list items and final documentation on May 18, 2026. The Final Contract Cost is $626,282.62, as shown in the table below:
Description Amount
Total Allocated Budget $660,000.00
Construction Costs
- Original Contract Bid Amount $581,018.00
- Change Orders (1-3) $ 45,264.62
Final Contract Cost $626,282.62
Options:
1. Motion to: (i) Approve and Accept the Work by PTM General Engineering Services, Inc., for the Traffic Signal Improvements at Foothill Boulevard and Viro Road Project (CIP 31-2404; Contract 23/24-5) For a Final Contract Cost of $626,282.62; and (ii) Direct the City Clerk to File a Notice of Completion with the Los Angeles County Registrar Office; or
2. Provide further directions to staff.
Recommendation:
Option No. 1 - It is recommended that the City Council take the following action(s): (i) Approve and Accept the Work by PTM General Engineering Services, Inc., for the Traffic Signal Improvements at Foothill Boulevard and Viro Road Project (CIP 31-2404; Contract 23/24-5) For a Final Contract Cost of $626,282.62; and (ii) Direct the City Clerk to File a Notice of Completion with the Los Angeles County Registrar Office.
Attachments:
1. Notice of Completion
RECORDING REQUESTED BY:
TANIA GARCIA, CITY CLERK
CITY OF LA CAÑADA FLINTRIDGE
ONE CIVIC CENTER DRIVE
LA CAÑADA FLINTRIDGE, CA 91011-2137
WHEN RECORDED MAIL TO:
TANIA GARCIA, CITY CLERK
CITY OF LA CAÑADA FLINTRIDGE
ONE CIVIC CENTER DRIVE
LA CAÑADA FLINTRIDGE, CA 91011-2137
SPACE ABOVE THIS LINE RESERVED FOR RECORDER’S USE
NOTICE OF COMPLETION
Notice pursuant to Civil Code Section 3093, must be filed within 10 days after completion.
Notice is hereby given that:
1. The undersigned is owner or corporate officer of the owner of the interest or estate stated below in the property hereinafter described:
2. The full name of the owner is CITY OF LA CAÑADA FLINTRIDGE________________________________________________________
3. The full address of the owner is ONE CIVIC CENTER DRIVE, LA CAÑADA FLINTRIDGE, CALIFORNIA 91011________________
4. The nature of the interest or estate of the owner is: (i.e., In Fee.)______In Fee___________________________________________
5. A work of improvement on the property hereinafter described was completed on May 18, 2026 . The work done was:
___ _ Traffic Signal Improvements at Foothill Boulevard and Viro Road Project, Contract 23/24-5______ _____
6. The name of the contractor, if any, for such work of improvement was PTM General Engineering Services, Inc., 5942 Acorn Street, Riverside, CA 92504 December 17, 2024 ______ (IF NO CONTRACTOR FOR WORK OF IMPROVEMENT AS A WHOLE, INSERT NONE) (DATE OF CONTRACT)
7. The property on which said work of improvement was completed is in the City of LA CAÑADA FLINTRIDGE____________________ County of LOS ANGELES , State of CALIFORNIA _____, and is described as follows:
Traffic Signal Improvements at Foothill Boulevard and Viro Road Project, Contract 23/24-5 ______ ___
8. The street address of said property is Foothill Boulevard and Viro Road _ (IF NO STREET ADDRESS HAS BEEN OFFICIALLY ASSIGNED, INSERT "NONE") CITY OF LA CAÑADA FLINTRIDGE
Dated: June 16, 2026 _________ ___________________________________________________________ (SIGNATURE OF OWNER OR CORPORATE OFFICER OF OWNER NAMED IN PARAGRAPH 2 OR HIS AGENT) Daniel Jordan, City Manager
VERIFICATION
I, Maged El-Rabaa, the undersigned, say: I am the Director of Public Works the declarant of the foregoing notice of completion. I have read said notice of completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury that the foregoing is true and correct.
Executed on June 16, 2026___ , at _____________________LA CAÑADA FLINTRIDGE, CALIFORNIA__________________ _________________________________________________________________________________________________________________ (PERSONAL SIGNATURE OF THE INDIVIDUAL WHO IS SWEARING THAT THE CONTENTS OF THE NOTICE OF COMPLETION ARE TRUE)
City Council Agenda Report
Meeting Date: June 16, 2026
Subject: Approve and Accept the Work by J&S Striping Company, Inc., for the Oakwood Avenue Safety Improvements Project, (CIP 31-2607; Contract 25/26-4)
Presenter: Maged El-Rabaa, P.E., Director of Public Works Proposed Action: Motion to: (i) Approve and Accept the Work by J&S Striping Company, Inc., for the Oakwood Avenue Safety Improvements Project, (CIP 31- 2607; Contract 25/26-4) for a Final Contract Cost of $50,876.00; and (ii) Direct the City Clerk to File a Notice of Completion with the Los Angeles County Registrar Office
Environmental Impact: A Notice of Exemption was filed with the Los Angeles County Registrar Office on April 14, 2026
Fiscal Impact: The FY 2025-26 Budget includes $100,000 in Account 31-00-7000, Project Number 2607, for the Project. The Final Contract Cost is $50,876.00
Background:
On January 13, 2026, staff solicited bids from four bidders in accordance with the City’s Procurement Policy - Alternative Bidding Procedures for Construction of Public Projects Under the California Uniform Public Construction Cost Accounting Act (CUPCCAA) since the cost of the Project is estimated to be less than $75,000. The following three bids were received on January 27, 2026:
Bidders Base Bid
1. J&S Striping Co, Inc. $50,876.00
2. WGJ Enterprises, Inc. dba PCI $51,895.00
3. Superior Pavement Markings, LLC. $92,788.00
Engineer's Estimate $64,375.00
The bid of $50,876.00 submitted by J&S Striping Co, Inc. was the lowest responsive bid from a
responsible bidder. The California State Contractor’s License Board has verified the low bidder’s license to be current, active and in good standing.
Discussion/Analysis:
The scope of work consisted of removal of conflicting striping, installation of traffic striping, markings, raised pavement markers, using Thermoplastic, curb painting, and installation of Radar Speed Feedback Sign Assembly and rumble strips.
Construction started on March 23, 2026, and the work was substantially completed on March 31, 2026. Contractor completed all punch list items and final documentation on May 8, 2026.
The Final Contract Cost is $50,876.00, as shown in the table below:
Description Amount
Total Allocated Budget $
100,000.00
Construction Costs
- Original Contract Amount $ 50,876.00
- Change Orders $ 0.00
Final Contract Construction Cost $ 50,876.00
Options:
1. Motion to: (i) Approve and Accept the Work by J&S Striping Company, Inc., for the Oakwood Avenue Safety Improvements Project, (CIP 31-2607; Contract 25/26-4) for a Final Contract Cost of $50,876.00; and (ii) Direct the City Clerk to File a Notice of Completion with the Los Angeles County Registrar Office; or
2. Provide further directions to staff.
Recommendation:
Option No. 1 - It is recommended that the City Council take the following action(s): (i) Approve and Accept the Work by J&S Striping Company, Inc., for the Oakwood Avenue Safety Improvements Project, (CIP 31-2607; Contract 25/26-4) for a Final Contract Cost of $50,876.00; and (ii) Direct the City Clerk to File a Notice of Completion with the Los Angeles County Registrar Office.
Attachments:
1. Notice of Completion
RECORDING REQUESTED BY:
TANIA GARCIA, CITY CLERK
CITY OF LA CAÑADA FLINTRIDGE
ONE CIVIC CENTER DRIVE
LA CAÑADA FLINTRIDGE, CA 91011-2137
WHEN RECORDED MAIL TO:
TANIA GARCIA, CITY CLERK
CITY OF LA CAÑADA FLINTRIDGE
ONE CIVIC CENTER DRIVE
LA CAÑADA FLINTRIDGE, CA 91011-2137
SPACE ABOVE THIS LINE RESERVED FOR RECORDER’S USE
NOTICE OF COMPLETION
Notice pursuant to Civil Code Section 3093, must be filed within 10 days after completion.
Notice is hereby given that:
1. The undersigned is owner or corporate officer of the owner of the interest or estate stated below in the property hereinafter described:
2. The full name of the owner is CITY OF LA CAÑADA FLINTRIDGE________________________________________________________
3. The full address of the owner is ONE CIVIC CENTER DRIVE, LA CAÑADA FLINTRIDGE, CALIFORNIA 91011________________
4. The nature of the interest or estate of the owner is: (i.e., In Fee.)______In Fee___________________________________________
5. A work of improvement on the property hereinafter described was completed on May 8, 2026 . The work done was:
Oakwood Avenue Operational Safety Improvements Project, Contract 25/26-4 __
6. The name of the contractor, if any, for such work of improvement was J&S Striping Company, Inc., 1544 South Vineyard Avenue, Ontario, CA 91761 February 4, 2026 _____ _ (IF NO CONTRACTOR FOR WORK OF IMPROVEMENT AS A WHOLE, INSERT NONE) (DATE OF CONTRACT)
7. The property on which said work of improvement was completed is in the City of LA CAÑADA FLINTRIDGE____________________ County of LOS ANGELES , State of CALIFORNIA _____, and is described as follows:
Oakwood Avenue Operational Safety Improvements Project, Contract 25/26-4 _
8. The street address of said property is _on Oakwood Avenue from about 50 feet south of Houseman Street to Hook Tree Road and on Lynnhaven Lane from Walmar Avenue to Oakwood Avenue ___ (IF NO STREET ADDRESS HAS BEEN OFFICIALLY ASSIGNED, INSERT "NONE") CITY OF LA CAÑADA FLINTRIDGE
Dated: June 16, 2026 _________ ___________________________________________________________ (SIGNATURE OF OWNER OR CORPORATE OFFICER OF OWNER NAMED IN PARAGRAPH 2 OR HIS AGENT) Daniel Jordan, City Manager
VERIFICATION
I, Maged El-Rabaa, the undersigned, say: I am the Director of Public Works the declarant of the foregoing notice of completion. I have read said notice of completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury that the foregoing is true and correct.
Executed on June 16, 2026 ___ , at _____________________LA CAÑADA FLINTRIDGE, CALIFORNIA__________________ _________________________________________________________________________________________________________________ (PERSONAL SIGNATURE OF THE INDIVIDUAL WHO IS SWEARING THAT THE CONTENTS OF THE NOTICE OF COMPLETION ARE TRUE)
City Council Agenda Report
Meeting Date: June 16, 2026
Subject: Approve and Accept the Work by PTM General Engineering Services, Inc., for the Traffic Signal Improvements at Verdugo Boulevard and Descanso Drive/Alta Canyada Road Project (CIP 31-2210; Contract 22/23-3) For a Final Contract Cost of $768,996.56
Presenter: Maged El-Rabaa, P.E., Director of Public Works Proposed Action: Motion to: (i) Approve and Accept the Work by PTM General Engineering Services, Inc., for the Traffic Signal Improvements at Verdugo Boulevard and Descanso Drive/Alta Canyada Road Project (CIP 31-2210; Contract 22/23-3) For a Final Contract Cost of $768,996.56; and (ii) Direct the City Clerk to File a Notice of Completion with the Los Angeles County Registrar Office Environmental Impact: A Notice of Exemption was filed with the Los Angeles County Registrar Office on December 26, 2024
Fiscal Impact: The FY 2024-25 Budget included $273,750 in Account 07-00-4416, Project Number 2423b, and $299,960 in Account 31-00-7000, Project No. 2210, and the FY 2025-26 Budget included $251,290 in Account 31-00-7000, Project No. 2210, for a total amount of $825,000, to finance the construction costs of the Project. The Final Contract Cost is $768,996.56
Background:
On December 3, 2024, the City Council took the following action(s): (i) approved a budget amendment in the amount of $251,290, increasing the Project Budget to $825,000; (ii) approved the plans and specifications; (iii) awarded the construction contract to PTM General Engineering Services, Inc. in the amount of $737,037 and included $87,963 for contingencies for a total construction cost of $825,000; (iv) authorized the City Manager to execute the contract agreement; and (v) authorized the City Manager to execute any change orders up to $25,000 each provided such change orders do not exceed the total budget of the Project.
Discussion/Analysis:
The scope of work consisted of removal and installation of new traffic signal equipment; removal and installation of a new electrical pedestal and rewiring the intersection; removal and replacement of ADA curb ramps, sidewalk, and curb and gutter; installation of a new traffic signal at the existing pedestrian crosswalk at Verdugo Boulevard and Cherry Canyon Trail; removal and replacement of asphalt concrete pavement; signage; and striping modification.
On December 23, 2024, a Notice to Proceed was issued to the Contractor for the procurement of the long lead traffic signal materials. Contractor received all materials in August 2025, after which a Notice to Proceed for Construction was issued to the Contractor on September 23, 2025.
Construction started on September 29, 2025, and the work was substantially completed on March 12, 2026. Contractor completed all punch list items and final documentation on May 11, 2026. The Final Contract Cost is $768,996.56, as shown in the table below:
Description Amount
Total Allocated Budget $825,000.00
Construction Costs
- Original Contract Amount $737,037.00
- Change Orders (1-3) $ 26,785.16
- Bid Quantities Adjustment $ 5,174.40
Final Contract Cost $768,996.56
Options:
1. Motion to: (i) Approve and Accept the Work by PTM General Engineering Services, Inc., for the Traffic Signal Improvements at Verdugo Boulevard and Descanso Drive/Alta Canyada Road Project, (CIP 31-2210; Contract 22/23-3) for a Final Contract Cost of $768,996.56; and (ii) Direct the City Clerk to File a Notice of Completion with the Los Angeles County Registrar Office; or
2. Provide further directions to staff.
Recommendation:
Option No. 1 - It is recommended that the City Council take the following action(s): (i) Approve and Accept the Work by PTM General Engineering Services, Inc., for the Traffic Signal Improvements at Verdugo Boulevard and Descanso Drive/Alta Canyada Road Project, (CIP 31-2210; Contract 22/23- 3) for a Final Contract Cost of $768,996.56; and (ii) Direct the City Clerk to File a Notice of Completion with the Los Angeles County Registrar Office.
Attachments:
1. Notice of Completion
RECORDING REQUESTED BY:
TANIA GARCIA, CITY CLERK
CITY OF LA CAÑADA FLINTRIDGE
ONE CIVIC CENTER DRIVE
LA CAÑADA FLINTRIDGE, CA 91011-2137
WHEN RECORDED MAIL TO:
TANIA GARCIA, CITY CLERK
CITY OF LA CAÑADA FLINTRIDGE
ONE CIVIC CENTER DRIVE
LA CAÑADA FLINTRIDGE, CA 91011-2137
SPACE ABOVE THIS LINE RESERVED FOR RECORDER’S USE
NOTICE OF COMPLETION
Notice pursuant to Civil Code Section 3093, must be filed within 10 days after completion.
Notice is hereby given that:
1. The undersigned is owner or corporate officer of the owner of the interest or estate stated below in the property hereinafter described:
2. The full name of the owner is CITY OF LA CAÑADA FLINTRIDGE________________________________________________________
3. The full address of the owner is ONE CIVIC CENTER DRIVE, LA CAÑADA FLINTRIDGE, CALIFORNIA 91011________________
4. The nature of the interest or estate of the owner is: (i.e., In Fee.)______In Fee___________________________________________
5. A work of improvement on the property hereinafter described was completed on May 11, 2026 . The work done was:
Traffic Signal Improvements at Verdugo Boulevard and Descanso Drive/Alta Canyon Road Project, Contract 22/23-3 __
6. The name of the contractor, if any, for such work of improvement was PTM General Engineering Services, Inc., 5942 Acorn Street, Riverside, CA 92504 December 3, 2024 ______ (IF NO CONTRACTOR FOR WORK OF IMPROVEMENT AS A WHOLE, INSERT NONE) (DATE OF CONTRACT)
7. The property on which said work of improvement was completed is in the City of LA CAÑADA FLINTRIDGE____________________ County of LOS ANGELES , State of CALIFORNIA _____, and is described as follows:
Traffic Signal Improvements at Verdugo Boulevard and Descanso Drive/Alta Canyon Road Project, Contract 22/23-3 _
8. The street address of said property is _ Verdugo Boulevard and Descanso Drive/Alta Canyon Road_______________ __ (IF NO STREET ADDRESS HAS BEEN OFFICIALLY ASSIGNED, INSERT "NONE") CITY OF LA CAÑADA FLINTRIDGE
Dated: June 16, 2026 _________ ___________________________________________________________ (SIGNATURE OF OWNER OR CORPORATE OFFICER OF OWNER NAMED IN PARAGRAPH 2 OR HIS AGENT) Daniel Jordan, City Manager
VERIFICATION
I, Maged El-Rabaa, the undersigned, say: I am the Director of Public Works the declarant of the foregoing notice of completion. I have read said notice of completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury that the foregoing is true and correct.
Executed on June 16, 2026 ___ , at _____________________LA CAÑADA FLINTRIDGE, CALIFORNIA__________________ _________________________________________________________________________________________________________________ (PERSONAL SIGNATURE OF THE INDIVIDUAL WHO IS SWEARING THAT THE CONTENTS OF THE NOTICE OF COMPLETION ARE TRUE)
City Council Agenda Report
Meeting Date: June 16, 2026
Subject: Adoption of a Resolution Authorizing the Proposed FY 2026-27 SB 1 Road Repair and Accountability Act Funds for the FY 2026-27 Annual Citywide Street Resurfacing Program
Presenter: Maged El-Rabaa, P.E., Director of Public Works Proposed Action: Adopt the Attached Resolution No. 26-XX Authorizing the Proposed FY 2026-27 SB 1 Road Repair and Accountability Act Funds for the FY 2026-27 Annual Citywide Street Resurfacing Program
Environmental Impact: An environmental finding will be considered at the time of approval of the Project
Fiscal Impact: Estimated $576,350 in Senate Bill 1 Funds Background:
Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017, was passed by the California State Legislature and signed into law in April 2017. The stated purpose of SB 1 is to address transportation funding shortfalls statewide. Over the next decade, SB 1 is expected to increase funding for local road maintenance by $1.5 billion statewide. SB 1 includes accountability and transparency provisions intended to ensure taxpayers are aware of the projects proposed for funding and which projects have been completed each fiscal year. Prior to receiving an allotment of SB 1 funds, local agencies must submit to the California Transportation Commission a list of projects proposed to be funded using proceeds from SB 1. The legislation also requires the list of proposed projects to be approved by the City Council by resolution.
Discussion/Analysis:
It is estimated that the City of La Cañada Flintridge’s SB 1 allocation for FY 2026-27 will be $576,350. Staff proposes to use these funds to finance a portion of the FY 2026-27 Annual Citywide Street Resurfacing Program. SB 1 includes a maintenance of effort (MOE) requirement. For a local agency to receive SB 1 funds, it must maintain general fund spending for road maintenance at no less than the annual average of 2009-10, 2010-11 and 2011-12. Based on amounts spent in those three years, the MOE for La Cañada Flintridge has been calculated as $2,800,000 for FY 2026-27.
The MOE includes all street maintenance related expenses beyond street resurfacing.
The SB 1 funds will be utilized to fund a portion of the FY 2026-27 Annual Citywide Street Resurfacing Program. Construction is scheduled to begin in Fall 2026 and be completed in Spring 2027. The estimated useful life of the improvements is 15-20 years. The program will include the resurfacing of the following street segments, totaling 2.47 miles, with a total estimated cost of $2.41 million, pending final budget approval and adoption:
Table 1. Street Resurfacing Segments, FY 2026-27
Street From To Length
(mile)
Starlight Crest Drive Burning Tree Dr Gleneagle Place 0.64 Gleneagle Place Starlight Crest Dr Cul-De-Sac 0.08
Patagonia Drive Castle Road Cul-De-Sac 0.07
Ocean View Blvd Foothill Blvd Cross Street 0.26
Earlmont Avenue Fairmount Ave Alta Canyada Rd 0.57
Cross Street Ocean View Blvd Castle Road 0.20
Georgian Road Commonwealth Ave Woodleigh Lane 0.28
Conle Way Ocean View Blvd Cul-De-Sac 0.11
Leir Drive Conle Way Cul-De-Sac 0.07
Saranne Street Ocean View Blvd Cul-De-Sac 0.03
Matley Road Cross Street Cul-De-Sac 0.08
Castle Lane Foothill Blvd Castle Road 0.08
The above list of streets was developed based on the 2023 Pavement Management System Road condition evaluation performed by the County of Los Angeles Department of Public Works. This ensures that the SB1 funds are being used on the most high-priority and cost-effective street segments.
Options:
1. Adopt the Attached Resolution No. 26-XX Authorizing the Proposed FY 2026-27 SB 1 Road Repair and Accountability Act Funds for the FY 2026-27 Annual Citywide Street Resurfacing Program; or
2. Provide further directions to staff.
Recommendation:
Option No. 1 - It is recommended that the City Council take the following action(s): (i) Adopt the attached Resolution No. 26-XX authorizing the proposed FY 2026-27 SB 1 Road Repair and Accountability Act Funds for the FY 2026-27 Annual Citywide Street Resurfacing Program.
Attachments:
1. Resolution No. 26-XX
CITY OF LA CAÑADA FLINTRIDGE
RESOLUTION NO. 26-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA
CAÑADA FLINTRIDGE, CALIFORNIA, APPROVING THE PROJECT
TO BE FUNDED UNDER SB 1: THE ROAD REPAIR AND
ACCOUNTABILITY ACT TO BE INCLUDED IN THE FISCAL YEAR
2026-27 BUDGET
WHEREAS, Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017), was passed by the legislature and signed into law by the Governor in April 2017 to address the significant multi-modal transportation funding shortfalls statewide; and
WHEREAS, SB 1 includes accountability and transparency provisions that will ensure that the residents of the City of La Cañada Flintridge (“City”) are aware of the projects proposed for use of this funding in our community and which projects have been completed each fiscal year; and
WHEREAS, the City must adopt a list of all projects proposed to receive funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1, in the City’s budget, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and WHEREAS, the City will receive an estimated $576,350 in SB1 funding in Fiscal Year 2025-26; and
WHEREAS, this is the tenth year in which the City is receiving SB 1 funding thereby enabling the City to continue essential road maintenance and rehabilitation projects, safety improvements, repairing aging bridges, and increasing access and mobility options for the traveling public that would not have otherwise been possible without SB 1; and WHEREAS, the City will implement a robust public process to ensure public input into our community’s transportation priorities/the project list; and WHEREAS, the City uses a Pavement Management System to develop the list of streets to be resurfaced to ensure that SB 1 project revenues are being used on the most high-priority and cost-effective projects; and
WHEREAS, the funding from SB 1 will help the City maintain and rehabilitate approximately 2.47 miles of roads listed in this Resolution this year; and WHEREAS, the 2023 Pavement Condition Report prepared by the Los Angeles County Public Works Department found that, on average, the City’s streets and roads are in a “good” condition; and
WHEREAS, this SB1 RMRA revenue will help rehabilitate and maintain the overall quality of our roads; and
WHEREAS, the SB 1 funded project and overall investment in our local streets and roads infrastructure, with a focus on rehabilitation, maintenance and safety, will have significant positive benefits both locally and statewide.
NOW, THEREFORE, the City Council of the City of La Cañada Flintridge does hereby resolve as follows:
1. The foregoing recitals are true and correct.
2. The proposed FY 2026-27 Citywide Street Resurfacing Program is scheduled to begin in Fall 2026 and to be completed in Spring 2027. The project will incorporate the resurfacing of the following street segments, totaling 2.47 miles, for a useful life of 15-20 years to be funded in-part with FY 2026-27 Road Repair and Accountability Act revenues:
Street From To Length
(mile)
Starlight Crest Drive Burning Tree Dr Gleneagle Place 0.64 Gleneagle Place Starlight Crest Dr Cul-De-Sac 0.08
Patagonia Drive Castle Road Cul-De-Sac 0.07
Ocean View Blvd Foothill Blvd Cross Street 0.26
Earlmont Avenue Fairmount Ave Alta Canyada Rd 0.57
Cross Street Ocean View Blvd Castle Road 0.20
Georgian Road Commonwealth Ave Woodleigh Lane 0.28
Conle Way Ocean View Blvd Cul-De-Sac 0.11
Leir Drive Conle Way Cul-De-Sac 0.07
Saranne Street Ocean View Blvd Cul-De-Sac 0.03
Matley Road Cross Street Cul-De-Sac 0.08
Castle Lane Foothill Blvd Castle Road 0.08
PASSED, APPROVED and ADOPTED this ___ day of June 2026.
______________________________
Kim Bowman, Mayor
ATTEST:
____________________________
Tania Garcia, City Clerk
State of California )
County of Los Angeles ) ss.
City of La Cañada Flintridge )
I, Tania Garcia, City Clerk of the City of La Cañada Flintridge, California, do hereby certify that the foregoing Resolution No. 26-XX was duly adopted by the City Council of the City of La Cañada Flintridge at a Regular Meeting held on the X day of June 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Dated: June X, 2026
____________________________
Tania Garcia, City Clerk
City Council Agenda Report
Meeting Date: June 16, 2026
Subject: Approval and Delegation of Authority to City Manager to Execute a Task Order, in the amount of $116,792, to TAIT and Associates, Inc. for the Preparation of Plans, Specifications and Estimates (PS&E) for the Hillard Avenue Street Improvements Project (CIP 31-2208) and any Change Orders up to $25,000 Each, Provided such Change Orders do not Exceed the Total Amount of $149,450
Presenter: Maged El-Rabaa, P.E., Director of Public Works Proposed Action: (i) Approve the attached Fee Proposal from TAIT and Associates, Inc., in the amount of $116,792 for the Preparation of Plans, Specifications and Estimates (PS&E) for the Hillard Avenue Street Improvements Project and to Include $32,658 for Optional Tasks for a Total not-toexceed Amount of $149,450; and (ii) Authorize the City Manager to Execute the Task Order in the Amount of $116,792 and any Change Orders up to $25,000 Each, Provided such Change Orders do not Exceed the Total Amount of $149,450
Environmental Impact: Appropriate Environmental Findings will be Considered by the City Council at the Time of Approval of the PS&E
Fiscal Impact: The current Project Budget is $150,000 ($100,000 in Local Measure R Funds and $50,000 in General Funds), of which $46,000 has been spent in prior years on the preparation of a Survey and Concept Plan.
The remaining balance of $104,000 is included in the FY 2025-26 Budget under Account 31-00-7000, Project No. 2609, to finance the design cost of the Project. Staff is requesting an additional $100,000 of available Local Measure R Funds in FY 2026-27 Budget Proposal toward the design costs of the Project. Additional Funds to finance the construction costs will be requested in FY 2026-27 upon completion of the PS&E
Background:
In October 2023, Public Works issued a Task Order, in the amount of $24,170, to Onward Engineering, who was one of the selected On-Call Consultants, for the preparation of a Conceptual Plan for the Hillard Avenue Street Improvements Project from Foothill Boulevard to Fairmount Avenue. The Consultant developed three (3) alternatives consisting of widening of the travel lanes within the existing right-of-way, constructing curbs, gutters and sidewalks in the southern segment of the road from Foothill Boulevard to near 4720 Hillard Ave to match the northern segment, and installation of chicanes at various locations to reduce the speed on the road. These alternatives were presented to the residents at a public meeting and the feedback received was to consider additional
options.
On October 3, 2025, the City Council awarded a contract to thirteen (13) consultants to Provide OnCall Civil Engineering Services on as-needed basis for a period of three (3) years for a total threeyear commitment not-to-exceed the amount of $1,000,000 and authorized the City Manager to execute Task Orders up to $25,000 each provided that that the Task Order does not exceed the total budget amount for the current fiscal year. These engineering services will be performed for capital and other special projects as part of the Capital Improvements Program (CIP) and will be funded in the overall costs of projects as part of the CIP Budget and separately for services not directly related to the CIP.
Discussion/Analysis:
The Hillard Avenue Street Improvements Project is part of the adopted Fiscal Year 2025-26 CIP.
Currently, Hillard Avenue from near 4720 Hillard Avenue to Foothill Boulevard has a different crosssection with narrower travel lanes and no curbs and gutters which does not match the segment northerly to Fairmount Avenue. In addition, the asphalt pavement is in poor condition that may require more extensive repair than the typical pavement resurfacing. Furthermore, Public Works has received complaints from resident about excessive speeding on the road.
Public Works requested a task order from TAIT and Associates, who is one of the selected On-Call consultants, for the preparation of Plans, Specifications and Estimates (PS&E). The attached Fee Proposal includes a base fee in the amount of $116,792 plus $32,658 for optional tasks consisting of additional geotechnical investigation, survey and structural calculations, if required, which are found to be fair and reasonable.
Since the fee is more than the amount of $25,000 previously authorized by the City Council to the City Manager, Staff recommends that the City Council approves the Fee Proposal submitted by TAIT and Associates to perform the above services and authorize the City Manager to execute the Task Order and any change orders up to $25,000 each, provided such change orders do not exceed the total amount of $149,450.
Options:
1. (i) Approve the attached Fee Proposal from TAIT and Associates, Inc., in the amount of $116,792 for the Preparation of Plans, Specifications and Estimates (PS&E) for the Hillard Avenue Street Improvements Project and to Include $32,658 for Optional Tasks for a Total not-to-exceed Amount of $149,450; and (ii) Authorize the City Manager to Execute the Task Order in the Amount of $116,792 and any Change Orders up to $25,000 Each, Provided such Change Orders do not Exceed the Total Amount of $149,450; or
2. Provide further directions to staff.
Recommendation:
Option No. 1 - It is recommended that the City Council take the following action(s): (i) Approve the attached Fee Proposal from TAIT and Associates, Inc., in the amount of $116,792 for the Preparation of Plans, Specifications and Estimates (PS&E) for the Hillard Avenue Street Improvements Project and to Include $32,658 for Optional Tasks for a Total not-to-exceed Amount of $149,450; and (ii) Authorize the City Manager to Execute the Task Order in the Amount of $116,792 and any Change Orders up to $25,000 Each, Provided such Change Orders do not Exceed the Total Amount of $149,450
Attachments:
1. TAIT and Associates Fee Proposal
TAIT
701 N. Parkcenter Drive,
Santa Ana, CA 92705 Company Representative
Statement of Confidentiality
This proposal and supporting materials contain confidential and proprietary business information of TAIT. These materials may be printed or photocopied for use in evaluating the proposed project but are not to be shared with other parties.
Proposal Issued:
April 30, 2026
Prepared for:
City of La Cañada
Flintridge
Maged El-Rabaa, P.E., DPW/CE
City of La Cañada Flintridge
One Civic Center Drive
La Cañada Flintridge, CA 91011
TAIT & Associates, Inc.
701 N. Parkcenter Drive,
Santa Ana, CA 92705
TAIT Proposal
Proposal for Hillard Avenue Improvements from Foothill Blvd. to Fairmount Ave.
Company Representative
Dennis Postler
[email protected]
www.TAIT.com
TAIT & Associates, Inc.
Hillard Avenue Improvements from Foothill Blvd. to Fairmount Ave.
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April 30, 2026
Maged El-Rabaa, P.E., DPW/CE
City of La Cañada Flintridge
One Civic Center Drive
La Cañada Flintridge, CA 91011
RE: Proposal for Hillard Avenue Improvements from Foothill Blvd. to Fairmount Ave.
TAIT & Associates, Inc. (TAIT) is pleased to submit the enclosed proposal to provide Civil Engineering Services in response to your Task Order Request for Hillard Avenue Improvements from Foothill Blvd. to Fairmount Ave. All proposed design improvements will be conducted as part of TAIT’s On-Call Engineering Agreement with the City La Cañada Flintridge (City).
Project Understanding
As noted in the Task Order Scope of Services, the project limits for this section of Hillard Avenue span from Foothill Boulevard on the south to Fairmount Avenue on the north. This segment of Hillard Avenue is approximately 4,100 linear feet in length. Hillard Avenue is a narrow, tree-lined residential collector roadway. On-street parking is generally allowed on both sides of the street, with no parking signs located in certain, localized restricted areas.
The pavement is in poor condition. The north half of the roadway generally contains curb & gutter, whereas the south half of the roadway does not. The City has received numerous complaints about excessive speeding. The anticipated scope of work includes new pavement, curb & gutter, sidewalk, and safety measures to reduce the speed of motorists.
The City has had 3 different design concepts prepared for the roadway improvements. All 3 concepts include new curb and gutter and widening the roadway to account for 2 travel lanes as well as a striped parking lane. The difference with the 3 concepts is proposed sidewalk improvements (east side only, west side only, both sides). Geotechnical investigations will likely be required to analyze existing pavement and subgrade conditions, and to provide repair/rehabilitation recommendations.
PROPOSED SCOPE OF WORK
Based on our review of the City’s scope of work, answers received from City staff to questions, and a mapping review of the project, the following scope of work is proposed:
TAIT & Associates, Inc.
Hillard Avenue Improvements from Foothill Blvd. to Fairmount Ave.
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Task 1: Project Management & Coordination, Design Kick-off Meeting A design kick-off meeting with TAIT’s key team members, City staff, and other affected parties, if applicable, will be held at the start of the project to identify clear lines of communication and review the final scope, schedule, milestones and other project details of concern. It is anticipated that the City will provide all pertinent record information for the existing City streets and utilities including as-built plans, record plans, PMP, boilerplate specifications, CAD files and GIS files, for the project limits.
TAIT will prepare a meeting agenda for initial circulation. Upon completion of the meeting, TAIT will also prepare meeting minutes for circulation, review and comments. In addition, this Task includes time and effort for overall project management and quality control for coordination of progress meetings, preparing agendas and meeting minutes, performing constructability and operational reviews throughout the project, and invoicing.
Deliverables: Meeting Agenda & Minutes
Task 2: Neighborhood Meeting Prep and Attendance
TAIT will prepare Concept Plans and displays for one of the three existing conceptual scopes of work developed for the project and attend one neighborhood meeting to assist the City in presenting this information to the public.
Deliverables: Concept (30%) Design Plans and Displays
Task 3: Water District(s) Permits Coordination
TAIT will coordinate with the La Cañada Irrigation District (or other Water Districts serving this area of the City if applicable) for any proposed improvements requiring water meter or hydrant relocations and/or valve adjustments and will assist the City by preparing supporting documentation for any required permits.
Deliverables: Water District Coordination. Assistance with Permitting Documentation.
Task 4: Site Reconnaissance
TAIT’s key team members will conduct a field reconnaissance with the City team to verify project limits and impacts. The design field walk will focus on existing curb & gutter, driveways and landscaping & hardscaping that may be impacted, as well as marking/identifying any utilities and other miscellaneous work items in the field.
Field observations will be used to support preparation of the Concept Design and to inform development of the PS&E documents. Any discrepancies identified between field conditions and available records will be documented and discussed with City staff to support timely resolution.
Deliverables: Field Notes
TAIT & Associates, Inc.
Hillard Avenue Improvements from Foothill Blvd. to Fairmount Ave.
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Task 5: Utility Locating & Verification
As part of our base scope of work, TAIT will prepare and distribute three utility notices to affected utility agencies. The first notice will be distributed at project inception and will notify the utilities of the project and will request records for only areas that the Utility foresees conflicts with. TAIT will prepare and forward 1st Notice Letters along with a utility mail merge document to the City for printing, signing, and mailing the documents. The second and final notices will be distributed to all present utilities after the 90% design completion stage and the final approved plans, respectively, and will include a reduced size plan for the utility’s review and comment.
Deliverables: Utility Information Matrix and Utility Notices (1st, 2nd & Final) Task 6 Topographic Survey, Right-of-Way Research & Base Mapping It is our understanding that as part of the Concept Plans for this project that have been developed, the City has already received a full topographical survey for the project limits. As such, no hours have been included in our scope of work for surveying. We have included up to 2 days of pick-up survey as an Optional Task should additional detail/elevations be required for impacts to resident’s driveways and landscaping/hardscaping.
Deliverables: N/A
Task 7: Design – Plans, Specifications, Engineer’s Cost Estimate
PRELIMINARY PLANS
Prior to commencing with detailed design level efforts, TAIT will prepare Concept (30%) Plans based on one of the existing concepts, and review with the City the following items:
Preliminary roadway layouts.
Preliminary impacts to existing landscaping/hardscaping.
After City review and input on these items, TAIT will prepare 60%, 90%, and then 100% level plans, specifications and estimates for the project.
Based on our review of the project limits and scope of work, the following is the anticipated page count for the design plans:
SHEET DESCRIPTION SCALE SHEET COUNT
Title Sheet N/A 1
Typical Sections, Notes & Details Varies 1
Roadway Improvement Plans (Plan View) 1” = 20’ 8
Signing & Striping and Traffic Calming Plans 1” = 20’ 6 Total Sheet Count 16 Sheets
TAIT & Associates, Inc.
Hillard Avenue Improvements from Foothill Blvd. to Fairmount Ave.
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TITLE SHEET
The title sheet will be prepared on the City’s standard title block and will include a vicinity map, legend, sheet index, general notes, and signature blocks for all applicable agency and project management staff. Utility contact info and other City requested items will be added to the title sheet as needed.
TYPICAL SECTIONS, NOTES & DETAILS
General project notes, a master list of construction notes, and typical roadway and sidewalk sections will be included on these sheets that depict the nature of the roadway rehabilitation based on the roadway stationing and intersecting streets. Construction details will also be prepared for all work items that cannot be built by standard plans, or do not have adequate space on the plan sheets for the necessary elevation callouts.
ROADWAY IMPROVEMENT PLANS (PLAN VIEW)
Roadway (and sidewalk, if included) improvement plan & profile sheets will be prepared for the entire project limits with a 1” = 20’ scale. Location and limits of all work items will be detailed on the plan with length/width callouts. Existing surface utility structures will also be shown and called out for adjustments where needed.
A stationing system will be set up along the roadway centerline, and all construction work items will be referenced to the centerline stationing system. Typical work items that will require stationing callouts include pavement reconstruction limits, localized pavement replacement sections, utility structure adjustments, driveways, and curb & gutter radius points.
SIGNING & STRIPING and TRAFFIC CALMING PLANS
Signing & Striping and Traffic Calming plans will be prepared by TJW Engineering, Inc. Signing & Striping plans will include pavement markings, lane transitions, centerline and edge striping, traffic calming details, signal loop detection details (at Foothill Blvd.) and all required regulatory and warning signage. Traffic Calming plans will include evaluation and incorporation of potential measures such as horizontal deflection features such as chicanes, as well as vertical deflection measures such as speed humps or speed tables.
SPECIFICATIONS
TAIT will prepare preliminary technical special provisions at the 90% submittal stage and final specifications at the 100% PS&E stage based on the City boilerplate construction specifications.
Each work item will have a clear measurement and payment clause in order to avoid costly change orders during the construction phase. Utility owners, coordination and contact requirements, and additional permitting requirements will also be included in the specifications.
The specifications will also include requirements for utility owner coordination and contact information, as well as any additional permitting requirements. All technical specifications will
TAIT & Associates, Inc.
Hillard Avenue Improvements from Foothill Blvd. to Fairmount Ave.
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conform to the Standard Specifications for Public Works Construction (“Greenbook”), latest edition, and the City’s Standard Plans and Specifications.
ENGINEER’S COST ESTIMATE
TAIT will prepare cost estimates at the 90% & 100% PS&E stage for City review and input. Unit prices will be checked against recent City projects. Estimates will be organized in a line-item format so that bid-essential items can be added or deleted depending on available funding.
PLAN CHECK PROCESSSING - QA/QC
Prior to submittal of each package, TAIT will conduct a full QA/QC review of the submittal package per our internal QA/QC policy. All hours associated with the QA/QC review, preparing the submittal package, and delivering and coordinating submittal materials to the City are included in the respective design tasks. Each submittal set will include the required number and format of plans, specifications, estimates and reports as stated in the RFP.
Deliverables:
Concept (30%) Plans; 60% Plans, 90% and 100% Plans, Specifications and Engineer’s Estimates
Optional (Additional Items):
The following Optional Tasks have been included as additional items the City may need to consider in our proposed scope of work, depending on the final scope of work concept decided upon. All the following Optional Tasks have been accounted for in our Fee Proposal.
A-1. Geotechnical Pavement Investigation
If the City decides to proceed with investigation pavement reconstruction as part of the project improvements, geotechnical engineering services will be provided by Southern California Geotechnical. Existing as-built drawings and past geotechnical/pavement reports, if provided, will be reviewed. Pavement corings will be performed (anticipated to be 5 in total) to a depth of 3 - 5 feet below the existing asphalt surface distributed throughout the project limits.
Laboratory testing of the samples collected will be performed, and a pavement evaluation summary will be provided. The summary will include a pavement coring locations map and information table, photographs of select surface condition areas, laboratory testing results, and AC patch repairs thickness recommendations, and pavement recommendations, in accordance with the Caltrans Highway Design Manual. Patching of pavement corings will be done with cold asphalt patch.
Deliverables: Soil Corings summary, Pavement Rehabilitation Recommendations.
TAIT & Associates, Inc.
Hillard Avenue Improvements from Foothill Blvd. to Fairmount Ave.
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Task A-2 Structural Retaining Wall Design
If the final approved roadway concept includes roadway widening and sidewalks that impact existing retaining walls, TAIT will evaluate the existing walls and document considerations related to demolition, wall relocation limits, and site constraints. Recommendations will be provided for the design and reconstruction of existing retaining walls (assumed to be 2 locations), including general wall configurations, constructability considerations, and coordination with grading and landscaping improvements. It is assumed that all wall improvements will be done via green book standard plans. If site specific design calculations are required, we have included an Optional Task for this in our Fee Proposal, on a time and material basis.
Deliverables: Retaining Wall Relocation Design Details & Calculations.
Task A-3 Additional Topographic Survey
As part of TAIT’s field reconnaissance review, and following preparation of base maps using the topographic survey provided by the City, TAIT will determine whether additional survey information is needed. TAIT will obtain City approval before performing any additional survey work. Up to two days of additional survey time have been included as an Optional Task in the Fee Estimate for this purpose.
Deliverables: Ground Survey Topo Information, Digital Data.
TAIT & Associates, Inc.
Hillard Avenue Improvements from Foothill Blvd. to Fairmount Ave.
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FEE PROPOSAL
TAIT will perform the above proposed Scope of Work for the fee estimate outlined below:
TAIT & Associates, Inc.
Hillard Avenue Improvements from Foothill Blvd. to Fairmount Ave.
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Assumptions and Exclusions
ASSUMPTIONS
TAIT’s scope, schedule, and fee proposal are based on the following assumpƟons:
This proposal is based on information provided by the City of La Cañada Flintridge through email correspondence, referenced attachments, and subsequent questions and answers.
Services will be performed in accordance with applicable City of La Cañada Flintridge standards and the Standard Specifications for Public Works Construction (SSPWC). Topographic survey has been performed by others and will be shared with TAIT. UƟlity potholing is limited to five (5) locaƟons as specified. AddiƟonal potholes will be considered out of scope and require prior authorizaƟon. PreparaƟon of Concept Plans for one (1) Neighborhood MeeƟng will be based on one of the (three) concept plans developed by others.
Permit Fees and Traffic Control Plans will not be required for Geotechnical services. All work will be within exisƟng City right-of-way. Any property access permissions, if needed, will be obtained by the City prior to construcƟon. Delays caused by third-party agencies, uƟliƟes, or factors beyond TAIT’s control may result in schedule adjustments.
Bidding and ConstrucƟon Support and As-Built Drawings services are not part of this contract, and will be solicited at a later date, if requested.
EXCLUSIONS
The following services are excluded from this proposal unless specifically authorized by the City through a wriƩen amendment:
Individual plan details and elevaƟons for removing/replacing driveways, mailboxes, water meters, landscaping & hardscaping. Plans will call for these items to be replaced in kind.
Individual details/exhibits for the Neighborhood MeeƟng for each property. Traffic Control Plans.
Environmental studies, environmental clearance documents, biological surveys, cultural resource studies, hazardous materials assessments, or CEQA documentaƟon. Preparation of a WQMP is assumed to not be required and SWPPP, if required, will be prepared by the contractor as a designated bid item.
Design of uƟlity relocaƟon plans or agreements unless explicitly directed by the City. Legal descripƟons or right-of-way acquisiƟon services. Public meeƟngs, stakeholder outreach, or community engagement beyond aƩendance at meeƟngs idenƟfied in the Scope of Work.
Permit fees, agency review fees, or uƟlity fees.
Major design revisions resulƟng from scope changes, budget changes, third-party requests, or unforeseen site condiƟons.
Claim analysis, dispute resoluƟon support, mediaƟon, arbitraƟon, or expert tesƟmony.
TAIT & Associates, Inc.
Hillard Avenue Improvements from Foothill Blvd. to Fairmount Ave.
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General Terms & Conditions
The above scope of work descriptions are to the best of our knowledge thorough and complete.
As the work progresses through the review process and based on final conditions, the scope may change (due to developer or agency request). As these changes occur, we will notify you of the scope and corresponding fee change. No additional work, which will increase the fee, will be performed without your authorization. The fees quoted herein are valid for a period of 90 days from the date hereon. All work may be terminated with a 30-day notice from either party with full compensation for all efforts incurred.
Costs for reimbursable expenses including reports (soils, traffic, title, environmental, etc.) and associated out-of-pocket costs will be invoiced at cost plus 10 percent. Vehicle mileage will be charged at the rate of $.70 per mile and has been included in the assumed reimbursable budget above. The fee estimates shown herein include the costs for assumed mileage and internal reproduction expense items.
Our billing procedure is to invoice monthly, and payment is expected within 30 days. The invoice format will identify the work completed per task during the invoice period and itemize the out-of-pocket expenses for the period.
We thank you for the opportunity to present this proposal, and we look forward to our continued relationship.
Respectfully,
TAIT & ASSOCIATES, INC.
David Sloan, PE
Vice President - Director of Engineering
City Council Agenda Report
Meeting Date: June 16, 2026
Subject: Adopt a Resolution to Adopt a Policy Entitled “Policy Governing Remote Participation and Enhancement of Public Participation in City Council and Commission Meetings” to implement Senate Bill No. 707 Presenter: Adrian Guerra, City Attorney
Proposed Action: Adopt the Attached Resolution to Adopt a Policy Entitled “Policy Governing Remote Participation and Enhancement of Public Participation in City Council and Commission Meetings” to implement Senate Bill No. 707
Environmental Impact: None
Fiscal Impact: None
Background:
On October 3, 2025, Governor Newsom signed Senate Bill No. 707 (“SB 707”), which revises and updates the Ralph M. Brown Act’s open meeting laws to provide greater flexibility in teleconferencing and enhance accessibility requirements, including translation services in certain circumstances and real-time captioning. SB 707 requires the City Council to formally authorize teleconferencing for advisory bodies, including commissions, committees, and boards, through a resolution or policy, pursuant to California Government Code section 54953.8.6.
These new requirements build on the existing teleconferencing framework established under prior legislation, including Assembly Bills 361 and 2449. SB 707 takes effect on July 1, 2026, and will remain in effect until January 1, 2030. A draft policy, entitled “Policy Governing Remote Participation and Enhancement of Public Participation in City Council and Commission Meetings,” is now presented to the City Council to implement Senate Bill No. 707.
It is important to note that SB 707 has new provisions applicable to all city councils and new provisions only applicable to an “eligible legislative body”, which is defined as “a city council of a city located in a county with a population of 600,000 or more”. Accordingly, the City will be subject to all provisions of SB 707, i.e., both the general provisions of SB 707 and the provisions applicable to an “eligible legislative body” because the City is located in a county that exceeds a population of 600,000 people.
Discussion/Analysis:
SB 707 updates the City’s open meeting requirements to enhance public participation, transparency, and accessibility.
A. Teleconferencing and Remote Participation Requirements:
• Mandatory Hybrid Meetings: By July 1, 2026, the City Council must provide for hybrid meetings (in-person plus a teleconference option). The teleconference option must be either a two-way telephonic or audiovisual platform (e.g., zoom). If using audiovisual platforms, a call-in option and active captioning (if available) are required. • Policy Regarding Broadcast Disruption: Prior to July 1, 2026, the City Council must adopt an open-session policy regarding hybrid meetings that includes procedures for restoring service in the event of a broadcast disruption. The policy should include: (i) steps to be taken if audio, video, or the entire platform fails; (ii) the appropriate personnel to take corrective action to restore service; and (iii) the procedure to notify the public and resume the meeting upon restoration of service. In addition, the policy should also outline how the City Council will deal with a disruption or disturbance from a member of the public, either in-person or on teleconference, and restore decorum to the meeting. The policy should also address the procedures for accommodating disability requests by a Councilmember or a member of the public in participating in the meeting, as well as define “just cause” and “emergency circumstances” for purposes of remote participation by a Councilmember. • One-Hour Recess Requirement: Starting July 1, 2026, if a disruption prevents the public from attending the meeting remotely, the City Council must take a recess and try to restore service. If service cannot be restored within one (1) hour, the City Council must conduct a roll call vote confirming that good faith efforts were made, and make a finding that public interest in continuing the meeting outweighs remote access.
• Legal Basis for Remote Participation of Councilmember: Starting January 1, 2026, Councilmembers and commissioners who participate remotely must have their legal basis for remote participation recorded in the meeting minutes.
• Councilmember with Disability: Starting January 1, 2026, Councilmembers and commissioners with a disability may participate remotely as a reasonable accommodation, including participation via audio only (but only if their condition prevents participation on camera). Once an accommodation is granted for a disability, the Councilmember’s remote participation counts toward quorum at the in-person meeting site. Unlike the “just cause” or “emergency circumstance” reasons for Councilmembers/commissioners to participate remotely, there are no restrictions on the number of meetings a Councilmember/commissioner may attend remotely and no geographic limits on participation, once a disability is established and accommodated. However, those attending remotely must still disclose any present adults and their relationship to them. • “Just cause” definition expanded and extended: Currently, Councilmembers and commissioners may participate remotely due to “just cause”. In addition to the existing reasons of childcare needs, a contagious illness, official City-related travel, and physical or family medical emergency, as of January 1, 2026 the definition of “just cause” will now include military service obligations. Previously sunsetting at the end of 2025, the allowance for remote participation via “just cause” has been extended to December 31, 2029.
B. Enhancing Public Engagement (Starting July 1, 2026):
• Translation of meeting agendas: If 20 percent of the City’s population speaks an applicable foreign language and at the same time, that population speaks English less than “very well”, then the City must translate meeting agendas (but not the entire agenda packet) into that applicable language. There is no need to verbally state how the foreign language translation of the agenda may be accessed during the applicable Council meeting. [Note that the 20% calculation must be based on data regarding foreign languages from the most recent American Community Survey.]
• Translation of the City website: Similar to meeting agendas, the following information on the City’s website must also be translated if 20 percent of the City’s population speaks an
applicable foreign language and at the same time that population speaks English less than “very well”. Each translation must be accessible through a prominent direct link posted on the City’s website home page.
(A) An accessible internet webpage dedicated to public meetings that includes, or provides a link to, all of the following information:
(I) A general explanation of the public meeting process for the City Council. (II) An explanation of the procedures for a member of the public to provide in-person or remote oral public comment during a public meeting or to submit written public comment. (III) A calendar of all public meeting dates with calendar listings that include the date, time, and location of each public meeting.
(IV) The agenda is posted online.
• Social Media Use: Existing law temporarily allows a Councilmember to participate in individual communications on an internet-based social media platform for specified purposes, provided that a majority of Councilmembers do not use the platforms to discuss or deliberate on matters within the City’s specific subject matter jurisdiction. This bill makes removes the sunset date and makes this exception permanent. • Brown Act Copy: The City must provide a copy of the Brown Act to each Councilmember of the City.
• Oral Reporting of Compensation Decisions: SB 707 clarifies that the City is required to orally report, prior to final action, a summary of any recommendation of final action on compensation for the City Manager, any department heads, or other comparable administrative officer during an open meeting at which the final action is to be taken. • Assistance in translation services: The City is required to reasonably assist members of the public who wish to translate a public meeting into any language or wish to receive interpretation provided by another member of the public. The bill does not require the City to provide translation services, but only to reasonably assist others who choose to engage in translation/interpretation services. It is important to note that in providing any translation service, SB 707 limits the City’s liability in negligent translation and provides that the City will not be responsible for the contents or accuracy of any translation. o The bill states that the City Council shall publicize instructions on how to request assistance to the public.
o The “assistance” listed in the bill may include any of the following, as determined by the City Council: (i) Arranging space for one or more interpreters at the meeting location, (ii) Allowing extra time during the meeting for interpretation to occur, and/or (iii) Ensuring participants may utilize their personal equipment or reasonably access facilities for participants to access commercially available interpretation services.
Automated translation tools, such as Google Translate, may be used to satisfy these requirements, provided the other statutory obligations are met and a disclaimer is included noting that translations are automatically generated and may not be exact. • Translation near posting sites: The City must also provide a freely accessible physical location near where the agendas are posted to allow the public to post additional translations of the agenda in that location.
• Outreach requirements: The City must make reasonable efforts to invite groups that do not traditionally participate in public meetings to attend those meetings. Examples of such groups include the following:
o Media organizations providing news coverage within the City or region, including ethnic and language-specific outlets serving non-English-speaking communities. o Civil-rights, civic-engagement, neighborhood, and community-based organizations,
particularly those active in or serving multilingual or historically marginalized communities.
C. Additional Key Requirements:
• Teleconferencing for Eligible Subsidiary Bodies: SB 707 further standardizes teleconferencing procedures for eligible subsidiary bodies, such as advisory boards and committees of the City. Before an eligible subsidiary body may use teleconferencing, the City Council must first formally authorize it by charter, ordinance, resolution, or other formal action. If teleconferencing is authorized, members participating remotely must maintain realtime, two-way communication for the duration of the meeting, unless the member has a physical or mental condition meeting ADA disability criteria that results in a need to participate off camera. Further, the bill removes the prior requirement to publicly notice each remote location. Also, SB 707 requires each legislative body to reauthorize an eligible subsidiary body’s use of teleconferencing every six months by majority vote, confirming that the practice continues to serve the public interest in accordance with Government Code section 54953.8.6.
The proposed policy sets forth the authority of the City Council to authorize advisory commissions to use teleconferencing, but a separate resolution(s) will need to be adopted by the City Council in the future if the City Council chooses to allow specific teleconferencing authorization. Costs of staffing and the technology for implementation of the hybrid format for each commission will need to be considered.
The policy, if adopted, will help to ensure compliance with Senate Bill 707. Further, the policy will support the City’s mission to ensure public meetings remain transparent, accessible, and inclusive, consistent with the City Council’s goal of proactive communication with all members of the community.
Options:
1. Adopt the Attached Resolution to Adopt a Policy Entitled “Policy Governing Remote Participation and Enhancement of Public Participation in City Council and Commission Meetings; or
2. Defer action and provide direction to staff.
Recommendation:
Option No. 1 - It is recommended that the City Council take the following action(s): Adopt the Attached Resolution to Adopt a Policy Entitled “Policy Governing Remote Participation and Enhancement of Public Participation in City Council and Commission Meetings Attachments:
1. Attachment 1
01172.0001 2098894.2
DRAFT
CITY OF LA CAÑADA FLINTRIDGE
RESOLUTION NO. 26-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA CAÑADA
FLINTRIDGE, CALIFORNIA, ADOPTING A POLICY GOVERNING
REMOTE PARTICIPATION AND ENHANCEMENT OF PUBLIC
PARTICIPATION IN CITY COUNCIL AND COMMISSION MEETINGS
FOR IMPLEMENTATION OF NEW PROVISIONS OF THE RALPH M.
BROWN ACT AS ENACTED BY SENATE BILL NO. 707
WHEREAS, the Ralph M. Brown Act (“Brown Act”), California’s open meeting law, governs the conduct of public meetings by governmental bodies; and WHEREAS, on October 3, 2025, Governor Newsom signed Senate Bill No. 707 (“SB 707”) to revise the Brown Act’s open meeting laws by allowing greater flexibility in teleconferencing and accessibility requirements, including translation services in certain circumstances and real time captioning, effective July 1, 2026, and until January 1, 2030; and
WHEREAS, the City Council now desires to adopt a policy, entitled “Policy Governing Remote Participation and Enhancement of Public Participation in City Council and Commission Meetings” to implement Senate Bill No. 707.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LA CAÑADA
FLINTRIDGE, CALIFORNIA, DOES HEREBY RESOLVE, DETERMINE, AND ORDER AS FOLLOWS:
SECTION 1. The foregoing Recitals are true and correct and are incorporated herein by this reference.
SECTION 2. The City Council hereby adopts the “Policy Governing Remote Participation and Enhancement of Public Participation in City Council and Commission Meetings” dated [DATE], attached hereto, for purposes of implementing Senate Bill 707.
SECTION 3. The City Manager or designee is authorized to implement and enforce the provisions of the Policy adopted herein.
SECTION 4. The City Manager, or his/her designee, is hereby directed and authorized to make such modifications as may be necessary to the agenda templates of the City Council and City’s commissions, committees, and boards, along with any other agenda related materials, in order to implement the teleconferencing and related rules of SB 707.
SECTION 5. If any section, subsection, sentence, clause, phrase, or portion of this Resolution is for any reason held to be invalid or unconstitutional by any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions
01172.0001 2098894.2
DRAFT
of this Resolution. The City Council of the City of La Cañada Flintridge hereby declares that it would have adopted this Resolution and each section, subsection, sentence, clause, phrase, or portion thereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses, phrases, or portions be declared invalid or unconstitutional.
SECTION 6. The City Clerk shall certify to the adoption of this Resolution, which, shall in turn, have immediate effect.
PASSED, APPROVED, and ADOPTED this ___ day of June, 2026. __________________________
Kim Bowman
Mayor
ATTEST:
_____________________________
Tania Garcia
City Clerk
APPROVED AS TO FORM:
_____________________________
Adrian R. Guerra
City Attorney
CITY OF LA CAÑADA FLINTRIDGE
CITY COUNCIL POLICY BOOK
No. __ Policy Governing Remote Participation and
Enhancement of Public Participation in
City Council Meetings
DATE REVISED:
BY RESOLUTION:
PAGES:
01172.0001 2106151.4
PURPOSE:
The purpose of this Policy Governing Remote Participation and Enhancement of Public Participation in City Council and Commission Meetings is to implement Senate Bill No. 707 (“SB 707”), signed into law on October 3, 2025, which revises and updates the Ralph M. Brown Act’s open meeting laws to provide greater flexibility in teleconferencing and enhance public participation, transparency, and accessibility in public meetings of the City Council and authorized commissions approved by the City Council pursuant to this Policy.
POLICY:
For purposes of implementation of SB 707, the City Council hereby adopts the following requirements.
I. Hybrid meeting format.
Meetings of the City Council and commissions approved for teleconferencing pursuant to Section VII below shall be conducted in a hybrid-format, consisting of two-way telephonic or audiovisual platform, with a call-in option and automatic captioning activated if the platform provides this feature, pursuant to Government Code section 54953.4(b)(1), as may be amended.
II. Broadcast disruption procedures.
If audio, video, or the entire teleconference platform fails in a manner that prevents the public from observing or participating remotely, the presiding officer shall recess the meeting. The City Clerk or appropriate technical personnel shall take immediate corrective action to restore service. Notice of the disruption shall be posted on the City’s website and announced at the in-person meeting location, if feasible.
If remote access cannot be restored within one (1) hour, the City Council or approved commission shall conduct a roll call vote confirming that good faith efforts were made to restore service and shall make a finding that the public interest in continuing the meeting outweighs the need for remote access before proceeding in accordance with Government Code section 54953.8(b)(7).
If a disruption affects a Councilmember or a commissioner (for commissions approved for teleconferencing pursuant to Section VII below) participating remotely due to an authorized basis, including for just cause or as a reasonable
CITY OF LA CAÑADA FLINTRIDGE
CITY COUNCIL POLICY BOOK
No. __ Policy Governing Remote Participation and
Enhancement of Public Participation in
City Council Meetings
DATE REVISED:
BY RESOLUTION:
PAGES:
01172.0001 2106151.4
accommodation for a disability, the presiding officer shall determine whether quorum is maintained and shall recess the meeting if necessary to restore quorum or connectivity. All disruption procedures shall apply equitably whether the disruption affects the public, a Councilmember/ a commissioner (for commissions approved for teleconferencing pursuant to Section VII below), or a member participating remotely for disability accommodation. These procedures also apply to disruptions impacting individuals participating remotely as a reasonable accommodation under applicable law.
III. Disruptions by members of the public.
In addition to authority exercised pursuant to Government Code sections 54954.3 and 54957.9, the presiding officer or their designee may remove, or cause the removal of, an individual who is disrupting a meeting, including a teleconferenced meeting, consistent with Government Code section 54957.95.
For purposes of this Policy, “disrupting” means engaging in behavior during a meeting that actually disrupts, disturbs, impedes, or renders infeasible the orderly conduct of the meeting, including failure to comply with reasonable and lawful regulations governing public comment.
Prior to removing an individual for disruptive behavior, the presiding officer or their designee shall warn the individual that their behavior is disrupting the meeting and that failure to cease the behavior may result in removal. If the individual does not promptly cease the disruptive behavior, the presiding officer or their designee may remove the individual.
A warning is not required if the behavior constitutes use of force or a true threat of force, meaning a threat that a reasonable observer would perceive as an actual threat to use force.
IV. Remote participation by Councilmembers and Commissioners. 1 (1) Just cause. A councilmember or commissioner may participate remotely for “just cause” as defined by Government Code section 54953.8.3(c), including childcare or caregiving needs, a contagious illness, official Cityrelated travel, a physical or family medical emergency, or military service 1 This section applies to the City Council and all commissions whether or not advisory commissions are approved for teleconferencing pursuant to Section VII below.