Agenda packet — La Palma City Council, April 1, 2025 (part 2 of 2)

Agenda Item No. 8 April 1, 2025 | 1
City of La Palma
Agenda Item No. 8
MEETING DATE: April 1, 2025
TO: City Council
FROM: City Manager
SUBMITTED BY: Carlo Nafarrete, Public Works Supervisor
AGENDA TITLE: Authorize the Purchase of Replacement Chlorine Analyzers RECOMMENDED ACTION:

It is recommended that the City Council authorize the purchase of replacement chlorine analyzers for the amount not to exceed $30,000 from the Hach Company.

SUMMARY:

The City’s Water Division maintains four chlorine analyzers within its two water production and distribution sites. Two analyzers are for the constant remote monitoring of the chlorine (disinfectant) residuals of the finished water leaving the booster pumping stations and another two for constant remote monitoring of chlorine residuals of the finished water within the City’s two water reservoirs.

Water Division staff manually monitor the chlorine residuals at each site twice daily, in addition to the constant remote monitoring. The product brand of chlorine analyzers was recently purchased by a larger conglomerate company. As such, repair parts and servicing have become extremely difficult to acquire, currently leaving the analyzers in a state of disrepair. However, City staff conducts manual monitoring of the chlorine residuals at each site twice daily at a minimum for compliance assurance.

The Water Division sought out quotes directly from three highly regarded manufacturers given that no one vendor represents or carries multiple brands of chemical analysis equipment, such as the specialized chlorine analyzers. The Water Division received the following comparable quotes from representatives of Prominent Fluid Controls, Swan Analytical Instruments, and the Hach Company:

Company Name Quote Amount
Prominent Fluid Controls
(D&H Water Systems)
$46,015.56
Swan Analytical Instruments $30,956.75
HACH Company $29,597.54
The Hach Company expressed a current value-added promotion for 3 years of an online system monitoring package at no additional cost and factory maintenance and calibration services for one year that the other quotes did not provide. Furthermore, not only does the Hach Company quote make

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Agenda Item No. 8 April 1, 2025 | 2
the purchase price of the total package seem more attractive, it also provides a cost estimate slightly less than the next comparable manufacturer.

It is appropriate to note that the Water Division has, for many years and continues to utilize Hach Company's portable chemical analysis equipment and recognizes the quality of their chemical analysis products.

FISCAL IMPACT:

Adequate funding is available in the Adopted FY 2024-25 Budget under the Water Production account (050-450-7480-00000).

ATTACHMENTS:

1. Hach Quote

2. DH Water Systems Inc._Quote

3. Quote for four Trides Swan Analyzers

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Quotation
Quote Date: 17-Mar-2025 Quote Expiration: 17-Apr-2025
Quote Number: 101157199v6
Use quote number at time of order to ensure
that you receive prices quoted
Hach
Phone: (800) 227-4224
Email: [email protected]
Website: www.hach.com
PO Box 608
Loveland, CO 80539-0608
3,435.50 6,871.00
2,845.00 5,690.00
1,715.00 6,860.00

0.00 0.00

0.00 0.00
194.21 194.21
1,588.00 6,352.00
359.00 718.00

CITY OF LA PALMA
7822 WALKER ST
LA PALMA, CA 90623-1771
Name: Carlo Navarette
Phone: 714-690-3312
Email: [email protected]
Customer Account Number : 102723
Sales Contact: Brian Gonzales Email: [email protected] Phone: 562-561-0001

PRICING QUOTATION
Line Part Number Description Qty Net Unit Price Extended Price 1 LXV45A.99.13022 CLF10sc Free Chlorine Analyzer (Panel Only) with pHD Differential Sensor 2 2 LXV45A.99.11022 CLF10sc Free Chlorine Analyzer (Panel Only) Grab Sample 2 3 LXV525.99EA1551 SC4500 Controller, Claros-enabled, 5x mA Output, 2 digital Sensors, 100-240 VAC, US plug. Standard lead time 3 days. 4
4 LXZ525.99.A0012 SC4500 External USB Box, GSM, US. Standard lead time 23 days. 4 5 CLAROS-3YR Claros base package, 3yr required for Claros subscriptions 1 6 DATAPLAN-3YR MSM data plan, 3 yr Hach data plans; 1 per Controller 4 7 MSM-SENSOR-3YR MSM connected sensor, 3 year agreement 4 8 27 Simplified freight charge 1
9 WRTUPGCLF10SC
Year 1 - WarrantyPlus Service Agreement includes instrument start-up, all parts, labor, and travel for on-site repairs, 1 on-site calibration per year, factory recommended maintenance (including required parts), unlimited technical support calls, and free firmware updates. Coverage does not include the sc200 or optional pH probe.
4 10 PMP-GLPHORP-1V PMP-GLI pH ORP PROBE-1V (FRV 1) 2
Year 1 - WarrantyPlus Partnership provides full coverage, including parts,

Page 1 of 2 ends

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Line Part Number Description Qty Net Unit Price Extended Price 299.00 1,196.00
1,716.33
29,597.54
11 WRTUPGSC4500 labor, and travel for instrument startup or one preventative maintenance visit, and on-site repairs with priority status.
4 NOTE: Tax has been included as a manually calculated estimate only.

Estimated Tax @ 8.75% $
Grand Total $
NOTES
NOTE: Tax has been included on the quotation as a manually calculated estimate only.

TERMS OF SALE
Freight: Ground Prepay and Add FCA: Hach's facility
ALL LEAD TIMES ARE ESTIMATED AND NOT GUARANTEED.

All purchases of Hach Company products and/or services are expressly and without limitation subject to Hach Company's Terms & Conditions of Sale ("Hach TCS"), incorporated herein by reference and published on Hach Company's website at www.hach.com/terms. Hach TCS are contained directly and/or by reference in Hach's offer, order acknowledgment, and invoice documents. The first of the following acts constitutes an acceptance of Hach's offer and not a counteroffer and creates a contract of sale "Contract" in accordance with the Hach TCS: (i) Buyer's issuance of a purchase order document against Hach's offer; (ii) acknowledgement of Buyer's order by Hach; or (iii) commencement of any performance by Hach pursuant to Buyer's order. Provisions contained in Buyer's purchase documents (including electronic commerce interfaces) that materially alter, add to or subtract from the provisions of the Hach TCS are not part of the Contract.

Due to International regulations, a U.S. Department of Commerce Export License may be required. Hach reserves the right to approve specific shipping agents. Wooden boxes suitable for ocean shipment are extra. Specify final destination to ensure proper documentation and packing suitable for International transport. In addition, Hach may require : 1). A statement of intended end-use; 2).Certification that the intended end-use does not relate to proliferation of weapons of mass destruction (prohibited nuclear end use, chemical / biological weapons, missile technology); and 3). Certification that the goods will not be diverted contrary to U.S. and/or applicable laws in force in Buyer’s jurisdiction.

ORDER TERMS:

Terms are Subject to Credit Review
In order for Hach to process the order as quickly as possible, please provide the following information. • Complete Billing address.
• Complete Shipping address.
• Part numbers and quantities of items being ordered.
• Please reference the quotation number on your purchase order If the order is over $25,000 Hach will also require the following additional information. • Pricing
• Purchase Order Number
• Freight terms and INCO term FOB Origin or FCA Shipping Point • Required delivery date
• Vendor name should specify “Hach Company” with the Loveland address:
o Hach, PO Box 389, Loveland, CO 80539
• Credit terms of payment. Default payment terms are Net 30. • Indicate if order needs to ship complete or if it can ship partial. • Tax status
• Special invoicing instructions
Sales tax is not included on quote. Applicable sales tax will be added to the invoice based on the U.S. destination, if applicable provide a resale/exemption certificate.

Shipments will be prepaid and added to invoices unless otherwise specified.

Equipment quoted operates with standard U.S. supply voltage.

Hach standard terms and conditions apply to all sales.

Additional terms and conditions apply to orders for service partnerships.

Prices do not include delivery of product. Reference attached Freight Charge Schedule and Collect Handling Fees.

This Quote is good for a one time purchase
Virtual and/or on-site training must be scheduled/completed within 30 days of order, or the price will be subject to change.

Sales Contact:

Name: Brian Gonzales
Title: RSM - Muni Southwest Div
Phone: 562-561-0001
Email: [email protected] Page 2 of 2

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HACH COMPANY
Headquarters U.S.A. Remittance
Quotation Addendum
P.O. Box 389
5600 Lindbergh Drive
Loveland, CO 80539-0389
Purchase Orders
PO Box 608
Loveland, CO 80539-0608
WebSite: www.hach.com
Phone: 800-227-4224
Fax: 970-669-2932
E-Mail: [email protected]
[email protected]
[email protected]
Export
Phone: 970-669-3050
Fax: 970-461-3939
Email: [email protected]
2207 Collections Center Drive
Chicago, IL 60693
Wire Transfers
Bank of America
231 S. LaSalle St.

Chicago, IL 60604
Account: 8765602385
Routing (ABA): 071000039

ADVANTAGES OF WORKING WITH HACH
Pick&Ship™ Technical Support
Protect your investment & peace of mind
✓ A global partner who understands your
needs
✓ Delivers timely, high-quality service you
can trust
✓ Provides team of unique experts to help
you maximize instrument uptime
✓ Ensure data integrity
✓ Maintain operational stability
✓ Reduce compliance risk
Pick&Ship™ Program offers a better way to
keep your supplies in stock
✓ Convenience of one purchase order for the
entire year
✓ Flexibility to change, cancel or create new
orders
✓ Savings from locking in prices & thus
avoiding price surges and rush charges
✓ Peace of mind with automatic, reliable
shipments just as you need them
Provides post-sale instrumentation and
application support
✓ Hach’s highly skilled Technical
Support staff is dedicated to helping
you resolve technical issues before,
during and after the sale.
✓ Available via phone, e-mail, or live
online chat at Hach.com!
✓ Fast access to answers at
https://support.hach.com
✓ Toll-free phone: 800-227-4224
✓ E-mail: [email protected]
www.hach.com/service-contracts www.Hach.com/pickandship www.Hach.com

ADVANTAGES OF SIMPLIFIED SHIPPING AND HANDLING
Safe & Fast Delivery Save Time – Less Hassle Save Money ✓ Receive tracking numbers on your order
acknowledgement
✓ Hach will assist with claims if an order is
lost or damaged in shipment
✓ No need to set up deliveries for orders or to
schedule pickup
✓ Hach ships order as product is available, at
no additional charge, when simplified
shipping and handling is used.
✓ No additional invoice to process –
save on time and administrative costs
✓ Only pay shipping once, even if
multiple shipments are required
STANDARD SIMPLIFIED SHIPPING AND HANDLING CHARGES 1, 2, 3, 4 Pricing Effective 7/13/2024 Collect 4 Total Price of
Merchandise Ordered
Standard
Surface
(Mainland USA)
Second Day
Delivery
(Mainland USA)
Next Day
Delivery
(Mainland USA)
Second Day
Delivery
(Alaska & Hawaii)
Next Day
Delivery
(Alaska & Hawaii)
Handling Fee
Effective
7/13/2024
$0.00 - $49.99 $10.75 $26.89 $50.14 $43.15 $82.02 $8.00 $50.00 - $149.99 $12.90 $38.02 $71.75 $54.52 $103.65 $8.00 $150.00 - $349.99 $15.05 $40.15 $81.79 $55.37 $106.26 $8.00 $350.00 - $649.99 $17.20 $44.98 $89.44 $56.22 $108.87 $8.00 $650.00 - $949.99 $17.20 $54.49 $112.39 $66.20 $128.13 $8.00 $950.00 - $1,999.99 $30.10 $64.01 $135.34 $76.17 $147.38 $8.00 $2,000.00 - $3,999.99 $30.10 $79.14 $165.12 $91.12 $176.99 $8.00 $4,000.00 - $5,999.99 $53.75 $94.27 $194.90 $106.06 $206.59 $8.00 $6,000.00 - $7,999.99 $64.50 $108.99 $225.36 $118.80 $229.04 $8.00 $8,000.00 - $9,999.99 $96.75 $162.82 $318.16 $174.21 $330.40 $8.00 Over $10,000 1.0% of Net
Order Value

1.8% of Net
Order Value

2.8% of Net
Order Value

1.8% of Net
Order Value

2.8% of Net
Order Value
$8.00
1 Shipping & Handling charges shown are only applicable to orders billing and shipping to U.S. destinations. Shipping & Handling charges will be prepaid and added to invoice.

Shipping & Handling for the Pick&Ship Program is charged on each shipment release and is based on the total price of each shipment release. Shipping & Handling charges are subject to change without notice.
2 Additional Shipping & Handling charges will be applied to orders containing bulky and/or especially heavy orders. Refrigerated and all weather Samplers do not qualify for simplified Shipping & Handling charges, and are considered heavy products. Dissolved Oxygen Sensors can be damaged if exposed to temps below freezing, causing sensor failure. Must be shipped over night or 2nd day air during the cold weather months. 3 Orders shipping to Alaska or Hawaii: Additional Shipping & Handling charges may be applied at time of order processing. Second Day and Next Day delivery is not available to all destinations.
4 Hach Company will assess a collect handling fee on orders with collect shipping terms. This handling fee covers the additional costs that Hach Company incurs from processing and managing collect shipments.

Due to variations in component characteristics, regulatory transportation requirements and/or associated shipping and handling costs, individual kit components may or may not be packaged together in a single carton at time of final packaging and shipping.

SALES TAX
Sales Tax is not included in the attached quotation. Applicable sales and usage taxes will be added to your invoice, at the time of order, based on U.S. destination of goods, unless a valid resale/exemption certificate for destination state is provided to the above address or fax number, attention of the Tax Dept.

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Confidential - Company Proprietary

TERMS & CONDITIONS OF SALE FOR HACH COMPANY PRODUCTS AND SERVICES This document sets forth the Terms & Conditions of Sale for goods manufactured and/or supplied, and services provided, by Hach Company of Loveland, Colorado (“Hach”) and sold to the original purchaser thereof (“Buyer”). Unless otherwise specifically stated herein, the term “Hach” includes only Hach Company and none of its affiliates. Unless otherwise specifically stated in a previously-executed written purchase agreement signed by authorized representatives of Hach and Buyer, these Terms & Conditions of Sale establish the rights, obligations and remedies of Hach and Buyer which apply to this offer and any resulting order or contract for the sale of Hach’s goods and/or services (“Products”).

1. APPLICABLE TERMS & CONDITIONS: These Terms & Conditions of Sale are contained directly and/or by reference in Hach’s offer, order acknowledgment, and invoice documents. The first of the following acts constitutes an acceptance of Hach’s offer and not a counteroffer and creates a contract of sale (“Contract”) in accordance with these Terms & Conditions: (i) Buyer’s issuance of a purchase order document against Hach’s offer; (ii) acknowledgement of Buyer’s order by Hach; or (iii) commencement of any performance by Hach pursuant to Buyer’s order. Provisions contained in Buyer’s purchase documents (including electronic commerce interfaces) that materially alter, add to or subtract from the provisions of these Terms & Conditions of Sale are not a part of the Contract.

2. CANCELLATION: Buyer may cancel goods orders subject to fair charges for Hach’s expenses including handling, inspection, restocking, freight and invoicing charges as applicable, provided that Buyer returns such goods to Hach at Buyer’s expense within thirty (30) days of delivery and in the same condition as received. Buyer may cancel service orders on ninety (90) day’s prior written notice and refunds will be prorated based on the duration of the service plan. Inspections and re-instatement fees may apply upon cancellation or expiration of service programs. Seller may cancel all or part of any order prior to delivery without liability if the order includes any Products that Seller determines may not comply with export, safety, local certification, or other applicable compliance requirements.

3. DELIVERY: Delivery will be accomplished FCA Hach’s facility located in Ames, Iowa or Loveland, Colorado, or Romeoville, Illinois United States(Incoterms 2020). Legal title and risk of loss or damage pass to Buyer upon transfer to the first carrier. Hach will use commercially reasonable efforts to deliver the Products ordered herein within the time specified on the face of this Contract or, if no time is specified, within Hach’s normal lead-time necessary for Hach to deliver the Products sold hereunder. Upon prior agreement with Buyer and for an additional charge, Hach will deliverthe Products onan expedited basis.

Standard service delivery hours are 8 am – 5 pm Monday through Friday, excluding holidays.

4. INSPECTION: Buyer will promptly inspect and accept any Products delivered pursuant to this Contract after receipt of such Products. In the event the Products do not conform to any applicable specifications, Buyer will promptly notify Hach of such nonconformance in writing. Hach will have a reasonable opportunity to repair or replace the nonconforming product at its option. Buyer will be deemed to have accepted any Products delivered hereunder and to have waived any such nonconformance in the event such a written notification is not received by Hach within thirty (30) days of delivery.

5. PRICES & ORDER SIZES: All prices are in U.S. dollars and are based on delivery as stated above. Prices do not include any charges for services such as insurance; brokerage fees; sales, use, inventory or excise taxes; import or export duties; special financing fees; VAT, income or royalty taxes imposed outside the U.S.; consular fees; special permits or licenses; or other charges imposed upon the production, sale, distribution, or delivery of Products. Buyer will either pay any and all such charges or provide Hach with acceptable exemption certificates, which obligation survives performance under this Contract. Hach reserves the right to establish minimum order sizes and will advise Buyer accordingly.

6. PAYMENTS: All payments must be made in U.S. dollars. For Internet orders, the purchase price is due at the time and manner set forth at www.hach.com. Invoices for all other orders are due and payable NET 30 DAYS from date of the invoice without regard to delays for inspection or transportation, with payments to be made by check to Hach at the above address or by wire transfer to the account stated on the front of Hach’s invoice, or for customers with no established credit, Hach may require cash or credit card payment in advance of delivery. In the event payments are not made or not made in a timely manner, Hach may, in addition to all other remedies provided at law, either: (a) declare Buyer’s performance in breach and terminate this Contract for default; (b) withhold future shipments until delinquent payments are made; (c) deliver future shipments on a cash-withorder or cash-in-advance basis even after the delinquency is cured; (d) charge interest on the delinquency at a rate of 1-1/2% (one and one half percent) per month or the maximum rate permitted by law, if lower, for each month or part thereof of delinquency in payment plus applicable storage charges and/or inventory carrying charges; (e) repossess the Products for which payment has not been made; (f) recover all costs of collection including reasonable attorney’s fees; or (g) combine any of the above rights and remedies as is practicable and permitted by law. Buyer is prohibited from setting off any and all monies owed under this from any other sums, whether liquidated or not, that are or may be due Buyer, which arise out of a different transaction with Hach or any of its affiliates. Should Buyer’s financial responsibility become unsatisfactory to Hach in its reasonable discretion, Hach may require cash payment or other security. If Buyer fails to meet these requirements, Hach may treat such failure as reasonable grounds for repudiation of this Contract, in which case reasonable cancellation charges shall be due Hach. Buyer grants Hach a security interest in the Products to secure payment in full, which payment releases the security interest but only if such payments could not be considered an avoidable transfer under the U.S. Bankruptcy Code or other applicable laws. Buyer’s insolvency, bankruptcy, assignment for the benefit of creditors, or dissolution or termination of the existence of Buyer, constitutes a default under this Contract and affords Hach all the remedies of a secured party under the U.C.C., as well as the remedies stated above for late payment or non-payment. See ¶20 for further wire transfer requirements.

7. LIMITED WARRANTY: Hach warrants that Products sold hereunder will be free from defects in material and workmanship and will, when used in accordance with the manufacturer’s operating and maintenance instructions, conform to any express written warranty pertaining to the specific goods purchased, which for most Hach instruments is for a period of twelve (12) months from delivery. Hach warrants that services furnished hereunder will be free from defects in workmanship for a period of ninety (90) days from the completion of the services. Parts provided by Hach in the performance of services may be new or refurbished parts functioning equivalent to new parts.

Any non-functioning parts that are repaired by Hach shall become the property of Hach. No warranties are extended to consumable items such as, without limitation, reagents, batteries, mercury cells, and light bulbs. All other guarantees, warranties, conditions and representations, either express or implied, whether arising under any statute, law, commercial usage or otherwise, including implied warranties of merchantability and fitness for a particular purpose, are hereby excluded. The sole remedy for Products not meeting this Limited Warranty is replacement, credit or refund of the purchase price. This remedy will not be deemed to have failed of its essential purpose so long as Hach is willing to provide such replacement, credit or refund.

8. INDEMNIFICATION: Indemnification applies to a party and to such party’s successors-in-interest, assignees, affiliates, directors, officers, and employees (“Indemnified Parties”). Hach is responsible for and will defend, indemnify and hold harmless the Buyer Indemnified Parties against all losses, claims, expenses or damages which may result from accident, injury, damage, or death due to Hach’s breach of the Limited Warranty. Buyer is responsible for and will defend, indemnify and hold harmless the Hach Indemnified Parties against all losses, claims, expenses or damages which may result from accident, injury, damage, or death due to negligence, misuse or misapplication of any goods or services, violations of law, or the breach of any provision of this Contract by the Buyer, its affiliates, or those employed by, controlled by or in privity with them. Buyer’s workers’ compensation immunity, if any, does not preclude or limit its indemnification obligations.

9. PATENT PROTECTION: Subject to all limitations of liability provided herein, Hach will, with respect to any Products of Hach’s design or manufacture, indemnify Buyer from any and all damages and costs as finally determined by a court of competent jurisdiction in any suit for infringement of any U.S. patent (or European patent for Products that Hach sells to Buyer for end use in a member state of the E.U.) that has issued as of the delivery date, solely by reason of the sale or normal use of any Products sold to Buyer hereunder and from reasonable expenses incurred by Buyer in defense of such suit if Hach does not undertake the defense thereof, provided that Buyer promptly notifies

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TERMS AND CONDITIONS OF SALE FOR HACH® PRODUCTS
Confidential - Company Proprietary
v. 2024.07.16 2
Hach of such suit and offers Hach either (i) full and exclusive control of the defense of such suit when Products of Hach only are involved, or (ii) the right to participate in the defense of such suit when products other than those of Hach are also involved. Hach’s warranty as to use patents only applies to infringement arising solely out of the inherent operation of the Products according to their applications as envisioned by Hach’s specifications. In case the Products are in such suit held to constitute infringement and the use of the Products is enjoined, Hach will, at its own expense and at its option, either procure for Buyer the right to continue using such Products or replace them with non-infringing products, or modify them so they become non-infringing, or remove the Products and refund the purchase price (prorated for depreciation) and the transportation costs thereof. The foregoing states the entire liability of Hach for patent infringement by the Products. Further, to the same extent as set forth in Hach’s above obligation to Buyer, Buyer agrees to defend, indemnify and hold harmless Hach for patent infringement related to (x) any goods manufactured to the Buyer’s design, (y) services provided in accordance with the Buyer’s instructions, or (z) Hach’s Products when used in combination with any other devices, parts or software not provided by Hach hereunder.

10. TRADEMARKS AND OTHER LABELS: Buyer agrees not to remove or alter any indicia of manufacturing origin or patent numbers contained on or within the Products, including without limitation the serial numbers or trademarks on nameplates or cast, molded or machined components.

11. SOFTWARE AND DATA. All licenses to Hach’s separately-provided software products are subject to the separate software license agreement(s) accompanying the software media and/or included as an Appendix to these Terms & Conditions of Sale. Except to the extent such express licenses conflict with the remainder of this paragraph, the following also applies relative to Hach’s software: Hach grants Buyer only a personal, non-exclusive license to access and use the software provided by Hach with Products purchased hereunder solely as necessary for Buyer to enjoy the benefit of the Products. A portion of the software may contain or consist of open source software, which Buyer may use under the terms and conditions of the specific license under which the open source software is distributed. Buyer agrees that it will be bound by all such license agreements. Title to software remains with the applicable licensor(s). In connection with Buyer’s use of Products, Hach may obtain, receive, or collect data or information, including data produced by the Products.

In such cases, Buyer grants Hach a non-exclusive, worldwide, royalty-free, perpetual, non-revocable license to use, compile, distribute, display, store, process, reproduce, or create derivative works of such data, or to aggregate such data for use in an anonymous manner, solely to facilitate marketing, sales and R&D activities of Hach and its affiliates.

12. PROPRIETARY INFORMATION; PRIVACY: “Proprietary Information” means any information, technical data or know-how in whatever form, whether documented, contained in machine readable or physical components, mask works or artwork, or otherwise, which Hach considers proprietary, including but not limited to service and maintenance manuals. Buyer and its customers, employees and agents will keep confidential all such Proprietary Information obtained directly or indirectly from Hach and will not transfer or disclose it without Hach’s prior written consent, or use it for the manufacture, procurement, servicing or calibration of Products or any similar products, or cause such products to be manufactured, serviced or calibrated by or procured from any other source, or reproduce or otherwise appropriate it. All such Proprietary Information remains Hach’s property. No right or license is granted to Buyer or its customers, employees or agents, expressly or by implication, with respect to the Proprietary Information or any patent right or other proprietary right of Hach, except for the limited use licenses implied by law.

Hach will manage Customer’s information and personal data in accordance with its Privacy Policy, located at http://www.hach.com/privacypolicy.

13. CHANGES AND ADDITIONAL CHARGES: Hach reserves the right to make design changes or improvements to any products of the same general class as Products being delivered hereunder without liability or obligation to incorporate such changes or improvements to Products ordered by Buyer unless agreed upon in writing before the Products’ delivery date. Services which must be performed as a result of any of the following conditions are subject to additional charges for labor, travel and parts: (a) equipment alterations not authorized in writing by Hach; (b) damage resulting from improper use or handling, accident, neglect, power surge, or operation in an environment or manner in which the instrument is not designed to operate or is not in accordance with Hach’s operating manuals; (c) the use of parts or accessories not provided by Hach; (d) damage resulting from acts of war, terrorism or nature; (e) services outside standard business hours; (f) site prework not complete per proposal; or (g) any repairs required to ensure equipment meets manufacturer’s specifications upon activation of a service agreement.

14. SITE ACCESS / PREPARATION / WORKER SAFETY / ENVIRONMENTAL COMPLIANCE: In connection with services provided by Hach, Buyer agrees to permit prompt access to equipment. Buyer assumes full responsibility to backup or otherwise protect its data against loss, damage or destruction before services are performed. Buyer is the operator and in full control of its premises, including those areas where Hach employees or contractors are performing service, repair and maintenance activities. Buyer will ensure that all necessary measures are taken for safety and security of working conditions, sites and installations during the performance of services. Buyer is the generator of any resulting wastes, including without limitation hazardous wastes. Buyer is solely responsible to arrange for the disposal of any wastes at its own expense. Buyer will, at its own expense, provide Hach employees and contractors working on Buyer’s premises with all information and training required under applicable safety compliance regulations and Buyer’s policies. If the instrument to be serviced is in a Confined Space, as that term is defined under OSHA regulations, Buyer is solely responsible to make it available to be serviced in an unconfined space. Hach service technicians will not work in Confined Spaces. In the event that a Buyer requires Hach employees or contractors to attend safety or compliance training programs provided by Buyer, Buyer will pay Hach the standard hourly rate and expense reimbursement for such training attended.

The attendance at or completion of such training does not create or expand any warranty or obligation of Hach and does not serve to alter, amend, limit or supersede any part of this Contract.

15. LIMITATIONS ON USE: Buyer will not use any Products for any purpose other than those identified in Hach’s catalogs and literature as intended uses. Unless Hach has advised the Buyer in writing, in no event will Buyer use any Products in drugs, food additives, food or cosmetics, or medical applications for humans or animals. In no event will Buyer use in any application any Product that requires FDA 510(k) clearance unless and only to the extent the Product has such clearance. Buyer will not sell, transfer, export or re-export any Hach Products or technology for use in activities which involve the design, development, production, use or stockpiling of nuclear, chemical or biological weapons or missiles, nor use Hach Products or technology in any facility which engages in activities relating to such weapons. Unless the “shipto” address is in California, U.S.A., the Products are not intended for sale in California and may lack markings required by California Proposition 65; accordingly, unless Buyer has ordered Products specifying a California ship-to address, Buyer will not sell or deliver any Hach Products for use in California.

Any warranty granted by Hach is void if any goods covered by such warranty are used for any purpose not permitted hereunder.

16. EXPORT AND IMPORT LICENSES AND COMPLIANCE WITH LAWS:

Unless otherwise specified in this Contract, Buyer is responsible for obtaining any required export or import licenses. Buyer will comply with all laws and regulations applicable to the installation or use of all Products, including applicable import and export control laws and regulations of the U.S., E.U. and any other country having proper jurisdiction, and will obtain all necessary export licenses in connection with any subsequent export, re-export, transfer and use of all Products and technology delivered hereunder. Buyer will comply with all local, national, and other laws of all jurisdictions globally relating to anti-corruption, bribery, extortion, kickbacks, or similar matters which are applicable to Buyer’s business activities in connection with this Contract, including but not limited to the U.S. Foreign Corrupt Practices Act of 1977, as amended (the “FCPA”). Buyer agrees that no payment of money or provision of anything of value will be offered, promised, paid or transferred, directly or indirectly, by any person or entity, to any government official, government employee, or employee of any company owned in part by a government, political party, political party official, or candidate for any government office or political party office to induce such organizations or persons to use their authority or influence to obtain or retain an improper business advantage for Buyer or for Hach, or which otherwise constitute or have the purpose or effect of public or commercial bribery, acceptance of or acquiescence in extortion, kickbacks or other unlawful or improper means of obtaining business or any improper advantage, with respect to any of Buyer’s activities related to this Contract. Hach asks Buyer to “Speak Up!” if aware of any violation of law, regulation or our Standards of Conduct (“SOC”) in relation to this Contract. See w w w . e t h i c s p o i n t . v e r a l t o . c o m and Integrity and compliance – Veralto for a copy of the SOC and for access to our Helpline portal.

17. RELATIONSHIP OF PARTIES: Buyer is not an agent or representative of Hach and will not present itself as such under any circumstances unless and to

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TERMS AND CONDITIONS OF SALE FOR HACH® PRODUCTS
Confidential - Company Proprietary
v. 2024.07.16 3
the extent it has been formally screened by Hach’s compliance department and received a separate duly-authorized letter from Hach setting forth the scope and limitations of such authorization.

18. FORCE MAJEURE: Hach is excused from performance of its obligations under this Contract to the extent caused by acts or omissions that are beyond its control of, including but not limited to Government embargoes, blockages, seizures or freeze of assets, delays or refusals to grant an export or import license or the suspension or revocation thereof, or any other acts of any Government; fires, floods, severe weather conditions, or any other acts of God; quarantines; labor strikes or lockouts; riots; strife; insurrections; civil disobedience or acts of criminals or terrorists; war; material shortages or delays in deliveries to Hach by third parties. In the event of the existence of any force majeure circumstances, the period of time for delivery, payment terms and payments under any letters of credit will be extended for a period of time equal to the period of delay. If the force majeure circumstances extend for six months, Hach may, at its option, terminate this Contract without penalty and without being deemed in default or in breach thereof.

19. NON ASSIGNMENT AND WAIVER: Buyer will not transfer or assign this Contract or any rights or interests hereunder without Hach’s prior written consent. Failure of either party to insist upon strict performance of any provision of this Contract, or to exercise any right or privilege contained herein, or the waiver of any breach of the terms or conditions of this Contract will not be construed as thereafter waiving any such terms, conditions, rights, or privileges, and the same will continue and remain in force and effect as if no waiver had occurred.

20. FUNDS TRANSFERS (PAYMENTS): Buyer and Hach both recognize that there is a risk of banking fraud when individuals impersonating a business demand payment under new banking or mailing instructions. To avoid this risk, Buyer must verbally confirm any new or changed bank transfer or mailing instructions by calling Hach at +1-970-663-1377 and speaking with Hach’s Credit Manager before mailing or transferring any monies using the new instructions.

Both parties agree that they will not institute mailing or bank transfer instruction changes and require immediate payment under the new instructions but will instead provide a ten (10) day grace period to verify any payment instruction changes before any new or outstanding payments are due using the new instructions.

21. LIMITATION OF LIABILITY: None of the Hach Indemnified Parties will be liable to any Buyer Indemnified Parties under any circumstances for any special, treble, incidental or consequential damages, including without limitation, damage to or loss of property other than for the Products purchased hereunder; damages incurred in installation, repair or replacement; lost profits, revenue or opportunity; loss of use; losses resulting from or related to downtime of the products or inaccurate measurements or reporting; the cost of substitute products; or claims of any Buyer Indemnified Parties’ customers for such damages, howsoever caused, and whether based on warranty, contract, and/or tort (including negligence, strict liability or otherwise). The total liability of the Hach Indemnified Parties arising out of the performance or nonperformance hereunder or Hach’s obligations in connection with the design, manufacture, sale, delivery, and/or use of Products will in no circumstance exceed in the aggregate a sum equal to twice the amount actually paid to Hach for Products delivered hereunder.

22. APPLICABLE LAW AND DISPUTE RESOLUTION: The construction, interpretation and performance hereof and all transactions hereunder shall be governed by the laws of the State of Colorado, without regard to its principles or laws regarding conflicts of laws. If any provision of this Contract violates any Federal, State or local statutes or regulations of any countries having jurisdiction of this transaction, or is illegal for any reason, said provision shall be self-deleting without affecting the validity of the remaining provisions.

Unless otherwise specifically agreed upon in writing between Hach and Buyer, any dispute relating to this Contract which is not resolved by the parties shall be adjudicated in order of preference by a court of competent jurisdiction (i) in the State of Colorado, U.S.A. if Buyer has minimum contacts with Colorado and the U.S., (ii) elsewhere in the U.S. if Buyer has minimum contacts with the U.S. but not Colorado, or (iii) in a neutral location if Buyer does not have minimum contacts with the United States.

23. ENTIRE AGREEMENT, TERM & MODIFICATION: These Terms & Conditions of Sale constitute the entire agreement between the parties and supersede any prior agreements or representations, whether oral or written.

Upon thirty (30) days prior written notice, Hach may, in its sole discretion, elect to terminate any order for the sale of Products and provide a pro-rated refund for any pre-payment of undelivered Products. No change to or modification of these Terms & Conditions shall be binding upon Hach unless in a written instrument specifically referencing that it is amending these Terms & Conditions of Sale and signed by an authorized representative of Hach. Hach rejects any additional or inconsistent Terms & Conditions of Sale offered by Buyer at any time, whether or not such terms or conditions materially alter the Terms & Conditions herein and irrespective of Hach’s acceptance of Buyer’s order for the described goods and services.

24. APPENDICES: If checked, the following Appendices are attached hereto and incorporated by reference into these Terms & Conditions of Sale:
 CLAROS SOFTWARE AS A SERVICE SUBSCRIPTION AGREEMENT
* * *

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Page 1 ends

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Quote
Date
1/17/2025
Quote #
Q2025-0016
Bill To
City of La Palma
7822 Walker Street
La Palma, CA 90623
Ship To
City of La Palma
Attn: Community Services
7821 Walker Street
La Palma, CA 90623
603 Seagaze Dr. # 241
Oceanside, CA 92054
ph: 760-722-6893
P.O. Number Terms
Net 30 Days
Rep
DCH
Entered By
CB
Estimate Status
Open
Total
Subtotal
Sales Tax (8.75%)
Quantity Description Bin Loc MPN Cost Each Total Amount BAMAUS1112XX002X000000EN
Selected Options:
* Application: 1.3-6 GPH, max. 140°F@ 51psi
* Module for flow measurement: float type+scale
[l/h], [gph]
* Number of modules PG13,5: one
module+sensoradap. PG13.5
* Number of modules G1inch: two
modules+sensoradap. G1"
* Number of modules G3/4 inch: without
* Conditioning of sample water: without
* Conditioning of sample water: without
* Sensor cleaning: without
* Hydraulic connection: Hose 1/2x3/8+3/8x1/4"
* Sensor lightning: without
* Version: with PM logo
* Accessories: none
* Approval: none
* docu-language acc. ISO 639: english
4 865.34 3,461.36T
7744852 Halogen Controller Package
Package includes 1/4" pressure regulator, Bubble
Dispenser, PVC sample
port, needle valve, Quick start guide and Black UV
protected
Polypropylene panel.
4 2,274.20 9,096.80T
4 1018368 Free Chlorine Sensor 3.1-mA-10 ppm 1,615.50 6,462.00T 4 212.30 849.20T 741036 pH Sensor PHED 112 SE C-1-3
4 1002856 Resistance Thermometer - PT 1000 SE 242.59 970.36T

Page 2 ends

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Carlo Nafarrete
(714) 504-8296
[email protected]
Conditions of Sale:
- Payment terms: (upon approved credit) Net 30
days.
- This quote is firm for 30 days.
- Freight is estimated and is subject to change.
- All credit card transactions will incur a 4% pass
through service charge.
- This quotation is limited to the products and
services as listed, and excludes any item or service
not listed.
- This quotation EXCLUDES any permits, licenses,
bonds, inspections, seismic calculations, or fees.

0.00 0.00T

Page 3 ends

$46,015.56
$42,313.16
$3,702.40

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Page 203 of 271 ends

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Agenda Item No. 9 April 1, 2025 | 1
City of La Palma
Agenda Item No. 9
MEETING DATE: April 1, 2025
TO: City Council
FROM: City Manager
SUBMITTED BY: Carlo Nafarrete, Public Works Supervisor
Belinda Deines, Community Development Manager
AGENDA TITLE: First Amendment to Professional Services Agreement for the Meadowlark (City Yard) Well Rehabilitation
RECOMMENDED ACTION:

It is recommended that the City Council authorize the City Manager to execute an amendment to the contract with BESST, Inc. (BESST) for the Meadowlark (City Yard) Well Rehabilitation, increasing the not-to-exceed amount from $320,098 to $440,000, and to amend the budget accordingly.

BACKGROUND:

On November 5, 2024, the City Council awarded a contract to BESST Inc. for testing, dynamic profiling, and well pump and motor replacement for water quality improvements at the City Yard for an amount not-to-exceed $321,000. The City Council authorized a 15% contingency for unforeseen issues and approved reallocating $321,000 in the FY 24/25 Capital Improvement Program budget to the Pump & Well Repair account (055-900-7100-00000).

ANALYSIS:

As part of the ongoing Testing, Dynamic Profiling, and Pump and Motor Replacement Project, City Project 25-WTR-01, the City Yard well pump and motor assembly will have to be removed and taken to a facility for disassembly, inspection and rebuilding. During that time, and without a well pump and motor assembly in place, the City Yard well, which produces 60% of the City’s daily water needs, will remain out of service and unable to pump water for an estimated duration of up to three to four months.

During emergency conditions, such as those that cannot be avoided, the City would normally purchase imported water from the Municipal Water District of Orange County (MWDOC) at a current rate of $1,395 per acre foot (AF), approximately $751 AF more than the cost of groundwater pumped from the City’s well. However, this action requires constant manual manipulation of the water system to maintain adequate pressures throughout the system. Unfortunately, and due to limited Water Division staffing levels, this highly technical and monitoring-sensitive procedure may be an overwhelming task for Water Division staff to maintain for such an extended period and is not recommended.

As an alternative, City staff recommends renting a well and pump motor assembly from BESST’s

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Agenda Item No. 9 April 1, 2025 | 2
subcontractor, General Pump, at an amount including $40,000 for the installation and removal of the equipment, $6,000 for removal of lubrication oil from the top of the well water and a monthly rental fee of $7,400 for up to three or four months. The total cost for the equipment rental would potentially be up to $90,000. This alternative would allow the City to continue to pump its own high-quality groundwater until such a time as the existing well equipment can be rebuilt and reinstalled.

This amendment also addresses a condition encountered while performing the depth-dependent sampling of the well where sampling equipment got lodged within the well and requires removal. Additional equipment is required to assist in retrieving the lodged sampling equipment from within the well. However, the potential for this occurrence was considered during the initial planning of the project and the additional cost for the use of this equipment is covered within the contingency amount budgeted for the ongoing project.

BESST's amendment includes Planning, Oversight and Administration fees totaling $29,795, bringing the total cost for the request to approximately $120,000. The comparison of potential costs for the alternative use of import water is shown below.

Imported Water per AF = $1,395 Groundwater per AF = $644 Average Water Demand Per Year = 1959AF Average Water Demand Per Year = 1959AF Higher Demand In Summer Months Higher Demand In Summer Months Estimating 60% of Total Production In Summer
Months - $544,050
Estimating 60% of Total Production In Summer
Months - $251,160
90 AF (Total 150 AF) in May = $125,550 90 AF (Total 150 AF) in May = $57,960 96 AF (Total 160 AF) in June = $133,920 96 AF (Total 160 AF) in June = $61,824 99 AF (Total 165 AF) in July = $138,105 99 AF (Total 165 AF) in July = $63,756 105 AF (Total 175 AF) in August = $146,475 105 AF (Total 175 AF) in August = $67,620 The costs of utilizing the City's groundwater, including the cost of the temporary well pump assembly rental, is still less expensive than importing water for the duration of this portion of the ongoing project.

FISCAL IMPACT:

The proposed amendment exceeds the 15% contingency previously authorized by the City Council.

To cover the cost of this first amendment, $119,902 can be reallocated from the FY 24/25 Capital Improvement Program (CIP) budgeted account for the Water Treatment Feasibility Study (055-900- 9330-00000) to the Pump & Well Repair account (055-900-7100-00000). This transfer does not increase the overall CIP budget but rather redistributes a portion of the existing allocation to support the current project.

ATTACHMENTS:

1. 1st Amendment to Agreement

2. LaPalma Change Order 03202025

3. LaPalma_Meadowlark_Change_Order_03202025

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Agenda Item No. 9 April 1, 2025 | 3

4. TP Rental - 03-24-25 (1)

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Page 1 of 2 ends

AMENDMENT NO. 1 TO THE

AGREEMENT FOR PROFESSIONAL CONSULTANT SERVICES
BESST, INC.

THIS FIRST AMENDMENT TO THE AGREEMENT FOR PROFESSIONAL
CONSULTANT SERVICES (hereinafter, “Amendment”), shall be effective as of April 1, 2025, and shall serve as a mutual Agreement by and between the CITY OF LA PALMA, a municipal corporation (hereinafter, the “City”), and BESST, Inc., a corporation (hereinafter, the “Consultant”). Consultant and City are hereafter together referred to as the “Parties” and each individually as a “Party.”

RECITALS
A. The Parties have previously entered an Agreement dated November 5, 2024 (“Agreement”) for professional consulting services (hereinafter, the “Consultant Services”), which Agreement is incorporated herein by this reference.

B. As a result of the additional consultant services necessary for installation, rental, and removal of a temporary pump and retrieval of stuck profiling tubing to be removed, the Parties hereto wish to amend Exhibit A, Scope of Work, for those additional services.

C. Section 1.3 of the Agreement allows for changes to the Scope of Work and compensation paid in accordance with the Fee Schedule as agreed to in writing by both Parties.

D. The City and Consultant mutually desire to enter into this Amendment in accordance with the terms and conditions set forth herein.

EXECUTORY AGREEMENTS
NOW, THEREFORE, in consideration of the facts recited above and the covenants, conditions, and promises contained herein, the City and Consultant mutually agree as follows:

SECTION ONE: MODIFICATION OF EXHIBIT A
Scope of Work

1.1 Exhibit A – Scope of Work attached to the Agreement shall hereby be Amended Exhibit A-1 – Revised Scope of Work attached hereto as Attachment 1 listing those specific additional services through project completion and incorporated by this reference.

SECTION TWO: MISCELLANEOUS

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Page 2 of 2 ends

2.1 Remaining Provisions of Agreement Not Affected: Except as expressly provided in Section 1.1 above, each and every term, condition and provision of the Agreement shall continue in force and effect unchanged.

2.2 Integration: This Amendment represents the entire understanding of the City and Consultant only as to those matters contained herein.

2.3 Interpretation: Terms not otherwise defined herein shall have the meanings given them in the Agreement.

2.4 Authority of Signatories: The persons executing this Amendment on behalf of the Parties hereto warrant that they are duly authorized to execute this Amendment on behalf of said Parties and that by so executing this Amendment the Parties are formally bound to the provisions of this Amendment.

INWITNESS WHEREOF, this Amendment has been executed as of the date first written above.

CITY OF LA PALMA
ATTEST: ____________________________
Conal McNamara, City Manager
____________________________
Kimberly Kenney, City Clerk
BESST, INC.
________________________
Noah Heller, MS, PG
President/Founder

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1 BESST, Inc., 50 Tiburon Street, Suite 7, San Rafael, CA / 1380 Greg Street, Suite 225, Sparks, NV www.besst-inc.com
March 25th, 2025
City of La Palma
Carlo Nafarrete, Public Works Supervisor
7822 Walker St.

La Palma, CA, 90623
(714) 690-3300
[email protected]
Subject: Proposal for Change Order to November 5th, 2024, Well Rehabilitation and Evaluation Contract
Dear Carlo,
We are submitting a Change Order Proposal to incorporate additional tasks into the ongoing well rehabilitation contract for the City Yard Well (aka, the Meadowlark Well) that BESST signed into with the City of La Palma on November 5th, 2024. This proposal builds upon our previous discussions and includes the following scope of work.

In summary, the goal of the original contract is to:

A. COMPLETED: Determine the efficiency of the existing oil lube pump: In 2013, the well was profiled by BESST to delineate arsenic, manganese and iron, and at the time was pumping at 1,850 GPM. Over the years, the pumping rate has declined, and in March of 2015, the well was profiled by BESST again, but at a much-reduced rate of 1,145 GPM.

B. COMPLETED Re-profile the well - March 2025: Determine changes in arsenic, iron and manganese distribution with the well. Water samples include bacteriological analyses for sulfur-reducing-bacteria. Lab sample results and report pending.

C. Remove the existing pump.

D. Order and install a new Water Flush Pump.

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2 BESST, Inc., 50 Tiburon Street, Suite 7, San Rafael, CA / 1380 Greg Street, Suite 225, Sparks, NV www.besst-inc.com
This scope of work did not include (proposed change order items):

1. Installation, rental and removal of a temporary pump that can pump at a higher pumping rate of 1,400 to 1,500 GPM for approximately 4 months while awaiting delivery of the new pump.

2. Retrieval of stuck profiling tubing to be removed after the existing pump is removed from the well.

Explanation of Proposed Change-Order Items:

1. Temporary Pump Installation with Access Pipe(s), Rental and Removal:

The City of La Palma requires that the City Yard Well produces potable water in the interim while waiting for delivery and installation of the new Water Flush system. The temporary pump will produce at a rate of 1,400 to 1,500 GPM, which represents a 20% to 25% increase in production over what the existing pump can currently produce. The anticipated rental period is between 3 to 4 months. BESST will oversee the installation of the temporary pump by General Pump, who is under contract with BESST. The installation will also include an access pipe(s) to measure static and pumping water level during the interim rental period.

2. Standpipe Retrieval Tool:

General Pump will mobilize
their standpipe
deployment/retrieval tool
(along with a temporary rental
pump) to wiggle the freestanding standpipe, well
modification system presently
inside the City Yard Well
(Figure 1).

Figure 1: Standpipe with “L” Slot and Deployment/Retrieval tool (with pin slid into L-slot) deploying free-standing, dual-packer, well modification system into City Yard Well in 2016.

The goal is to dislodge the stuck tracer flowmeter tubing and sausage weights that are wedged in the annulus between the collar of the standpipe and the wire-wrapped-screened liner. Although the flow profiling and sampling effort to delineate the vertical distribution of arsenic was completed successfully, the sausage weights became stuck when attempting to determine the volume of groundwater and it’s arsenic concentration that was leaking around the damaged packer in the annulus between the standpipe and the wire-wrapped-screened

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3 BESST, Inc., 50 Tiburon Street, Suite 7, San Rafael, CA / 1380 Greg Street, Suite 225, Sparks, NV www.besst-inc.com
liner. Removal of the tubing and sausage weights
is a high priority to prevent any interference with
the installation of the temporary pump.

Since the existing pump needs to be removed
anyway for the installation of the temporary
pump, it makes sense to remove the stuck
sausage weights as well.

Summary of Change Order Costs:

General Pump
• Deployment/Retrieval Tool - $14,500
• Installation of oil-lubricated temporary rental pump with access pipe (1,400 – 1,500 GPM) – $20,000.00
• Removal of oil-lubricated temporary rental pump and access pipe – $20,000.00 • Bail oil and store in 55-gallon drums onsite – $6,000.00 • Monthly rental for temporary pump up to 4 months (proration not available) – $29,600 Subtotal General Pump: $90,100
BESST
• Planning and Oversight - $16,280
• Administrative Markup - $13,515
Subtotal BESST: $29,795
Total - $119,895
Figure 2: Stuck sausage weights.

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4 BESST, Inc., 50 Tiburon Street, Suite 7, San Rafael, CA / 1380 Greg Street, Suite 225, Sparks, NV www.besst-inc.com
By incorporating the change order proposal with the previously contracted scope, the goal of the modified approach is to increase production during the interim period before the Water Flush system is installed and to remove the potential interference of the stuck tubing with the temporary pump installation.

Please review this proposal and let us know if any adjustments are needed. We appreciate the opportunity to support the City of La Palma on this project and look forward to your response.

Best regards,
Aaron Marriott
Project Manager/Hydrogeologist
BESST Inc.
[email protected]
M: 415.408.8380
Noah Heller, MS PG
Principal Hydrogeologist
BESST, Inc.
[email protected]
M: 415.302.7354

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Well Location: La Palma, California
Number of Locations: 1 Well
Quotation Date: Tuesday, March 25, 2025
Prepared by: Aaron Marriott-Project Manager
Client Organization: City of La Palma
Name and Title: Carlo Nafarrete, Public Works Supervisor QUOTE VALID FOR 90 DAYS Street Address: 7822 Walker St. BESST INC
City and State: La Palma, CA, 90623 50 Tiburon, Suite 7 San Rafael, CA 94901 Phone: (714) 690-3300 Office: 415.453.2501 / cell: 415.302.7354 Email: [email protected] [email protected] Item HYDROGEOLOGIC SERVICES Qty Unit Price Total
Planning Additional planning needed to fulfill additional rehabilitation services needed. 1 proj. $ 600.00 $ 600.00 Subtotal #1 $ 600.00
Mob/Demob Mob/Demob-One Staff Scientist 2 ea. $ 1,960.00 $ 3,920.00 Field Oversight Removal of existing pump, fishing, installation of test pump oversight. 80 hrs. $ 160.00 $ 12,800.00 Per diem One Staff Scientist 8 days $ 360.00 $ 2,880.00 Subtotal 2 $ 15,680.00
Mob / Demob Dynamic Rig Mob/Demob and personnel 0 ea. $ 3,190.00 $ - Per Diem Per Diem costs for two scientists 0 days $ 720.00 $ - System Setup System Setup 0 ea. $ 1,100.00 $ -
Dynamic Flow
Dynamic Flow Survey at higher pumping rate (up to 20 injection depths). Optional injection points may be recommended based on the initial flow data and the length of the well screen. 0 ea. $ 7,775.00 $ -
Subtotal #3 $ -
Courier Lab Samples Dropped off at Weck 0 ea. $ 300.00 $ - Local Lab Analysis Arsenic 0 ea. $ 35.00 $ -
Administrative Fee 15% administrative Fee for Lab Coordination 0 ea. $ - $ - Subtotal #4 $ -
Report Update
UPDATED ENGINEERING REPORT: Update Dynamic Flow and Mass Balance Report (Mass Balance Up To 8 Constituents): Includes Analysis, Conclusions and Recommendations for Well Modification to Remove Contaminants of Concern. 0 ea. $ 6,000.00 $ - Subtotal #5 $ -
Extra Injections Extra Injection Depths 0 ea. $ 100.00 $ - Extra Samples Extra Groundwater Sample Depths 0 ea. $ 200.00 $ - Extra Volume Extra Groundwater Sample Liters at Each Point 0 ea. $ 30.00 $ - Extra Analytes Extra Mass Balance Fee Per Analyte 0 ea. $ 400.00 $ - Pump Crew Oversight Oversee test pump installation-Lift and Shift operations-Access Pipe installation or other well preparation activities. 0 hr. $ 160.00 $ -
Standby Standby Rate 0 hr. $ 275.00 $ -
Oil Lube Fee Oil Lube Fee (Decon or Dispose of Tubing) 0 ft $ 2.50 $ - Toilet Rental Rent and have portable toilet delivered to site 0 well $ 400.00 $ - Generator Rental Required if AC power not available on site 0 day $ 100.00 $ - Multi Water Parameter Meter pH, Temp, conductivity, dissolved oxygen, redox potential and turbidity 0 ea. $ 650.00 $ - Water Level Meter Measure Water Levels 0 ea. $ 95.00 $ - Labels Complete Sample Bottle Labels 0 ea. $ 275.00 $ - COC Complete Chain of Custody 0 ea. $ 110.00 $ -
Package Package Samples 0 ea. $ 110.00 $ -
Subtotal #6 $ -
Pump Quotation
General Pump Services for deployment of "Stand Pipe", installation of test pump, and removal of test pump 1 ea. $ 90,100.00 $ 90,100.00
Administrative Fee BESST Subcontractor Administrative fee 1 ea. $ 13,515.00 $ 13,515.00 Subtotal 7 $ 103,615.00
$ 119,895.00
Client Name_____________________________________________________ Client PO Number_____________________ Client Signature____________________________________________________ Date___________________________ TASK 5 - HYDROGEOLOGIC REPORT UPDATE
TASK 6 - OPTIONAL SERVICES
TOTAL: Including Options
Change Order For: La Palma Meadowlark Well
TASK 1 - PROFILE PLANNING
TASK 3 - DYNAMIC FLOW PROFILING
Payment Terms: Net 30
TASK 4 - LABORATORY FEES FOR WELLHEAD SAMPLES
TASK 7 - PUMP SERVICE SUBCONTRACTOR
TASK 2 - SUB-CONTRACTOR OVERSIGHT

Page 1 of 1 ends

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159 N. ACACIA STREET * SAN DIMAS, CA 91773
PHONE: (909) 599-9606 * FAX: (909) 599-6238
CAMARILLO, CA 93010 * SAN BERNARDINO, 92410
www.genpump.com
WELL & PUMP SERVICE SINCE 1952 Lic. #496765
Serving Southern California and Central Coast
March 17, 2025 Job # 16486
Besst, Inc.
50 Tiburon Street
Suite 7
San Rafael, California 94901
Attn: Aaron Marriott
Subject: Meadowlark Well (AKA City Yard Well)
General Pump Company, Inc. (GPC) is pleased to provide the following proposal to supply, install, and remove an oil-lubricated test pump to enable the City to exercise the well while the Phase I evaluation is being completed by Besst, Inc. Following removal of the existing pump equipment but prior to installation of the temporary pump, GPC will attempt to engage the existing K-packer assembly in an effort to free up tubing that became stuck during initial testing. The associated labor and materials include the fabrication and placement of an engagement tool, as well as a one-day attempt to install the tool on drop pipe, attempt to engage the existing packer, disengage, and remove the drop pipe. Please note, while extra care will be taken to assist with the tooling removal, GPC cannot assume liability for damage(s) that may occur to the tooling during the retrieval attempt and cannot guarantee a successful outcome. Assistance will also be needed from Besst, Inc. technicians to attempt to free up the tubing. The test pump operation assumes existing power and discharge piping may be utilized as-is without modification while utilizing the existing discharge head. The proposed test pump equipment includes approximately 212’ of 10” x 2.5” x

1.5” oil lubricated column, tube and shaft assembly, a 12- to 13-inch bowl assembly capable of producing approximately 1400-1500 GPM, a suction pipe with cone strainer, and dedicated 1.25” PVC sounding tube for transducer access (transducer supplied by others), as well as a temporary motor to operate the pump equipment. Once temporary pumping activities are complete, GPC will remobilize, remove the existing temporary test pump, bail any oily water from the well for storage onsite and subsequent disposal by the City (generator).

Cost Proposal
• Prepare, install and remove an extraction tool to attempt to free up the stuck testing equipment (tubing)
Packer Engagement Attempt $ 14,500.00
• Installation of oil-lubricated temporary rental pump capable of approximately 1,400 – 1,500 GPM with 1.25” ID PVC access Installation $ 20,000.00

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Aaron Marriott
La Palma – Meadowlark Well
March 24, 2025

Page 2 of 2 ends

• Removal of oil-lubricated temporary rental pump
capable of approximately 1,400 – 1,500 GPM
Removal $ 20,000.00
• Bail oil, store in 55-gallon drum(s) onsite
Bail oil $ 6,000.00
• Estimated 4-month temporary pump rental
($7,400.00 / month, proration less than monthly not available) Monthly Rental $29,600.00
The timeline for the above scope is estimated at approximately 10-15 working days after approval, to commence after the initial pump removal. This timeline is subject to change based on the City’s needs and equipment availability, and GPC will make every effort to reduce the timeline as needed to accommodate the City accordingly. Should you have any questions or need additional information regarding the above summary and associated costs, please do not hesitate to contact us.

GENERAL PUMP COMPANY, INC.

Daniel Pichardo
Daniel Pichardo
VP of Engineering

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Agenda Item No. 10 April 1, 2025 | 1
City of La Palma
Agenda Item No. 10
MEETING DATE: April 1, 2025
TO: City Council
FROM: City Manager
SUBMITTED BY: jaNell Adams, Community Services Supervisor AGENDA TITLE: Event Contract for the 4th Annual Festival of Nations Event RECOMMENDED ACTION:

It is recommended that the City Council authorize the City Manager to execute the event quote and any related documents with James Events Productions, Inc. for the provision of vendor booths, rides, attractions, and game booths at the Festival of Nations event on April 26, 2025.

BACKGROUND
In the fall of 2018, the City Council held a Study Session to discuss the possibility of establishing a 'Signature Event' for La Palma. In January 2019, the Council identified the development of this event as a goal, aiming to launch it in April 2020. The Community Services Staff collaborated with the Community Activities and Beautification Committee to create proposals for an international event called "The Festival of Nations." However, due to the COVID-19 pandemic, the event was postponed and could not take place until April 2022. Since then, the Festival of Nations has been celebrated on the last Saturday of April each year. This one-day event honors La Palma’s cultural heritage through music, performances, a parade, food, carnival attractions, and exhibits. It serves as a means for the community to come together and celebrate the city’s cultural diversity.

The event has since become an annual tradition, growing in community engagement. The 4th Annual Festival of Nations and Parade is scheduled for Saturday, April 26, 2025.

SUMMARY
The Festival of Nations is a highly anticipated community event featuring cultural performances, diverse food vendors, a parade, and family-friendly entertainment. To create an engaging and festive atmosphere, James Events Productions, Inc. has provided high-quality amusement rides, interactive games, and attractions for attendees of all ages since the event’s inception. This year, James Events Productions, Inc. was selected again due to its proven track record of delivering quality services tailored to single-day community events. While staff explored other vendor options, most specialized in multi-day festivals. One alternative quote came in at $67,620, which is well above the event’s

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Agenda Item No. 10 April 1, 2025 | 2
budget. James Events Productions, Inc. offers a cost-effective solution that ensures a fun and inclusive experience while staying within budget. The total cost of their services is $40,758, which aligns with the allocated event funding.

FISCAL IMPACT
The total cost of $40,758 for James Events Productions, Inc. services falls within the Adopted FY 2024-2025 event budget, which includes $36,600 for professional services and $9,100 for equipment rentals, totaling $45,700.

ATTACHMENTS:

1. James Events Productions, Inc. Quotes

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QUOTE
Quote #230181240
Expires Apr 17, 2025
at 12:12 PM PDT
PO #PORT-DS
James Events Productions, Inc.
1116 N Olive St
Anaheim, CA 92801
P: (714) 563-9778
[email protected]
www.jamesevents.com
Donna Steele
[email protected]
Contact
Mike Belknap
City of La Palma
[email protected]
7821 Walker Street, La Palma, CA 90623
Business / Org
City of La Palma
(714) 690-3356
Event Information
City of La Palma-Carnival
Saturday, Apr 26, 2025 @ 11:30 AM - 4:30 PM PDT
Festival for 5000 people
Location / Venue
Central Park
7821 Walker St, La Palma, CA 90623

RENTAL ITEMS

SPECIAL EVENT ATTRACTIONS
Description Qty Unit Total
Booth - Structure with Tabletop (Ticket Booth and Snow
Cones)
2 $0.00 $0.00
Vendor Booths 16 $165.00 $2,640.00
Generator - Small
Generator Small
1 $150.00 $150.00
Description Qty Unit Total
Booth Game Package - With Staff and Prizes
Booth Game with staff and prizes
Saturday, 4/26 [11:30 AM PDT for 5 hours]
12 $900.00 $10,800.00
Booth Game - Bowling Alley 1 $0.00 $0.00
Booth Game - Duck Races 1 $0.00 $0.00
Booth Game - Football Toss 1 $0.00 $0.00
3/18/2025 12:12 PM PDT - City of La Palma-Carnival (#230181240) 1 of 5

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Booth Game - Hamster Rumble 1 $0.00 $0.00
Booth Game - Milk Can Toss 1 $0.00 $0.00
Booth Game - Mini Basketball 1 $0.00 $0.00
Booth Game - Ring Toss 1 $0.00 $0.00
Booth Game - Laundry Basket 1 $0.00 $0.00
Booth Game - Kiddie Fishing 1 $0.00 $0.00
Booth Game - Ping Pond Game 1 $0.00 $0.00
Booth Game - Skeeball 1 $0.00 $0.00
Booth Game - Bring Home Bacon 1 $0.00 $0.00
Inflatable Obstacle Course - Regular
# Of Riders At A Time: 1 · Capacity: Continuous · Height: 15' · Height Requirements: 4 Years of Age Minimum · Length: 40 ft. · Power Needs: 120v/2-20a
Saturday, 4/26 [11:30 AM PDT for 5 hours]
1 $1,373.00 $1,373.00
3/18/2025 12:12 PM PDT - City of La Palma-Carnival (#230181240) 2 of 5

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ENTERTAINMENT

OPERATIONS
Logistics
Make checks payable to:

James Events Productions, Inc.
1116 N Olive St, Anaheim, CA 92801
Memo: Invoice #230181240
Totals
Subtotal
Tax
Total*
$21,159.00
$0.00
$21,159.00
Due on Signature $10,579.50
Final Due on Apr 21, 2025 $10,579.50
Remaining Balance* $21,159.00
Additional convenience fees may apply
Inflatable Obstacle Course - Raceway
Capacity: Continuous · Height Requirements: 2 Years of Age Minimum · Power Needs: 120v/2-20a
Saturday, 4/26 [11:30 AM PDT for 5 hours]
1 $702.00 $702.00
Description Qty Unit Total
Security Guard
Thursday and Friday night
Saturday, 4/26 [11:00 PM PDT for 14 hours]
1 $840.00 $840.00
Description Qty Unit Total
Organization & Labor Portable
Event Management, Labor
Maintenance / Tech Crew, Breakers,
Portable Generator Power
Directional Signage, First Aid Supplies
1 $4,654.00 $4,654.00
Description Qty Unit Total
Standard Delivery (Drop-Off)
Saturday, 4/26 [TBD]
7821 Walker St, La Palma, CA 90623
1 $0.00 $0.00
3/18/2025 12:12 PM PDT - City of La Palma-Carnival (#230181240) 3 of 5

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Terms & Conditions

1. Guarantees
Client will confirm with Producer, 10 business days prior to the Event, the number of people that will be attending the Event. This will be considered the Event guarantee. On the day of the Event, if your guest count exceeds that guarantee, Client is responsible for additional charges pertaining to consumables. If Client fails to provide guarantee 10 days prior, the amount of guests on the contract shall be used. Reductions in contractual guest count may be subject to additional charges.

2. Postponement
A. Client may request to postpone the Event by notifying Producer in writing no less than sixty (60) days before the date of the Event. Upon receiving such a request, Producer will make reasonable efforts to reschedule the Event within twelve (12) months of the date of the Event.

Producer will apply any deposits received from Client toward any expenses Producer incurs due to the postponement; the balance will be applied toward the contract price for the rescheduled Event.

B. Client may request to postpone the Event by notifying Producer in writing no less than one (1) day before the date of the Event in the case of Acts of God, as defined as flash floods, tornado, hurricane, windstorm, earthquake or other natural disasters or when performance of this Agreement would be otherwise inadvisable, commercially impracticable, illegal, or impossible due to an event or circumstance beyond the parties’ control. Upon receiving such a request, Producer will make reasonable efforts to reschedule the Event within twelve (12) months of the date of the Event. Producer will apply any deposits received from Client toward any expenses Producer incurs as a result of the postponement, with the balance applying toward the contract price for the rescheduled Event.

C. If, after reasonable efforts, Producer is unable to reschedule the Event within twelve (12) months of the date of the Event, Producer will retain any deposits received from Client as its full fee, and neither party shall have any further obligations to the other party under this Agreement.

4. Insurance
Producer will provide comprehensive general liability insurance and property damage in the total amount of One Million Dollars ($1,000,000.00) provided however, that Producer will not be required to obtain any additional insurance for the Event. Notwithstanding the above, Producer shall not be liable for any damage to any property or injury to any persons attending the Event if such injury to property or property damage occurs in connection with such persons participation in any sports, games, including without limitation basketball, volleyball, softball, horseshoes, tug-o-war, piñata breaking, ping-pong, aforementioned “Fun Games,” and other such events, whether or not such injury or damage occurs in connection with an Event supervised by Producer or which occurs during or after an Event or whether occurring on or off the premises where the Event is held or which is not covered by the insurance provided by Producers and whether such damage or injury is due to the type of extent of the damages or injuries which occurs or results from that inflicted by one person upon another or caused by the negligent acts of any person present. Any injuries, damages or losses must be reported by any person to Producer on the day of the Event or as soon as practicable and failure to report promptly such injury, damage or loss in writing may result in a waiver of insurance coverage. Failure to report on the day of the Event may require additional evidence to prove the injury, damage, or loss occurred at the Event.

5. Alcoholic Beverages
Clients and any persons attending the Event shall not bring any alcoholic beverages to the Event or remove alcoholic beverages from the Event.

Client shall not serve or permit to be served or consumed any alcoholic beverages at or near the Event, provided however, that any persons attending the Event who are legally allowed to consume alcoholic beverages may do so, but only those provided by Producer and only on the premises where the Event is held in the area provided by Producer. Client shall ensure that during the Event no minors or any people are intoxicated or in a condition in which they should not be consuming alcohol and shall cooperate with Producer in ensuring that such people do not consume any alcohol on or near the premises where the Event is held.

6. Prohibited Items
To ensure further safety at the Event, the following items shall not be brought to or near the premises during the Event: pets, roller skates, skateboards, alcoholic beverages, controlled substances, firearms, knives or similar items, fireworks, or any other items deemed by Producer to be dangerous if brought to or near the Event.

7. Indemnity
Client shall indemnify and hold harmless, Producer, its employees, executives and agents from and against any and all damages, liabilities, claims, costs, expenses, attorneys’ fees, etc. incurred by Producer directly or indirectly, in connection with the Event.

8. Modification
This agreement supersedes any and all prior agreements, whether oral or written, between the parties with respect to the Event and any changes hereto must be in writing and signed by both parties.

9. Miscellaneous Provisions
A. This Agreement shall be governed by and construed in accordance with the laws of the State of California.

B. Client agrees to execute any and all documents and permits necessary to implement this agreement.

C. Any and all notices required to be sent under this Agreement shall be deemed to have been received by the parties hereto and be effective on the business day when delivered personally or in mail by first class, certified or registered mail, return receipt requested, four (4) business days after such mailing to the other party at the address set forth above or such other address as designated in writing by either party.

D. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective successors and assigns, provided however, that Client may not assign this Agreement without Producers prior written consent.

E. In the event of any controversy, claim or dispute between the parties with respect to this Agreement, the prevailing party shall be entitled to recover from the non-prevailing party its reasonable expenses, including but not by way of limitation, attorney fees and costs. 3/18/2025 12:12 PM PDT - City of La Palma-Carnival (#230181240) 4 of 5

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Signature
Printed Name
Date
F. Each party to this Agreement represents and warrants that it has the authority to enter into this Agreement and that the party executing this Agreement is authorized to do so.

Payment Policy
To confirm this agreement, an initial payment of 50.00% of the total contract amount is required.

The remaining balance is due five (5) calendar days prior to the earliest of, a) the receipt of goods b) or performance of services.

Additional payment processing fees may apply.

General Cancellation Policy
To ensure availability of all services and products, initial payments are non-refundable. You may remove one or more item(s) from your order, or cancel your entire order, according to the following schedule, but the following cancellation fees will apply, subject to any category-specific cancellation policies:
90 days prior: 50% of contract total, less any initial payment(s) (if refundable) 60 days prior: 75% of contract total, less any initial payment(s) (if refundable) 30 days prior: 100% of contract total, and any initial payment(s) will not be refunded Days prior refers to the number of days before the earliest of the receipt of goods or performance of services.

Contract Expiration
Deadline for Execution. The offer under this Agreement will expire Apr 17, 2025 at 12:12 PM PDT if James Events Productions, Inc. has not received a signed copy of this Agreement by that date.
3/18/2025 12:12 PM PDT - City of La Palma-Carnival (#230181240) 5 of 5

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QUOTE
Quote #230187435
PO #PORT-DS
James Events Productions, Inc.
1116 N Olive St
Anaheim, CA 92801
P: (714) 563-9778
[email protected]
www.jamesevents.com
Donna Steele
[email protected]
Contact
Mike Belknap
City of La Palma
[email protected]
7821 Walker Street, La Palma, CA 90623
Business / Org
City of La Palma
(714) 690-3356
Event Information
City of La Palma-Carnival-Rides
Saturday, Apr 26, 2025 @ 11:30 AM - 4:30 PM PDT
Festival for 5000 people
Location / Venue
Central Park
7821 Walker St, La Palma, CA 90623

SPECIAL EVENT ATTRACTIONS

ENTERTAINMENT
Description Qty Unit Total
Fiberglass Slide
Capacity: Continuous · Height: 33 ft. · Height Requirements: 42" Tall Minimum to Ride Alone · Length: 110 ft. · Light Power: Wheel Lights 120v/240v-30a; nema L14-30 · Power Needs: Wheel Power
240v/100a -3 phase cam lock · Ride Specs: Space Needed: 24' x 110' x 33' tall · Trailer Dimensions: 20,000 lbs /45’ L, 8’ W, 13’6” T · Width: 24 ft.

Saturday, 4/26 [11:30 AM PDT for 5 hours]
1 $3,682.00 $3,682.00
Swing Chair-Large
Capacity: Up to 20 adults and kids · Height Requirements: 42” tall min · Power Needs: 120/240v-100a-3 phase · Ride Specs: 60" Circle
Saturday, 4/26 [11:30 AM PDT for 5 hours]
1 $3,120.00 $3,120.00
Scrambler
Capacity: Up to 36 at a time-no single rider · Height: 60 ft. · Height Requirements: 42” tall min · Length: 60 ft. · Power Needs: 220/60a3 phase-5 wire · Ride Specs: Space Needed: 65' x 65' Saturday, 4/26 [11:30 AM PDT for 5 hours]
1 $6,740.00 $6,740.00
Carousel
Capacity: Up to 8 at a time · Height: 25 ft. · Height Requirements:
36" Tall Minimum to Ride Alone · Length: 20 ft. · Power Needs:
120v/240a -30 a · Ride Specs: Space Needed: 25' x 25' · Width: 22 ft.

Saturday, 4/26 [11:30 AM PDT for 5 hours]
1 $2,184.00 $2,184.00
Pirate Ship-Small
Capacity: Up to 10 kids at a time · Height: 20 ft. · Height Requirements: 36” tall max and 75 lbs · Length: 22 ft. · Power Needs: 120/240v-30a-single phase · Ride Specs: Space Needed:
20' x 25' · Width: 13 ft.

Saturday, 4/26 [11:30 AM PDT for 5 hours]
1 $1,248.00 $1,248.00
Description Qty Unit Total
Petting Zoo-Traditional
Saturday, 4/26 [11:30 AM PDT for 5 hours]
1 $2,625.00 $2,625.00
3/18/2025 12:13 PM PDT - City of La Palma-Carnival-Rides (#230187435) 1 of 4

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Logistics
Make checks payable to:

James Events Productions, Inc.
1116 N Olive St, Anaheim, CA 92801
Memo: Invoice #230187435
Totals
Subtotal
Tax
Total*
$19,599.00
$0.00
$19,599.00
Due on Signature $9,799.50
Final Due on Apr 21, 2025 $9,799.50
Remaining Balance* $19,599.00
Additional convenience fees may apply
Description Qty Unit Total
Standard Delivery (Drop-Off)
Saturday, 4/26 [TBD]
7821 Walker St, La Palma, CA 90623
1 $0.00 $0.00
3/18/2025 12:13 PM PDT - City of La Palma-Carnival-Rides (#230187435) 2 of 4

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Terms & Conditions

Producer will apply any deposits received from Client toward any expenses Producer incurs due to the postponement; the balance will be applied toward the contract price for the rescheduled Event.

5. Alcoholic Beverages
Clients and any persons attending the Event shall not bring any alcoholic beverages to the Event or remove alcoholic beverages from the Event.

9. Miscellaneous Provisions
A. This Agreement shall be governed by and construed in accordance with the laws of the State of California.

B. Client agrees to execute any and all documents and permits necessary to implement this agreement.

E. In the event of any controversy, claim or dispute between the parties with respect to this Agreement, the prevailing party shall be entitled to recover from the non-prevailing party its reasonable expenses, including but not by way of limitation, attorney fees and costs. 3/18/2025 12:13 PM PDT - City of La Palma-Carnival-Rides (#230187435) 3 of 4

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Payment Policy
To confirm this agreement, an initial payment of 50.00% of the total contract amount is required.

The remaining balance is due five (5) calendar days prior to the earliest of, a) the receipt of goods b) or performance of services.

Additional payment processing fees may apply.

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Agenda Item No. 11 April 1, 2025 | 1
City of La Palma
Agenda Item No. 11
MEETING DATE: April 1, 2025
TO: City Council
FROM: City Manager
SUBMITTED BY: Alan Rivera, Management Assistant
AGENDA TITLE: City of La Palma's 70th Anniversary
RECOMMENDED ACTION:

It is recommended that the City Council receive and provide feedback regarding La Palma’s 70th Anniversary Commemorative activities.

BACKGROUND:

The City of La Palma was incorporated on October 26, 1955. In 2025, the City will celebrate its 70th anniversary since incorporation on Sunday, October 26. In early 2025, staff met to discuss various commemorative ideas for the 70th anniversary. The City Council received its first update regarding planning proceedings for the City’s 70th anniversary at its March 4, 2025, Regular Meeting.

Staff received and incorporated feedback and direction provided by the City Council at its 2025 Annual Goal Setting Meeting on March 3, 2025, and its March 4, 2025, Regular Meeting into its planning proceedings. Additionally, staff also incorporated feedback received by the Community Activities & Beautification Committee at its meeting on March 11, 2025. As directed, staff is returning with estimated costs for associated activities to be incorporated into the Fiscal Year 2025-26 Budget.

SUMMARY:

The 70thAnniversary Planning Committee is planning a variety of commemorative activities and markers to be featured throughout the year and City, which will ultimately lead up to the culminating event at the City’s annual Halloween Carnival (now scheduled for Sunday, October 26, and featuring a 70th anniversary element) to coincide with the City’s incorporation anniversary. Below is a list of the activities being planned.

Activity Description
Commemorative Booth A historical exhibit showcasing the community throughout the years with images of various City milestones and activities.

The exhibit will be displayed at community events throughout the year, including the Festival of Nations, Concerts in the Park and the Halloween Carnival.

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Agenda Item No. 11 April 1, 2025 | 2
Repainting of the Walker Well Refreshing artwork on the Walker Well tank.

Commemorative Street
Banners
Display of 70th anniversary commemorative street banners.

Halloween Carnival & 70th
Anniversary Celebration
A combined Halloween Carnival & 70th Anniversary
Celebration. Commemorative details to be determined
Commemorative Giveaways Procurement of promotional commemorative giveaways for distribution at community events.

ANALYSIS:

Commemorative Booth
The commemorative booth will be a museum-style exhibit showcasing La Palma’s history and community through images of significant milestones and events. Designed for easy setup and replication, the booth will be featured at various City events throughout the year, including the Festival of Nations, Concerts in the Park, Civic Expo & National Night Out, Halloween Carnival, and the 70th Anniversary Celebration. The one-time cost to create the booth is approximately $600.

Walker Well Repainting
Staff obtained preliminary cost estimates from three firms for refurbishing the artwork on the Walker Well. Two options were identified:
• Option 1: Design and paint new artwork at an estimated cost of approximately $24,000. • Option 2: Restore the existing artwork and update the "50th Anniversary" to "70th Anniversary" at an estimated cost of $15,000.
70th Anniversary Street Banners
Similar to the Festival of Nations banner design costs, the 70th anniversary banners have an estimated cost of $110 each. With 55 banner poles Citywide, the estimated cost to purchase banners for all streetlight poles is approximately $6,050 (55 banners). An alternative would be to purchase and hang banners on poles along Walker Street, the Civic Center and Central Park (22 banners), which has an estimated cost of $2,420.
• Option 1: Purchase commemorative banners for streetlight poles Citywide at an estimated cost of $6,050 (55 banners).
• Option 2: Purchase commemorative banners for streetlight poles at the Civic Center, Central Park and along Walker Street at an estimated cost of $2,420 (22 banners).

Halloween Carnival & 70th Anniversary Celebration Event The 2025 Halloween Carnival is scheduled for Sunday, October 26, and will include a 70th Anniversary commemorative element, to be determined. As planning continues, the Committee intends to incorporate features that support a speaker and/or performance setup, similar to the audio services used for Concerts in the Park. These enhancements will be reflected in the FY 2025-26 Budget. Additionally, staff recommends enhancing the event by incorporating expanded audio support, along with additional games and activities for attendees. The estimated cost for these enhancements is approximately $10,000.

Summary

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Agenda Item No. 11 April 1, 2025 | 3
Staff is seeking Council feedback on the commemorative activities outlined above. A summary of the proposed items and associated costs is provided below for consideration.

Items Budgetary Estimates
Graphic Design Services $1,000
Commemorative Booth $600
Halloween Carnival & 70th
Anniversary Celebration
Additional Items
$10,000
Walker Well Repainting Option 1: $24,000 (new artwork)
Option 2: $15,000 (refurbishing existing artwork)
70th Anniversary Street
Banners
Option 1: $6,050 (55 streetlight poles - Citywide)
Option 2: $2,420 (22 streetlight poles - Civic Center, Central Park & Walker Street)
Commemorative Giveaways $6,000
For budgeting purposes, the estimated total cost for the items including Option 1 items (Walker Well repainting and citywide street banners) is approximately $47,650, while items with the Option 2 items set is estimated at approximately $35,020.

FISCAL IMPACT:

There is no fiscal impact associated with receiving this report. Items discussed will be incorporated into the City’s FY 2025–26 Budget at the discretion of the City Council.

ATTACHMENTS:

None

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Agenda Item No. 12 April 1, 2025 | 1
City of La Palma
Agenda Item No. 12
MEETING DATE: April 1, 2025
TO: City Council
FROM: City Manager
SUBMITTED BY: Belinda Deines, Community Development Manager AGENDA TITLE: Review of Land Use Classification for 5962 La Palma Avenue in the Planned Neighborhood Development Zoning District (Clineva Urgent Care)
RECOMMENDED ACTION:

It is recommended that the City Council uphold the Community Development Manager’s determination that the proposed Clineva Urgent Care Center is defined as a “Medical center/clinic” use, which is explicitly prohibited in the Planned Neighborhood Development (PND) Zoning District.

DISCUSSION:

The applicant, Doug Conrady of Clineva Urgent Care Center, is requesting a land use determination pursuant to La Palma Municipal Code (LPMC) Section 44-5 (3), Interpretations of Land Uses, which states:

If a proposed use of land is not specifically listed in sections 44-78 and 44-139, the use shall not be allowed, except as follows:

1. Use substantially the same. The Community Development Director or his/her designee may determine that a proposed use that is not listed in sections 44-78 and 44-139 is allowed if the proposed use is substantially the same in character and intensity as those listed in sections 44-78 and 44-139. Such a use is subject to the permit process that governs the category-in which it falls.

2. Treating in the same manner. When the Community Development Director or his/her designee determines that a proposed, but unlisted, use is similar to a listed use, the proposed use will be treated in the same manner as the listed use in determining where it is allowed, what permits are required, and what other standards and requirements of this Development Code apply.

3. Forward questions. The Community Development Director or his/her designee may forward questions about similar uses directly to the City Council for a determination.

On October 23, 2024, City staff met with the applicant to discuss Clineva Urgent Care Center

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Agenda Item No. 12 April 1, 2025 | 2
proposed at 5962 La Palma Avenue, located within the Planned Neighborhood Development (PND) Zoning District. Staff requested that the applicant provide a brief letter describing the proposed use, a conceptual floor plan, and description of overall operations. On November 19, 2024, City staff provided an email response (Attachment 1), which states that the proposed use meets the criteria as a “medical center/clinic” as a place for group medical services not involving overnight housing of patients. After review of the submitted floor plan, City staff concludes that there are five exam rooms and at least four offices and recommends that the applicant seek alternative locations for Clineva within the City in the Office Professional (OP) or Mixed-Use Business (B-1) Zoning Districts.

On January 27, 2025, the applicant submitted a new business review request (Attachment 2) for a land use interpretation that Clineva Urgent Care Center should be considered a “medical office” instead of a “medical center/clinic.”
The subject property consists of a 4,200 square-foot commercial building that is proposed to include:
a lobby room and reception desk, one doctor/nurse station, one check-in room, five (5) exam rooms, one laboratory room, one telemedicine room, one x-ray room, one office/conference room, one break room, one storage room, and three restrooms. Based on the floor plan layout and business plan of the urgent care center, it is evident that a variety of medical services are proposed in addition to the five exam/treatment rooms, including laboratory, x-ray, and telemedical consultations. The layout also identifies nine (9) administrative office/workstations.

Definition of “Medical Center/Clinic”
LPMC Section 44-10, Definitions, states the following:
“Medical center/clinic means a place for group medical services not involving overnight housing of patients.”
“Hospital means a licensed institution designed within an integrated campus setting for the diagnosis, care, and treatment of human illness, including surgery and primary treatment.” A “medical center/clinic” is clearly defined as “medical services not involving overnight housing of patients,” which is separate from the definition of “hospital” that would otherwise allow overnight, inpatient care for surgery and treatment. This section does not explicitly list any definitions for “medical office,” “medical,” or “office.”
LPMC Section 44-139, Table II-5 states that “medical offices (physicians, dentists, optometrists, chiropractors, and similar practitioners)” are permitted and “medical centers/clinics (four or more offices in one building) are prohibited in the PND Zoning District and in the Neighborhood Commercial (NC) Zoning District.

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Agenda Item No. 12 April 1, 2025 | 3
The applicant contends that there would be only one physician, one x-ray technician, and two medical assistants staffed at this location, and that exam rooms are not offices. City staff interprets the Municipal Code to differentiate the intensification of uses between “medical offices” and “medical centers/clinics” in that a typical doctor’s office would involve regularly scheduled appointments and a lesser intensity of activity than an urgent care center that would accept walk-ins and higher occupancy with greater demand. In addition, a doctor’s office would operate during normal business hours, such as Monday through Friday from 8 AM to 5 PM, whereas the urgent care proposes to have extended hours seven days a week from 8 AM to 8 PM.

It is important to note that both the PND and NC Zoning Districts allow medical offices and prohibit medical centers/clinics because these Zoning Districts are generally located in areas that are immediately adjacent to residential uses as shown on the City’s Zoning Map. Medical centers/clinics are permitted by right in the Office Professional (OP) and Mixed-Use Business (B-1) Zoning Districts where La Palma Intercommunity Hospital, Kaiser Permanente, and other medical-related uses are located.

Planned Neighborhood Development (PND) Zoning District
Pursuant to LPMC Section 44-137(g), Purpose of Nonresidential Zoning Districts, the PND Zoning District is intended to encourage commercial infill, redevelopment, and rehabilitation opportunities. Specifically, the PND Zoning District (Attachment 3) encourages and accommodates “quality restaurant and retail development” and “supports revenue generating commercial uses that add needed services with economic, social, and aesthetic benefits to the City and its residents.” The proposed urgent care center does not fall under the intent of the PND Zoning District in that medical services are exempt from sales tax and are not revenue generating commercial uses. Furthermore, there are adequate locations throughout the City in other zoning districts that otherwise allow medical centers/clinics by right or subject to a Conditional Use Permit.

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Agenda Item No. 12 April 1, 2025 | 4
NOTIFICATION AND FOLLOW-UP:

Clineva Urgent Care Center
FISCAL IMPACT:

None.

ATTACHMENTS:

1. Email to Clineva

2. Clineva Urgent Care Centers_La Palma_Planning Submittal Letter 10.30.24

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1 Deines, Belinda
From: Deines, Belinda
Sent: Tuesday, November 19, 2024 4:27 PM
To: '[email protected]'
Cc: Hallett, Ryan; Ajit S. Thind
Subject: Proposed Clineva Urgent Care Clinic at 5962 La Palma Ave (Former Chase Bank) Hi Doug,
Thank you for the letter and conceptual site plan for the proposed Clineva Urgent Care Center. Based on the site plan provided, the proposed use meets the criteria as a medical center/clinic with four or more offices in one building. The La Palma Municipal Code Section 44-10 defines medical center/clinic as “a place for group medical services not involving overnight housing of patients.” In this case, there are five exam rooms and at least four offices. As such, the Planned Neighborhood Development (PND) Zoning District prohibits medical centers/clinics. I recommend seeking alternative locations for Clineva within the City in the Office Professional (OP) or Mixed-Use Business (B-1) Zoning Districts.

If you have any questions, please do not hesitate to reach out to me directly.

All the best,
Belinda
TABLE II-5. ALLOWABLE USES AND PLANNING PERMIT REQUIREMENTS FOR NONRESIDENTIAL ZONING DISTR

LAND USE
ZO
OP
Office Uses and Health Services
Medical offices (physicians, dentists, optometrists, chiropractors, and similar practitioners) P Medical centers/clinics (four or more offices in one building) P LPMC defines “medical center/clinic” as:

Medical center/clinic means a place for group medical services not involving overnight housing of patients. (g) PND, Planned Neighborhood Development. The Planned Neighborhood Development (PND) is intended to encourage commercial infill, redevelopment, and rehabilitation opportunities by allowing innovative land design and diversification in the relationship of various uses, buildings, structures, lot consolidation, parking, and landscaping while ensuring substantial compliance with the general plan and the intent of this chapter. In addition, the PND zoning district provides adequate standards necessary to protect and promote the public health, safety, and general welfare of the City. (1) Purpose and intent. The purpose of the PND zoning district is to promote economic viability and sensitivity to design contexts and individual neighborhood character crucial to the success of any commercial infill or redevelopment project.

It is recognized that an integrated development provides an opportunity for creative design when flexible yet defined regulations are applied. The PND zoning district regulations are established in order to:

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2 a. Encourage and accommodate quality restaurant and retail development, in a unified project, through creative and imaginative planning solutions;
b. Ensure a more efficient use of space, increased project amenities, and compatibility with the surrounding neighborhoods and existing development;
c. Encourage the use of modern land planning and design techniques to create attractive, vibrant commercial developments integrating a mixture of different types of site uses; d. Support revenue generating commercial uses that add needed services with economic, social, and aesthetic benefits to the City and its residents without causing the City to incur costs for municipal services that exceed the tax revenues attributable from such uses;
e. Achieve the coordinated planning and orderly development and redevelopment of different contiguous parcels to achieve a comprehensive planning and project effort and outcome, such as the consolidation of adjacent parcels or building sites for maximum flexibility in design and use; and f. Encourage public art as a community resource and establish incentives, programs and objectives for incorporating public art into private commercial development projects.

Belinda Deines
Community Development Manager
City of La Palma
7822 Walker Street
La Palma, CA 90623
(714) 690-3336
www.cityoflapalma.org
City of La Palma is paperless with Permitting and Licensing! Visit our new OpenGov portal: cityoflapalmaca.portal.opengov.com

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October 30, 2024
FROM: Doug Conrady
Clineva Urgent Care Centers
29100 Portola Pkwy.

Lake Forest, CA 92630
(949) 287-1227 (direct)
[email protected]
TO: Belinda Deines
Community Development Manager
City of La Palma
7822 Walker Street
La Palma, CA 90263
(714) 690-3336
CLINEVA URGENT CARE CENTERS: BUSINESS OVERVIEW SUBMISSION Proposed La Palma Location: 5962 La Palma Ave, La Palma, CA 90623 Dear Belinda:

The purpose of this letter is to seek the City of La Palma’s Planning Department’s approval to open and operate a physician medical office at 5962 La Palma Ave. The prior business, Chase Bank, is no longer operating at this location and we have an opportunity to explore a long term lease with the landlord. Included in this letter is a brief overview of our company and business operations, the existing and proposed use for the building, and a conceptual floorplan.

BUSINESS OVERVIEW:

Clineva Urgent Care Centers is an Orange County based Healthcare Company founded in 2015. Our mission is to increase the accessibility of healthcare and medical service to the community. We currently operate (5) medical office locations across the county and feel La Palma would be an idea community for our sixth office. Our medical services offered are defined as “urgent care”, which includes the treatment of health conditions such as cold and flu, minor lacerations, bone fractures, headaches, nausea, etc. in an outpatient only setting. Prescriptions can be written by our licensed physicians for the patient to fill at an off-site pharmacy of their choosing. Clineva does not prescribe or administer any Schedule 2 narcotics/pain killers and has specific internal policies to help identify and report “drug seeking” behavior. We also provide 29100 PORTOLA PKWY.

LAKW FOREST, CA 92630
844-254-6382

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occupational medicine services to local employers such as pre-employment physicals, employee drug screenings, and care for worker’s comp injuries. Our hours of operation are from 8:00 am – 8:00 pm, (7) days a week. The urgent care model allows local residents to seek and receive medical care from a licensed physician on a “walk-in” basis, no appointment needed.

Clineva does not “admit” patients as we are not a hospital. Patients are treated and discharged, they are not kept overnight. A typically visit for a Clineva patient currently averages 22 minutes across all locations.

During business hours, each Clineva medical office has a 4-person clinical team consisting of (1) Physician, (1) X-Ray Technician and (2) Medical Assistants. Regional Managers rotate through the locations daily. On average, a Clineva medical office will see and treat between 25- 35 patients per day. Patient volume varies through the day but our locations rarely have more than (4) patients in the office at any given time. The offices have patient care areas consisting of (5) exam rooms, and patient check-in room, and an X-ray suite. Patient privacy is maintained by strict compliance with all HIPAA guidelines.

ZONING AND USE:

The approximate 4,200 sq. ft. free standing building located at 5962 La Palma Ave. is zoned PND (Planned Neighborhood Development). The previous business use is “Bank” and has a Use and Permit Requirement classification of “C” (Condition Use Permit) as listed in the City of La Palma, Code of Ordinances, Article II, Section, 44-139, Table II-5. The proposed use by Clineva Urgent Care Centers is “Medical Office (physician)” and has a use classification of “P” (Right of Permitted Use).

One appealing aspect of this building is its existing designated drive-up/drive through lane on the south side of the property. This lane was previously used by customers to access a drive-up ATM machine at the bank. In our operation, we offer telemedicine services where a patient can remotely consult with a physician. During this remote consultation, a physician may request point of care testing (Covid, Strep or Flu for example) to be performed in order to reach the appropriate diagnosis. This is typically performed by the patient driving to the office and notifying us when they are parked in a dedicated parking space. A Medical Assistant then goes out to the parking lot and tests the patient while they are in their vehicle. The existing drive though lane would be perfect for part of business. Our preference would be to keep that lane as-is and offer our patients and staff a safer and simpler external screening process while in their vehicle.

CONCEPTUAL FLOOR PLAN:

The current building envelope at this location is well suited for a conversion to a Clineva medical office. Other than signage, no exterior modifications would be necessary or included in the tenant improvement building permit. All interior tenant improvements would be considered minor in scope. The existing electrical, mechanical and plumbing systems are adequate to support operations. The plan would mainly call for interior metal stud/drywall additions to accommodate the patient care areas. Please review the proposed design and layout below:

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X-RAY

CHECK-IN

PATIENT LAV

EMPL LAV

BREAKROOM OFFICE

STORAGE ROOM JANITOR
EXAM 5
EXAM 4
EXAM 3
EXAM 2
EXAM 1
LOBBY

RECEPTION DESK

DOCTOR / NURSE STATION
LAB

TELEMED

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Agenda Item No. 13 April 1, 2025 | 1
City of La Palma
Agenda Item No. 13
MEETING DATE: April 1, 2025
TO: City Council
FROM: City Manager
SUBMITTED BY: Ryan Hallett, Assistant City Manager
AGENDA TITLE: Public Works Department Update and Reclassification Recommendation
RECOMMENDED ACTION:

It is recommended that the City Council adopt a Resolution updating the Salary Schedule and the Comprehensive Listing of Personnel Practices and Benefits for Management Employees to: (1) include the position of Community Development & Public Works Director, (2) establish a new salary for the position, and (3) rescind Resolution No. 2025-07.

SUMMARY
At its meeting on February 4, 2025, the City Council approved the restructuring of the Public Works & Community Services Department by dividing it into two standalone operational units: Public Works and Community Services. This structural change was aimed at enhancing focus, accountability, and efficiency in service delivery. As part of this reorganization, the Council approved the creation of a Public Works Manager position responsible for the day-to-day operations of the Public Works Division, which includes parks and medians, streets, facility and fleet maintenance, water, and sewer systems.

Following implementation of the initial phase of this reorganization, staff conducted a review of departmental needs and identified an opportunity to further strengthen oversight and leadership by merging Community Development & Public Works functions under one Director position. This position would serve as a department head responsible for providing strategic, high-level direction for both the Community Development and Public Works Departments, aligning long-term planning, regulatory functions, and infrastructure initiatives under one unified leadership structure.

Rather than creating a new full-time position, staff is recommending the reclassification of the existing Community Development Manager role into this new director-level position. This approach allows the City to leverage existing resources while expanding organizational capacity at the management level.

The reclassified position would assume responsibility not only for planning, building, and code enforcement functions, but also for the administrative and engineering components of Public Works, including oversight of the City’s Capital Improvement Plan (CIP), infrastructure planning, and coordination with external agencies and consultants.

Staff believes that this structural enhancement will result in improved internal efficiencies, clearer

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Agenda Item No. 13 April 1, 2025 | 2
reporting relationships, and a more streamlined decision-making process. Ultimately, the reclassification supports the City’s ongoing efforts to modernize its operations, retain talented personnel, and deliver high-quality public services in a cost-effective and sustainable manner.

To support this reclassification, staff recommends establishing a Community Development & Public Works Director position at the same range as a Police Captain:

FISCAL IMPACT
The Fiscal Year 2024–25 impact is an estimated increase in expenditures of approximately $8,500, which can be absorbed within the existing budget and does not require a budget adjustment at this time. Based on current and proposed salaries, the overall change results in a net increase of $12,570.

This reflects the elimination of the Public Works & Community Services Director position ($192,545), the creation of a new Public Works Manager position at $165,000, and the reclassification of the current Community Development Manager position to a combined Community Development & Public Works Director role, increasing the salary from $138,064 to $178,179. These adjustments support a more efficient staffing structure while maintaining fiscal responsibility.

ATTACHMENTS:

1. Resolution

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Resolution No. 2025-XX

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RESOLUTION NO. 2025-xx

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

LA PALMA ADOPTING A SALARY SCHEDULE AND A

COMPREHENSIVE LISTING OF PERSONNEL PRACTICES

AND BENEFITS FOR MANAGEMENT EMPLOYEES AND
RESCINDING RESOLUTION NO. 2025-07
WHEREAS, on February 4, 2025, the City Council previously adopted Resolution 2025-07, which established salaries and benefits for management employees; and WHEREAS, the City would now like to make changes to the Salary Schedule and Comprehensive Listing of Personnel Practices and Benefits for Management Employees; and
WHEREAS, the changes include the addition of the Community Development & Public Works Director position along with the corresponding salary adjustment; and WHEREAS, a comprehensive list of management salary rates, personnel practices, and benefits has been compiled and attached to this Resolution as Exhibit “1”; and,
WHEREAS, this list has been updated and supersedes all previously adopted salaries, benefits, and procedures.

NOW THEREFORE, BE IT RESOLVED that the City Council of the City of La Palma hereby adopts this Resolution, including Exhibit “1”, and rescinds Resolution No. 2025-07.

APPROVED AND ADOPTED by the City Council of the City of La Palma at a regular meeting held on the 1st day of April 2025.
____________________________________
Mark Waldman
Mayor
ATTEST:
_____________________________________
Kimberly Kenney, CMC
City Clerk

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Resolution No. 2025-XX

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STATE OF CALIFORNIA )
COUNTY OF ORANGE ) SS.

CITY OF LA PALMA )
I, KIMBERLY KENNEY, City Clerk of the City of La Palma, California, DO HEREBY CERTIFY that the foregoing Resolution was adopted by the City Council of said City at a regular meeting of said City Council held on the 1st day of April 2025, and that it was so adopted by called vote as follows:

AYES:

NOES:
_________________________________
Kimberly Kenney, CMC
City Clerk

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EXHIBIT 1

ARTICLE I

TERM OF RESOLUTION
This resolution is a composite of all agreements and all previously adopted resolutions, which affect the salaries and benefits of Management Employees.

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ARTICLE II

COVERED PERSONNEL
Employees identified as Management Employees are as follows:

City Manager
Assistant City Manager
City Clerk/Executive Assistant
Community Development & Public Works Director
Community Development Manager
Deputy City Manager
Police Captain (2)
Police Chief
Public Works Manager
Public Works & Community Services Director
The benefits described in this document are for all identified management employees, unless otherwise specified or covered by other resolutions. The City Manager’s salary and benefits shall be set via a separate Employment Agreement that may or may not include or exclude any of the benefits in this Resolution.

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ARTICLE III

COMPENSATION
SECTION 1. COMPENSATION - REGULAR FULL-TIME CATEGORY
A. Compensation shall be determined from salary schedules consisting of wage ranges, each of which includes seven steps, or rates of pay; each horizontal step being approximately five percent greater than the previous step.

B. Initial Employment. The rate of compensation for initial employment in any class shall be at Step "A," provided that the City Manager, in their sole discretion, may approve compensation at a higher step if they find that the person employed is reasonably entitled, by reason of experience or ability, to a rate in any one of the steps above the minimum or that it is difficult to obtain qualified applicants at the minimum rate.

C. Merit Advancement Within a Range.

1. The primary reason for advancement within a range shall be meritorious performance in an employee's assigned duties. Meritorious performance shall be measured by the receipt of a rating of standard or above on the performance evaluation.

2. Merit increases shall be based on meritorious service, and, if granted, shall be effective on the first day of the pay period in which the anniversary falls.

The City Manager may suspend merit increases in times of economic uncertainty or hardship.

3. An employee may be advanced within his or her respective compensation ranges in accordance with the following schedule:

Advancement to the next step at the completion of employee’s initial six months of satisfactory service in the classification, if the employee is hired at Step A, as determined by the City Manager or Department Head, as applicable.

Advancement to the next step at the completion of employee’s initial twelve months of satisfactory service in the classification, if the employee is hired at Step A, as determined by the City Manager or Department Head, as applicable.

Advancement to the next step annually thereafter at the completion of one year of satisfactory service in the prior step, or if the employee is hired at Step B or above, as determined by the City Manager or Department Head, as applicable.

4. Satisfactory service shall be defined as having received an Overall Performance Rating of Satisfactory or above in the employee’s annual performance

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review, as determined by the City Manager or Department Head, as applicable.

5. All proposed advancements shall be recommended by the Department Head and approved by the City Manager before becoming effective.

6. When an employee demonstrates exceptional ability and proficiency, such employee may be advanced to the next higher step within the employee’s salary range with the approval of the City Manager, in his or her sole discretion, following recommendation by the Department Head, without regard to the minimum length of service provisions contained in this section. Advancements under this section shall change the employee’s merit increase eligibility date to the anniversary of the last step increase.

D. Revision in Classification and Compensation Plan. The City reserves the right, in its sole discretion, to establish new classes of employment or to combine or abolish existing classes.

SECTION 2. OVERTIME Management employees do not receive overtime.

SECTION 3. SPECIAL COMPENSATION
A. Court Subpoena. An employee who is served with a subpoena to appear as a witness during regular work hours in a deposition or proceeding in a court action to which they are not a party shall receive their normal compensation for the time actually spent while personally testifying or traveling to place of testimony, less any amount employee receives or is entitled to as witness fees or mileage reimbursement. The employee shall be responsible for demanding payment for all fees or reimbursables to which they are entitled.

B. Jury Duty. Any employees summoned for jury duty in a court action shall receive their normal compensation for the actual time served up to 80 hours, as required as an actual or prospective juror. Employees shall not receive compensation for actual time served as an actual or prospective juror for regular days off (e.g. Fridays). Employees will be allowed to keep the stipend provided by the County.

C. Car Vehicle Usage.

1. The Police Chief may use their assigned City vehicle within a 500- mile radius of the City of La Palma.

2. The Police Captains may use their assigned vehicles within a 150 mile radius of the City of La Palma.

City vehicles are not to be used for out-of-area (e.g. weekend trips or vacations)

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personal trips regardless if the trip is within the allowed radius.

D. Uniform Allowance. The Police Chief and Police Captains shall receive a uniform allowance of $34.75 per two week pay period for the maintenance of uniforms and equipment.

E. Equipment Reimbursement. The Police Chief and Police Captains shall receive equipment reimbursements equal to actual cost of repair, or when necessary, replacement of authorized law enforcement uniforms or equipment that are owned by the employee and that are damaged in the course and scope of their employment. Items which have worn out due to normal wear and tear shall not be reimbursable. Authorized items may change from time to time and shall be determined by the Police Chief, with approval of the City Manager.

Replacement shall be at the discretion of the Police Chief and on approval of the City Manager.

F. Assignment Pay. The City Manager is authorized to increase base salary up to 5% for employees who take on additional assignments.

G. Bilingual Pay. Employees passing the City’s bilingual testing process shall receive an additional $150 per month for speaking the language of Korean, Mandarin Chinese, Spanish, Vietnamese, or other language(s) deemed required or necessary by the City Manager. Biennial recertification by the Human Resources Division is required.

SECTION 4. PAY PERIODS All employees shall be paid bi-weekly.

SECTION 5. SALARY SCHEDULE
A. Attachment A shall become effective the pay period that includes July 1, 2022, and consists of a base salary increase of 5.0% for all represented classifications.

B. Attachment B shall become effective the pay period that includes July 1, 2023, and consists of a base salary increase of 4.0% for all represented classifications.

C. Attachment C shall become effective the pay period that includes July 1, 2024, and consists of a base salary increase of 5.0% for all represented classifications.

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ARTICLE IV

CONDITIONS OF EMPLOYMENT
SECTION 1. EQUAL OPPORTUNITY. The City of La Palma is an equal opportunity employer and prohibits discrimination in employment because of an individual’s Protected Class. Protected Class includes race, age, religion, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender (including gender identity and gender expression), sexual orientation, citizenship status, disability, medical condition, genetic characteristics or information, marital status, and military or veteran status.

SECTION 2. RESIDENCY. Residency in the City of La Palma is not required as a condition of employment.

SECTION 3. PHYSICAL EXAMINATION. The City reserves the right to designate a doctor, or doctors, for all required examinations, and the cost of any required examinations will be borne by the City.

SECTION 4. PROBATION PERIOD. Employees in the classification of Police Captain shall be on probation for a period of 18 months. Probationary employees may be terminated from employment with or without cause by the City Manager, in his or her sole discretion, and in accordance with State and Federal laws. All other management employees are “at will” employees who serve at the discretion of the City Manager.

SECTION 5. OTHER EMPLOYMENT. No management employee shall engage in any other employment, which is inconsistent or incompatible with City employment. Other employment must be approved in advance by the City Manager.

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ARTICLE V

HOLIDAYS
SECTION 1. DESIGNATED HOLIDAYS. Designated holidays shall be New Year's Day, President's Day, Martin Luther King, Jr. Day, Memorial Day, Independence Day, Labor Day, Veteran's Day, Thanksgiving Day, Christmas Eve Day, and Christmas. When a designated holiday falls on a regularly scheduled Friday off, the day of absence shall be the preceding Thursday except in the specific cases listed in Section 1 (E). When a designated holiday falls on Saturday, the day of absence shall be the preceding Friday except in the specific cases listed in Section 1(E). When a designated holiday falls on Sunday, the day of absence shall be the following Monday.

A. All full-time employees shall be granted 36 hours of absence, termed "floating holiday," in addition to designated holidays. The "floating holidays" shall be used to facilitate a City Hall, City Yard, Police Department Administrative Staff, and Recreation and Community Services Holiday closure between the Christmas Holiday and the New Year’s Holiday, up to a maximum of 36 hours. Any remaining "floating holiday" time shall be taken between January 1 and June 30 of the fiscal year at a time selected by the employee with the concurrence of the City Manager. If the holiday closure exceeds 36 hours, employees will be required to utilize Vacation Pay to supplement the difference. For new employees, floating holiday hours shall be pro-rated over the fiscal year based on the employee’s employment date and the employee will be required to utilize Vacation Pay to supplement the difference of hours taken for the floating holiday in excess of the employee’s floating holiday balance.

B. If any designated holiday is within an employee's scheduled vacation period, that particular day of absence will be charged to "holiday" rather than "vacation." C. No absence under the holiday provisions in this article shall be charged to or paid from sick leave accumulated benefits.

D. Holiday Pay. Management employees shall be paid on the basis of the number of hours normally scheduled on the day on which the holiday falls, up to a maximum of 9 hours.

If the employee would have worked in excess of 9 hours, the employee will be required to utilize Vacation Pay to supplement the difference.

E. When Christmas falls on a Friday, nine hours of floating holiday will be given in lieu of the Christmas Eve holiday as the Christmas holiday leave will be taken on Christmas Eve. When Christmas Eve falls on a Saturday, nine hours of floating holiday will be given in lieu of the Christmas Eve holiday to be used to offset the Holiday closure between Christmas and New Year’s.

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ARTICLE VI

VACATIONS
SECTION 1. VACATIONS. In accordance with the following rules, and subject to the limitations, deductions and loss thereof as provided in the Article, each employee shall be allowed and credited with the right to take vacation absences with pay, hereinafter referred to as vacation, in addition to allowed holidays and sick leave absences.

A. Schedule for Tier One Managers (Hired prior to July 1, 2011). Vacation credit shall be computed on the basis of 4.62 hours per pay period for continuous full-time employment beginning with the first day of their employment. Continuous full-time employment shall be time for which the employee is paid, except for the first 30 days of leave without pay.

1. Vacation. Credit shall be computed on the basis of 4.62 hours per pay period (120.12 hours per year) for each year of continuous full-time employment, beginning with the 13th month to the completion of 120 months of continuous employment.

2. Vacation. Credit shall be computed on the basis of 6.16 hours per pay period (160.16 hours per year) for each year of continuous full-time employment, beginning with the 121st month to the completion of 180 months of continuous employment.

3. Vacation. Credit shall be computed on the basis of 7.08 hours per pay period (184.08 hours per year) for each year of continuous full-time employment, beginning with the 181st month to the completion of 240 months of continuous employment.

4. Vacation. Credit shall be computed on the basis of 7.70 hours per pay period (200.2 hours per year) for each year of continuous full-time employment, beginning with the 241st month of continuous employment.

B. Schedule for Tier Two Managers (Hired as new City of La Palma Employees on or after July 1, 2011). Vacation credit shall be computed on the basis of 3.08 hours per pay period for continuous full-time employment beginning with the first day of their employment. Continuous full-time employment shall be time for which the employee is paid, except for the first 30 days of leave without pay.

1. Vacation. Credit shall be computed on the basis 3.08 hours per pay period (80.08 hours per year) for each year of continuous full-time employment, beginning with the 13th month to the completion of 60 months of continuous employment.

2. Vacation. Credit shall be computed on the basis of 4.62 hours per pay period (120.12 hours per year) for each year of continuous full-time employment, beginning with the 61st month to the completion of 120 months of continuous employment.

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3. Vacation. Credit shall be computed on the basis 6.16 hours per pay period (160.16 hours per year) for each year of continuous full-time employment, beginning with the 121st month to the completion of 240 months of continuous employment.

4. Vacation. Credit shall be computed on the basis 7.08 hours per pay period (184.08 hours per year) for each year of continuous full-time employment, beginning with the 241st month of continuous employment.

C. Different Accruals. At the discretion of the City Manager, a management employee may accrue vacation at a different rate than illustrated above, regardless of the number of years of continuous, full time employment. Such discretion will apply only to new employees and will be based on the number of years of service in other public agencies.

1. Those managers hired with a higher accrual rate than regularly given a new employee, shall begin accrual in the tier that is consistent with the schedule outlined above.

D. Taking. All or any part of accrued vacation hours credited may be taken only as herein provided. Accrued vacation hours taken shall be counted as full-time employment.

E. First Vacation. An employee's first vacation may not be taken before the accumulated vacation hours credited to the employee are equal to or greater than the vacation credit for 6 months of work, unless approved by the City Manager, in his or her sole discretion.

F. City Manager Approval. An employee shall not be entitled to take vacation unless the date(s) of the vacation are approved in advance by the City Manager. The taking of an employee's vacation shall be scheduled for such time as will achieve the most efficient functioning of the department and so as to avoid any loss of allowable vacation absences by reason of the limitation on the accrual; provided, however, that the City Manager will endeavor, subject to the foregoing limitations, to schedule an employee's vacation at or near the date(s) requested by the employee.

1. Except as otherwise provided herein, vacation may not be used in lieu of sick leave and generally must be scheduled in advance of the absence; however, if the City Manager determines that an emergency or other unusual occurrence exists for which sick leave cannot be used and the employee has no other appropriate leave available, the City Manager has the discretion to allow vacation hours to be used when an employee calls in an absence on the actual day of the absence.

G. Maximum Accumulation. Allowed vacation credits shall be cumulative. Vacations taken shall be deducted from the first vacation credits accumulated. The maximum accumulation of vacation credits that may be held is 320 hours. Whenever the maximum vacation accumulation is reached, and so long as it continues, the first monthly vacation credit included in such accumulation shall become null and void, and be deemed forfeited by

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the employee, each time a new monthly vacation credit is added to the accumulation of vacation credits.

H. Vacation Cash-out Option. Upon the prior approval of the City Manager, each management employee shall have the option of “cashing out” up to one hundred (100) hours of vacation within a fiscal year. This option may be exercised up to two times in each fiscal year, up to a cumulative maximum of one hundred (100) hours. However, the employee must retain a bank of at least 20 hours of vacation leave following the cashout. Cashout requests shall be processed and included on the next available regular paycheck following an approved request to cashout the leave.

I. Termination of Employment. Except as otherwise herein provided, a management employee whose employment is terminated by death, resignation, layoff, or otherwise shall then be paid for the balance of the accumulated vacation credits, at the employee's salary rate in effect at such termination.

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ARTICLE VII

SICK LEAVE
SECTION 1. ACCRUAL OF SICK LEAVE. Sick leave with pay shall be allowed and computed on the basis of 3.70 hours per pay period in accordance with the following rules, to each full-time management employee. The maximum accrual of unused sick leave for an employee shall be 760 hours.

SECTION 2. SICK LEAVE CHARGE RATE. Sick leave shall be charged at the rate of one (1) hour for each hour a management employee is absent with pay on sick leave. Increments shall be no less than fifteen (15) minutes.

SECTION 3. SICK LEAVE USAGE. An employee eligible for sick leave pay shall be granted such leave for the following reasons:

A. Personal illness or physical incapacity.

B. Forced quarantine of the employee in accordance with community health regulations.

C. Serious illness of a member of the employee's immediate family residing in the same household which requires the presence of the employee for a period not to exceed five working days. Immediate family shall be defined as child, spouse, domestic partner, parent of an employee, anyone for whom the employee has legal guardianship, or anyone for whom the employee has been designated as the primary caregiver.

D. Medical or dental appointments.

E. Pursuant to the requirements of Labor Code Section 733, at the employee’s option, vacation may be substituted for sick leave when one of the above conditions exists and when the employee has used all accumulated sick leave.

SECTION 4. PERSONAL NECESSITY LEAVE. Each management employee shall be afforded the opportunity to use up to eighteen hours of sick leave benefits per fiscal year (on a noncumulative basis) for personal necessity leave, for personal unplanned events, which may need immediate attention. Personal necessities shall include, but not be limited to, family emergencies, or imminent danger to the employee's home or other valuable property.

SECTION 5. SICK LEAVE CASH-OUT OPTION. Each management employee shall have the option of "cashing out" up to fifty (50) hours of sick leave, once per fiscal year. However, a minimum balance of eighty (80) hours shall be maintained in their accrued sick leave account. This option can be exercised at any time during the term of the Agreement. Employees having in excess

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of 700 hours on June 1 of each year, may cash out an additional 12 hours of sick leave. Cashout requests shall be processed and included on the next available regular paycheck following an approved request to cashout the leave.

SECTION 6. JOB INCURRED ILLNESS OR INJURY.

A. Non-public safety management employees: An employee, absent as a result of a jobincurred illness or a job-incurred injury, shall receive, as temporary disability compensation, the full amount of regular straight time salary or wages which would have been earned from the commencement of said disability and until a doctor's notice is received that the employee is released to return to regular work, or is classified as permanent and stationary. This compensation shall not exceed sixty (60) calendar days, and shall be paid only one time for a particular illness or injury. If the disability for which the benefits were payable continues or recurs due to the same or related causes after returning to work, it will be considered a resumption of the prior disability and no further compensation shall be made, except that which is provided by State Worker's Compensation Laws and applicable long-term disability insurance. Employees will only be compensated for normal working hours and shall not be entitled to extra pay for hours where they may be receiving medical care during nonscheduled hours (e.g. hospital stays, medical appointments on the weekends, etc.)

The above notwithstanding, in the event of temporary disability, extending beyond the first sixty (60) calendar days, the employee shall have the option, in addition to compensation under the Worker's Compensation laws, to use paid sick leave, up to the number of hours accumulated, and, once sick leave is exhausted, may also then elect to draw on any accumulated vacation hours to receive up to the amount of the employee's bi-weekly pay.

B. Police management employees: Job-incurred illness or injury compensation (4850 pay) is paid, based on verification, as required by the California Labor Code. Employees will only be compensated for normal working hours and shall not be entitled to extra pay for hours where they may be receiving medical care during non-scheduled hours (e.g. hospital stays, medical appointments on the weekends, etc.)
SECTION 7. APPROVAL OF SICK LEAVE. Sick leave absence with pay may be taken, provided that the employee has a sufficient balance of accrued sick leave to cover the requested absence.

A. No payment for sick leave shall be made without the approval of the City Manager.

B. If a management employee's sick leave absence extends beyond three consecutive working days for reasons of personal illness or injury, or any time abuse of sick leave is suspected, a written statement may be required, certifying that the employee was incapacitated from the performance of their employment duties during the entire term of such absence. The written statement shall be signed by a licensed physician or dentist qualified to render a medical opinion on the illness or injury in question. If an employee's sick leave

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absence extends beyond five consecutive working days for reasons of personal illness or injury, such written statement from a physician or dentist shall be required. Whenever a physician or dentist written statement is required by the City, the City shall reimburse the employee for any applicable office visit copays incurred.

C. Where a management employee's absence due to personal illness or injury extends for more than five consecutive working days, the City Manager, may require the employee to submit to one or more examinations, at City expense and by physicians or dentists selected by the City in its sole discretion for the purpose of determining the nature and extent of the employee's disability. The failure or refusal of an employee to submit to any such examination within five days after being requested to do so in and of itself constitutes sufficient and proper grounds for termination of the employee.

D. Upon the management employee's return to work following an absence for more than five working days due to illness or injury, an employee shall submit to the City Manager a written statement signed by a qualified physician or dentist certifying that they are physically able to resume work.

E. An employee who has used all sick leave earned and credited, may not have additional unearned sick leave credit advanced except by approval of the City Council.

SECTION 8. COMPENSATION FOR UNUSED SICK LEAVE. The unit value of an employee's unused sick leave shall be eight hours for each full month of employment. No compensation for unused sick leave accumulation will be paid if termination, for any reason, occurs prior to 60 months of continuous full-time employment.

A. The first full day of sick leave absence in any month shall not be added to or subtracted from the accumulation. Any number of hours of sick leave absence, within an eight-hour day, will be charged against the credit for that day or month. Any number of full days or hours of any one day, more than the first eight hours of paid sick leave absence in any month, shall be charged against the accumulated credit.

B. Except as provided below, a management employee upon a regular, California Public Employees’ Retirement System (CalPERS) retirement following the completion of 60 or more months of continuous employment with the City of La Palma, shall receive 100 percent (100%) payment for all accumulated sick leave credit, up to a maximum of 320 hours at the salary or wage rate in effect at such retirement.

1. Employees who have in excess of 500 hours of accumulated sick leave credit as of July 1, 2011, shall receive, at retirement, 100 percent (100%) payment for all accumulated sick leave credit, up to a maximum of the number of hours accrued as of July 1, 2011, at the salary or wage rate in effect at such retirement. For example, an employee who has an accumulated sick leave balance of 700 hours on July 1, 2011, may cash out up to 700 hours at the

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time of retirement.

C. Except as provided below, if a full-time employee's employment is separated for any reason, other than provided in Section 8 (B), after 60 months of continuous employment, compensation for fifty percent (50%), computed to the nearest whole dollar, of the unused sick leave accumulated days will be paid, up to a maximum of 320 unused sick leave accumulated hours. Compensation shall be based on the hourly rate of pay at the time of termination.

1. Employees who have in excess of 500 hours of accumulated sick leave credit as of July 1, 2011, shall receive, upon separation other than retirement, 50 percent (50%) payment for all accumulated sick leave credit, up to a maximum of the number of hours accrued as of July 1, 2011, at the salary or wage rate in effect at the time of separation. For example, an employee who has an accumulated sick leave balance of 700 hours on July 1, 2011, may cash out up to 350 hours at the time of separation.

D. The individual employees that have in excess of 500 hours of accrued sick leave as of July 1, 2011, as referred to in Subsections B and C in this Section, shall be identified in a Side Letter on July 1, 2011, that identifies the exact accrued sick leave balance for each affected employee as of July 1, 2011. The Side Letter shall be placed in each affected employee’s Personnel File.

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ARTICLE VIII

OTHER LEAVE PROVISIONS
SECTION I. PREGANCY, CHILDBIRTH, AND RELATED MEDICAL CONDITION A. A female employee disabled by pregnancy, childbirth, or a related medical condition may take a leave for a reasonable period of time not to exceed four months and thereafter return to work. The employee shall be entitled to utilize any accrued vacation, compensatory time, and/or sick leave during this period of time. “Reasonable period of time” means that period during which the female employee is disabled on account of pregnancy, childbirth, or a related medical condition.

An employee who plans to take a leave pursuant to this section must give the City reasonable notice of the date the leave shall commence and the estimated duration of the leave.

The City will maintain group medical coverage for employees taking pregnancy disability leave, for the entirety of the four-month leave, at the same level and under the same conditions that coverage would have been provided if the employee had not taken the leave.

An employee, with the advice of her physician, may request a temporary transfer to a less strenuous or hazardous position for the duration of her pregnancy where that transfer can be reasonably accommodated. The City is not required to create additional employment that the City would not otherwise have created, nor shall the City be required to discharge any employee, transfer any employee with more seniority, or promote any employee who is not qualified to perform the job.

Under FMLA, any period of incapacity or treatment due to pregnancy, including prenatal care, is a "serious health condition," and therefore leave taken for that purpose will be counted as part of the 12-week total entitlement under FMLA.

The right to take leave under California Family Rights Act (CFRA) is separate and distinct from the right to take pregnancy disability leave under Government Code Section 12945(a).

An employee's own disability due to pregnancy, childbirth, or related medical conditions is not included as a "serious health condition" under CFRA. Thus, at the end of an employee's four-month pregnancy disability leave under Government Code Section 12945(a), the employee may take CFRA leave of up to twelve workweeks for reason of the birth of her child, if the child has been born by that date. There is no requirement that either the employee or child have a serious health condition or that the employee continue to be disabled by her pregnancy, childbirth, or related medical condition in order to take CFRA leave for the birth of the child. CFRA also provides that the City may (but is not required to) allow an employee to use CFRA leave prior to the birth of the child if the employee has used four months of pregnancy disability leave prior to the birth and the employee's health care provider determines that a continuation of the leave is medically necessary. Doing so would not

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require the City to provide more than the amount of CFRA leave to which the employee was otherwise entitled.

Under CFRA, the maximum possible combined leave entitlement for both pregnancy disability leave and CFRA leave for the birth of the child is four months and twelve workweeks. That assumes that the employee is disabled by pregnancy, childbirth, or a related medical condition for four months and then requests and is eligible for a full 12 week CFRA leave for the reason of the birth of her child.

For purposes of determining whether an employee who has taken a pregnancy disability leave (which is also a FMLA leave) and who then wants to take a CFRA leave for the birth of her child has met the CFRA employee eligibility requirements, the 12-month period during which the employee must have worked 1,250 hours is the period immediately preceding the employee's first day of FMLA leave based on her pregnancy, not the first day of the subsequent CFRA leave for reason of the birth of her child.

SECTION 2. BEREAVEMENT LEAVE. A management employee shall be granted paid Bereavement Leave of no more than 36 hours in any one instance in the event of the death of a member of the employee's immediate family, consisting of spouse, domestic partner, parents, children, step-children, grandchildren, grandparents, brother or sister, step-brother or step-sister of the employee as well as the parents or grandparents of the employee's spouse or domestic partner.

In the event the employee must travel out of state in connection with the bereavement, the leave shall be extended to 45 hours.

SECTION 3. MILITARY LEAVE. A management employee shall be entitled to a leave with pay, less any amount the employee receives or is entitled to as compensation by the Federal or State government, for required active duty in the Armed Forces Reserve, after full-time continuous employment by the City for at least 12 months, for a period not to exceed 30 calendar days. A further leave without pay shall be granted if a required encampment extends longer than 30 calendar days.

At the conclusion of the military duty, the employee shall be permitted to resume their former position in the City employment. If military leave is taken prior to 12 months of continuous fulltime employment, the leave shall be without pay. An employee eligible for paid leave may select the option of receiving full pay and turning over to the City their payment for military service, or may request the difference between the payment for military service and their regular salary.

SECTION 4. PERSONAL LEAVE. Leaves of absence without pay, each not to exceed one calendar month, may be granted by the City Manager, in his or her sole discretion. Leaves of absence without pay, each not to exceed one year, may be granted by the City Manager in his or her sole discretion. Requests for all leaves of absence without pay shall first be made to the Department Head.

SECTION 5. ABSENCE WITHOUT LEAVE. Any absence from work without leave or without

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a post-absence acceptable excuse, or pursuant to a right established in this Resolution, shall, in and of itself, be sufficient grounds for termination of employment.

SECTION 6. BENEFIT PROVISIONS FOR LEAVES WITHOUT PAY. Any employee on an approved leave without pay for any reason, in excess of 30 days, shall not be entitled to paid City benefits during the time of the absence unless such payment is required by law. The employee shall have the option of continuing one or more benefits at their sole expense at the actual rate charged.

SECTION 7. ADMINISTRATIVE LEAVE. Management employees shall be entitled to administrative leave with no loss in salary for a total of up to 80 hours per fiscal year subject to the approval of the City Manager.

SECTION 8. CATASTROPHIC LEAVE. Any employee who has a serious health condition and has exhausted their available paid leaves may be eligible to receive donated leave from other employees under the City’s Catastrophic Leave Program. Any employee may donate sick leave or vacation leave to an eligible employee under the Catastrophic Leave program assuming he/she meets the qualifications to donate as defined in the program.

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ARTICLE IX

TRAINING
SECTION 1. REQUIRED TRAINING. A management employee who is required by the City Manager to attend a specified off duty training course, shall, upon submission of receipts, receive reimbursement for the following: transportation cost where appropriate, cost of books, course registration and related expenses directly necessary for the successful completion of the course.

Additionally, time engaged in mandated training shall be paid time.

SECTION 2. DESIRABLE TRAINING. Desirable training is defined as off-duty instruction that will be mutually and immediately beneficial to the employee and the City. In accordance with the City’s Tuition Reimbursement Program; prior to enrolling in a class for desirable training, a management employee desiring reimbursement for their expenses shall obtain the City Manager’s approval as to course content and its relationship to the employee's employment with the City. In the event the City Manager approves such request, which approval shall be at the City Manager’s sole discretion, and upon completion of the course, with a grade of "C" or better, or equivalent grade point, the employee shall submit to the City Manager a copy of the official transcript and a receipt for the tuition fee. On approval by the City Manager, the employee shall then be reimbursed for the cost of tuition, plus up to $200 for the cost of books required for the completion of the course(s) which may then become the property of the City in accordance with the tuition reimbursement policy adopted by the City. Employees may submit costs for courses and books for reimbursement for up to a maximum annual reimbursement of $2,500. If the employee terminates their employment with the City of La Palma either voluntarily or involuntarily within one year following the date of course completion, all funds reimbursed for such course work shall be repaid to the City by the employee.

SECTION 3. TRAINING CONFERENCES AND SEMINARS. With the approval of the City Manager at their sole discretion, employees may participate in various conferences and seminars.

They will be reimbursed on a cost basis after presenting receipts for allowable expenses.

SECTION 4. TRAVEL EXPENSES.

A. Mileage Reimbursement. Approved use of private automobiles on City business will be reimbursed at the standard mileage rate as established by the IRS from time to time. When an employee is travelling from home to a meeting or event, the mileage will be reimbursed either from the employee’s home address or City Hall, whichever is less.

B. Other Costs. Reimbursement of actual and necessary expenses while on City business shall be in accordance with the guidelines established in the City's Administrative Policy Manual. Reimbursement requests must be turned in within 30 days of the end of the fiscal year for reimbursement.

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ARTICLE X

GROUP INSURANCE
SECTION 1. MEDICAL PREMIUMS.

A. All management employees must enroll in one of the PERS health program plans, unless they submit to the City both: (1) proof of health coverage and (2) sign a health insurance waiver. Employees who fail to complete both requirements shall not be allowed to utilize their cafeteria plan contributions as described below for any other eligible plans.

B. Medical Plan Premiums.

1. Miscellaneous and Tier 2 Safety (Police Chief and Captains) hired on or after July 1, 2011) Management Employees. For Miscellaneous and Tier 2 Safety Management employees covered by this Agreement, the City shall pay a maximum of the medical plan premium required by the Public Employees Medical and Hospital Care Act (PEMHCA), which is as follows:

January 1, 2022: $149
January 1, 2023: $151
January 1, 2024: $155 (estimate)
The actual PEMHCA amount will be adjusted annually pursuant to the caps required by Government Code Section 22892.

2. Tier One Safety Employees. For Tier One (hired before July 1, 2011) Police Management employees covered by this Agreement, the City will contribute $416.49 toward the cost of the premiums for medical insurance under the PEMHCA for each employee, and his or her eligible dependents, and for each annuitant in PERS and his or her eligible dependents.

C. Fringe Benefit Cafeteria Plans.

1. Miscellaneous and Tier 2 Safety Management Employees. The City shall make a monthly fringe benefit contribution to each eligible Miscellaneous and Tier 2 Safety Management employee to be used toward the fringe benefit cafeteria plan. These funds shall only be used for eligible plans included with the cafeteria plan. The City's distribution of this monthly composite contribution to those full-time employees who enroll in one of the PERS health plans shall be in the following manner.

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Effective July 1, 2022
Plan Fringe Benefit PEMHCA Amount Total Combined
Benefit
Employee Only $417.49 $149 $566.49
Employee + one $607.49 $149 $756.49
Employee + two or more $766.49 $149 $915.49
Effective January 1, 2023
Employee Only $415.49 $151 $566.49
Employee + one $605.49 $151 $756.49
Employee + two or more $764.49 $151 $915.49
Effective January 1, 2024
Employee Only $411.49* $155* $566.49
Employee + one $601.49* $155* $756.49
Employee + two or more $760.49* $155* $915.49
*Estimated

2. Tier One Safety Employees: For Tier One (hired before July 1, 2011) Safety Management employees covered by this Agreement, the City will make a monthly fringe benefit contribution to each eligible member of the unit to be used toward the health benefit cafeteria plan. These funds shall only be used for eligible plans included with the cafeteria plan. The fringe benefit contribution to those full-time employees who enroll in one of the PERS health plans shall be in the following manner.

Effective July 1, 2022 Fringe Benefit PEMHCA Amount Total Combined Benefit
Employee Only $150.00 $416.49 $566.49
Employee + one $340.00 $416.49 $756.49
Employee + two or more $499.00 $416.49 $915.49
D. Eligibility to enroll in the medical insurance plan provided by the City shall be within 60 days of consecutive, continuous full-time employment with the City. Coverage normally begins the first day of the month following 30 days of consecutive, continuous full-time employment with the City. Employee’s start date and return date of enrollment documents may alter the date when coverage begins. City-paid coverage is maintained during an approved family medical leave act (FMLA) or California Family Rights Act (CFRA) leave regardless of the employee’s paid status.

E. Managers hired before July 1, 2018, who selects the option of not enrolling in one of the CalPERS plans and who meets the conditions outlined in Section 1 (A) of Article X, shall receive $565 monthly cash payout. No additional increases are applicable to the cash payout

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amount after July 1, 2018. The payment shall be calculated and distributed with the second paycheck each month. Managers hired on or after July 1, 2018, who select the option of not enrolling in one of the CalPERS plans, and who meets the conditions outlined in Section 1 (A) of Article X, shall forfeit any City contribution towards medical premiums.

The employee may change from single to dependent coverage at any time, but will be subject to the rules and regulations of CalPERS health programs regarding such reinstatements.

G. Management employees separating from the City, as a result of either service or disability retirement, shall be maintained as an insured member of the City group medical plan, as it from time to time exists, with the City paying 100% of the employee only premiums (within the limit described in Section 1 (B) above).

Management employees who have at least fifteen years of service and who separate from the City as a result of retirement due to medical conditions shall be maintained as an insured member of the City group medical plan, with the City paying an amount equal to 100% of the employee only premiums and fringe benefit contribution. Eligible employees will be covered by this provision up to the age of 65.

If a retiree who currently is eligible to obtain medical insurance coverage, which is generally similar or better in coverage and benefits, at no cost to the retiree, the City may terminate its obligation to provide medical insurance benefits to that retiree. It is understood that medical insurance plans differ from place to place and that individual items within the plan may vary; it is not intended by this language that the plans need to be identical in coverage.

H. Pursuant to CalPERS, the effective date of termination of health insurance coverage for a full-time employee separating from the City for reasons other than those mentioned in Article X, Section 1 (G) above, is the first of the second month following separation.

I. Except as set forth in Sections 1 (A) through 1 (G) above, the City shall not pay directly or indirectly pay for or reimburse to any affected employee, any costs or expenses related to medical care or hospitalization incurred by an affected employee or his or her dependents after the effective date of coverage under the PERS plan.

SECTION 2. DENTAL PLAN.

A. A management employee may enroll in any dental insurance plan provided by the City. Any such dental plan shall also provide orthodontic coverage.

B. The City shall pay 100% of the premium for a management employee and his or her dependents.

C. Eligibility to enroll in any group dental insurance plan provided by the City shall be following 30 days of consecutive continuous employment with the City.

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D. If a management employee is enrolled in the City’s dental plan and that plan pays for crowns, the City shall pay up to 30% of the reasonable and customary amount charged for the crown upon presentation of a billing statement or statement of benefits from the dentist showing the amount charged and the amount paid by insurance, if applicable. At no time shall the reimbursement from the City exceed the employee’s “out-of-pocket” costs for the received services nor shall the combination of insurance and the City reimbursement exceed 80% of the reasonable and customary amount charged for the services. Child dependents are covered to age

25. E. The City will continue to provide employees the option of choosing between HMO and PPO plans.

SECTION 3. VISION PLAN. A management employee and his or her dependents may receive up to $300 per fiscal year for vision care expenses related to services and supplies performed or prescribed by an optometrist, ophthalmologist or dispensing optician. Such benefits may include an annual eye exam (including refraction), lenses, frames, and corrective eye surgery. For the purpose of child dependents, dependents shall be defined pursuant to the dependent definition of the City’s medical plan provider.

SECTION 4. DISABILITY INSURANCE. All management employees shall enroll in any longterm disability plan as provided by the City, with the City paying 100% of the premium.

SECTION 5. LIFE INSURANCE. The City shall provide life insurance for management employees in the amount of $100,000, $3,000 for spouse, and $2,000 per dependent.

SECTION 6. EMPLOYEE ASSISTANCE PROGRAM. The City shall pay for membership in an employee assistance program selected by the City for management employees and their dependents.

SECTION 7. ANNUAL HEALTH/WELLNESS PROGRAM REIMBURSEMENT. All management employees shall be eligible to receive reimbursement, up to $500 per fiscal year, for health and/or wellness services or programs, as approved by the City Manager.

SECTION 8. FLEXIBLE BENEFITS PLAN. The City shall offer an IRS Flexible Benefits Plan to all management employees for purposes of pre-tax payroll deductions for childcare and/or eligible medical expenses. The Plan may be changed or eliminated by the City in its sole discretion.

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ARTICLE XI

RETIREMENT
The City shall provide a three tier retirement system as follows:

A. Tier One Miscellaneous Employees (Hired before July 1, 2011):

B. Tier Two Miscellaneous Employees (Hired on or after July 1, 2011, but prior to January 1, 2013, or employees with prior CalPERS service who are considered Classic Employees under PEPRA)
C. Public Employee Pension Reform Act (PEPRA) Miscellaneous Employees (hired on or after January 1, 2013)
D. Tier One Safety Employees (Hired before July 1, 2011) E. Tier Two Safety Employees (Hired on or after July 1, 2011, but prior to January 1, 2013, or employees with prior CalPERS service who are considered Classic Employees under PEPRA)
F. PEPRA Safety Employees (hired on or after January 1, 2013) SECTION 2. Benefits and Contributions for these six plans shall be as follows effective July 1, 2015:

A. All employee payments shall be reported as normal contributions and shall be credited to each member’s account.

B All computations shall be according to California Public Employees Retirement Law (PERL).

C. All of these retirement plans shall provide the CalPERS Level 4 Survivor Benefit.

Plan Benefit Computed On City Pays Employee Pays
Tier One Misc. 2.7% @ 55 Single Highest Year ER Contribution EE Contribution 8%
Tier Two Misc. 2% @ 60 Highest Average 36
consecutive months
ER Contribution EE Contribution
7%
PEPRA Misc. 2% @ 62 Highest Average 36
consecutive months
50% of Normal
Cost
50% of Normal
Cost
Tier One Safety 3% @ 50 Single Highest Year ER Contribution EE Contribution 9%
Tier Two Safety 2% @ 55 Highest Average 36
consecutive months
ER Contribution EE Contribution
7%
PEPRA Safety 2% @ 57 Highest Average 36
consecutive months
50% of Normal
Cost
50% of Normal
Cost

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D. All employees in this group shall make a 1.45% Medicare employee contribution regardless of their hire date. The city matches this contribution.

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ARTICLE XII

DEFERRED COMPENSATION
The City shall provide payroll deduction and deposit of amounts authorized by an employee desiring to participate in the deferred compensation plan selected for La Palma general employees under existing resolutions. Changes to withholding may be made four (4) times per calendar year (A request to change withholding for one pay period and return it to the prior withholding the next pay period is considered two requests). For managers hired before July 1, 2018, the City will contribute $115 per pay period to a deferred compensation plan on the employee’s behalf.

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ARTICLE XIII

GRIEVANCE PROCEDURE
Management employees with the title of Police Captain are permitted to appeal disciplinary actions in accordance with the Police Officer Bill of Rights (POBR) and applicable La Palma Police Department policies.

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ARTICLE XIV

OTHER PROVISIONS
If, at any point during the term of this Resolution, the City experiences, or it becomes known that the City will experience, a major revenue loss in the General Fund from a single or combined source (as defined below), the City may modify the Resolution in regards to, but not limited to, salary and wage schedules, benefit schedules, and staffing levels.

Circumstances which may determine such revenue losses may include, but not be limited to, new legislation, loss of a major sales tax provider(s), certain business industry fluctuations, and any other unforeseen event affecting any or several of the City’s General Fund revenue sources.

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“Attachment A”
Step A Step B Step C Step D Step E Step F Step G
Annual 255,449.87
Monthly 21,287.49
Biweekly 9,825.00
Hourly 122.8124
Annual 152,227.94 159,839.34 167,831.30 176,222.87 185,034.01 194,285.71 204,000.00 Monthly 12,685.66 13,319.94 13,985.94 14,685.24 15,419.50 16,190.48 17,000.00 Biweekly 5,854.92 6,147.67 6,455.05 6,777.80 7,116.69 7,472.53 7,846.15 Hourly 73.1865 76.8458 80.6881 84.7225 88.9587 93.4066 98.0769 Annual 105,338.02 110,604.92 116,135.16 121,941.92 128,039.02 134,440.97 141,163.02 Monthly 8,778.17 9,217.08 9,677.93 10,161.83 10,669.92 11,203.41 11,763.58 Biweekly 4,051.46 4,254.04 4,466.74 4,690.07 4,924.58 5,170.81 5,429.35 Hourly 50.6433 53.1754 55.8342 58.6259 61.5572 64.6351 67.8668 Annual 132,960.13 139,608.14 146,588.55 153,917.97 161,613.87 169,694.57 178,179.30 Monthly 11,080.01 11,634.01 12,215.71 12,826.50 13,467.82 14,141.21 14,848.27 Biweekly 5,113.85 5,369.54 5,638.02 5,919.92 6,215.92 6,526.71 6,853.05 Hourly 63.9231 67.1193 70.4753 73.9990 77.6990 81.5839 85.6631 Annual 103,025.71 108,177.00 113,585.85 119,265.14 125,228.40 131,489.82 138,064.31 Monthly 8,585.48 9,014.75 9,465.49 9,938.76 10,435.70 10,957.48 11,505.36 Biweekly 3,962.53 4,160.65 4,368.69 4,587.12 4,816.48 5,057.30 5,310.17 Hourly 49.5316 52.0082 54.6086 57.3390 60.2060 63.2163 66.3771 Annual 111,932.31 117,528.92 123,405.37 129,575.64 136,054.42 142,857.14 150,000.00 Monthly 9,327.69 9,794.08 10,283.78 10,797.97 11,337.87 11,904.76 12,500.00 Biweekly 4,305.09 4,520.34 4,746.36 4,983.68 5,232.86 5,494.51 5,769.23 Hourly 53.8136 56.5043 59.3295 62.2960 65.4108 68.6813 72.1154 Annual 132,960.13 139,608.14 146,588.55 153,917.97 161,613.87 169,694.57 178,179.30 Monthly 11,080.01 11,634.01 12,215.71 12,826.50 13,467.82 14,141.21 14,848.27 Biweekly 5,113.85 5,369.54 5,638.02 5,919.92 6,215.92 6,526.71 6,853.05 Hourly 63.9231 67.1193 70.4753 73.9990 77.6990 81.5839 85.6631 Annual 155,976.02 163,774.82 171,963.56 180,561.74 189,589.83 199,069.32 209,022.79 Monthly 12,998.00 13,647.90 14,330.30 15,046.81 15,799.15 16,589.11 17,418.57 Biweekly 5,999.08 6,299.03 6,613.98 6,944.68 7,291.92 7,656.51 8,039.34 Hourly 74.9885 78.7379 82.6748 86.8085 91.1490 95.7064 100.4917 Annual 123,125.54 129,281.82 135,745.91 142,533.20 149,659.86 157,142.86 165,000.00 Monthly 10,260.46 10,773.48 11,312.16 11,877.77 12,471.66 13,095.24 13,750.00 Biweekly 4,735.60 4,972.38 5,221.00 5,482.05 5,756.15 6,043.96 6,346.15 Hourly 59.1950 62.1547 65.2625 68.5256 71.9519 75.5495 79.3269 Annual 143,680.22 150,864.24 158,407.45 166,327.82 174,644.21 183,376.42 192,545.24 Monthly 11,973.35 12,572.02 13,200.62 13,860.65 14,553.68 15,281.37 16,045.44 Biweekly 5,526.16 5,802.47 6,092.59 6,397.22 6,717.09 7,052.94 7,405.59 Hourly 69.0770 72.5309 76.1574 79.9653 83.9636 88.1617 92.5698 City Manager
La Palma Management Employees
Classification and Salary Table
July 1, 2024 through June 30, 2025
Effective the pay period including April 1, 2025
Public Works Manager
Public Works & Community Services Director
Community Development & Public Works Director
Assistant City Manager
City Clerk/Executive Assistant
Community Development Manager
Deputy City Manager
Police Captain
Police Chief

Page 271 of 271 ends

La Palma City CouncilApril 1, 2025

La Palma City Council
April 1, 2025