La Quinta City Council
April 18, 2023

CITY COUNCIL AGENDA Page 1 of 6 APRIL 18, 2023

CITY COUNCIL
AGENDA

CITY HALL COUNCIL CHAMBER
78495 Calle Tampico, La Quinta
REGULAR MEETING ON TUESDAY, APRIL 18, 2023
3:30 P.M. CLOSED SESSION | 4:00 P.M. OPEN SESSION
Members of the public may listen to this meeting by tuning-in live via http://laquinta.12milesout.com/video/live.

CALL TO ORDER
ROLL CALL: Councilmembers: Fitzpatrick, McGarrey, Peña, Sanchez, Mayor Evans

PUBLIC COMMENTS - INSTRUCTIONS
Members of the public may address the City Council on any matter listed or not listed on the agenda as follows:

WRITTEN PUBLIC COMMENTS can be provided either in-person during the meeting by submitting 15 copies to the City Clerk, it is requested that this takes place prior to the beginning of the meeting; or can be emailed in advance to [email protected], no later than 12:00 p.m., on the day of the meeting. Written public comments will be distributed to Council, made public, and will be incorporated into the public record of the meeting, but will not be read during the meeting unless, upon the request of the Mayor, a brief summary of public comments is asked to be reported.

If written public comments are emailed, the email subject line must clearly state “Written Comments” and should include: 1) full name, 2) city of residence, and 3) subject matter.

VERBAL PUBLIC COMMENTS can be provided in-person during the meeting by completing a “Request to Speak” form and submitting it to the City Clerk; it is requested that this takes place prior to the beginning of the meeting. Please limit your comments to three (3) minutes (or approximately 350 words). Members of the public shall be called upon to speak by the Mayor.

In accordance with City Council Resolution No. 2022-027, a one-time additional speaker time donation of three (3) minutes per individual is permitted; please note that the member of the public donating time must: 1) submit this in writing to the City Clerk by completing a “Request City Council agendas and staff reports
are available on the City’s
web page: www.LaQuintaCA.gov
CONSENT CALENDAR ITEM NOS. 6
AND 7 WERE PULLED AND

CONSIDERED AS BUSINESS SESSION
ITEM NOS. 2 AND 3, RESPECTIVELY
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CITY COUNCIL AGENDA Page 2 of 6 APRIL 18, 2023

to Speak” form noting the name of the person to whom time is being donated to, and 2) be present at the time the speaker provides verbal comments.

Verbal public comments are defined as comments provided in the speakers’ own voice and may not include video or sound recordings of the speaker or of other individuals or entities, unless permitted by the Mayor.

Public speakers may elect to use printed presentation materials to aid their comments; 15 copies of such printed materials shall be provided to the City Clerk to be disseminated to the City Council, made public, and incorporated into the public record of the meeting; it is requested that the printed materials are provided prior to the beginning of the meeting. There shall be no use of Chamber resources and technology to display visual or audible presentations during public comments, unless permitted by the Mayor.

All writings or documents, including but not limited to emails and attachments to emails, submitted to the City regarding any item(s) listed or not listed on this agenda are public records.

All information in such writings and documents is subject to disclosure as being in the public domain and subject to search and review by electronic means, including but not limited to the City’s Internet Web site and any other Internet Web-based platform or other Web-based form of communication. All information in such writings and documents similarly is subject to disclosure pursuant to the California Public Records Act [Government Code § 7920.000 et seq.].

PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA
At this time, members of the public may address the City Council on any matter not listed on the agenda pursuant to the “Public Comments – Instructions” listed above. The City Council values your comments; however, in accordance with State law, no action shall be taken on any item not appearing on the agenda unless it is an emergency item authorized by the Brown Act [Government Code § 54954.2(b)].

TELECONFERENCE ACCESSIBILITY – INSTRUCTIONS
Teleconference accessibility may be triggered in accordance with AB 2449 (Stats. 2022, Ch. 285), codified in the Brown Act [Government Code § 54953], if a member of the City Council requests to attend and participate in this meeting remotely due to “just cause” or “emergency circumstances,” as defined, and only if the request is approved. In such instances, remote public accessibility and participation will be facilitated via Zoom Webinar as detailed at the end of this Agenda.

CONFIRMATION OF AGENDA

CLOSED SESSION

1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54956.8 FOR REAL PROPERTY LOCATED ON AVENIDA NAVARRO (APNs: 773-078-006 AND 773-078-007
CITY NEGOTIATOR: JON McMILLEN, CITY MANAGER
PROPERTY OWNER: NEWMAN ENTERPRISES, LLC
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CITY COUNCIL AGENDA Page 3 of 6 APRIL 18, 2023

NEGOTIATING PARTY: NEWMAN ENTERPRISES, LLC
UNDER NEGOTIATION: PRICE AND TERM OF PAYMENT AND/OR

DISPOSITION OF THE PROPERTY IDENTIFIED

2. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION; SIGNIFICANT EXPOSURE TO LITIGATION PURSUANT TO PARAGRAPH (2) OR (3) OF SUBDIVISION (d) OF GOVERNMENT CODE SECTION 54956.9 (NUMBER OF POTENTIAL CASES: 1)

RECESS TO CLOSED SESSION
RECONVENE AT 4:00 P.M.

REPORT ON ACTION(S) TAKEN IN CLOSED SESSION

PLEDGE OF ALLEGIANCE

PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA
At this time, members of the public may address the City Council on any matter not listed on the agenda pursuant to the “Public Comments – Instructions” listed above. The City Council values your comments; however, in accordance with State law, no action shall be taken on any item not appearing on the agenda unless it is an emergency item authorized by the Brown Act [Government Code § 54954.2(b)].

ANNOUNCEMENTS, PRESENTATIONS, AND WRITTEN COMMUNICATIONS

1. PRESENTATION ON X-PARK OPERATIONS SINCE THE OPENING IN 2022 BY

EXECUTIVE DIRECTOR MARK LAUE AND OPERATIONS DIRECTOR VICTOR

NELSON WITH ACTION PARK ALLIANCE

2. PRESENTATION ON LA QUINTA LIBRARY AND LA QUINTA MUSEUM PROGRAMS,

EXHIBITS, AND ACTIVITIES BY LA QUINTA LIBRARY BRANCH MANAGER SARA

DELACRUZ, LA QUINTA MUSEUM DIRECTOR SHARLA FOX, AND MAKERSPACE

SUPERVISOR MICHELE MCNEILLY

CONSENT CALENDAR
NOTE: Consent Calendar items are routine in nature and can be approved by one motion.

PAGE

1. APPROVE COUNCIL MEETING MINUTES OF MARCH 21, 2023 7

2. EXCUSE ABSENCE OF COMMISSIONER ANDERSON FROM THE MAY 10, 2023, QUARTERLY FINANCIAL ADVISORY COMMISSION MEETING
17 3. ACCEPT BLACKHAWK WAY SCHOOL CROSSING PROJECT NO. 2022-22,

LOCATED ON BLACKHAWK WAY BETWEEN ADAMS STREET AND DUNE

PALMS ROAD
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23 27
29 33
39 87

4. AUTHORIZE SUBMISSION OF GRANT APPLICATION FOR THE RIVERSIDE COUNTY TRANSPORTATION COMMISSION SB 821 BICYCLE AND

PEDESTRIAN FACILITIES PROGRAM

5. AUTHORIZE THE PUBLIC WORKS DEPARTMENT TO UTILIZE TRI-STATE MATERIALS TO PURCHASE UP TO $125,000 OF MATERIALS FOR FISCAL YEAR 2022/23

6. Pulled from Consent Calendar by Staff and moved for consideration under Business Session No. 2 >>> APPROVE FISCAL YEAR 2023/24 THROUGH 2027/28 MEASURE A HALF CENT SALES TAX FIVE-YEAR CAPITAL

IMPROVEMENT PLAN

7. Pulled from Consent Calendar by Staff and moved for consideration under Business Session No. 3 >>> ADOPT RESOLUTION TO APPROVE THE CITY’S PROJECT LIST FOR FISCAL YEAR 2023/24 FOR SENATE BILL 1 - ROAD REPAIR AND ACCOUNTABILITY ACT 2017 FUNDING [RESOLUTION NO. 2023-009]

8. ADOPT RESOLUTION TO APPROVE REVISIONS TO THE CITY’S
PURCHASING AND CONTRACTING POLICY [RESOLUTION NO. 2023-008]

9. RECEIVE AND FILE REVENUE AND EXPENDITURE REPORT DATED FEBRUARY 28, 2023

10. APPROVE DEMAND REGISTERS DATED MARCH 31 AND APRIL 7, 2023 93

BUSINESS SESSION
PAGE
107
29 1. APPROVE AMENDMENT NO. 2 TO AGREEMENT FOR CONTRACT SERVICES

WITH DESERT RECREATION DISTRICT TO PROVIDE MANAGEMENT AND

OPERATION SERVICES FOR THE FRITZ BURNS POOL TO INCLUDE

ADDITIONAL PROGRAMMING, INCREASE COMPENSATION FOR FISCAL YEARS 2022/23 AND 2023/24, AND TO EXTEND THE TERM THROUGH FISCAL YEAR 2023/24

2. Pulled from Consent Calendar Item No. 6 by Staff and moved for consideration as Business Session No. 2 >>> APPROVE FISCAL YEAR 2023/24 THROUGH 2027/28 MEASURE A HALF CENT SALES TAX FIVE-YEAR CAPITAL

IMPROVEMENT PLAN

3. Pulled from Consent Calendar Item No. 7 by Staff and moved for consideration as Business Session No. 3 >>> ADOPT RESOLUTION TO APPROVE THE CITY’S PROJECT LIST FOR FISCAL YEAR 2023/24 FOR SENATE BILL 1 - ROAD REPAIR AND ACCOUNTABILITY ACT 2017 FUNDING [RESOLUTION NO. 2023-009] 33 STUDY SESSION – None
PUBLIC HEARINGS – None
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CITY COUNCIL AGENDA Page 5 of 6 APRIL 18, 2023

DEPARTMENTAL REPORTS

1. CITY MANAGER – MARKETING QUARTERLY REPORT – JANUARY - MARCH 2023
121

2. CITY ATTORNEY

3. CITY CLERK

4. COMMUNITY RESOURCES

5. DESIGN AND DEVELOPMENT

6. FINANCE

7. PUBLIC WORKS
MAYOR’S AND COUNCIL MEMBERS’ ITEMS

REPORTS AND INFORMATIONAL ITEMS

1. CVAG CONSERVATION COMMISSION (Evans)

2. CVAG ENERGY AND ENVIRONMENTAL RESOURCES COMMITTEE (Evans)

3. CVAG EXECUTIVE COMMITTEE (Evans)

4. GREATER PALM SPRINGS CONVENTION AND VISITORS BUREAU (Evans)

5. IMPERIAL IRRIGATION DISTRICT – COACHELLA VALLEY ENERGY COMMISSION (Evans)

6. LEAGUE OF CALIFORNIA CITIES DELEGATE (Evans)

7. COACHELLA VALLEY WATER DISTRICT JOINT POLICY COMMITTEE (Evans)

8. SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTS (Evans)

9. ECONOMIC DEVELOPMENT SUBCOMMITTEE (Evans & Fitzpatrick)

10. COACHELLA VALLEY MOUNTAINS CONSERVANCY (McGarrey)

11. DESERT RECREATION DISTRICT COMMITTEE (Fitzpatrick & McGarrey)

12. COACHELLA VALLEY UNIFIED SCHOOL DISTRICT COMMITTEE (Fitzpatrick & Peña)

13. RIVERSIDE COUNTY TRANSPORTATION COMMISSION (Fitzpatrick)

14. CANNABIS AD HOC COMMITTEE (Peña & Sanchez)

15. CVAG PUBLIC SAFETY COMMITTEE (Peña)

16. CVAG VALLEY-WIDE HOMELESSNESS COMMITTEE (Peña)

17. LEAGUE OF CALIFORNIA CITIES – PUBLIC SAFETY POLICY COMMITTEE (Peña)

18. IMPERIAL IRRIGATION DISTRICT – ENERGY CONSUMERS ADVISORY COMMITTEE (McGarrey)

19. COACHELLA VALLEY MOSQUITO AND VECTOR CONTROL DISTRICT (Peña)

20. CVAG TRANSPORTATION COMMITTEE (Fitzpatrick)

21. SUNLINE TRANSIT AGENCY (Peña)

22. DESERT SANDS UNIFIED SCHOOL DISTRICT COMMITTEE (Evans & Sanchez)

23. ANIMAL CAMPUS COMMISSION (Sanchez)

24. LEAGUE OF CALIFORNIA CITIES – PUBLIC SAFETY COMMITTEE (Sanchez & Peña)

25. RIVERSIDE LOCAL AGENCY FORMATION COMMISSION (Sanchez)

26. GREATER CV CHAMBER OF COMMERCE INFORMATION EXCHANGE COMMITTEE (Sanchez)

27. FINANCIAL ADVISORY COMMISSION SPECIAL MEETING MINUTES OF FEBRUARY 2, 2023
127

ADJOURNMENT
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The next regular meeting of the City Council will be held on May 2, 2023, at 4:00 p.m. at the City Hall Council Chamber, 78495 Calle Tampico, La Quinta, CA 92253.

DECLARATION OF POSTING
I, Monika Radeva, City Clerk of the City of La Quinta, do hereby declare that the foregoing Agenda for the La Quinta City Council meeting was posted on the City’s website, near the entrance to the Council Chamber at 78495 Calle Tampico, and the bulletin board at the La Quinta Cove Post Office at 51321 Avenida Bermudas, on April 14, 2023.

DATED: April 14, 2023
MONIKA RADEVA, City Clerk
City of La Quinta, California
Public Notices
 The La Quinta City Council Chamber is handicapped accessible. If special equipment is needed for the hearing impaired, please call the City Clerk’s office at (760) 777-7123, 24- hours in advance of the meeting and accommodations will be made.  If background material is to be presented to the City Council during a City Council meeting, please be advised that 15 copies of all documents, exhibits, etc., must be supplied to the City Clerk for distribution. It is requested that this takes place prior to the beginning of the meeting.
*** TELECONFERENCE PROCEDURES – PURSUANT TO AB 2449***

APPLICABLE ONLY WHEN TELECONFERENCE ACCESSIBILITY IS IN EFFECT Verbal public comments via Teleconference – members of the public may attend and participate in this meeting by teleconference via Zoom and use the “raise your hand” feature when public comments are prompted by the Mayor; the City will facilitate the ability for a member of the public to be audible to the City Council and general public and allow him/her/they to speak on the item(s) requested.

Please note – members of the public must unmute themselves when prompted upon being recognized by the Mayor, in order to become audible to the City Council and the public.

Only one person at a time may speak by teleconference and only after being recognized by the Mayor.

ZOOM LINK: https://us06web.zoom.us/j/82540879912
Meeting ID: 825 4087 9912
Or join by phone: (253) 215 – 8782
Written public comments – can be provided in person during the meeting or emailed to the City Clerk’s Office at [email protected] any time prior to the adjournment of the meeting, and will be distributed to the City Council, made public, incorporated into the public record of the meeting, and will not be read during the meeting unless, upon the request of the Mayor, a brief summary of any public comment is asked to be read, to the extent the City Clerk’s Office can accommodate such request.

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CITY COUNCIL MINUTES Page 1 of 10 MARCH 21, 2023

CITY COUNCIL

MINUTES
TUESDAY, MARCH 21, 2023

CALL TO ORDER
A regular meeting of the La Quinta City Council was called to order at 4:00 p.m. by Mayor Evans.

PRESENT: Councilmembers Fitzpatrick, McGarrey, Peña, Sanchez, Mayor Evans ABSENT: None

PLEDGE OF ALLEGIANCE
Girl Scout Ariana Herrera led the audience in the Pledge of Allegiance.

CONFIRMATION OF AGENDA
City Manager McMillen requested to pull Consent Calendar Item No. 5 related to the General Plan and Housing Element Annual Progress Reports for calendar year 2022, and move it for consideration under Business Session Item No. 4. Mayor Evans said she and others will comment on Consent Calendar Item No. 12. Council concurred.

PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA
City Clerk Radeva said WRITTEN PUBLIC COMMENTS were received from La Quinta resident Jeffrey Fultz in opposition to the proposed Troutdale Village apartment development located at the north-east corner of Washington St. and Avenue 50, which were distributed to Council, made public, published on the City’s website, and included in the public record of this meeting.

PUBLIC SPEAKER: Jeff Fishbein, Chair of the La Quinta Chamber of Commerce, Coldwell Banker realtor, and La Quinta resident – said the rescheduled 2023 La Quinta Car Show event will be held at the La Quinta Community Park on March 25, 2023, along with the Art-on-Main Street event; a Chamber 101 meeting is scheduled for April 7th; the next Chamber Board meeting is April 6th; and the Chamber has formed a subcommittee to work on the GEM publication with City staff.

ANNOUNCEMENTS, PRESENTATIONS AND WRITTEN COMMUNICATIONS

1. CERTIFICATES OF OUTSTANDING ACHIEVEMENT RECOGNIZING
MEMBERS OF GIRL SCOUT TROOP 1415 FOR SUCCESSFULLY ACHIEVING

THE DEMOCRACY BADGE AWARD
CONSENT CALENDAR ITEM NO. 17
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CITY COUNCIL MINUTES Page 2 of 10 MARCH 21, 2023
Councilmember McGarrey described her participation in the process underwent by the Scouts to achieve their democracy badges.

Mayor Evans and Councilmembers presented certificates of outstanding achievement to the following members of Girl Scout Troop 1415:
 Daisies:
 Hazel Martin (was not present)
 Amaya Chapman
 Ximena Uribe
 Zaylonnie Aguilar (was not present)
 Brownies:
 Bailey Gonzalez (was not present)
 Eva Martin (was not present)
 Vivian Shaver
 Ariana Herrera
 Camille Horton
 Xitlai Rodriguez
 Allie Neilsen
 Ximena Acevedo (was not present)
 Juniors:
 Charlee Mead
 Jaxyn Mead
 Lexie Uribe
 Yaritza Aguilar (was not present)
 Zeina Gamboa (was not present)
PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA – Continued PUBLIC SPEAKER: Melissa Labayog, La Quinta – spoke in opposition of short-term vacation rentals (STVRs), particularly the Dupont Estate’s special events.

CONSENT CALENDAR

1. APPROVE COUNCIL MEETING MINUTES OF MARCH 7, 2023

2. AUTHORIZE OVERNIGHT TRAVEL FOR TWO COUNCILMEMBERS TO

ATTEND THE CALIFORNIA CLEAN ENERGY PROCUREMENT SUMMIT IN SAN FRANCISCO, CALIFORNIA, MAY 3 – 4, 2023

3. AUTHORIZE OVERNIGHT TRAVEL FOR PUBLIC WORKS MANAGEMENT

ANALYST TO ATTEND THE AMERICA PUBLIC WORKS ASSOCIATION
PUBLIC WORKS INSTITUTE MODULE 3 IN DOWNEY, CALIFORNIA, MAY 16 – 18, 2023
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4. ADOPT RESOLUTION TO REAFFIRM ADOPTION OF ANNUAL ASSESSMENT FOR COUNTY SERVICE AREA 152, AUTHORIZE RIVERSIDE COUNTY TO

CONTINUE TO LEVY ASSESSMENTS, AND INDEMNIFY AND HOLD THE

COUNTY HARMLESS FOR LEVYING ASSESSMENTS ON CITY PARCELS [RESOLUTION NO. 2023-006]

5. Pulled from Consent Calendar by Staff and moved for consideration under Business Session No. 4 >>> REVIEW GENERAL PLAN AND HOUSING ELEMENT ANNUAL PROGRESS REPORTS FOR CALENDAR YEAR 2022

AND AUTHORIZE SUBMITTAL TO THE STATE OFFICE OF PLANNING AND

RESEARCH AND DEPARTMENT OF HOUSING AND COMMUNITY
DEVELOPMENT; CEQA: MAKE A DETERMINATION THAT THIS ACTION IS NOT A PROJECT AS DEFINED IN SECTION 15378(b)(2) OF THE CALIFORNIA

ENVIRONMENTAL QUALITY ACT

6. APPROVE AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES

WITH MADDEN MEDIA FOR ADDITIONAL SERVICES AND COMPENSATION FOR FISCAL YEAR 2022/23 AND AN EXTENSION FOR FISCAL YEAR 2023/24

7. APPROVE AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES WITH DESERT CONCEPTS CONSTRUCTION, INC. FOR ON-CALL PUBLIC

WORKS MAINTENANCE SERVICES AND INCREASE THE CONTRACT
AUTHORITY FOR UP TO $350,000 OF WORK PER FISCAL YEAR

8. EXCUSE ABSENCES OF COMMISSIONERS CASTO AND DAVIDSON FROM THE MARCH 8, 2023, QUARTERLY HOUSING COMMISSION MEETING

9. APPROVE DEMAND REGISTERS DATED MARCH 3 AND MARCH 10, 2023

10. RECEIVE AND FILE SECOND QUARTER FISCAL YEAR 2022/23 TREASURY REPORTS FOR OCTOBER, NOVEMBER, AND DECEMBER 2022

11. RECEIVE AND FILE REVENUE AND EXPENDITURE REPORT DATED JANUARY 31, 2023

12. APPROVE PLANS, SPECIFICATIONS, ENGINEER’S ESTIMATE, AND ADVERTISE FOR BID THE HIGHWAY 111 REHABILITATION PROJECT NO. 2022-25
COMMENTS ON CONSENT CALENDAR ITEM NO. 12
Mayor Evans – noted that the purpose of this item is to seek bids only.

Councilmember Fitzpatrick – explained that getting these bids gives Council an idea of the scope and cost so that grants can be sought.
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MOTION – A motion was made and seconded by Councilmembers Peña/McGarrey to approve Consent Calendar Item Nos. 1-4 and 6-12 as recommended, with Item No. 4 adopting Resolution No. 2023-006. Motion passed unanimously.

BUSINESS SESSION

1. APPROVE CONVERTING RIVERSIDE COUNTY SHERIFF’S DEPARTMENT

TRAFFIC CAR OFFICER POSITION TO A MOTOR OFFICER POSITION Public Safety Manager Mendez and Riverside County Sheriff’s Department Sergent Kyle LaFond presented the staff report, which is on file in the Clerk’s Office.

MOTION – A motion was made and seconded by Councilmembers Fitzpatrick/Peña to approve converting a Riverside County Sheriff’s Department traffic car officer position to a motor officer position; and authorize the Mayor to execute the amendment to the Agreement for Law Enforcement Services as recommended. Motion passed unanimously.

2. AUTHORIZE A LETTER, ON BEHALF OF THE CITY COUNCIL, TO THE GOVERNOR OF CALIFORNIA OPPOSING THE STATE’S PLAN TO CLOSE

CHUCKAWALLA VALLEY STATE PRISON IN THE CITY OF BLYTHE AND

SUPPORT THE CLOSING OF THE CALIFORNIA REHABILITATION CENTER

IN THE CITY OF NORCO
Management Specialist Barkas presented the staff report, which is on file in the Clerk’s Office.

Council discussed how the closure of Chuckawalla Valley State Prison (CVSP) will adversely affect the City of Blythe; and the reasoning for closing the California Rehabilitation Center (CRC) in the City of Norco instead.

Ms. Barkas provided the history of the CRC which was built as a luxury hotel in 1928, and its evolution and several repurposing over the years, including being slated for closure in 2016, which was not allowed by a court decision due to the growing inmate population in California at that time. Also, according to a 2020 report prepared by the Legislative Analyst’s Office, titled “The 2020-21 Budget: Effectively Managing State Prison Infrastructure,” costs for maintenance and repairs for CVSP was $430 million compared to CRC at $1.116 billion.

Council discussed adding to the letter to the Governor statements that there are infrastructure problems at CRC as the site is not up to code, it’s an unsafe environment, the facility was slated for closure in 2016, and there is unanimous support for this position from Riverside County cities.

MOTION – A motion was made and seconded by Councilmembers McGarrey/Fitzpatrick to authorize a letter, on behalf of the City Council, to the Governor of California opposing 10 CLICK HERE to Return to Agenda
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the State’s planned closure of Chuckawalla Valley State Prison in the City of Blythe and join the cities of Blythe and Norco in proposing the California Rehabilitation Center in the City of Norco be closed as an alternative, including suggested added remarks noted above. Motion passed unanimously.

3. AUTHORIZE A LETTER, ON BEHALF OF THE CITY COUNCIL, TO

COACHELLA VALLEY UNIFIED SCHOOL DISTRICT (CVUSD) BOARD

REGARDING THE DISRESPECTFUL TREATMENT OF MAYOR PRO TEM
SANCHEZ WHILE SPEAKING AT THE MARCH 9, 2023, BOARD MEETING Council waived presentation of the staff report, which is on file in the Clerk’s Office.

Council discussed the disrespectful treatment by the CVUSD Board at the March 9, 2023, meeting of Mayor Pro Tem Sanchez who was representing the City Council and La Quinta residents who attend CVUSD; the shutting off of the microphones so community comments regarding safety could not be heard; CVUSD Board Members silence in acknowledging their disrespect to the community; the school lock-down earlier in the day; parents’ social media messages stating that the school board is neglecting to address the issues; the fear expressed by students of CVUSD; how fear hinders learning and emotional and phycological growth; the CVUSD seeming lack of understanding that a section of La Quinta is in their school district and pay taxes to their district; everyone should be concerned about any violence in schools; alternatives to sending a letter to the CVUSD Board; importance of opening communication with the CVUSD; communications with Superintendent Valentino; balancing restorative justice in schools with student protection; the value of having School Resource Officers in school to forge relationships with children and having law enforcement on site to assess, prevent, diffuse and handle violence; and bringing the topic of school safety up at Coachella Valley Association of Governments meeting.

Council reached a consensus to not issue the letter, but for the City Manager to connect with Dr. Valentino, Superintendent of CVUSD, requesting resumption of the 2x2 meetings between two representatives of the CVUSD Board and two representatives of the La Quinta City Council.

4. Pulled from Consent Calendar Item No. 5 by Staff and moved for consideration as Business Session No. 4 >>> REVIEW GENERAL PLAN AND HOUSING ELEMENT ANNUAL PROGRESS REPORTS FOR CALENDAR YEAR 2022

AND AUTHORIZE SUBMITTAL TO THE STATE OFFICE OF PLANNING AND

RESEARCH AND DEPARTMENT OF HOUSING AND COMMUNITY
DEVELOPMENT; CEQA: MAKE A DETERMINATION THAT THIS ACTION IS NOT A PROJECT AS DEFINED IN SECTION 15378(b)(2) OF THE CALIFORNIA

ENVIRONMENTAL QUALITY ACT
Planning Manager Flores presented the staff report, which is on file in the Clerk’s Office. 11 CLICK HERE to Return to Agenda
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Council discussed the basis for affordability levels as determined by the County; how types of homes fit into the Regional Housing Needs Allocation (RHNA) numbers; current market rates being above moderate-income level; State criteria for eligible properties and required numbers; recalibrating income levels and requalifying via an income verification process; educating residents regarding the density of affordable housing in La Quinta; the quality of affordable housing in La Quinta due to good design, quality materials, superior management and maintenance; property purchased on Highway 111 by the City for an affordable housing development; the expense of building low cost housing; the requirement to exceed basic State requirements in order to qualify for funding; and the prevailing wage factor in unit costs.

MOTION – A motion was made and seconded by Councilmembers Peña/Sanchez to authorize submittal of the General Plan and the Housing Element Annual Progress Reports for calendar year 2022 to the State Office of Planning and Research and to the Department of Housing and Community Development; and determine the action is not a project as defined in Section 15378(b)(2) of the California Environmental Quality Act (CEQA). Motion passed unanimously.

STUDY SESSION

1. DISCUSS LA QUINTA CULTURAL CAMPUS PROJECT NO. 2019-01 MASTER

PLANNING AND PRELIMINARY DESIGN PROGRESS
Community Resources Analyst Calderon presented the staff report, which is on file in the Clerk’s Office.

PUBLIC SPEAKER: Matt Austin, HGA, Master Plan Designer – provided a detailed presentation of the proposed design.

Council discussed the entry shade/security element; dealing with the site’s grade changes; accommodating a stage for events; opinions regarding demolishing the old lumberyard; preserving or displaying portions of the lumberyard building; importance of maintaining the mural; agreement with moving the gift shop; plans for back walls including plantings and access; sufficiency of storage and work space; climate control for storage space; the beauty of the design which incorporates the flavor of historic La Quinta buildings; organization to the office and work spaces is vital; consideration given to expanding west for a grander entrance; City-owned and public properties around the project site and integrating uses; the community multi-purpose space and second floor permanent La Quinta history exhibit to remain; upgrading the kitchen for catering and considering its functional location; including the elements such as water features and fire pits; designing a citywide art walk that leads to the Museum; adequacy of rotating exhibit space; reasons for the high cost of the archive storage space; support for outdoor classroom space; possibility of blocking off front road with bollards for large events; and providing an opening in the east mural wall for access. 12 CLICK HERE to Return to Agenda
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PUBLIC SPEAKERS: Linda Williams, President of the La Quinta Historical Society, Sharla Fox, La Quinta Museum Director, and Kim Richards, La Quinta Museum staff – spoke of their appreciation for the new entrance design; the uncluttered view of entrance is enhanced if parking is removed; support preserving the lumberyard building for now; expansion of the archive space is vital and hoping it’s in an early phase; support relocation of office and gift shop; provided possible uses for lumberyard building; need for additional washrooms; and reminder that the lumberyard was formally a post office.

Staff added that its objectives are being addressed in the design including efficient operations, functionality with neighboring park, allowance for programming opportunities, primary need for archive space, opportunities to bring exhibits outdoors, and possibility for Art-in-Public-Places.

Council provided feedback and direction on need for archive storage space cost details and options; design and cost details of adding washroom(s); support for the grand entry including removal of wall and front parking; and including water and fire elements in landscape design.

MAYOR EVANS CALLED FOR A BRIEF RECESS AT 6:47 P.M.

MAYOR EVANS RECONVENED THE COUNCIL MEETING AT 7:08 P.M. WITH

ALL THE MEMBERS PRESENT

2. DISCUSS CITYWIDE PUBLIC SAFETY CAMERA SYSTEM PROJECT NO. 2022-12, PHASE 2
Public Works Director McKinney, Management Analyst Mignogna, and Traffic Technician Cabrera presented the staff report, which is on file in the Clerk’s Office. Riverside County Sheriff’s Department Lieutenant Martinez, serving as La Quinta Police Chief, provided additional information.

Council discussed cameras at roundabouts; contingency spent on Phase 1; questioned need for camera coverage on Avenues 52-54; partnering with Spectrum and/or Frontier for fiber coverage in the Cove; website has a map of all the camera placements; including camera views on the casita at Calle Tampico and Eisenhower Drive; security for cameras at the top of the Cove; night vision ability of cameras; method of powering cameras, solar versus hardwiring; and notification signs are included in the cost.

Council directed staff to investigate powering cameras with solar; working with Spectrum and Frontier regarding sharing fiber lines; exploring public safety grant funding; conduct public outreach sessions; and revise the Public Safety Camera System policy to include this Phase.

Lt. Martinez provided details on some recent successes in solving crimes and collision disputes thanks to the cameras.
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CITY COUNCIL MINUTES Page 8 of 10 MARCH 21, 2023

3. DISCUSS CHAPTER 3.25 OF THE LA QUINTA MUNICIPAL CODE (LQMC)

RELATED TO SHORT-TERM VACATION RENTAL (STVR) PROGRAM

REGULATIONS
City Clerk Radeva presented the staff report, which is on file in the Clerk’s Office.

WRITTEN PUBLIC COMMENTS were received from the residents listed below, in alphabetical order, providing recommendations for possible STVR program code amendments, which were distributed to Council, made public, published on the City’s website, and included in the public record of this meeting:
 Jim Alderson, La Quinta
 Kay Wolff, La Quinta
Council discussed:
(A) Add a provision requiring four-fifths (4/5) majority vote of the Council to adopt future code amendments to Section 3.25.055 of the LQMC; and add a provision to exempt Homeshare STVR permits, as defined, from the ban on the issuance of new STVR permits in non-exempt areas currently in effect. Specifically, Council discussed the reasoning for the 4/5 vote request; the pros and cons of allowing new homeshare permits; holding on program changes until after all the spring events and re-evaluate; Council’s promise for periodic review of the STVR ordinance was not a pledge to never change any part of the ordinance; difference between STVRs and home cottage businesses to surrounding neighbors; and pros and cons of lifting the ban.

Council reached no consensus regarding either the 4/5 vote requirement or lifting the ban for homeshares.
(B) Develop a process by which a residential dwelling in non-exempt areas would be able to apply for, and have considered at a public meeting for decision, an exemption from the ban if specified criteria, supported by evidence, can be met. Specifically, Council discussed the number of unique properties in La Quinta where such exemptions could be considered; producing an inventory of these large residential lots in the City; options for radius distance for notification of neighbors; application of Special Event and Conditional Use Permits to large properties; means to confirm that neighbors are receiving notice of events within the required timeframes; and developing a separate permit category and process for large lots.

Council reached a consensus and directed staff to determine the number of residential lots measuring 20,000 to 25,000 square feet and 25,00 square feet and above, and to draft a process and conditions, for Council consideration, under which those lots may obtain a new STVR permit.
(C) Develop a process for an exemption from the ban on the issuance of new STVR permits in non-exempt areas, for qualifying residential properties that are governed by a Homeowners’ Association (HOA) that through its CC&Rs, does allow STVRs. 14 CLICK HERE to Return to Agenda
CITY COUNCIL MINUTES Page 9 of 10 MARCH 21, 2023
Specifically, Council discussed the pros and cons of overriding an HOAs CC&Rs with the City’s ban; the issue of HOAs ability to control the STVR program in their community; the required percentage vote needed for any HOA to change their CC&R to allow STVRs would be the greater of 50%+1 or that percentage prescribed by their CC&Rs for any changes; and enforcement of STVRs within an HOA that permits STVR would fall on the HOA, not the City.

Council reached a consensus and directed staff to develop an HOA exemption process and conditions for HOA exemption for Council’s consideration.

PUBLIC HEARINGS – None
DEPARTMENTAL REPORTS – None
MAYOR’S AND COUNCIL MEMBERS’ ITEMS
Mayor Pro Tem Sanchez provided a City update to the Women’s Council of Realtors; reported on his attendance at online League of California Cities round tables on public safety and pentanol; the CalCities League event in Cathedral City; and the YMCA Armed Services 30th Anniversary celebration.

Councilmember Peña reported on his attendance at the Dr. Carrion Foundation event at which La Quinta was given a plaque in recognition of its support over the years.

Mayor Evans reported on her attendance as representative of the Council at Desert Regional Medical Center (DRMC) at which she presented a proclamation recognizing DRMC’s status as a level 1 trauma center; and along with City Manager McMillan, gave some IID officials an informational tour of City property developments.

Councilmember McGarrey reported on her attendance at the rocket mission.

REPORTS AND INFORMATIONAL ITEMS
La Quinta’s representative for 2023, Councilmember Fitzpatrick reported on her participation in the following organization’s meeting:
 RIVERSIDE COUNTY TRANSPORTATION COMMISSION
La Quinta’s representative for 2023, Councilmember McGarrey reported on her participation in the following organization’s meeting:
 COACHELLA VALLEY MOUNTAINS CONSERVANCY
La Quinta’s representative for 2023, Councilmember Peña reported on his participation in the following organization’s meeting:
 CV MOSQUITO AND VECTOR CONTROL DISTRICT BOARD OF TRUSTEES 15 CLICK HERE to Return to Agenda
CITY COUNCIL MINUTES Page 10 of 10 MARCH 21, 2023

ADJOURNMENT
There being no further business, a motion was made and seconded by Councilmembers McGarrey/Sanchez to adjourn at 9:15 p.m. Motion passed unanimously.

Respectfully submitted,
MONIKA RADEVA, City Clerk
City of La Quinta, California
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City of La Quinta
CITY COUNCIL MEETING: April 18, 2023

STAFF REPORT
AGENDA TITLE: EXCUSE ABSENCE OF COMMISSIONER ANDERSON FROM THE MAY 10, 2023, QUARTERLY FINANCIAL ADVISORY COMMISSION MEETING

RECOMMENDATION
Excuse absence of Commissioner Brian Anderson from the May 10, 2023, quarterly Financial Advisory Commission meeting.

EXECUTIVE SUMMARY
• On April 7, 2023, Commissioner Anderson requested to be excused from the May 10, 2023, quarterly Financial Advisory Commission meeting due to previously scheduled travel outside of the country.
• Commissioner Anderson has no excused or unexcused absences for fiscal year 2022/23.

FISCAL IMPACT
No meeting attendance compensation is paid to absent members.

BACKGROUND/ANALYSIS
The Municipal Code states: “If any member of a board, commission or committee absents him/herself from two consecutive regular meetings or absents him/herself from a total of three regular meetings within any fiscal year, his/her office shall become vacant and shall be filled as any other vacancy. A board, commission or committee member may request advance permission from the city council to be absent at one or more regular meetings due to extenuating circumstances, and/or may request the city council to excuse an absence after-the-fact where such extenuating circumstances prevented the member from seeking advance permission to be absent. If such permission or excuse is granted by the city council, the absence shall not be counted toward the above-stated limitations on absences.”

ALTERNATIVES
Council may deny this request, which would result in the absence being counted toward the Commissioner’s limitation on absences as noted above.

Prepared by: Lori Lorett, Permit Technician
Approved by: Monika Radeva, City Clerk
CONSENT CALENDAR ITEM NO. 2
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City of La Quinta
CITY COUNCIL MEETING: April 18, 2023

STAFF REPORT
AGENDA TITLE: ACCEPT BLACKHAWK WAY SCHOOL CROSSING PROJECT NO. 2022-22, LOCATED ON BLACKHAWK WAY BETWEEN ADAMS STREET AND DUNE

PALMS ROAD

RECOMMENDATION
Accept the Blackhawk Way School Crossing Project No. 2022-22 as complete; authorize the City Clerk to file a Notice of Completion with the Office of the County Recorder; and authorize staff to release retention in the amount of $9,027, thirty-five (35) days after the Notice of Completion is recorded.

EXECUTIVE SUMMARY
• The Blackhawk Way School Crossing project consisted of reconstructing the asphalt concrete crosswalk to bring it to code. Improvements included relocating the rapid flash beacons onto compliant traffic signal poles, replacing the inroadway warning lights system, and replacing striping near La Quinta High School (Attachment 1).
• The work is complete and Council acceptance will close the contract and allow final payment.

FISCAL IMPACT
The following is the financial accounting for Project No. 2022-22:

Original Contract Amount $ 180,538
Final Contract Amount $ 180,538
Project Budget $ 219,538
Final Contract Amount ($ 180,538)
Design & Professional Costs ($ 15,397)
Inspection, Survey, Plans, & Other Construction Costs ($ 1,665) Remaining Balance $ 21,938
* All costs to date have been accounted for and no further costs are anticipated.

The final retention amount of $9,027 will be paid from account number 401-0000-20600.

CONSENT CALENDAR ITEM NO. 3
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BACKGROUND/ANALYSIS
On November 15, 2022, Council awarded a $180,538 contract to Desert Concepts Construction, Inc.

On December 13, 2022, a Notice to Proceed was issued with a 9-working day completion time starting on December 19, 2022, and ending on December 30, 2022. The project was deemed substantially complete on December 30, 2022.

The project construction effort is complete and in compliance with the plans and specifications. Staff recommends acceptance and release of the retention thirty-five (35) days after the Notice of Completion is recorded.

ALTERNATIVES
Staff does not recommend an alternative.

Prepared by: Carley Escarrega, Management Assistant
Approved by: Bryan McKinney, P.E., Public Works Director/City Engineer Attachment: 1. Vicinity Map
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*IMPORTANT* Maps and data are to be used for reference purposes only. Map features are approximate, and are not necessarily accurate to surveying or engineering standards. The County of Riverside makes no warranty or guarantee as to the content (the source is often third party), accuracy, timeliness, or completeness of any of the data provided, and assumes no legal responsibility for the information contained on this map. Any use of this product with respect to accuracy and precision shall be the sole responsibility of the user. © Riverside County GIS
Legend
Notes
REPORT PRINTED ON... 4/5/2019 11:12:16 AM
Vicinity Map
Blackhawk Way School Crossing Project
0 1, 3,009
505
Feet
Blueline Streams
City Areas
World Street Map
ATTACHMENT 1ATTACHMENT 1
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City of La Quinta
CITY COUNCIL MEETING: April 18, 2023

STAFF REPORT
AGENDA TITLE: AUTHORIZE SUBMISSION OF GRANT APPLICATION FOR THE RIVERSIDE COUNTY TRANSPORTATION COMMISSION SB 821 BICYCLE AND

PEDESTRIAN FACILITIES PROGRAM

RECOMMENDATION
Authorize the submission of a grant application for the Riverside County Transportation Commission SB 821 Bicycle and Pedestrian Facilities Program.

EXECUTIVE SUMMARY
• The City is working to complete sidewalk gap closures and proposes to construct a portion of sidewalk and curb ramp along the east side of Washington Street between Calle Tampico and Avenue 52. (Attachment 1)
• Staff proposes to submit one application on April 27, 2023, requesting $444,000. (Attachment 2)

FISCAL IMPACT
If the Washington Street Sidewalk and Americans with Disabilities Act (ADA) Improvements Project grant application is awarded, the City would receive 50%, or $222,000, and staff would seek Council approval to appropriate the remaining 50%, or $222,000. Funds are available from the ADA Accessible Ramps (2324ADA), Sidewalks at Various Locations Accounts (2324STI), and Pavement Management Plan (2324 PMP).

BACKGROUND/ANALYSIS
The City has received resident requests to complete sidewalk gap closures to provide an ADA path of travel along both sides of Washington Street. There is currently a gap in the sidewalk segment on the east side of Washington Street between Avenue 52 and Calle Tampico.

The proposed Washington Street Sidewalk and Americans with Disabilities Act (ADA) Improvements Project would construct a 6ft. curb adjacent sidewalk from Calle Tampico to Avenue 52. This sidewalk would connect to the recently completed ADA compliant curb ramp on the southeast corner of Washington Street and Calle Tampico.

CONSENT CALENDAR ITEM NO. 4
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ALTERNATIVES
Council could choose not to submit the SB 821 Grant Applications or direct Staff to choose a different project.

Prepared by: Julie Mignogna, Management Analyst
Approved by: Bryan McKinney, P.E., Public Works Director/City Engineer Attachments: 1. Vicinity Map

2. Engineer’s Estimate
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ATTACHMENT 1
ATTACHMENT 1
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COST ESTIMATE
ITEM
NO.

DESCRIPTION UNI
T
QTY. UNIT PRICE EXTENDED
PRICE
1 Mobilization LS 1 $25,000 $25,000
2 Traffic Control LS 1 $20,000 $20,000
3 Dust Control LS 1 $5,000 $5,000
4 Clearing and Grubbing SF 6,985 $2.00 $13,970
5 Tree Removal EA 17 $5,000 $85,000
6 Earthwork LS 1 $3,000 $3,000
7 Sidewalk SF 12,469 $8.00 $99,748
8 Landscape and Irrigation SF 3,810 $5.00 $19,050
9 Relocate/Reset Signage LS 1 $2,000 $2,000
Sub Total Construction: $272,768
Comments/Assumptions: Construction Contingency 10%: $27,277 1 Curb adjacent sidewalk needs to
be constructed on the east side
Construction: $301,000
Design (10%): $31,000
2 Assume Utility Adjustments will be
the Utility Company's responsibility.

Professional (7.75%): $24,000
Insp/Test/Survey (9.75%): $30,000
3 Assume tree removal will be
required for the majority of the trees
City Admin (2.5%): $8,000
Utility Adjustment Allowance $10,000
4 Assume soundwall/property wall will
remain in place
Contingency (10% of Whole): $40,000
Total Preliminary Estimate: $444,000
ATTACHMENT 2
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City of La Quinta
CITY COUNCIL MEETING: April 18, 2023

STAFF REPORT
AGENDA TITLE: AUTHORIZE THE PUBLIC WORKS DEPARTMENT TO UTILIZE TRISTATE MATERIALS TO PURCHASE UP TO $125,000 OF MATERIALS FOR FISCAL YEAR 2022/23

RECOMMENDATION
Authorize the Public Works Department to utilize Tri-State Materials to purchase up to $125,000 of materials during fiscal year 2022/23.

EXECUTIVE SUMMARY
• Per the purchasing policy, amounts paid to vendors/contractors over $50,000 must be approved by Council.
• Staff requests Authority to utilize Tri-State Materials (Tri-State) to purchase up to $125,000 of materials during Fiscal Year (FY) 2022/23.

FISCAL IMPACT
The $125,000 would be charged in increments, as needed, to the appropriate account(s) should Council approve the request. Funds for purchases are budgeted in the Lighting and Landscape (215-7004-60431) and Parks (101-3005-60431) Materials/Supplies accounts.

BACKGROUND/ANALYSIS
The purchasing policy requires Council approval for purchases and/or contracts over $50,000. In FY 2022/23, the City has purchased materials in excess of $43,000 from Tri-State.

Tri-State provides quality materials and is the select source for the decomposed granite (DG) color utilized in City landscape projects. The City frequently purchases DG, gravel, and crushed stone from Tri-State. Staff will continue to compare prices and material selections to obtain the best value and quality materials to be used in landscape renovation.

This spending authority would allow maintenance projects in City medians and parks to continue without interruptions to scheduled work.

CONSENT CALENDAR ITEM NO. 5
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ALTERNATIVES
Staff could request approval from Council for any future purchases from Tri-State on a per project basis. However, this approach would delay work schedules.

Prepared by: Dianne Hansen, Management Analyst, Parks/Landscape Approved by: Bryan McKinney, Public Works Director/City Engineer 28 CLICK HERE to Return to Agenda
City of La Quinta
CITY COUNCIL MEETING: April 18, 2023

STAFF REPORT
AGENDA TITLE: APPROVE FISCAL YEAR 2023/24 THROUGH 2027/28 MEASURE A

HALF CENT SALES TAX FIVE-YEAR CAPITAL IMPROVEMENT PLAN

RECOMMENDATION
Approve the fiscal year 2023/24 through 2027/28 Measure A Half Cent Sales Tax 5-year Capital Improvement Plan.

EXECUTIVE SUMMARY
• On April 4, 2023, Council provided direction on Measure A Half Cent Sales Tax (Measure A) funding through the Capital Improvement Program (CIP) study session discussion.
• To receive Measure A funds, the City must comply with the following requirements:
o Demonstrate an annual Maintenance of Effort (MOE) expenditure from the City’s General Fund in the amount of $937,007; and
o Participate in the Coachella Valley Multi-Species Habitat Conservation Plan (MSHCP) and Transportation Uniform Mitigation Fee (TUMF) Programs; and o Submit the City’s approved 5-year Measure A CIP, a Project Status Report, and MOE Certification.

FISCAL IMPACT
The following table represents the estimated Measure A funding by fiscal year:
2023/24 2024/25 2025/26 2026/27 2027/28 TOTAL
$1,865,000 $2,960,000 $2,021,467 $2,019,000 $2,898,048 $11,763,515 The Measure A funding assigned during Fiscal Year (FY) 2023/24 includes carryover funds, in the amount of $4,399,975, currently assigned to existing projects approved/included in the prior year(s) CIP.

CONSENT CALENDAR ITEM NO. 6
29 PULLED FROM CONSENT CALENDAR AND
CONSIDERED AS BUSINESS SESSION ITEM NO. 2
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BACKGROUND/ANALYSIS
Measure A funding is to be used for transportation improvements. The City must demonstrate an annual MOE expenditure from the City’s General Fund in the amount of $937,007. In addition, an approved 5-Year Measure A CIP and project status report must be submitted to the Riverside County Transportation Commission (RCTC) by May 1, 2023, to be eligible for Measure A funding the following fiscal year. The City is also a full participant in the Coachella Valley MSHCP and TUMF Programs.

The draft FY 2023/24 through 2027/28 Measure A CIP is provided below:

Project Description 2023/24 2024/25 2025/26 2026/27 2027/28 Total Citywide Street and Traffic
Signal Maintenance Program $235,000 $235,000 $235,000 $235,000 $235,000 $1,175,000 X-Park Pedestrian Signal $250,000 $250,000
Avenue 58 Pavement
Rehabilitation (Jefferson
Street to Madison Street)
$1,380,000 $1,380,000
Avenue 50 Sidewalk
Improvements (Washington
Street to Avenida Montero)
$400,000 $400,000
Washington Street Sidewalk
Improvements (Calle
Tampico to Avenue 52)
$444,000 $444,000
Cove Area Slurry Seal
Improvements Phase 1 $950,000 $950,000
Corporate Centre Drive Gap
Closure $931,000 $931,000
Citywide Striping Refresh $500,000 $500,000
Highway 111/Simon Drive
Dual Left Turn Lanes $723,850 $723,850
Avenue 47 Pavement
Rehabilitation (Washington
Street to Adams Street) $512,617 $512,617
5-Year PMP Update $50,000 $50,000
North La Quinta Slurry Seal
Improvements/Pavement
Repair
$1,784,000 $1,784,000
Washington Street
Pavement Rehabilitation
Project (Sagebrush Lane to
Fred Waring Drive)
$2,663,048
TOTAL: $1,865,000 $2,960,000 $2,021,467 $2,019,000 $2,898,048 $11,763,515 $2,663,048
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During 2023/24 the Measure A CIP proposes new funding to the following projects:
 Citywide Street and Traffic Signal Maintenance Program (Annual Recurring Program)
 X-Park Pedestrian Signal
 Avenue 58 Pavement Rehabilitation (Jefferson Street to Madison Street)

ALTERNATIVES
Council may elect not to approve the Measure A 5-year CIP plan and decline Measure A funds.

Prepared by: Julie Mignogna, Management Analyst
Approved by: Bryan McKinney, P.E., Public Works Director/City Engineer 31 CLICK HERE to Return to Agenda
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City of La Quinta
CITY COUNCIL MEETING: April 18, 2023

STAFF REPORT
AGENDA TITLE: ADOPT RESOLUTION TO APPROVE THE CITY’S PROJECT LIST FOR FISCAL YEAR 2023/24 FOR SENATE BILL 1 - ROAD REPAIR AND ACCOUNTABILITY ACT 2017 FUNDING

RECOMMENDATION
Adopt a resolution to approve the City’s project list for fiscal year 2023/24 to receive estimated funds from Senate Bill 1, Road Repair and Accountability Act of 2017.

EXECUTIVE SUMMARY
• On April 4, 2023, Council provided direction on SB-1 funding through the Capital Improvement Program (CIP) study session discussion.
• To receive the SB-1 funds, the City must comply with the following requirements:
o Demonstrate an annual Maintenance of Effort (MOE) expenditure from the City’s General Fund in the amount of $1,786,109; and
o Submit a Council resolution which lists the projects to be funded in the following fiscal year with SB-1 funds, including a project description, location, schedule of completion, and estimated useful life of the improvements.

FISCAL IMPACT
The following table lists the total amount to be expended per fiscal year (FY) based on the currently identified SB-1 funded CIP projects:
2023/24 2024/25 2025/26 2026/27 2027/28 TOTAL
$949,613 $959,109 $950,000 $997,088 $988,171 $4,843,981

BACKGROUND/ANALYSIS
SB-1 created new permanent funding for road maintenance and rehabilitation projects.

Each city and county must submit a project list to the California Transportation Commission by July 1, 2023, to be eligible for SB-1 funding for the following fiscal year.

The draft FY 2023/24 through 2027/28 CIP proposes using SB-1 funding for the following transportation improvements:

CONSENT CALENDAR ITEM NO. 7
33 PULLED FROM CONSENT CALENDAR AND
CONSIDERED AS BUSINESS SESSION ITEM NO. 3
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Project Description 2023/24 2024/25 2025/26 2026/27 2027/28 Total Washington Street Sidewalk
Improvements (Avenue 50 to
Calle Tampico) $478,000 $478,000
Avenue 50 Widening
Improvements (Jefferson
Street to Madison Street) $471,613 $579,109 $1,050,722
Frances Hack Lane (Avenida
Bermudas to Cul-de-sac) $380,000 $380,000
Cove Area Slurry Seal
Improvements Phase 2 $950,000 $950,000
Citywide Arterial Slurry Seal
Improvements $997,088 $997,088
Washington Street
Pavement Rehabilitation
Project (Sagebrush Lane to
Fred Waring Drive)
$988,171 $988,171
TOTAL: $949,613 $959,109 $950,000 $997,088 $988,171 $4,843,981 The Washington Street Sidewalk Improvements (Avenue 50 to Calle Tampico) and Avenue 50 Widening Improvements (Jefferson Street to Madison Street) are proposed to receive SB-1 funds in FY 2023/24. The improvements on Washington Street include construction of a 6 ft. sidewalk from Avenue 50 to Calle Tampico. The improvements on Avenue 50 include widening Avenue 50 from Jefferson Street to Madison Street to the general plan roadway conditions, including a multi-use trail along the north side.

ALTERNATIVES
Council may elect not to approve the SB-1 Resolution and decline SB-1 funds.

Prepared by: Julie Mignogna, Management Analyst
Approved by: Bryan McKinney, P.E., Public Works Director/City Engineer 34 CLICK HERE to Return to Agenda
RESOLUTION NO. 2023 – XXX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

LA QUINTA, CALIFORNIA, ADOPTING A LIST OF
PROJECTS FOR FISCAL YEAR 2023-24 FUNDED BY SB
1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF
2017
WHEREAS, Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017) was passed by the Legislature and Signed into law by the Governor in April 2017 to address the significant multi-modal transportation funding shortfalls statewide; and
WHEREAS, SB 1 includes accountability and transparency provisions that will ensure the residents of the City of La Quinta (City) are aware of the projects proposed for funding in our community and which projects have been completed each fiscal year; and WHEREAS, the City must adopt by resolution a list of projects proposed to receive fiscal year funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and
WHEREAS, the City, will receive an estimated $949,613 in RMRA funding in Fiscal Year 2023-24 from SB 1; and
WHEREAS, this is the seventh year in which the City is receiving SB 1 funding and will enable the City to continue essential road maintenance and rehabilitation projects, safety improvements, repairing and replacing aging bridges, and increasing access and mobility options for the traveling public that would not have otherwise been possible without SB 1; and
WHEREAS, the City has undergone a robust public process to ensure public input into our community’s transportation priorities/the project list through three (3) public meeting opportunities; and
WHEREAS, the City used a Pavement Management System to develop the SB 1 project list to ensure revenues are being used on the most high-priority and cost-effective projects that also meet the community’s priorities for transportation investment; and WHEREAS, the funding from SB 1 will help the City maintain and rehabilitate one street/road project in the City this year and other similar projects into the future; and WHEREAS, the City’s current Pavement Management Plan found that the City’s streets and roads are in a “very good” condition and are currently ranked with an overall 35 CLICK HERE to Return to Agenda
Resolution No. 2023 - xxx
The Road Repair and Accountability Act of 2017 – Fiscal Year 2023-24 (SB 1) Adopted: April 18, 2023

80 Pavement Condition Index (PCI). This revenue will assist the City in maintaining the very good roadway system condition over the next decade and beyond; and WHEREAS, the SB 1 project list and overall investment in our local streets and roads infrastructure with a focus on basic maintenance and safety, investing in complete streets infrastructure, and using cutting-edge technology, materials and practices, will have significant positive co-benefits statewide.

WHEREAS, on April 18, 2023, by a majority vote of the City Council of the City of La Quinta, California, the following projects were selected:

Project Name Fiscal Year Amount

1. Washington Street Sidewalk Improvements 2023/24 $478,000

2. Avenue 50 Widening Improvements 2023/24 $471,613
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta, California, as follows:

SECTION 1. The foregoing recitals are true and correct.

SECTION 2. The following list of proposed projects will be funded in-part or solely with fiscal year 2023-24 Road Maintenance and Rehabilitation Account revenues:

Project Name Fiscal Year Amount

1. Washington Street Sidewalk Improvements 2023/24 $478,000 Title: Washington Street Sidewalk Improvements (Avenue 50 to Calle Tampico) Description: The proposed improvements along The improvements on Washington Street include construction of a 6 ft. sidewalk from Avenue 50 to Calle Tampico.

Estimated Useful Life: 20 Years.

Project Name Fiscal Year Amount

2. Avenue 50 Widening Improvements 2023/24 $471,613
Title: Avenue 50 Widening Improvements (Jefferson Street to Madison Street) Description: The proposed improvements on Avenue 50 include widening Avenue 50 from Jefferson Street to Madison Street to the general plan roadway conditions, including construction of a multi-use trail along the north side.

Estimated Useful Life: 20 Years.
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Resolution No. 2023 - xxx
The Road Repair and Accountability Act of 2017 – Fiscal Year 2023-24 (SB 1) Adopted: April 18, 2023

PASSED, APPROVED, and ADOPTED at a regular meeting of the La Quinta City Council held on this day of , , by the following
vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________
LINDA EVANS, Mayor
City of La Quinta, California
ATTEST:
_________________________
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
___________________________
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
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City of La Quinta
CITY COUNCIL MEETING: April 18, 2023

STAFF REPORT
AGENDA TITLE: ADOPT RESOLUTION TO APPROVE REVISIONS TO THE CITY’S

PURCHASING AND CONTRACTING POLICY

RECOMMENDATION
Adopt a resolution to approve revisions to the City’s Purchasing and Contracting Policy.

EXECUTIVE SUMMARY
 The last update to the City’s Purchasing and Contracting Policy (Policy) was June 2019. A Policy review was subsequently conducted to align it with other City policies and state laws, strengthen guidelines, and provide clarification for purchases.

FISCAL IMPACT – None.

BACKGROUND
The City’s Purchasing and Contracting Policy was last updated and approved in June 2019. The Policy sets forth policies and procedures to regulate purchasing and contracting.

Staff subsequently identified amendments in order to provide consistency, clarification, meet auditing requirements, and facilitate more efficient processes. The proposed amendments to the updated Policy are shown in tracked-changes in Attachment 1.

The primary changes entail:
 Additions to and renumbering of Section A – Administrative Guidelines:
o Subsection 7 adds language regarding procurement of goods that contain recycled (post-consumer) materials or recovered organic waste products; o Subsections 10 and 11 add language to clarify the procurement process and the use of purchase orders, regardless of dollar amount.  Moved language from footnotes in Section II – Expenditure Categories to the body of the section to highlight significant definitions.

CONSENT CALENDAR ITEM NO. 8
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o Additions to Section V – Exemption to Any Procurement Method, subsection (c) to clarify the use of City contracts with regards to supplies or equipment (not services).
o Additions to Section VI – City Credit Card Issuance and Use to include User Agreements for City-issued credit cards; to clarify appropriate credit cards uses; and requirements to reconcile the monthly credit card statement.

ALTERNATIVES

Council may approve as presented, incorporate changes, or request further review.

Prepared by: Derrick Armendariz, Account Technician
Approved by: Rosemary Hallick, Finance Services Analyst Attachment: 1. Amended Purchasing and Contracting Policy in tracked-changes 40 CLICK HERE to Return to Agenda
RESOLUTION NO. 2023 – XXX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

LA QUINTA, CALIFORNIA, ADOPTING A PURCHASING

AND CONTRACTING POLICY
WHEREAS, purchasing and contracting policies provide a guideline to city employees for purchasing and contracting for goods, services and projects to support, enhance and supplement city operations, and
WHEREAS, purchasing and contracting policies provide transparency and consistency, and
WHEREAS, purchasing and contracting policies enable the Finance department to maintain a system of financial controls for the efficient use and expenditure of public funds.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Quinta, California, as follows:

SECTION 1. Resolution No. 2019-021 adopted on June 18, 2019, is hereby repealed, and this Resolution supersedes all prior Purchasing and Contracting Policies adopted by Council.

SECTION 2. The purchasing and contracting policy attached hereto as Exhibit A and incorporated herein by reference shall govern the purchase of city supplies, goods, equipment, services and construction projects.

SECTION 3. This policy, as applicable, shall constitute the procedures and rules governing the solicitation of bids and award of contracts for public works projects pursuant to Chapter 3.12, and shall constitute the procedures and rules governing the solicitation and selection of firms for services pursuant to Chapter 3.12, of the La Quinta Municipal Code.

SECTION 4. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications of this Resolution which can be given effect without the invalid provision or application, and to this end the provisions of this Resolution are severable. The City Council hereby declares that it would have adopted this Resolution irrespective of the invalidity of any particular portion thereof.

SECTION 5. This Resolution shall become effective upon adoption. The Purchasing and Contracting Policy adopted by this Resolution shall go into effect immediately. 41 CLICK HERE to Return to Agenda
Resolution No. 2023 – XXX
Purchasing and Contracting Policy
Adopted: April 18, 2023

PASSED, APPROVED, and ADOPTED at a regular meeting of the La Quinta City Council held on this ___ day of April 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

________________________
LINDA EVANS, Mayor
City of La Quinta, California
ATTEST:
_________________________
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
___________________________
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California

42 CLICK HERE to Return to Agenda
Resolution No. 2023 – XXX
Purchasing and Contracting Policy
Adopted: April 18, 2023

CITY OF LA QUINTA, CALIFORNIA

PURCHASING AND CONTRACTING POLICY
I. GENERAL RULES; EXCEPTIONS
This Purchasing and Contracting Policy (Policy) shall apply for the solicitation and selection of all purchases and contracts within the City of La Quinta (City). Any exceptions to this Policy must be approved by the City Council (Council). The Council may, by majority vote and in accordance with its fiduciary responsibilities, approve expenditures of any amount, for any length of term, not otherwise inconsistent with any applicable law.

A. ADMINISTRATIVE GUIDELINES

1. Vendor Limit. Combined purchases cannot exceed $50,000 per vendor, per fiscal year except with Council approval and in the case of major expenditures, in which a vendor has participated in a public formal bidding process.

2. Contract Limit. In addition, multiyear agreements in excess of $50,000 as an aggregate total per vendor will require Council approval. The aggregate total is determined by the maximum total dollar value that may be awarded over the duration of the contract, including option years.

3. Change Orders or Amendments. A change order or amendment is a change in a contract term, other than as specifically provided for in the contract, that authorizes or necessitates any increase or decrease of the cost of the contract or in the time of completion. Change orders that alter the amount of the contract must be authorized by Directors, City Manager, or Council depending on the amount as referenced in section II Expenditure Categories of this policy. A valid written request for a change order or amendment must meet the following criteria:
a. the change was not reasonably foreseeable at the time that the contract was signed;
b. the change must be relevant to the original contract; and c. the change is authorized by the contract provisions and in the best interest of the City.

4. Conflict of Interest. No employee, officer, Councilmember, or agent shall participate in the selection, award, or administration of a contract if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, Councilmember, agent, or any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated, herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract.

EXHIBIT A
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Nothing in this Policy does or is to be construed as limiting the applicability of any other federal, state, or local laws and regulations governing prohibitions against financial conflicts of interest, including but not limited to the Political Reform Act (Government Code Section 81000 et seq.) and implementing regulations from the Fair Political Practices Commission (Title 2, Section 18110 et seq., of the California Code of Regulations), and Government Code Sections 1090-1999 and 1126. All such laws and regulations shall apply to every employee, officer, Councilmember, and agent of the City.

5. Vendor Gifts and Gratuities. No employee shall receive or agree to receive any compensation, reward, or gift from any vendor related to the conduct of the City’s business, subject to the guidelines in the California Code of Regulations and the City’s Personnel Policy §2.2.

6. Local Vendors. Purchasing goods and services from local vendors which stimulate the local economy is encouraged but not required.

7. Green Purchasing Practices. The City is committed to Green Purchasing practices in obtaining goods and services. The City shall consider environmentally preferable products that contain recyclable material when appropriate. Nothing in this policy requires the procurement of products that do not adequately perform their intended use, requires procurement that excludes adequate competition, or requires the procurement of products that are unavailable at a reasonable price or at a reasonable time. An environmentally preferable product means a product that meets any of the following criteria:
a. is durable, repairable, reusable, or recyclable;
b. has minimal packaging, toxic content, or chemical-hazard potential; c. is resource or energy efficient in any or all phases of its manufacture, use, or disposal;
d. its use or disposal minimizes or eliminates the City’s potential environmental liability;
e. contains post-consumer (recycled) material; or
f. contains recovered organic waste product.

The City shall purchase recycled-content paper products, printing and writing paper if fitness and quality are equal to that of non-recycled items and whenever the total cost is the same or lesser than the non-recycled items or whenever the total cost is no more than 10% of the total. Recycled content paper products, printing and writing paper shall consist of at least 30%, by fiber weight, post-consumer fiber per SB 1383.

8. Payment Terms. The City’s standard payment terms are Net 30, meaning a payment should be issued to the vendor no later than thirty days after the invoice date, unless the City and vendor have agreed to alternate terms. 44 CLICK HERE to Return to Agenda
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9. In no instances should purchases be split or divided in such a manner to circumvent policy process and limits.

10. If any provision of this policy is not followed by departments, a procurement exemption form must be completed and reviewed by the City Manager or their designee.

11. Violations of this policy may result in disciplinary action up to and including dismissal, subject to the applicable due process as prescribed in the City’s Personnel Policies and Procedures.

12.The requisition process should be initiated as soon as the needs are known, and purchase orders must be created before services or goods are acquired. Vendors should be provided with the PO number when ordering and PO numbers should appear on the vendor invoicing when feasible.

13. Purchase orders may be issued regardless of the amount when required by the vendor, or when the complexity of contract demands a formal document for clarity.

II. EXPENDITURE CATEGORIES
Purchases, which include those made by purchase order (PO), written agreement, amendment or change order that require city expenditures, are classified into five categories based on the anticipated expenditure amount. Each category establishes an authorization level, procurement method, and maximum term, which shall apply unless specifically exempted in accordance with this Policy.

A. Expenditures of $50 or less (petty cash)
B. Expenditures of $51 to $5,000 (operational)
C. Expenditures of $5,001 to $15,000 (minor)
D. Expenditures of $15,001 to $50,000 (intermediate)
E. Expenditures over $50,000 (major)
The following definitions reference terms in sections A-E below:

1. The “Initial Term” shall be either (i) a term under the contract or PO not to exceed one year, or (ii) a term longer than one year but not to exceed the maximum number of years authorized under the “Term Limit” section, as long as the contract includes a continuing obligation for performance by a contracting party and the City has an obligation for payment only for the services actually performed and accounted for by invoice or other monthly or regular periodic documentation acceptable to the City. Under any contract or PO, either the contracting party or City may terminate the contract or PO prior to the expiration of the Initial Term for the other party’s nonperformance.

2. “Informal” bid/proposal means tangible proof. i.e. written, e-mail, or other casual medium. Departments shall document attempts to receive bids.

3. The city’s templates for contracts, agreements, amendments and change orders shall be used for category D and E purchases. The City Manager may allow for 45 CLICK HERE to Return to Agenda
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modifications of these templates or use of other contracts, agreements, amendments and change orders, or may require use of city templates for category B and C purchases when the City Manager determines it is prudent due to the level of risk exposure to the city, the need to provide detail on complex scope of work, or any other reason s/he believes to be in the best interest of the City. To meet prevailing wage requirements, any maintenance or repair project over $15,000 or construction project over $25,000 will require a written contract.

4. Designee is someone who is given signing authority by Department Director or City Manager to authorize expenditures. Signature authorization form must be on file to authorize designee signing authority.

A. EXPENDITURES OF $50 OR LESS
Authorization: Department Director, who may delegate to a Department designee Procurement: No bids or PO necessary; petty cash advances or reimbursement Term Limit: N/A
Note: These transactions take the place of ordinary ongoing purchases and shall be limited in use.

A cash disbursement or reimbursement may be obtained from the Finance Department and must not exceed $50 per item or combined purchase. A petty cash request form shall be completed and signed by the Department Director or designee before submittal. The form shall include the date, description of the item to be purchased, and account number.

Petty cash amounts will be advanced to accommodate miscellaneous minor expenditure amounts of $50 or less and for which normal payment provisions are not practical. The Finance department will periodically audit petty cash expenditures as to form and regulations and may confirm purchases.

B. EXPENDITURES OF $51 to $5,000 DURING THE INITIAL TERM Authorization: Department Director, who may delegate to a Department designee.

Procurement: No PO necessary; 3 informal bids/proposals whenever possible Term Limit: 3 years plus one 3-year extension
C. EXPENDITURES OF $5,001 to $15,000 DURING THE INITIAL TERM Authorization: Department Director or delegated by Director with confirmation from City Manager
Procurement: PO required plus 3 written informal bids/proposals; City contract is recommended
Term Limit: 3 years plus one 3-year extension
D. EXPENDITURES OF $15,001 to $50,000 DURING THE INITIAL TERM Authorization: City Manager
Procurement: PO required plus 3 written informal bids/proposals plus City contract Term Limit: 3 years plus one 3-year extension
Purchase Orders between $25,000 and $50,000 are reviewed by City Council on a quarterly basis on the Demand Register Report.
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E. EXPENDITURES OVER $50,000
Authorization: City Council
Procurement: PO required plus formal bids/proposals plus City contract Term Limit: no limit, any term approved by majority vote of the Council III. PROCUREMENT PROCEDURES - MAJOR EXPENDITURES (over $50,000) A. FORMAL BIDS FOR MAJOR PUBLIC WORKS PROJECTS AND MAJOR SUPPLIES AND EQUIPMENT PURCHASES. Major public works projects and supplies and equipment as referenced in Chapter 3.12 of the La Quinta Municipal Code, are defined as purchases and projects having an actual or estimated value of greater than fifty thousand dollars ($50,000). The solicitation and selection of bids and award of contracts shall comply with Section 3.12.030 of the La Quinta Municipal Code (public works contracts), and this Policy, and shall be administered through each City Department, according to the following procedures:

1. Invitation for bids. An invitation for bids (the “invitation”) shall be published in a newspaper, electronic bulletin board or online submission source, City website, or other generally recognized source of local public works contract information, at least ten days prior to the date of the opening of bids, or as required by California Public Contract Code §20164 and §22032. Invitations shall include general descriptions of the work to be performed, the time and place of the opening of bids, the place where bidders may obtain bid documents, the amount of bid security required, and the amount and nature of performance and labor materials security that will be required.

2. Form of bids. Bids conforming to the requirements of the invitation shall be submitted to the Department Director (the “Director”) in sealed packages or by other means which will prevent the divulging of bids prior to the stated time for opening of bids, all as specified in the invitation or the bid documents. Unopened bids should be clearly marked or otherwise identifiable as bids for the project to which they apply.

3. Bid security for public works projects. Bids for public works projects shall be accompanied by cash, cashier’s check, certified check, surety bond, or other form of security stated in the invitation or bid documents, in a sum equal to at least ten percent (10%) of the amount of the bid.

4. Opening of bids. At the time and place stated in the invitation, the bids shall be publicly opened and announced. The bid amounts shall be tabulated, and the tabulation shall be available for public inspection at the City Department during regular business hours for a period of not less than thirty (30) calendar days after the bid opening.
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5. Review of bids. The Director or designee shall review all bids received for completeness, accuracy, responsiveness to the invitation and the bid documents, and the City’s experience with or knowledge of the qualification and reliability of each bidder and shall prepare a recommendation to the City Council. Written amounts shall take precedence over associated numeric amounts. Mathematical errors, if found, shall be corrected and shall not disqualify a bid. The corrected total shall be the bid amount considered in determining the lowest responsible bidder and shall be the contract amount awarded if the bid is selected.

6. Award of contract. Contracts shall be awarded by the City Council to the lowest responsible bidder. Determination of the lowest responsible bidder shall be at the sole discretion of the City Council pursuant to findings and recommendations presented by the Director or designee at the time of the award of contract.

7. Equal bids. If two or more equal low bids are received, the City Council may award the contract to any one of the equal low bidders by the following:
a. Select one bid; or
b. Reject all bids and re-solicit for bids; or
c. Reject all bids and authorize negotiated agreement if consistent with federal and state laws; or
d. Select one bid, which is the most responsible bidder; or e. Take any other action that the City Council deems to serve the best interest of the City.

8. No bids. When no bids are received from responsible firms, the City Council may accomplish the project in any manner it sees fit.

9. Rejection of bids. The City Council may reject any or all bids presented and may then direct that the project be re-advertised, may authorize negotiation of a contract with one or more responsible firms, or may resolve that the project can be performed more economically by City forces, day labor, time and materials contract, or other method.

10. Execution of contract. The successful bidder shall execute the contract and furnish required performance security and labor and materials security when required pursuant to the bid document.

11. Forfeiture of bid security for public works projects. If the successful bidder fails to execute the contract and furnish security within the stated time, and said failure is not primarily due to actions or omissions of the City or to acts of god, the bidder shall forfeit the bid security provided. The City Council may then consider the bid of the next lowest responsible bidder.
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12. Release of bid security for public works projects. Bidders are entitled to the return of their bid security unless forfeited as provided herein. The City shall retain all bid security until a contract has been executed or until the City Council rejects all bids at which time all bid security not forfeited shall be returned to the appropriate bidders.

13. Disposition of forfeited bid security for public works projects. The City shall retain forfeited bid security until a contract is awarded to another firm or the project is cancelled. The City shall retain an amount equal to the difference between the forfeiting firm’s bid and the new contract amount, if any, and an additional amount equal to administrative and other costs incurred as a result of the failure of the forfeiting bidder to enter into a contract and provide required security, and shall return any remaining amount of the bid security to the forfeiting bidder.

14. Performance security and labor and materials security for public works projects. The bidder to whom the contract is awarded (the “successful bidder”) shall furnish performance security and labor and materials security in amounts specified in the Invitation or Bid Documents.

B. FORMAL PROPOSALS FOR MAJOR PROFESSIONAL AND TECHNICAL SERVICES. Major professional and technical services are defined as services having an actual or estimated value of greater than fifty thousand dollars ($50,000). The solicitation and selection of proposals and award of contracts shall comply with Section 3.12.020 of the La Quinta Municipal Code (service contracts), and this Policy, and shall be administered through each City Department, according to the following procedures:

1. Maintenance and Repair Services. Services intended to preserve and/or restore a public work to a clean, safe, efficient, and/or continually usable condition.

Maintenance and repair services include, but are not limited to: carpentry, electrical, painting, plumbing, glazing, and other craftwork to preserve a facility in the condition for which it was intended; repairs, cleaning and other operations on machinery and other equipment permanently attached to a facility as fixtures; the mowing, pruning, and trimming of lawns, grass, trees, shrubs, bushes and hedges; and the regular removal or relocation of by-products or waste products accumulated at City facilities as the result of ongoing environmental processes.

2. The City Manager shall approve the preparation and release of all Requests for Proposals (RFP) and Requests for Qualifications (RFQ).

3. City staff shall determine, based on professional judgment, whether an RFP or an RFQ process best suits its needs and City staff, or a city-authorized consultant, shall prepare the RFP/RFQ document.

4. City staff, or a city-authorized consultant, or both shall prepare a list of suitable firms from known registries, professional organizations, and/or any other source. 49 CLICK HERE to Return to Agenda
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5. City staff shall issue the RFP/RFQ to suitable firms, and may also advertise for competitive proposals. The RFP/RFQ should be included in the requisition.

6. City staff shall form a selection committee, which may include private consultants, to review the RFPs/RFQs received, and the selection committee may conduct interviews and/or hold discussions with proposing firms.

7. The selection committee shall rank the proposing firms according to the criteria specified in LQMC Section 3.12.020 (service contracts) and City staff shall notify firms of their position in the ranking. For design-build projects, the selection committee may also take into account the criteria for selection of public works contacts specified in LQMC Section 3.12.030.

8. City staff, or a City-authorized consultant, shall negotiate with the top-ranked firm to arrive at mutually acceptable contract terms.

9. City staff, or its authorized consultant shall terminate negotiations and begin negotiations with the next-ranked firm if an agreement cannot be reached and continue this process until negotiations are successfully concluded or until the list of qualified firms submitting proposals is exhausted and an agreement cannot be reached.

10. The Council shall award or reject the contract negotiated by City staff.

IV. PROCUREMENT PROCEDURES – NON-MAJOR EXPENDITURES ($50,000 & under)
INFORMAL BIDS OR PROPOSALS - Intermediate, Minor, and Operational Expenditure category projects, including minor public works projects, supplies, goods, equipment and minor services as referenced in Chapter 3.12 of the La Quinta Municipal Code, are defined as projects having an actual or estimated value of fifty thousand dollars ($50,000) or less. The solicitation and selection of bids and award of contracts shall comply with Section 3.12.030 of the La Quinta Municipal Code (public works projects), Section

3.12.020 of the La Quinta Municipal Code (service contracts), and this Policy, and shall be administered through each City Department, according to the following procedures:

1. Informal bids shall be obtained as dictated by this Policy from the open market and a written record of informal bids shall be kept with the related PO. If applicable, the RFP/RFQ should be included in the requisition.

2. Bid security. Security and labor and material security shall conform to the requirements for major public works projects but may be modified or waived by the City staff person authorized to make the purchase if warranted and in the best interest of the City.
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3. Execution and Award of Contracts. The City Council may award contracts, or the City Manager, or designated City Director, or staff personnel may award and execute contracts, set forth in Categories A, B, C or D of Section II above, and may waive competitive bidding requirements if in the best interest of the City, provided there are unencumbered appropriations in the fund accounts against which the expenses are to be charged.

V. EXEMPTION TO ANY PROCUREMENT METHOD
Justification for exemption to any required procurement method may be submitted to the City Manager or in the case of a major expenditure, to the City Council under the following circumstances:
a. Sole-source or select-source purchase. When determining if a purchase is sole or select source, rationale and/or proof must be provided in the purchase requisition as follows:
 Demonstrate the need for a brand name product, such as to ensure compatibility with other city products and equipment. For example standardization of fleet inventory (select-source).
 Detail the need to add to an original scope of work (Change Order) because the original source is the only reasonable one to provide the additional goods, construction work or service needed (select-source).
 Demonstrate that only one manufacturer or vendor makes and/or sells the required equipment (sole-source).
 Select source form must be completed and attached to requisition. b. State, County, or other public agency (such as a joint powers authority (JPA) or utility) cooperative purchasing program or contracts utilizing funding or other participation from agencies which require conformance with state, federal or other contracting regulations.
c. The City may not require a contract for goods or equipment purchases but should assess the risk exposure related to the purchase and upon determination or real risk to persons or property require insurance and indemnification from the vendor.

Determination that a written contract is not required does not exempt the purchase from all other purchasing procedures, including the formal bid process. d. Emergency purchases made necessary by an immediate threat to life or property or a substantial disruption of a vital public service.
 In advance of any local emergency, the City seeks to retain a list of available local businesses willing to provide necessary supplies, materials, equipment, services, food, care or shelter to the City through the Office of Emergency Management. Once the Emergency Operations Center (EOC) is activated, these memorandums will be activated.
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 In the event of an emergency, the City Manager or designee may make immediate purchases of goods and services. Emergency purchases include any purchase required to prevent imminent danger or to prevent or mitigate the loss or impairment of life, health, property, or essential public services.

Every effort shall be made to obtain advance approvals or to obtain approvals as soon as possible following the purchase.
 The City is not required to engage in either formal or informal competitive bidding in an emergency. The City Council delegates to the City Manager and his/her designee the authority to waive any procedures in the Policy that are not statutorily mandated when making emergency purchase of supplies, equipment, materials or services.
 The Council shall ratify emergency suspension of procedures at the next properly noticed Council meeting following the emergency procurement and consider whether further suspension of procedures is required to abate the impacts of the emergency.
e. The awarding officer(s) may waive irregularities in formal or informal bids received provided that it is in the best interest of the City to do so, and it does not result in unfair advantage to any bidder.
f. The Council may authorize the award and execution of contracts without competitive bidding provided that such award is in the best interest of the City, or of the public health, safety and welfare.
g. The following disbursements are exempt from purchase order requirements i) Utility services
ii) Disbursements to public agencies for which the City collects fees on behalf of that agency
iii) Intergovernmental Memorandums of Understanding
VI. CITY CREDIT CARD ISSUANCE AND USE
A. Authorization and Acknowledgement. Approval to use, issue and revoke a City credit card is at the discretion of the City Manager. Unless otherwise authorized by the City Manager, City credit cards shall have a credit limit of up to $5,000. The City Manager shall have the authority to set credit limits on a case-by-case basis. City credit cards may be issued in the name of a designee (“Authorized User”) and/or the City of La Quinta.

City credit cards shall be kept by the Finance Department, City Manager’s Office, and/or Authorized User for safekeeping and prudence. Authorized users by the City Manager must be City employees. All general City credit cards shall be kept by the Finance Department and employees may check general City credit cards in and out, but are encouraged to limit usage only when necessary. All City credit cards shall be returned to 52 CLICK HERE to Return to Agenda
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the Finance Department, the City Manager’s Office, and/or Authorized User named on the City credit card in a timely manner after use.

Use of City credit cards shall follow all other purchasing guidelines in this policy.

A User Agreement for City-Issued Credit Card form is to be completed and signed by the cardholder for all City credit cards that are issued to Authorized User acknowledging his/her understanding of the policies and procedures for the use of the City credit card and acknowledging the receipt of the City credit card(s). A copy is given to the employee and the original is maintained in the employee personnel file.

B. Appropriate City Credit Card Use. City credit cards may be used for the following:

1. Traveling on City business in accordance with the City’s Personnel Policy.

2. A single purchase which does not exceed $5,000 including split transactions or online transactions that require immediate payment;

3. Purchasing goods and services from vendors where use of another payment method is not practical, such as the case with many internet purchases in which no actual storefront exists;

4. Securing reservations and locations for City activities, meetings and conferences, community events, honoree luncheons, marketing promotions, and sales missions;

5. Paying for meals in conjunction with official City business such as meetings with City Council, developers, consultants, or interview panels.

C. Inappropriate City Credit Card Use. City credit cards shall not be used for the following:

1. Cash advances, money orders, wire transfers, international purchases that require a currency conversion from the U.S. Dollar, etc.;

2. Routine gasoline purchases, gas cards must be used for these purchases;

3. Alcoholic beverages, tobacco products, prescription drugs and Cannabis

4. Political or religious organizations;

5. Firearms or ammunition;

6. Personal gifts including gift cards, flowers, etc.;

7. Long-term rentals or lease agreements;

8. Heavy-duty machinery that requires a maintenance agreement;

9. Use of the City credit card is not intended to replace effective procurement planning which enables volume discounts or to circumvent established competitive purchasing procedures. This means no purchases for goods or services should be made that would otherwise require competitive bidding or a purchase order, and purchases may not be split to circumvent the purchase thresholds established herein.

10. Employees shall not use City credit cards for personal expenses. Charging personal items, services, entertainment or expenses of any kind on City credit cards is a misuse of City funds and a serious breach of City’s ethics policy. Doing so will result in disciplinary action, up to and including termination. Employees should use care in selecting between using their business and personal credit cards; 53 CLICK HERE to Return to Agenda
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11. Any other purchases which would be prohibited under any other City policy or directive.

D. Travel, Meetings, & Conferences. The uses of the City credit card for travel, local meetings, and conferences shall at all times comply with the standards and practices set forth within the City Personnel Policy. All City credit card charges must be supported by detailed charge receipts and submitted on an expense report to the Finance Department upon return from a business trip.

E. Obtaining Goods and Services. Authorized purchases may be made in person, via approved internet site, or by telephone. Authorized Users must require vendors to itemize the receipt/invoice. An itemized receipt/invoice consists of the following information:
 Date of purchase
 Detailed description of goods or services purchased
 Price per item
 Amount of sales tax and total amount
 Shipping charges, if any
Upon completing the credit card transaction, the employee shall submit the itemized receipt with appropriate account numbers to the Finance Department, City Manager’s Office, and/or Authorized User. The Finance Department will review all instances of lost receipts and repeated occurrences may result in suspension of your assigned City credit card.

F. Monthly Statement. During the month as charges are made, Authorized Users or assigned card administrators shall keep track of all charges and receipts. Authorized Users are responsible to review and reconcile monthly credit card statements. At the end of a billing cycle, once reconciled, the Authorized User or assigned card administrator will attach the supporting detailed charge receipts and related invoices to the monthly credit card statement and submit to the Finance Department within five (5) working days of receipt of statement. Falsification of receipts will subject the employee to disciplinary action, up to and including termination of employment. The Finance Director reserves the right to review each credit card statement and determine if the expenses were purchased in accordance with the City policy.

G. Disputed Charges. Authorized Users are responsible for ensuring that the vendor, the issuing bank, and the Finance Director are notified immediately of any disputed charges. Authorized Users will be responsible for resolving the disputed charge directly with the credit card company.

H. Returned Items. If items purchased with the credit card are found defective or the repair or services faulty, the cardholder has the responsibility to return the item to the merchant for replacement or credit to the card. Cash refunds or store credit will not be permitted.
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I. Timely Payment. Based on the statement cycle date, the Finance Department will ensure timely payments. Credit card charges will be paid once reconciled by the Authorized Users and approved by the Finance Department.

To avoid late fees and finance charges, the Finance Department reserves the option to pay all credit card charges, even if supporting documentation is not yet received. When subsequently received, the supporting documentation will be retroactively reconciled to the payment.

J. Lost or Stolen Cards. Authorized Users are responsible for ensuring that the issuing bank and the Finance Department are notified immediately if the card is lost or stolen.

Failure to do so may result in holding the Authorized User responsible for any fraudulent use of the card.

K. Disciplinary Action. The Human Resources Department is responsible for all disciplinary action surrounding misuse of cards, including cancellation of card privileges.

L. Surrender upon Request or Separation. The City credit card will be immediately surrendered upon separation from City employment, retirement, termination or upon request of the City Manager. Use of the credit card for any purpose after its surrender is prohibited.

FEDERALLY FUNDED PROCUREMENTS
This section pertains to federal-funded projects and purchases.

VII. GENERAL PROCUREMENT STANDARDS
A. Code of Conduct. As representatives of the City, all employees are expected to conduct themselves in a professional and ethical manner, maintaining high standards of integrity and the use of good judgement. Employees are expected to be principled in their business interactions and act in good faith with individuals both inside and outside the City. The following Code of Conduct shall govern the performance, behavior and actions of the City, including employees, directors, appointed or elected officials, volunteers, or agents who are engaged in any aspect of procurement, including, but not limited to, purchasing goods and services, awarding contracts and grants, and the administration and supervision of contracts:

1. No employee, director, appointed or elected official, volunteer, or agent of the City shall participate in the selection, award, or administration of contracts supported by a federal award if a conflict of interest is real or apparent to a reasonable person.

2. Conflicts of interest may arise when any employee, officer, or agent of the City, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a real or apparent financial or other interest in or a tangible personal benefit form a firm considered for the contract.
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3. No employee, director, appointed or elected official, volunteer, or agent of the City shall do business with, award contracts to, or show favoritism toward a member of his or her immediate family, spouse’s family, or to any company, vendor, contractor, or parties to subcontractors who either employ or has any relationship to a family member; or award a contract or bid which violates the spirit or intent of federal, state and local procurement laws and policies established to maximize free and open competition among qualified vendors.

4. The City’s employees, directors, appointed or elected officials, volunteers, or agents shall neither solicit nor accept gratuities, favors, gifts, consulting fees, trips, or anything having a monetary value in excess of twenty-five dollars ($25.00) from a vendor, potential vendor, family or employees of a vendor, contractor or parties to subcontractors.

5. Disciplinary measures for violations of the Code of Conduct by employees, directors, appointed or elected officials, volunteers, or agents who are engaged in any aspect of procurement, including, but not limited to, purchasing goods and services, awarding contracts and grants, and the administration and supervision of contracts could result in disciplinary action, up to and including Dismissal, subject to the applicable due process as prescribed in the City’s Personnel Policies and Procedures.

B. Solicitation Procedures

1. Acquisition of unnecessary or duplicative items must be avoided. Consideration should be given to consolidating or dividing procurements to obtain a more economical purchase. When appropriate, an analysis will be made of lease versus purchase alternatives, and any other appropriate analysis to determine the most economical approach.

2. To foster greater economy and efficiency, and in accordance with efforts to promote cost-effective use of shared services, the City shall enter into state and local intergovernmental agreements or inter-entity agreements where appropriate for procurement or use of common or shared goods and services.

3. Procuring federal excess and surplus property in lieu of purchasing new equipment and property whenever such use is feasible and reduces project costs shall be utilized.

4. Value engineering clauses may be used in contracts for construction projects of sufficient size to offer reasonable opportunities for cost reductions. Value engineering is a systematic and creative analysis of each contract item or task to ensure that its essential function is provided at the overall lower cost.

5. Contracts shall only be awarded to responsible contractors possessing the ability to perform successfully under the terms and conditions of a proposed procurement. 56 CLICK HERE to Return to Agenda
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Consideration will be given to such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources.

6. Records will be maintained sufficient to detail the history of procurement. These records will include, but are not necessarily limited to the following: rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price. The City Clerk will be the repository for said records and shall be maintained for period of no less than seven (7) years.

7. Time and material type contracts (open-ended) may be used only after a determination that no other contract is suitable. Time and material type contract means a contract where the cost to the City is the sum of the actual cost of materials and direct labor hours charged at fixed hourly rates that reflect wages, general and administrative expense, and profit. Each time and material contract will set a ceiling price that the contractor exceeds at its own risk. A higher degree of oversight is required in order to obtain reasonable assurance that the contractor is using efficient methods and effective cost controls.

6. The City alone will be responsible, in accordance with good administrative practice and sound business judgment, for the settlement of all contractual and administrative issues arising out of procurements. These issues include, but are not limited to, source evaluation, protests, disputes, and claims. These standards do not relieve the City of any contractual responsibilities under its contracts. The federal awarding agency will not substitute its judgment for that of the City unless the matter is primarily a federal concern. Violations of law will be referred to the local, state, or federal authority having proper jurisdiction.

C. Competition

1. All procurement transactions must be conducted in a manner providing full and open competition. In order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, and invitations for bids or requests for proposals will be excluded from competing for such procurements. Some of the situations considered to be restrictive of competition include, but are not limited to:
a. Placing unreasonable requirements on firms in order for them to qualify to do business;
b. Requiring unnecessary experience and excessive bonding; c. Noncompetitive pricing practices between firms or between affiliated companies;
d. Noncompetitive contracts to consultants that are on retainer contracts; e. Organizational conflicts of interest;
f. Specifying only a brand name product instead of allowing an equal product to be offered and describing the performance or other relevant requirements of the procurement; and
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g. Any arbitrary action in the procurement process.

2. Procurements shall be conducted in a manner that prohibits the use of statutorily or administratively imposed state or local geographical preferences in the evaluation of bids or proposals, except in those cases where applicable federal statutes expressly mandate or encourage geographic preference. Nothing in this section preempts state licensing laws. When contracting for architectural and engineering (A/E) services, geographic location may be a selection criterion provided its application leaves an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract.

3. All solicitations will incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured. Such description must not, in competitive procurements, contain features which unduly restrict competition. The description may include a statement of the qualitative nature of the material, product or service to be procured and, when necessary, must set forth those minimum essential characteristics and standard to which it must conform if it is to satisfy its intended use. Detailed product specifications should be avoided if at all possible. When it is impractical or uneconomical to make a clear and accurate description of the technical requirements, a brand name or equivalent description may be used as a means to define the performance or other relevant requirements of procurement. The specific features of the named brand which must be met by offers must be clearly stated.

4. Bids and proposals shall identify all the requirements which the offerors must fulfill and all other factors to be used in evaluation bids or proposals D. Methods of Procurement. In addition to the City’s purchasing policy approval limits, one of the following methods should be used:

1. Micro-purchase: Purchases where the aggregate dollar amount does not exceed the current limitation set by the Federal Acquisition Regulation at 48 CFR Subpart 2.1, where this threshold is periodically adjusted for inflation.

2. Small purchase: Purchases up to the Simplified Acquisition threshold. Informal purchasing procedures are acceptable, but price or rate quotes must be obtained from an adequate number of sources.

3. Sealed bid: Purchases over the Simplified Acquisition threshold. Under this purchase method, formal solicitation is required, and the fixed price (lump sum or unit price) is awarded to the responsible bidder who conformed to all material terms and is the lowest in price. This method is the preferred procurement method for construction contracts, if the following conditions apply:
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a. A complete, adequate, and realistic specification or purchase description is available;
b. Two or more responsible bidders are willing and able to compete effectively for the business, and,
c. The procurement lends itself to a firm fixed price contract and the selection of the successful bidder can be made principally based on price.

If this method is used, the following requirements shall apply:
d. The invitation for bids will be publicly advertised and bids must be solicited from an adequate number of known suppliers, providing them sufficient response time prior to the date for opening the bids;
e. The invitation for bids, which will include any specifications and pertinent attachments, must define the terms or services in order for the bidder to properly respond;
f. All bids will be publicly opened at the time and place prescribed in the invitation for bids;
g. A firm fixed price contract award will be made in writing to the lowest responsive and responsible bidder. Where specified in bidding documents, factors such as discounts will only be used in determining which bid is lowest. Payment discounts will only be used to determine the low bid when prior experience indicates that such discounts are usually taken advantage of; and h. Any or all bids may be rejected if there is a sound documented reason.

4. Competitive proposals: Purchases over the Simplified Acquisition. This procurement method requires formal solicitation, fixed-price or cost-reimbursement contracts, and is used when sealed bids are not appropriate. The contract should be awarded to the responsible firm whose proposal is most advantageous to the program, with price being one of the various factors. If this method is used, the following requirements apply:
a. Requests for proposals must be publicized and identify all evaluation factors and their relative importance. Any response to publicized requests for proposals must be considered to the maximum extent practical; b. Proposals must be solicited from an adequate number of qualified sources; c. The methods for conducting technical evaluations of the proposals received and for selecting recipients may include, but not limited to: oral interviews, references, past performance, availability to perform work, and certifications as determined by project scope.
d. Any response that takes exception to any mandatory items in this proposal process may be rejected and not considered;
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e. Contracts must be awarded to the responsible firm whose proposal is most advantageous to the program, with price and other factors considered; and, f. Competitive proposal procedures may be used for qualifications-based procurement of architectural/engineering (A/E) professional services whereby competitors’ qualifications are evaluated and the most qualified competitor is selected, subject to negotiation of fair and reasonable compensation. The method, where price is not used as a selection factor, can only be used in procurement of A/E professional services. It cannot be used to purchase other types of services, though A/E firms are a potential source to perform the proposed effort.

5. Noncompetitive proposals: Also known as sole-source procurement, this may be appropriate only when one or more of the following criteria are met:
a. The item is available only from a single source;
b. The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation;
c. The Federal awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from the nonfederal entity; or d. After solicitation of a number of sources, competition is determined inadequate.

E. Contract Cost and Price. A cost or price analysis shall be performed in connection with every procurement action in excess of the Simplified Acquisition threshold, including contract modifications. The method and degree of analysis is dependent on the facts surrounding the particular procurement situation, but as a starting point, independent estimates shall be made prior to receiving bids and proposals.

1. Profit shall be negotiated as a separate element of the price for each contract in which there is a no price competition and in all cases where cost analysis is performed. To establish a fair and reasonable profit, consideration must be given to the complexity of the work to be performed, the risk borne by the contractor, the contractor’s investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work.

2. Costs or prices based on estimated costs for contracts under the federal award are allowable only to the extent that costs incurred or cost estimates included in negotiated prices would be allowable for the City under Subpart E- Cost Principles of Part 200- Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
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3. The cost plus a percentage of cost and percentage of construction cost methods of contracting shall be used.

F. Federal Awarding Agency or Pass-Through Entity Review.

1. The City shall make available, upon request of the federal awarding agency or passthrough entity, technical specifications on proposed procurements where the federal awarding agency or pass-through entity believes such review is needed to ensure that the item or service specified is the one being proposed for acquisition. This review generally will take place prior to the time the specification is incorporated into a solicitation document. However, if the City desires to have the review accomplished after a solicitation has been developed, the Federal awarding agency or pass-through entity may still review the specifications, with such review usually limited to the technical aspects of the proposed purchase.

2. The City will make available upon request, for the Federal awarding agency or passthrough entity pre-procurement review, procurement documents, such as requests for proposals or invitations for bids, or independent cost estimates, when:
a. Procurement procedures or operations fails to comply with the procurement standards in this part;
b. The procurement is expected to exceed the Simplified Acquisition Threshold and is to be awarded without competition or only one bid or offer is received in response to a solicitation;
c. The procurement, which is expected to exceed the Simplified Acquisition Threshold, specifies a “brand name” product;
d. The proposed contract is more than the Simplified Acquisition Threshold and is to be awarded to other than the apparent low bidder under a sealed bid procurement; or
e. A proposed contract modification changes the scope of a contract or increases the contract amount by more than the Simplified Acquisition Threshold.

3. The City is exempt from the pre-procurement review in paragraph 2 of this section if the federal awarding agency or pass-through entity determines that its procurement systems comply with the standards of this part.

4. The City may request that its procurement system be reviewed by the federal awarding agency or pass-through entity to determine whether its system meets these standards in order for its system to be certified. Generally, these reviews must occur where there is continuous high-dollar funding, and third-party contracts are awarded on a regular basis;

5. The City may self-certify its procurement system. Such self-certification must not limit the federal awarding agency's right to survey the system. Under a self-certification procedure, the federal awarding agency may rely on written assurances from the City that it is complying with these standards. The City must cite specific policies, procedures, 61 CLICK HERE to Return to Agenda
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regulations, or standards as being in compliance with these requirements and have its system available for review.

G. Bonding Requirements. For construction or facility improvement contracts or subcontracts exceeding the Simplified Acquisition Threshold the federal awarding or pass-through entity may accept the bonding policy and requirements of the City provided that the federal awarding agency or pass-through entity has made a determination that the federal interest is adequately protected. If such a determination has not been made, the minimum requirements must be as follows:

1. A bid guarantee from each bidder equivalent to five percent (5%) of the bid price. The bid guarantee must consist of a firm commitment such as a bid bond, certified check, or other negotiable instrument accompanying a bid as assurance that the bidder will, upon acceptance of the bid, execute such contractual documents as may be required within the time specified;

2. A performance bond on the part of the contractor for 100 percent (100%) of the contract price. A performance bond is one executed in connection with a contract to secure fulfillment of all the contractor’s obligations under such contract; and,

3. A payment bond on the part of the contractor for 100 percent (100%) of the contract price. A payment bond is one executed in connection with a contract to assure payment as required by law of all persons supplying labor and material in the execution of the work provided for in the contract.

H. Contract Provisions. All federal funding source compliance provisions shall include the following:

1. Equal Employment Opportunity- All contracts, when funded in whole or partly by monies derived from the federal government (either directly or indirectly), shall contain a provision requiring compliance with Equal Employment Opportunity.

2. Davis-Bacon Act- Applies to construction contracts in excess of $2,000. It requires contracts to pay laborers and mechanics wages not less than the prevailing wage as determined by the Secretary of Labor and must be required to pay wages not less than once a week. Each bid solicitation published by the City must contain the current prevailing wage determination. Any award of the contract must be conditioned on contractor’s acceptance of that wage determination and suspected or reported violations of this act shall be immediately reported to the Federal awarding agency.

3. Copeland “Anti-Kickback” Act- Applies to construction contracts in excess of $2,000. It prohibits kickbacks in construction contracts funded with Federal monies. Contractors and subcontractors or subrecipients shall be prohibited from inducing any person employed in the construction, completion, or repair of public work, to give up any part of the 62 CLICK HERE to Return to Agenda
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compensation to which he or she is otherwise entitled and suspected or reported violations shall be immediately reported to the Federal awarding agency.

4. Clean Air Act & Federal Water Pollution Control Act- Applies to contracts and sub grants in excess of $150,000. Contractor shall be required to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act and the Federal Water Pollution Control Act. Suspected or reported violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

5. Debarment and Suspension- Contracts funded with federal grant monies may not be awarded to contractors that have been debarred or suspended from receiving federal monies pursuant to the System for Award Management (SAM).

6. Byrd Anti-Lobbying Amendment- Contractors that apply or bid for an award of $100,000 must certify that they will not and have not used federal funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award.

7. Any other detailed Federal contract provisions as described in 2 CFR 200 and in force at the time of procurement shall apply.

I. Contracting with small and minority business, women’s business enterprises, and labor surplus area firms. All necessary affirmative steps will be taken to assure that minority business, women’s business enterprises, and labor surplus area firms are used when possible. Affirmative steps include:

1. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists;

2. Assuring that small and minority businesses and women’s business enterprises are solicited whenever they are potential sources;

3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses and women’s business enterprises;

4. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses and women’s business enterprises; 63 CLICK HERE to Return to Agenda
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5. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and,

6. Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.
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CITY OF LA QUINTA, CALIFORNIA

PURCHASING AND CONTRACTING POLICY
I. GENERAL RULES; EXCEPTIONS
This Purchasing and Contracting Policy (Policy) shall apply for the solicitation and selection of all purchases and contracts within the City of La Quinta (City). Any exceptions to this Policy must be approved by the City Council (Council). The Council may, by majority vote and in accordance with its fiduciary responsibilities, approve expenditures of any amount, for any length of term, not otherwise inconsistent with any applicable law.

A. ADMINISTRATIVE GUIDELINES

1. Vendor Limit. Combined purchases cannot exceed $50,000 per vendor, per fiscal year except with Council approval and in the case of major expenditures, in which a vendor has participated in a public formal bidding process.

1.2. Contract Limit. In addition, multiyear agreements in excess of $50,000 as an aggregate total per vendor will require Council approval. The aAggregate total is determined by the maximum total dollar value that may be awarded over the duration of the contract, including option years.

2.3. Change Orders or Amendments. A change order or amendment is a change in a contract term, other than as specifically provided for in the contract, that authorizes or necessitates any increase or decrease of the cost of the contract or in the time of completion. Change orders that alter the amount of the contract must be authorized by Directors, City Manager, or Council depending on the amount as referenced in section II Expenditure Categories of this policy. A valid written request for a change order or amendment must meet the following criteria:
a. the change was not reasonably foreseeable at the time that the contract was signed;
b. the change must be relevant to the original contract; and c. the change is authorized by the contract provisions and in the best interest of the City.

3.4. Conflict of Interest. No employee, officer, Councilmember, or agent shall participate in the selection, award, or administration of a contract if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, Councilmember, agent, or any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated, herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract.

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Nothing in this Policy does or is to be construed as limiting the applicability of any other federal, state, or local laws and regulations governing prohibitions against financial conflicts of interest, including but not limited to the Political Reform Act (Government Code Section 81000 et seq.) and implementing regulations from the Fair Political Practices Commission (Title 2, Section 18110 et seq., of the California Code of Regulations), and Government Code Sections 1090-1999 and 1126. All such laws and regulations shall apply to every employee, officer, Councilmember, and agent of the City.

5. Vendor Gifts and Gratuities. No employee shall receive or agree to receive any compensation, reward, or gift from any vendor related to the conduct of the City’s business, subject to the guidelines in the California Code of Regulations and the City’s Personnel Policy §2.2.

4.6. Local Vendors. Purchasing goods and services from local vendors which stimulate the local economy is encouraged but not required.

5.7. Green Purchasing Practices. The City is committed to Green Purchasing practices in obtaining goods and services. The City shall consider environmentally - preferable products that contain recyclable material when appropriate. Nothing in this policy requires the procurement of products that do not adequately perform their intended use, requires procurement that excludes adequate competition, or requires the procurement of products that are unavailable at a reasonable price or at a reasonable time. An environmentally -preferable product means a product that meets any of the following criteria:
a. is durable, repairable, reusable, or recyclable;
b. has minimal packaging, toxic content, or chemical-hazard potential; c. is resource or energy efficient in any or all phases of its manufacture, use, or disposal; or
d. its use or disposal minimizes or eliminates the City’s potential environmental liability;
e. contains post-consumer (recycled) material; or
f. contains recovered organic waste product.

The City shall purchase recycled-content paper products, printing and writing paper if fitness and quality are equal to that of non-recycled items and whenever the total cost is the same or lesser than the non-recycled items or whenever the total cost is no more than 10% of the total. Recycled content paper products, printing and writing paper shall consist of at least 30%, by fiber weight, postconsumer fiber per SB 1383.

6. Payment Terms. The City’s standard payment terms are Net 30, meaning a payment should be issued to the vendor no later than thirty days after the invoice date, unless the City and vendor have agreed to alternate terms.

7. In no instances should purchases be split or divided in such a manner to circumvent policy process and limits.

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8. If any provision of this policy is not followed by departments, a procurement exemption form must be completed and reviewed by the City Manager or their designee.

9. Violations of this policy may result in disciplinary action up to and including dismissal, subject to the applicable due process as prescribed in the City’s Personnel Policies and Procedures.

10.The requisition process should be initiated as soon as the needs are known, and purchase orders must be created before services or goods are acquired. Vendors should be provided with the PO number when ordering and PO numbers should appear on the vendor invoicing when feasible.

11. Purchase orders may be issued regardless of the amount when required by the vendor, or when the complexity of contract demands a formal document for clarity.

II. EXPENDITURE CATEGORIES
Purchases, which include those made by purchase order (PO), written agreement, amendment or change order that require city expenditures, are classified into five categories based on the anticipated expenditure amount. Each category establishes an authorization level, procurement method, and maximum term, which shall apply unless specifically exempted in accordance with this Policy.

A. Expenditures of $50 or less (petty cash)
B. Expenditures of $51 to $5,000 (operational)
C. Expenditures of $5,001 to $15,000 (minor)
D. Expenditures of $15,001 to $50,000 (intermediate)
E. Expenditures over $50,0001 (major)
The following definitions reference terms in sections A-E below:

1. The “Initial Term” shall be either (i) a term under the contract or PO not to exceed one year, or (ii) a term longer than one year but not to exceed the maximum number of years authorized under the “Term Limit” section, as long as the contract includes a continuing obligation for performance by a contracting party and the City has an obligation for payment only for the services actually performed and accounted for by invoice or other monthly or regular periodic documentation acceptable to the City. Under any contract or PO, either the contracting party or City may terminate the contract or PO prior to the expiration of the Initial Term for the other party’s nonperformance.

2. “Informal” bid/proposal means tangible proof. i.e. written, e-mail, or other casual medium. Departments shall document attempts to receive bids.

3. The city’s templates for contracts, agreements, amendments and change orders shall be used for category D and E purchases. The City Manager may allow for modifications of these templates or use of other contracts, agreements, amendments and change orders, or may require use of city templates for Formatted: Font: (Default) Arial
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category B and C purchases when the City Manager determines it is prudent due to the level of risk exposure to the city, the need to provide detail onspell out a complex scope of work, or any other reason s/he believes to be in the best interest of the Ccity. To meet prevailing wage requirements, any maintenance or repair project over $15,000 or construction project over $25,000 will require a written contract.

4. Designee is someone who is given signing authority by Department Director or City Manager to authorize expenditures. Signature authorization form must be on file to authorize designee signing authority.

A. EXPENDITURES OF $50 OR LESS
Authorization: Department Director, who may delegate to a Department designee Procurement: No bids or PO necessary; petty cash advances or reimbursement Term Limit: N/A
Note: These transactions take the place of ordinary ongoing purchases and shall be limited in use.

A cash disbursement or reimbursement may be obtained from the Finance Department and must not exceed $50 per item or combined purchase. A petty cash request form shall be completed and signed by the Department Director or designee before submittal.

The form shall include the date, description of the item to be purchased, and account number. Petty cash amounts will be advanced to accommodate miscellaneous minor expenditure amounts of $50 or less and for which normal payment provisions are not practical. The Finance department will periodically audit petty cash expenditures as to form and regulations and may confirm purchases.

B. EXPENDITURES OF $51 to $5,000 DURING THE INITIAL TERM1 Authorization: Department Director, who may delegate to a Department designee4 Procurement: No PO necessary; 3 informal bids/proposals2 whenever possible Term Limit: 3 years plus one 3-year extension
C. EXPENDITURES OF $5,001 to $15,000 DURING THE INITIAL TERM Authorization: Department Director or delegated by Director with confirmation from City Manager
Procurement: PO required plus 3 written informal bids/proposals; Ccity contract3 is recommended
Term Limit: 3 years plus one 3-year extension
For purposes of this Policy, the “Initial Term” shall be either (i) a term under the contract or PO not to exceed one year, or (ii) a term longer than one year but not to exceed the maximum number of years authorized under a “Term Limit” (set forth below) as long as the contract includes a continuing obligation for performance by a contracting party and the City has an obligation for payment only for the services actually performed and accounted for by invoice or other monthly or regular periodic documentation acceptable to the City. Under any contract or PO, either the contracting party or City may terminate the contract or PO prior to the expiration of the Initial Term for the other party’s nonperformance. 2 “Informal” bid/proposal means tangible proof. i.e. written, e-mail, or other casual medium. Departments shall document attempts to receive bids.

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D. EXPENDITURES OF $15,001 to $50,000 DURING THE INITIAL TERM Authorization: City Manager
Procurement: PO required plus 3 written informal bids/proposals plus Ccity contract3 Term Limit: 3 years plus one 3-year extension
Purchase Orders between $25,000 and $50,000 are reviewed by City Council on a quarterly basis on the Demand Register Report.

E. EXPENDITURES OVER $50,001000
Authorization: City Council
Procurement: PO required plus formal bids/proposals plus Ccity contract Term Limit: no limit, any term approved by majority vote of the Council III. PROCUREMENT PROCEDURES - MAJOR EXPENDITURES (over $50,0001) A. FORMAL BIDS FOR MAJOR PUBLIC WORKS PROJECTS AND MAJOR SUPPLIES AND EQUIPMENT PURCHASES. Major public works projects and supplies and equipment as referenced in Chapter 3.12 of the La Quinta Municipal Code, are defined as purchases and projects having an actual or estimated value of greater than fifty thousand and one dollars ($50,0001). The solicitation and selection of bids and award of contracts shall comply with Section 3.12.030 of the La Quinta Municipal Code (public works contracts), and this Policy, and shall be administered through each City Department, according to the following procedures:

1. Invitation for bids. An invitation for bids (the “invitation”) shall be published in a newspaper, electronic bulletin board or online submission source, City website, or other generally -recognized source of local public works contract information, at least ten days prior to the date of the opening of bids, or as required by California Public Contract Code §20164 and §22032. Invitations shall include general descriptions of the work to be performed, the time and place of the opening of bids, the place where bidders may obtain bid documents, the amount of bid security required, and the amount and nature of performance and labor materials security that will be required.

2. Form of bids. Bids conforming to the requirements of the invitation shall be submitted to the Department Director (the “Director”) in sealed packages or by other means which will prevent the divulging of bids prior to the stated time for 3 The city’s templates for contracts, agreements, amendments and change orders shall be used for category D and E purchases. The City Manager may allow for modifications of these templates or use of other contracts, agreements, amendments and change orders, or may require use of city templates for category B and C purchases when the City Manager determines it is prudent due to the level of risk exposure to the city, the need to spell out a complex scope of work, or any other reason s/he believes to be in the best interest of the city. To meet prevailing wage requirements any maintenance or repair project over $15,000 or construction project over $25,000 will require a written contract.
4 Designee is someone who’s given signing authority by Department Director or City Manager to authorize expenditures. Signature authorization form must be on file to authorize designee signing authority.

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opening of bids, all as specified in the invitation or the bid documents. Unopened bids should be clearly marked or otherwise identifiable as bids for the project to which they apply.

3. Bid security for public works projects. Bids for public works projects shall be accompanied by cash, cashier’s check, certified check, surety bond, or other form of security stated in the invitation or bid documents, in a sum equal to at least ten percent (10%) of the amount of the bid.

4. Opening of bids. At the time and place stated in the invitation, the bids shall be publicly opened and announced. The bid amounts shall be tabulated, and the tabulation shall be available for public inspection at the City Department during regular business hours for a period of not less than thirty (30) calendar days after the bid opening.

5. Review of bids. The Director or designee shall review all bids received for completeness, accuracy, responsiveness to the invitation and the bid documents, and the City’s experience with or knowledge of the qualification and reliability of each bidder and shall prepare a recommendation to the City Council. Written amounts shall take precedence over associated numeric amounts. Mathematical errors, if found, shall be corrected and shall not disqualify a bid. The corrected total shall be the bid amount considered in determining the lowest responsible bidder and shall be the contract amount awarded if the bid is selected.

6. Award of contract. Contracts shall be awarded by the City Council to the lowest responsible bidder. Determination of the lowest responsible bidder shall be at the sole discretion of the City Council pursuant to findings and recommendations presented by the Director or designee at the time of the award of contract.

7. Equal bids. If two or more equal low bids are received, the City Council may award the contract to any one of the equal low bidders by the following:
a. Select one bid; or
b. Reject all bids and re-solicit for bids; or
c. Reject all bids and authorize negotiated agreement if consistent with federal and state laws; or
d. Select one bid, which is the most responsible bidder; or e. Take any other action that the City Council deems to serve the best interest of the City.

8. No bids. When no bids are received from responsible firms, the City Council may accomplish the project in any manner it sees fit.

9. Rejection of bids. The City Council may reject any or all bids presented and may then direct that the project be re-advertised, may authorize negotiation of a contract with one or more responsible firms, or may resolve that the project can be 70 CLICK HERE to Return to Agenda
performed more economically by City forces, day labor, time and materials contract, or other method.

10. Execution of contract. The successful bidder shall execute the contract and furnish required performance security and labor and materials security when required pursuant to the bid document.

11. Forfeiture of bid security for public works projects. If the successful bidder fails to execute the contract and furnish security within the stated time, and said failure is not primarily due to actions or omissions of the City or to acts of god, the bidder shall forfeit the bid security provided. The City Council may then consider the bid of the next lowest responsible bidder.

12. Release of bid security for public works projects. Bidders are entitled to the return of their bid security unless forfeited as provided herein. The City shall retain all bid security until a contract has been executed or until the City Council rejects all bids at which time all bid security not forfeited shall be returned to the appropriate bidders.

13. Disposition of forfeited bid security for public works projects. The City shall retain forfeited bid security until a contract is awarded to another firm or the project is cancelled. The City shall retain an amount equal to the difference between the forfeiting firm’s bid and the new contract amount, if any, and an additional amount equal to administrative and other costs incurred as a result of the failure of the forfeiting bidder to enter into a contract and provide required security, and shall return any remaining amount of the bid security to the forfeiting bidder.

14. Performance security and labor and materials security for public works projects.

The bidder to whom the contract is awarded (the “successful bidder”) shall furnish performance security and labor and materials security in amounts specified in the Invitation or Bid Documents.

B. FORMAL PROPOSALS FOR MAJOR PROFESSIONAL AND TECHNICAL SERVICES. Major professional and technical services are defined as services having an actual or estimated value of greater than fifty thousand and one dollars ($50,0001).

The solicitation and selection of proposals and award of contracts shall comply with Section 3.12.020 of the La Quinta Municipal Code (service contracts), and this Policy, and shall be administered through each City Department, according to the following procedures:

1. Maintenance and Repair Services. Services intended to preserve and/or restore a public work to a clean, safe, efficient, and/or continually usable condition.

Maintenance and repair services include, but are not limited to: carpentry, electrical, painting, plumbing, glazing, and other craftwork to preserve a facility in the condition for which it was intended; repairs, cleaning and other operations on machinery and other equipment permanently attached to a facility as fixtures; the Formatted: Not Highlight
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mowing, pruning, and trimming of lawns, grass, trees, shrubs, bushes and hedges; and the regular removal or relocation of by-products or waste products accumulated at City facilities as the result of ongoing environmental processes.

2. The City Manager shall approve the preparation and release of all Requests for Proposals (RFP) and Requests for Qualifications (RFQ).

3. City staff shall determine, based on professional judgment, whether an RFP or an RFQ process best suits its needs and City staff, or a city-authorized consultant, shall prepare the RFP/RFQ document.

4. City staff, or a city-authorized consultant, or both shall prepare a list of suitable firms from known registries, professional organizations, and/or any other source.

5. City staff shall issue the RFP/RFQ to suitable firms, and may also advertise for competitive proposals. The RFP/RFQ should be included in the requisition.

6. City staff shall form a selection committee, which may include private consultants, to review the RFPs/RFQs received, and the selection committee may conduct interviews and/or hold discussions with proposing firms.

7. The selection committee shall rank the proposing firms according to the criteria specified in LQMC Section 3.12.020 (service contracts) and City staff shall notify firms of their position in the ranking. For design-build projects, the selection committee may also take into account the criteria for selection of public works contacts specified in LQMC Section 3.12.030.

8. City staff, or a City-authorized consultant, shall negotiate with the top-ranked firm to arrive at mutually-acceptablemutually acceptable contract terms.

9. City staff, or its authorized consultant shall terminate negotiations and begin negotiations with the next-ranked firm if an agreement cannot be reached and continue this process until negotiations are successfully concluded or until the list of qualified firms submitting proposals is exhausted and an agreement cannot be reached.

10. The Council shall award or reject the contract negotiated by City staff.

IV. PROCUREMENT PROCEDURES – NON-MAJOR EXPENDITURES ($50,000 & under)
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INFORMAL BIDS OR PROPOSALS - Intermediate, Minor, and Operational Expenditure category projects, including minor public works projects, supplies, goods, equipment and minor services as referenced in Chapter 3.12 of the La Quinta Municipal Code, are defined as projects having an actual or estimated value of fifty thousand dollars ($50,000) or less. The solicitation and selection of bids and award of contracts shall comply with Section 3.12.030 of the La Quinta Municipal Code (public works projects), Section 3.12.020 of the La Quinta Municipal Code (service contracts), and this Policy, and shall be administered through each City Department, according to the following procedures:

1. Informal bids shall be obtained as dictated by this Policy from the open market and a written record of informal bids shall be kept with the related PO. If applicable, the RFP/RFQ should be included in the requisition.

2. Bid security. Security and labor and material security shall conform to the requirements for major public works projects but may be modified or waived by the City staff person authorized to make the purchase if warranted and in the best interest of the City.

3. Execution and Award of Contracts. The City Council may award contracts, or the City Manager, or designated City Director, or staff personnel may award and execute contracts, set forth in Categories A, B, C or D of Section II above, and may waive competitive bidding requirements if in the best interest of the City, provided there are unencumbered appropriations in the fund accounts against which the expenses are to be charged.

V. EXEMPTION TO ANY PROCUREMENT METHOD
Justification for exemption to any required procurement method may be submitted to the City Manager or in the case of a major expenditure, to the City Council under the following circumstances:
a. Sole-source or select-source purchase. When determining if a purchase is sole or select source, rationale and/or proof must be provided in the purchase requisition as follows:
 Demonstrate the need for a brand name product, such as to ensure compatibility with other city products and equipment. For example standardization of fleet inventory (select-source).
 Detail the need to add to an original scope of work (Change Order) because the original source is the only reasonable one to provide the additional goods, construction work or service needed (select-source).  Demonstrate that only one manufacturer or vendor makes and/or sells the required equipment (sole-source).
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b. State, County, or other public agency (such as a joint powers authority (JPA) or utility) cooperative purchasing program or contracts utilizing funding or other participation from agencies which require conformance with state, federal or other contracting regulations.
c. The City does may not require a contract for goods or equipment purchases such as a specific type or brand of supply or part necessary for acceptable operation of a machine or device, or as required by warranty or contract on the machine or device; written documentation supporting a purchase must be provided. but should assess the risk exposure related to the purchase and upon determination or real risk to persons or property require insurance and indemnification from the vendor. Determination that a written contract is not required does not exempt the purchase from all other purchasing procedures, including the formal bid process. d. Emergency purchases made necessary by an immediate threat to life or property or a substantial disruption of a vital public service.
 In advance of any local emergency, the City seeks to retain a list of available local businesses willing to provide necessary supplies, materials, equipment, services, food, care or shelter to the City through the Office of Emergency Management. Once the Emergency Operations Center (EOC) is activated, these memorandums will be activated.
 In the event of an emergency, the City Manager or designee may make immediate purchases of goods and services. Emergency purchases include any purchase required to prevent imminent danger or to prevent or mitigate the loss or impairment of life, health, property, or essential public services.

Every effort shall be made to obtain advance approvals or to obtain approvals as soon as possible following the purchase.
 The City is not required to engage in either formal or informal competitive bidding in an emergency. The City Council delegates to the City Manager and his/her designee the authority to waive any procedures in the Policy that are not statutorily mandated when making emergency purchase of supplies, equipment, materials or services.
 The Council shall ratify emergency suspension of procedures at the next properly noticed Council meeting following the emergency procurement and consider whether further suspension of procedures is required to abate the impacts of the emergency.
e. The awarding officer(s) may waive irregularities in formal or informal bids received provided that it is in the best interest of the City to do so, and it does not result in unfair advantage to any bidder.
f. The Council may authorize the award and execution of contracts without competitive bidding provided that such award is in the best interest of the City, or of the public health, safety and welfare.
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i) Utility services
ii) Disbursements to public agencies for which the City collects fees on behalf of that agency
iii) Intergovernmental Memorandums of Understanding
VI. CITY CREDIT CARD ISSUANCE AND USE
A. Authorization and Acknowledgement. Approval to use, issue and revoke a City credit card is at the discretion of the City Manager. Unless otherwise authorized by the City Manager, City credit cards shall have a credit limit of up to $5,000. The City Manager shall have the authority to set credit limits on a case by casecase-by-case basis up to $25,000. City credit cards may be issued in the name of a designee (“Authorized User”) and/or the City of La Quinta.

City credit cards shall be kept by the Finance Department and/or , City Manager’s Office, and/or Authorized User for safekeeping and prudence. Authorized uUsers authorized by the City Manager or designee (“Authorized Users”) must be City employees. All general City credit cards shall be kept by the Finance Department. and Authorized Usersemployees may check general City credit cards in and out, but are encouraged to limit usage only when necessary. All City credit cards shall be returned to the Finance Department , or the City Manager’s Office, and/or Authorized User named on the City credit cardCard in a timely manner after use.

Use of City credit cards shall follow all other purchasing guidelines in this policy.

A User Agreement for City-Issued Credit Card form is to be completed and signed by the cardholder for all City credit cards that are issued to Authorized User acknowledging his/her understanding of the policies and procedures for the use of the City credit card and acknowledging the receipt of the City credit card(s). A copy is given to the employee and the original is maintained in the employee personnel file. The Finance Department requires Authorized Users to sign a Signature Authorization Form acknowledging his/her understanding of the policies and procedures for the use of the City credit card and acknowledging the receipt of the credit card.

B. Appropriate City Credit Card Use. City credit cards may be used for the following:

1. Traveling on City business in accordance with the City’s Personnel Policy.

2. A single purchase which does not exceed $5,000 including split transactions or online transactions that require immediate payment;

1. Traveling on City business;

3. Purchasing goods and services from vendors where use of another payment method is not practical, such as the case with many internet purchases in which no actual storefront exists;
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4. Securing reservations and locations for City activities, meetings and conferences, community events, honoree luncheons, marketing promotions, and sales missions;

5. Paying for meals in conjunction with official City business such as meetings with City Council, developers, consultants, or interview panels.

2. 3. Securing reservations and locations for City activities, meetings and conferences, community events, honoree luncheons, marketing promotions, and sales missions;

4. Paying for meals in conjunction with official City business such as meetings with City Council, developers, consultants, or interview panels.

C. Inappropriate City Credit Card Use. The City credit cards shall not be used for the following:

1. Cash advances, money orders, wire transfers, international purchases that require a currency conversion from the U.S. Dollar, etc.;

2. Routine gasoline purchases, gas cards must be used for these purchases;

3. Alcoholic beverages, tobacco products, prescription drugs and Cannabis

4. Political or religious organizations;

5. Firearms or ammunition;

6. Personal gifts including gift cards, flowers, etc.;

7. Long-term rentals or lease agreements;

8. Heavy-duty machinery that requires a maintenance agreement;

59. Use of the City credit card is not intended to replace effective procurement planning which enables volume discounts or to circumvent established competitive purchasing procedures. This means no purchases for goods or services should be made that would otherwise require competitive bidding or a purchase order, and purchases may not be split to circumvent the purchase thresholds established herein.
610. Employees shall not use City credit cards for personal expenses. Charging personal items, services, entertainment or expenses of any kind on City credit cards is a misuse of City funds and a serious breach of City’s ethics policy. Doing so will result in disciplinary action, up to and including termination. Employees should use care in selecting between using their business and personal credit cards;.

11. Any other purchases which would be prohibited under any other City policy or directive.

D. Travel, Meetings, & Conferences. The uses of the City credit card for travel, local meetings, and conferences shall at all times comply with the standards and practices set forth within the City travel and meetingPersonnel pPolicy. All City credit card charges must be supported by detailed charge receipts and submitted on an expense report to the Finance Department upon return from a business trip.

E. Obtaining Goods and Services. Authorized purchases may be made in person, via approved internet site, or by telephone. Authorized Users must require vendors to itemize the receipt/invoice. An itemized receipt/invoice consists of the following information:
 Date of purchase
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 Detailed description of goods or services purchased
 Price per item
 Amount of sales tax and total amount
 Shipping charges, if any
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Upon completing the credit card transaction, the employee shall submit the itemized receipt with appropriate account numbers to the Finance Department, City Manager’s Office, and/or Aauthorized card holderUser. The Finance Department will review all instances of lost receipts and repeated occurrences may result in suspension of yourthe assigned City credit card.

F. Monthly Statement. During the month as charges are made, Authorized Users or assigned card administrators shall keep track of all charges and receipts. At the end of a billing cycle, the Finance Department will provide to Authorized Users a statement showing all transactions made during the billing cycle for which receipts/invoices have not already been turned into the Finance Department. Authorized Users are responsible to review and reconcile monthly credit card statements. At the end of a billing cycle, Oonce reconciled, the Authorized User or assigned card administrator will attach the supporting detailed charge receipts and related invoices to the monthly credit card statement and turn it into thesubmit to the Finance Department within two five (52) working days of receipt of statement. Falsification of receipts will subject the employee to disciplinary action, up to and including termination of employment. The Finance Director reserves the right to review each credit card statement and determine if the expenses were purchased in accordance with the City policy.

G. Disputed Charges. Authorized Users are responsible for ensuring that the vendor, the issuing bank, and the Finance Director are notified immediately of any disputed charges. Authorized Users will be responsible for resolving the disputed charge directly with the credit card company.

H.

Returned Items. If items purchased with the credit card are found defective or the repair or services faulty, the cardholder has the responsibility to return the item to the merchant for replacement or credit to the card. Cash refunds or store credit will not be permitted.

I. Timely Payment. Based on the statement cycle date, the Finance Department will ensure timely payments. Credit card charges will be paid once reconciled by the Authorized Users and approved by the Finance Department.

To avoid late fees and finance charges, the Finance Department reserves the option to pay all credit card charges, even if supporting documentation is not yet received. When subsequently received, the supporting documentation will be retroactively reconciled to the payment.

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J. Lost or Stolen Cards. Authorized Users are responsible for ensuring that the issuing bank and the Finance Department are notified immediately if the card is lost or stolen. Failure to do so may result in holding the Authorized User responsible for any fraudulent use of the card.

K. Disciplinary Action. The Human Resources Department is responsible for all disciplinary action surrounding misuse of cards, including cancellation of card privileges.

L. Surrender upon Request or Separation. The City credit card will be immediately surrendered upon separation from City employment, retirement, termination or upon request of the City Manager. Use of the credit card for any purpose after its surrender is prohibited.

FEDERALLY FUNDED PROCUREMENTS
This section pertains to federal-funded projects and purchases.

VII. GENERAL PROCUREMENT STANDARDS
A. Code of Conduct. As representatives of the City, all employees are expected to conduct themselves in a professional and ethical manner, maintaining high standards of integrity and the use of good judgement. Employees are expected to be principled in their business interactions and act in good faith with individuals both inside and outside the City. The following Code of Conduct shall govern the performance, behavior and actions of the City, including employees, directors, appointed or elected officials, volunteers, or agents who are engaged in any aspect of procurement, including, but not limited to, purchasing goods and services, awarding contracts and grants, and the administration and supervision of contracts:

1. No employee, director, appointed or elected official, volunteer, or agent of the City shall participate in the selection, award, or administration of contracts supported by a federal award if a conflict of interest is real or apparent to a reasonable person.

2. Conflicts of interest may arise when any employee, officer, or agent of the City, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a real or apparent financial or other interest in or a tangible personal benefit form a firm considered for the contract.

3. No employee, director, appointed or elected official, volunteer, or agent of the City shall do business with, award contracts to, or show favoritism toward a member of his or her immediate family, spouse’s family, or to any company, vendor, contractor, or parties to subcontractors who either employ or has any relationship to a family member; or award a contract or bid which violates the spirit or intent of federal, state and local procurement laws and policies established to maximize free and open competition among qualified vendors.
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4. The City’s employees, directors, appointed or elected officials, volunteers, or agents shall neither solicit nor accept gratuities, favors, gifts, consulting fees, trips, or anything having a monetary value in excess of twenty-five dollars ($25.00) from a vendor, potential vendor, family or employees of a vendor, contractor or parties to subcontractors.

5. Disciplinary measures for violations of the Code of Conduct by employees, directors, appointed or elected officials, volunteers, or agents who are engaged in any aspect of procurement, including, but not limited to, purchasing goods and services, awarding contracts and grants, and the administration and supervision of contracts could result in disciplinary action, up to and including Dismissal, subject to the applicable due process as prescribed in the City’s Personnel Policies and Procedures.

B. Solicitation Procedures

1. Acquisition of unnecessary or duplicative items must be avoided. Consideration should be given to consolidating or dividing procurements to obtain a more economical purchase. When appropriate, an analysis will be made of lease versus purchase alternatives, and any other appropriate analysis to determine the most economical approach.

2. To foster greater economy and efficiency, and in accordance with efforts to promote cost-effective use of shared services, the City shall enter into state and local intergovernmental agreements or inter-entity agreements where appropriate for procurement or use of common or shared goods and services.

3. Procuring federal excess and surplus property in lieu of purchasing new equipment and property whenever such use is feasible and reduces project costs shall be utilized.

4. Value engineering clauses may be used in contracts for construction projects of sufficient size to offer reasonable opportunities for cost reductions. Value engineering is a systematic and creative analysis of each contract item or task to ensure that its essential function is provided at the overall lower cost.

5. Contracts shall only be awarded to responsible contractors possessing the ability to perform successfully under the terms and conditions of a proposed procurement.

Consideration will be given to such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources.

6. Records will be maintained sufficient to detail the history of procurement. These records will include, but are not necessarily limited to the following: rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price. The City Clerk will be the repository for said records and shall be maintained for period of no less than seven (7) years. 79 CLICK HERE to Return to Agenda

7. Time and material type contracts (open-ended) may be used only after a determination that no other contract is suitable. Time and material type contract means a contract where the cost to the City is the sum of the actual cost of materials and direct labor hours charged at fixed hourly rates that reflect wages, general and administrative expense, and profit. Each time and material contract will set a ceiling price that the contractor exceeds at its own risk. A higher degree of oversight is required in order to obtain reasonable assurance that the contractor is using efficient methods and effective cost controls.

6. The City alone will be responsible, in accordance with good administrative practice and sound business judgment, for the settlement of all contractual and administrative issues arising out of procurements. These issues include, but are not limited to, source evaluation, protests, disputes, and claims. These standards do not relieve the City of any contractual responsibilities under its contracts. The federal awarding agency will not substitute its judgment for that of the City unless the matter is primarily a federal concern. Violations of law will be referred to the local, state, or federal authority having proper jurisdiction.

C. Competition

1. All procurement transactions must be conducted in a manner providing full and open competition. In order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, and invitations for bids or requests for proposals will be excluded from competing for such procurements. Some of the situations considered to be restrictive of competition include, but are not limited to:
a. Placing unreasonable requirements on firms in order for them to qualify to do business;
b. Requiring unnecessary experience and excessive bonding; c. Noncompetitive pricing practices between firms or between affiliated companies;
d. Noncompetitive contracts to consultants that are on retainer contracts; e. Organizational conflicts of interest;
f. Specifying only a brand name product instead of allowing an equal product to be offered and describing the performance or other relevant requirements of the procurement; and
g. Any arbitrary action in the procurement process.

2. Procurements shall be conducted in a manner that prohibits the use of statutorily or administratively imposed state or local geographical preferences in the evaluation of bids or proposals, except in those cases where applicable federal statutes expressly mandate or encourage geographic preference. Nothing in this section preempts state licensing laws. When contracting for architectural and engineering (A/E) services, geographic location may be a selection criterion provided its application leaves an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract.
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3. All solicitations will incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured. Such description must not, in competitive procurements, contain features which unduly restrict competition. The description may include a statement of the qualitative nature of the material, product or service to be procured and, when necessary, must set forth those minimum essential characteristics and standard to which it must conform if it is to satisfy its intended use. Detailed product specifications should be avoided if at all possible. When it is impractical or uneconomical to make a clear and accurate description of the technical requirements, a brand name or equivalent description may be used as a means to define the performance or other relevant requirements of procurement. The specific features of the named brand which must be met by offers must be clearly stated.

4. Bids and proposals shall identify all the requirements which the offerors must fulfill and all other factors to be used in evaluation bids or proposals D. Methods of Procurement. In addition to the City’s purchasing policy approval limits, one of the following methods should be used:

1. Micro-purchase: Purchases where the aggregate dollar amount does not exceed $3,000, or the current limitation set by the Federal Acquisition Regulation at 48 CFR Subpart 2.1, where this threshold is periodically adjusted for inflation.

2. Small purchase: Purchases up to the Simplified Acquisition threshold., which is currently $150,000. Informal purchasing procedures are acceptable, but price or rate quotes must be obtained from an adequate number of sources.

3. Sealed bid: Purchases over the Simplified Acquisition threshold., which is currently $150,000. Under this purchase method, formal solicitation is required, and the fixed price (lump sum or unit price) is awarded to the responsible bidder who conformed to all material terms and is the lowest in price. This method is the preferred procurement method for construction contracts, if the following conditions apply:
a. A complete, adequate, and realistic specification or purchase description is available;
b. Two or more responsible bidders are willing and able to compete effectively for the business, and,
c. The procurement lends itself to a firm fixed price contract and the selection of the successful bidder can be made principally based on price.

If this method is used, the following requirements shall apply:
d. The invitation for bids will be publicly advertised and bids must be solicited from an adequate number of known suppliers, providing them sufficient response time prior to the date for opening the bids;
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e. The invitation for bids, which will include any specifications and pertinent attachments, must define the terms or services in order for the bidder to properly respond;
f. All bids will be publicly opened at the time and place prescribed in the invitation for bids;
g. A firm fixed price contract award will be made in writing to the lowest responsive and responsible bidder. Where specified in bidding documents, factors such as discounts will only be used in determining which bid is lowest.

Payment discounts will only be used to determine the low bid when prior experience indicates that such discounts are usually taken advantage of; and h. Any or all bids may be rejected if there is a sound documented reason.

4. Competitive proposals: Purchases over the Simplified Acquisition. threshold, which is currently $150,000. This procurement method requires formal solicitation, fixed-price or cost-reimbursement contracts, and is used when sealed bids are not appropriate.

The contract should be awarded to the responsible firm whose proposal is most advantageous to the program, with price being one of the various factors. If this method is used, the following requirements apply:
a. Requests for proposals must be publicized and identify all evaluation factors and their relative importance. Any response to publicized requests for proposals must be considered to the maximum extent practical; b. Proposals must be solicited from an adequate number of qualified sources;
c. The methods for conducting technical evaluations of the proposals received and for selecting recipients may include, but not limited to: oral interviews, references, past performance, availability to perform work, and certifications as determined by project scope.
d. Any response that takes exception to any mandatory items in this proposal process may be rejected and not considered;
e. Contracts must be awarded to the responsible firm whose proposal is most advantageous to the program, with price and other factors considered; and,
f. Competitive proposal procedures may be used for qualifications-based procurement of architectural/engineering (A/E) professional services whereby competitors’ qualifications are evaluated and the most qualified competitor is selected, subject to negotiation of fair and reasonable compensation. The method, where price is not used as a selection factor, can only be used in procurement of A/E professional services. It cannot be used to purchase other types of services, though A/E firms are a potential source to perform the proposed effort.
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5. Noncompetitive proposals: Also known as sole-source procurement, this may be appropriate only when one or more of the following criteria are met:
a. The item is available only from a single source;
b. The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation;
c. The Federal awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from the nonfederal entity; or d. After solicitation of a number of sources, competition is determined inadequate.

E. Contract Cost and Price. A cost or price analysis shall be performed in connection with every procurement action in excess of the Simplified Acquisition threshold, ($150,000) including contract modifications. The method and degree of analysis is dependent on the facts surrounding the particular procurement situation, but as a starting point, independent estimates shall be made prior to receiving bids and proposals.

1. Profit shall be negotiated as a separate element of the price for each contract in which there is a no price competition and in all cases where cost analysis is performed.

To establish a fair and reasonable profit, consideration must be given to the complexity of the work to be performed, the risk borne by the contractor, the contractor’s investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work.

2. Costs or prices based on estimated costs for contracts under the federal award are allowable only to the extent that costs incurred or cost estimates included in negotiated prices would be allowable for the City under Subpart E- Cost Principles of Part 200- Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

3. The cost plus a percentage of cost and percentage of construction cost methods of contracting shall be used.

F. Federal Awarding Agency or Pass-Through Entity Review.

1. The City shall make available, upon request of the federal awarding agency or passthrough entity, technical specifications on proposed procurements where the federal awarding agency or pass-through entity believes such review is needed to ensure that the item or service specified is the one being proposed for acquisition. This review generally will take place prior to the time the specification is incorporated into a solicitation document. However, if the City desires to have the review accomplished after a solicitation has been developed, the Federal awarding agency or pass-through 83 CLICK HERE to Return to Agenda
entity may still review the specifications, with such review usually limited to the technical aspects of the proposed purchase.

2. The City will make available upon request, for the Federal awarding agency or passthrough entity pre-procurement review, procurement documents, such as requests for proposals or invitations for bids, or independent cost estimates, when:
a. Procurement procedures or operations fails to comply with the procurement standards in this part;
b. The procurement is expected to exceed the Simplified Acquisition Threshold ($150,000) and is to be awarded without competition or only one bid or offer is received in response to a solicitation;
c. The procurement, which is expected to exceed the Simplified Acquisition Threshold, specifies a “brand name” product;
d. The proposed contract is more than the Simplified Acquisition Threshold and is to be awarded to other than the apparent low bidder under a sealed bid procurement; or
e. A proposed contract modification changes the scope of a contract or increases the contract amount by more than the Simplified Acquisition Threshold.

3. The City is exempt from the pre-procurement review in paragraph 2 of this section if the federal awarding agency or pass-through entity determines that its procurement systems comply with the standards of this part.

4. The City may request that its procurement system be reviewed by the federal awarding agency or pass-through entity to determine whether its system meets these standards in order for its system to be certified. Generally, these reviews must occur where there is continuous high-dollar funding, and third-party contracts are awarded on a regular basis;

5. The City may self-certify its procurement system. Such self-certification must not limit the federal awarding agency's right to survey the system. Under a self-certification procedure, the federal awarding agency may rely on written assurances from the City that it is complying with these standards. The City must cite specific policies, procedures, regulations, or standards as being in compliance with these requirements and have its system available for review.

G. Bonding Requirements. For construction or facility improvement contracts or subcontracts exceeding the Simplified Acquisition Threshold ($150,000), the federal awarding or pass-through entity may accept the bonding policy and requirements of the City provided that the federal awarding agency or pass-through entity has made a determination that the federal interest is adequately protected. If such a determination has not been made, the minimum requirements must be as follows:

1. A bid guarantee from each bidder equivalent to five percent (5%) of the bid price. The bid guarantee must consist of a firm commitment such as a bid bond, certified check, or 84 CLICK HERE to Return to Agenda
other negotiable instrument accompanying a bid as assurance that the bidder will, upon acceptance of the bid, execute such contractual documents as may be required within the time specified;

2. A performance bond on the part of the contractor for 100 percent (100%) of the contract price. A performance bond is one executed in connection with a contract to secure fulfillment of all the contractor’s obligations under such contract; and,

3. A payment bond on the part of the contractor for 100 percent (100%) of the contract price. A payment bond is one executed in connection with a contract to assure payment as required by law of all persons supplying labor and material in the execution of the work provided for in the contract.

H. Contract Provisions. All federal funding source compliance provisions shall include the following:

1. Equal Employment Opportunity- All contracts, when funded in whole or partly by monies derived from the federal government (either directly or indirectly), shall contain a provision requiring compliance with Equal Employment Opportunity.

2. Davis-Bacon Act- Applies to construction contracts in excess of $2,000. It requires contracts to pay laborers and mechanics wages not less than the prevailing wage as determined by the Secretary of Labor and must be required to pay wages not less than once a week. Each bid solicitation published by the City must contain the current prevailing wage determination. Any award of the contract must be conditioned on contractor’s acceptance of that wage determination and suspected or reported violations of this act shall be immediately reported to the Federal awarding agency.

3. Copeland “Anti-Kickback” Act- Applies to construction contracts in excess of $2,000.

It prohibits kickbacks in construction contracts funded with Federal monies. Contractors and subcontractors or subrecipients shall be prohibited from inducing any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled and suspected or reported violations shall be immediately reported to the Federal awarding agency.

4. Clean Air Act & Federal Water Pollution Control Act- Applies to contracts and sub grants in excess of $150,000. Contractor shall be required to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act and the Federal Water Pollution Control Act. Suspected or reported violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

5. Debarment and Suspension- Contracts funded with federal grant monies may not be awarded to contractors that have been debarred or suspended from receiving federal monies pursuant to the System for Award Management (SAM). 85 CLICK HERE to Return to Agenda

6. Byrd Anti-Lobbying Amendment- Contractors that apply or bid for an award of $100,000 must certify that they will not and have not used federal funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award.

7. Any other detailed Federal contract provisions as described in 2 CFR 200 and in force at the time of procurement shall apply.

I. Contracting with small and minority business, women’s business enterprises, and labor surplus area firms. All necessary affirmative steps will be taken to assure that minority business, women’s business enterprises, and labor surplus area firms are used when possible. Affirmative steps include:

1. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists;

2. Assuring that small and minority businesses and women’s business enterprises are solicited whenever they are potential sources;

3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses and women’s business enterprises;

4. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses and women’s business enterprises;

5.5. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and,

6. Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section. 86 CLICK HERE to Return to Agenda
City of La Quinta
CITY COUNCIL MEETING: April 18, 2023

STAFF REPORT
AGENDA TITLE: RECEIVE AND FILE REVENUE AND EXPENDITURE REPORT DATED FEBRUARY 28, 2023

RECOMMENDATION
Receive and file revenue and expenditure report dated February 28, 2023.

EXECUTIVE SUMMARY
• The report summarizes the City’s year-to-date (YTD) revenues and period expenditures for February 2023 (Attachment 1).
• Reports are reviewed by the Financial Advisory Commission.

FISCAL IMPACT – None

BACKGROUND/ANALYSIS
Below is a summary of the column headers used on the Revenue and Expenditure Summary Reports:

Original Total Budget – represents revenue and expenditure budgets the Council adopted in June 2022 for fiscal year 2022/23.

Current Total Budget – represents original adopted budgets plus any Council approved budget amendments from throughout the year, including carryovers from the prior fiscal year.

Period Activity – represents actual revenues received and expenditures outlaid in the reporting month.

Fiscal Activity – represents actual revenues received and expenditures outlaid YTD.

Variance Favorable/(Unfavorable) - represents the dollar difference between YTD collections/expenditures and the current budgeted amount.

Percent Used – represents the percentage activity as compared to budget YTD.

CONSENT CALENDAR ITEM NO. 9
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The revenue report includes revenues and transfers into funds from other funds (income items). Revenues are not received uniformly throughout the year, resulting in peaks and valleys. For example, large property tax payments are usually received in December and May. Similarly, Redevelopment Property Tax Trust Fund payments are typically received in January and June. Any timing imbalance of revenue receipts versus expenditures is funded from the City’s cash flow reserve.

The expenditure report includes expenditures and transfers out to other funds. Unlike revenues, expenditures are more likely to be consistent from month to month. However, large debt service payments or CIP expenditures can cause swings.

Prepared by: Rosemary Hallick, Financial Services Analyst Approved by: Claudia Martinez, Finance Director
Attachment: 1. Revenue and Expenditure Report for February 28, 2023

MTD YTD
Percent of
Budget YTD
Percent of
Budget
General Fund (GF) $8,249,813 $36,229,873 49.26% $36,448,459 55.74% All Funds $9,159,822 $61,719,635 33.44% $60,918,525 40.86%

MTD YTD
Percent of
Budget YTD
Percent of
Budget
General Fund $2,459,781 $23,239,930 22.44% $20,815,940 29.47% Payroll (GF) $748,257 $8,319,986 60.29% $6,992,643 60.97% All Funds $4,518,331 $55,198,808 24.99% $49,261,895 30.67% February 2023 Expenditures Comparison to LY
February 2023 Revenues Comparison to LY
General Fund Non-General Fund
Property Tax in lieu of Vehicle License Fees $ 2,535,881 SilverRock Greens Fees $ 557,943 Measure G Sales Tax $ 1,762,443 Developer Impact Fees - Transportation $ 70,341 Transient Occupancy (Hotel) Tax $ 1,406,237 Gas Tax $ 69,328 Sales Tax $ 1,378,373 Developer Impact Fees - Parks & Rec $ 39,724 Franchise Tax- Burrtec $ 309,944 Developer Impact Fees - Civic Center $ 21,930 General Fund Non-General Fund
Sheriff Contract (November-December) $ 1,157,561 Capital Improvement Program - Construction(1) $ 1,446,721 X-Park Programming (January-March) $ 71,347 Capital Improvement Program - Professional Services(2) $ 82,073 Parks Landscape Maintenance $ 60,804 Lighting & Landscape Maintenance $ 69,905 Marketing and Tourism Promotions $ 45,377 Software Implementation(3) $ 40,291 Contract Traffic Engineer $ 44,690 Information Technology Management Services $ 39,640 (3)System setup, data entry, and staff training for GIS software and new permitttng/licensing software.

Top Five Revenue/Income Sources for February
Top Five Expenditures/Outlays for February
(1)CIP Construction: X-Park landscaping, North La Quinta landscape conversion project, Jefferson/Avenue 53 roundabout. (2)CIP Professional Services: Consulting expenses associated with multiple ongoing capital improvement projects. 88 CLICK HERE to Return to Agenda

Revenue Summary
Fiscal
Activity
Variance
Favorable
Fund (Unfavorable)
Period
Activity
Current
Total Budget
Original
Total Budget
Percent
Used
101 - GENERAL FUND 68,321,100 73,544,100 8,249,813 36,229,873 -37,314,227 49.26% 105 - DISASTER RECOVERY FUND 5,003,505 5,003,505 0 4,990,403 -13,102 99.74% 201 - GAS TAX FUND 2,691,011 2,691,011 69,328 1,010,939 -1,680,072 37.57% 202 - LIBRARY & MUSEUM FUND 2,867,000 2,867,000 50 -3,677 -2,870,677 0.13% 203 - PUBLIC SAFETY FUND (MEASURE G) 2,000 2,000 0 -157 -2,157 7.83% 210 - FEDERAL ASSISTANCE FUND 156,000 156,000 0 169,545 13,545 108.68% 212 - SLESA (COPS) FUND 101,000 101,000 8,333 106,698 5,698 105.64% 215 - LIGHTING & LANDSCAPING FUND 2,483,300 2,483,300 0 556,386 -1,926,914 22.41% 220 - QUIMBY FUND 25,000 25,000 0 0 -25,000 0.00%
221 - AB 939 - CALRECYCLE FUND 64,000 64,000 13,865 38,859 -25,141 60.72% 223 - MEASURE A FUND 1,875,000 1,875,000 0 801,391 -1,073,609 42.74% 225 - INFRASTRUCTURE FUND 0 0 0 -12 -12 0.00%
226 - EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG) 12,100 12,100 0 0 -12,100 0.00% 227 - STATE HOMELAND SECURITY PROGRAMS (SHSP) 5,000 5,000 0 4,896 -104 97.92% 230 - CASp FUND, AB 1379 20,200 20,200 1,676 13,100 -7,100 64.85% 231 - SUCCESSOR AGCY PA 1 RORF 0 0 0 5,144,283 5,144,283 0.00% 235 - SO COAST AIR QUALITY FUND 54,400 54,400 0 12,681 -41,720 23.31% 237 - SUCCESSOR AGCY PA 1 ADMIN 0 0 0 -116 -116 0.00%
241 - HOUSING AUTHORITY 1,451,500 1,451,500 0 666,968 -784,532 45.95% 243 - RDA LOW-MOD HOUSING FUND 20,000 20,000 0 -2,155 -22,155 10.77% 247 - ECONOMIC DEVELOPMENT FUND 15,000 15,000 4,883 37,306 22,306 248.70% 249 - SA 2011 LOW/MOD BOND FUND (Refinanced in 2016) 25,000 1,412,009 0 18,010 -1,393,999 1.28% 250 - TRANSPORTATION DIF FUND 1,020,000 1,020,000 70,341 841,086 -178,914 82.46% 251 - PARKS & REC DIF FUND 501,000 501,000 39,724 433,349 -67,651 86.50% 252 - CIVIC CENTER DIF FUND 301,000 301,000 21,930 255,740 -45,260 84.96% 253 - LIBRARY DEVELOPMENT DIF 75,000 75,000 7,543 81,825 6,825 109.10% 254 - COMMUNITY & CULTURAL CENTERS DIF 152,000 152,000 14,034 192,505 40,505 126.65% 255 - STREET FACILITY DIF FUND 10,000 10,000 0 472 -9,528 4.72% 256 - PARK FACILITY DIF FUND 0 0 0 -4 -4 0.00%
257 - FIRE PROTECTION DIF 101,000 101,000 7,011 77,552 -23,448 76.78% 259 - MAINTENANCE FACILITIES DIF FUND 75,500 75,500 5,167 64,227 -11,273 85.07% 270 - ART IN PUBLIC PLACES FUND 153,000 153,000 5,669 47,121 -105,879 30.80% 275 - LQ PUBLIC SAFETY OFFICER 2,200 2,200 0 -32 -2,232 1.45% 299 - INTEREST ALLOCATION FUND 0 0 0 1,979,944 1,979,944 0.00% 310 - LQ FINANCE AUTHORITY DEBT SERVICE 1,100 1,100 0 0 -1,100 0.00% 401 - CAPITAL IMPROVEMENT PROGRAMS 13,136,811 79,240,072 0 1,798,025 -77,442,047 2.27% 405 - SA PA 1 CAPITAL IMPRV FUND 1,000 1,000 0 -4 -1,004 0.38% 501 - FACILITY & FLEET REPLACEMENT 1,685,000 1,685,000 0 920,918 -764,082 54.65% 502 - INFORMATION TECHNOLOGY 2,256,708 2,256,708 3,247 1,133,421 -1,123,287 50.22% 503 - PARK EQUIP & FACILITY FUND 470,000 1,103,000 0 222,615 -880,385 20.18% 504 - INSURANCE FUND 1,020,400 1,020,400 0 509,727 -510,673 49.95% 601 - SILVERROCK RESORT 4,865,453 4,865,453 637,208 3,099,904 -1,765,549 63.71% 602 - SILVERROCK GOLF RESERVE 79,000 79,000 0 -344 -79,344 0.44% 760 - SUPPLEMENTAL PENSION PLAN 5,500 5,500 0 -54 -5,554 0.98% 761 - CERBT OPEB TRUST 10,000 10,000 0 -40,509 -50,509 405.09% 762 - PARS PENSION TRUST 100,000 100,000 0 306,925 206,925 306.92% Report Total: 111,213,788 184,560,058 9,159,822 61,719,635 -122,840,424 33.44% ATTACHMENT 1
For Fiscal: 2022/23 Period Ending: 02/28/2023
Accounts are subject to adjusting entries and audit. The City's Annual Comprehensive Financial Report published annually in December, is the best resource for all final audited numbers.
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For Fiscal: 2022/23 Period Ending: 02/28/2023

Expenditure Summary
Fiscal
Activity
Variance
Favorable
Fund (Unfavorable)
Period
Activity
Current
Total Budget
Original
Total Budget
Percent
Used
101 - GENERAL FUND 64,651,274 103,559,460 2,459,781 23,239,930 80,319,530 22.44% 201 - GAS TAX FUND 2,687,351 3,703,799 45,774 712,367 2,991,432 19.23% 202 - LIBRARY & MUSEUM FUND 1,909,146 4,765,851 15,525 251,284 4,514,567 5.27% 203 - PUBLIC SAFETY FUND (MEASURE G) 0 0 0 7,043 -7,043 0.00% 210 - FEDERAL ASSISTANCE FUND 152,600 339,977 0 1,785 338,192 0.53% 212 - SLESA (COPS) FUND 100,000 100,000 14,943 36,435 63,565 36.43% 215 - LIGHTING & LANDSCAPING FUND 2,465,376 2,622,376 173,621 1,305,140 1,317,236 49.77% 220 - QUIMBY FUND 0 466,967 0 0 466,967 0.00%
221 - AB 939 - CALRECYCLE FUND 150,000 150,000 4,650 80,199 69,801 53.47% 223 - MEASURE A FUND 3,882,000 5,843,145 0 1,083,627 4,759,518 18.55% 226 - EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG) 12,000 12,000 14,913 25,055 -13,055 208.79% 227 - STATE HOMELAND SECURITY PROGRAMS (SHSP) 5,000 5,000 0 4,312 688 86.25% 230 - CASp FUND, AB 1379 5,500 5,500 0 0 5,500 0.00%
231 - SUCCESSOR AGCY PA 1 RORF 0 0 0 14,973,153 -14,973,153 0.00% 235 - SO COAST AIR QUALITY FUND 46,500 46,500 1,232 6,806 39,694 14.64% 237 - SUCCESSOR AGCY PA 1 ADMIN 0 0 0 1,600 -1,600 0.00% 241 - HOUSING AUTHORITY 1,712,670 1,712,670 68,527 765,699 946,971 44.71% 243 - RDA LOW-MOD HOUSING FUND 250,000 305,000 0 255,000 50,000 83.61% 244 - HOUSING GRANTS (Multiple) 0 90,000 0 97,052 -7,052 107.84% 247 - ECONOMIC DEVELOPMENT FUND 21,500 21,500 0 1,000 20,500 4.65% 249 - SA 2011 LOW/MOD BOND FUND (Refinanced in 2016) 20,000 3,644,192 0 12,290 3,631,902 0.34% 250 - TRANSPORTATION DIF FUND 500,000 1,916,757 0 400,000 1,516,757 20.87% 251 - PARKS & REC DIF FUND 500,000 500,000 0 0 500,000 0.00% 252 - CIVIC CENTER DIF FUND 250,000 250,000 0 0 250,000 0.00% 253 - LIBRARY DEVELOPMENT DIF 15,000 15,000 0 0 15,000 0.00% 254 - COMMUNITY & CULTURAL CENTERS DIF 0 125,000 0 0 125,000 0.00% 270 - ART IN PUBLIC PLACES FUND 177,000 426,165 0 55,419 370,746 13.00% 310 - LQ FINANCE AUTHORITY DEBT SERVICE 1,100 1,100 0 0 1,100 0.00% 401 - CAPITAL IMPROVEMENT PROGRAMS 13,136,811 78,179,947 1,545,779 6,024,336 72,155,611 7.71% 501 - FACILITY & FLEET REPLACEMENT 1,608,750 2,214,714 25,360 856,500 1,358,213 38.67% 502 - INFORMATION TECHNOLOGY 2,258,054 2,358,054 116,068 1,089,608 1,268,446 46.21% 503 - PARK EQUIP & FACILITY FUND 545,000 1,618,000 0 99,118 1,518,882 6.13% 504 - INSURANCE FUND 984,100 984,100 0 893,040 91,060 90.75% 601 - SILVERROCK RESORT 4,782,135 4,802,135 32,158 2,875,947 1,926,188 59.89% 760 - SUPPLEMENTAL PENSION PLAN 12,850 12,850 0 12,833 17 99.87% 761 - CERBT OPEB TRUST 1,500 1,500 0 760 740 50.67%
762 - PARS PENSION TRUST 55,000 55,000 0 31,468 23,532 57.21% Report Total: 102,898,217 220,854,259 4,518,331 55,198,808 165,655,451 24.99% Accounts are subject to adjusting entries and audit. The City's Annual Comprehensive Financial Report published annually in December, is the best resource for all final audited numbers.
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Fund # Name Notes
101 General Fund The primary fund of the City used to account for all revenue and expenditures of the City; a broad range of municipal activities are provided through this fund.
105 Disaster Recovery Fund
Accounts for use of one-time federal funding designed to deliver relief to American workers and aid in the economic recovery iin the wake of COVID-19. The American Rescue Plan Act (ARPA) was passed by Congress in 2021 to provide fiscal recovery funds to state and local governments. 201 Gas Tax Fund Gasoline sales tax allocations received from the State which are restricted to street-related expenditures. 202 Library and Museum Fund Revenues from property taxes and related expenditures for library and museum services. 203 Public Safety Fund General Fund Measure G sales tax revenue set aside for public safety expenditures. 210 Federal Assistance Fund Community Development Block Grant (CDBG) received from the federal government and the expenditures of those resources.
212 SLESF (COPS) Fund Supplemental Law Enforcement Services Funds (SLESF) received from the State for law enforcement activities.

Also known as Citizen's Option for Public Safety (COPS). 215 Lighting & Landscaping Fund Special assessments levied on real property for city-wide lighting and landscape maintenance/improvements and the expenditures of those resources.
220 Quimby Fund Developer fees received under the provisions of the Quimby Act for park development and improvements. 221 AB939 Fund/Cal Recycle Franchise fees collected from the city waste hauler that are used to reduce waste sent to landfills through recycling efforts. Assembly Bill (AB) 939.
223 Measure A Fund County sales tax allocations which are restricted to street-related expenditures. 224 TUMF Fund Developer-paid Transportation Uniform Mitigation Fees (TUMF) utilized for traffic projects in Riverside County. 225 Infrastructure Fund Developer fees for the acquisition, construction or improvement of the City’s infrastructure as defined by Resolution 226 Emergency Mgmt. Performance Grant (EMPG) Federal Emergency Management Agency (FEMA) grant for emergency preparedness. 227 State Homeland Security Programs (SHSP) Federal Emergency Management Agency (FEMA) grant for emergency preparedness. 230 CASP Fund, AB1379 / SB1186 Certified Access Specialist (CASp) program fees for ADA Accessibility Improvements; derived from Business License renewals. Assembly Bill (AB) 1379 and Senate Bill (SB) 1186. 231 Successor Agency PA 1 RORF Fund
Successor Agency (SA) Project Area (PA) 1 Redevelopment Obligation Retirement Fund (RORF) for Redevelopment Property Tax Trust Fund (RPTTF) taxes received for debt service payments on recognized obligations of the former Redevelopment Agency (RDA).
235 SO Coast Air Quality Fund (AB2766, PM10) Contributions from the South Coast Air Quality Management District. Uses are limited to the reduction and control of airborne pollutants. Assembly Bill (AB) 2766.
237 Successor Agency PA 1 Admin Fund Successor Agency (SA) Project Area (PA) 1 for administration of the Recognized Obligation Payment Schedule (ROPS) associated with the former Redevelopment Agency (RDA). 241 Housing Authority Activities of the Housing Authority which is to promote and provide quality affordable housing. 243 RDA Low-Moderate Housing Fund Activities of the Housing Authority which is to promote and provide quality affordable housing. Accounts for RDA loan repayments (20% for Housing) and housing programs,.
244 Housing Grants Activites related Local Early Action Planning (LEAP) and SB2 grants for housing planning and development. 247 Economic Development Fund Proceeds from sale of City-owned land and transfers from General Fund for future economic development. 249 SA 2011 Low/Mod Bond Fund Successor Agency (SA) low/moderate housing fund; 2011 bonds refinanced in 2016. 250 Transportation DIF Fund Developer impact fees collected for specific public improvements - transportation related. 251 Parks & Rec. DIF Fund Developer impact fees collected for specific public improvements - parks and recreation. 252 Civic Center DIF Fund Developer impact fees collected for specific public improvements - Civic Center. 253 Library Development DIF Fund Developer impact fees collected for specific public improvements - library. 254 Community Center DIF Fund Developer impact fees collected for specific public improvements - community center. 255 Street Facility DIF Fund Developer impact fees collected for specific public improvements - streets. 256 Park Facility DIF Fund Developer impact fees collected for specific public improvements - parks. 257 Fire Protection DIF Fund Developer impact fees collected for specific public improvements - fire protection. 259 Maintenance Facilities DIF Fund Developer impact fees collected for specific public improvements - maintenance facilities. 270 Art In Public Places Fund Developer fees collected in lieu of art placement; utilized for acquisition, installation and maintenance of public artworks.
275 LQ Public Safety Officer Fund Annual transfer in from General Fund; distributed to public safety officers disabled or killed in the line of duty. 299 Interest Allocation Fund Interest earned on investments. 310 LQ Finance Authority Debt Service Fund Accounted for the debt service the Financing Authority’s outstanding debt and any related reporting requirements.

This bond was fully paid in October 2018.
401 Capital Improvement Program Fund Planning, design, and construction of various capital projects throughout the City. 405 SA PA 1 Capital Improvement Fund Successor Agency (SA) Project Area (PA) 1 bond proceeds restricted by the bond indenture covenants. Used for SilverRock infrastructure improvements.
501 Equipment Replacement Fund Internal Service Fund for vehicles, heavy equipment, and related facilities. 502 Information Technology Fund Internal Service Fund for computer hardware and software and phone systems. 503 Park Equipment & Facility Fund Internal Service Fund for park equipment and facilities. 504 Insurance Fund Internal Service Fund for city-wide insurance coverages. 601 SilverRock Resort Fund Enterprise Fund for activities of the city-owned golf course. 602 SilverRock Golf Reserve Fund Enterprise Fund for golf course reserves for capital improvements. 760 Supplemental Pension Plan (PARS Account) Supplemental pension savings plan for excess retiree benefits to general employees of the City. 761 Other Post Benefit Obligation Trust (OPEB) For retiree medical benefits and unfunded liabilities. 762 Pension Trust Benefit (PARS Account) For all pension-related benefits and unfunded liabilities.

Fund Descriptions

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City of La Quinta
CITY COUNCIL MEETING: April 18, 2023

STAFF REPORT
AGENDA TITLE: APPROVE DEMAND REGISTERS DATED MARCH 31 AND APRIL 7, 2023

RECOMMENDATION
Approve demand registers dated March 31 and April 7, 2023.

EXECUTIVE SUMMARY – None

FISCAL IMPACT
Demand of Cash:

City $ 3,609,372.14
Successor Agency of RDA $ -
Housing Authority $ 18,721.92
$ 3,628,094.06

BACKGROUND/ANALYSIS
Routine bills and payroll must be paid between Council meetings. Attachment 1 details the weekly demand registers for March 31 and April 7, 2023.

Warrants Issued:
210516-210569 $ 1,255,004.22
210570-210626 $ 1,711,635.79
Voids $ (46,881.14)
Wire Transfers $ 429,955.22
Payroll Tax Transfers $ 47,289.92
Payroll Direct Deposit $ 231,090.05
$ 3,628,094.06
In the amount listed above, seventeen checks were voided, and eleven were reissued.

The voids were the result of the periodic review of stale-dated checks.

CONSENT CALENDAR ITEM NO. 10
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The most significant expenditures on the demand registers are:

Vendor Account Name Amount Purpose
Riverside County Sheriff
Department
Various $1,230,894.12 Feb Police Service
Ortiz Enterprises, Inc Construction $939,429.35 Dune Palms Bridge Progress Payment
Office of Economic
Development
Various $107,179.09 Makerspace & Museum Qtr 1
Contract Services
Visit Greater Palm
Springs
VGPS $80,789.77 FY 22/23 Q4 City Funding
Vintage Associates Landscape
Contract
$77,635.00 Mar Park Landscape Maintenance

Wire Transfers: Ten transfers totaled $429,955. Of this amount, $245,787 was to Landmark, and $169,235 was to CalPERS. (See Attachment 2 for a complete listing).

Investment Transactions: Full details of investment transactions as well as total holdings are reported quarterly in the Treasurer’s Report.

Prepared by: Jesse Batres, Account Technician
Approved by: Claudia Martinez, Finance Director
Attachments: 1. Demand Registers

2. Wire Transfers
Transaction Issuer Type Par Value
Settle
Date
Coupon
Rate YTM
Purchase Bridgewater CD $ 248,000 3/29/2023 4.850% 4.850% Maturity Northstar Bank CD $ 248,000 3/31/2023 1.150%
Maturity United States Treasury Treasury $ 2,000,000 3/31/2023 1.500% Maturity United States Treasury Treasury $ 4,000,000 3/31/2023 0.125% Maturity West Michigan Comm. Bank CD $ 248,000 3/31/2023 1.150% Purchase Federal National Mortgage Assoc. Agency 2,000,000 $ 4/3/2023 5.200% 5.200% 94 CLICK HERE to Return to Agenda
4/10/2023 3:01:27 PM Page 1 of 5
Demand Register
City of La Quinta Packet: APPKT03431 - 03/31/2023 JB
Vendor Name Payment Number Description (Item) Account Name Account Number Amount Fund: 101 - GENERAL FUND
CHARTER COMMUNICATIONS … 210522 03/16-04/15/23 - FS #70 CABLE (1860) Cable/Internet - Utilities 101-2002-61400 41.76 CHARTER COMMUNICATIONS … 210522 03/16-04/15/23 - FS #32 CABLE (8152) Cable/Internet - Utilities 101-2002-61400 94.54 SOUTHWEST AQUATICS INC 210557 Civic Center Lake Maintenance 101-3005-60117 1,350.00 SOUTHWEST AQUATICS INC 210557 SilverRock Lake Maintenance 101-3005-60189 1,350.00 DECKARD TECHNOLOGIES, INC. 210525 Professional Services 101-1005-60103 3,750.00 JOE A GONSALVES & SON 210536 Contract Services - Administrat… 101-1002-60101 3,500.00 L.O. LYNCH QUALITY WELLS & … 210538 Civic Center Lake Maintenance 101-3005-60117 745.67 Marketing & Tourism Promoti… 68,985.52
03/2023 - LAKE MAINTENANCE SERVICE
03/2023 - LAKE MAINTENANCE SERVICE
04/2023 - RENTALSCAPE
04/2023 - LOBBYIST SERVICES
03/21/23 - LAKE PUMP MAINTENANCE
MADDEN MEDIA 210542 03/2023 - MEDIA SERVICES 101-3007-60461 VERITAS TECHNOLOGIES LLC 210564 03/23/23 - DATA BACK-UP FOR LASERFICHE Professional Services 101-1005-60103 1,053.00 SOLAR TRAFFIC CONTROLS LLC 210556 03/03/23 - ADAMS/FIRESTATION BEACON… Sales Taxes Payable 101-0000-20304 -66.06 LH PRODUCTIONS 210540 03/18/23 - BEATUNES CONCERT AV SERVI… Community Experiences 101-3003-60149 8,117.00 WHITE CAP CONSTRUCTION S… 210567 03/10/23 - SELF-LEVELING ROTARY LASER … Tools/Equipment 101-7003-60432 831.92 RASA/ERIC NELSON 210553 03/13/23 - LAD 2023-0001 ONCALL MAP … Map/Plan Checking 101-7002-60183 525.00 RASA/ERIC NELSON 210553 03/13/23 - LLA 2023-0001 ONCALL MAP C… Map/Plan Checking 101-7002-60183 780.00 RASA/ERIC NELSON 210553 03/13/23 - PMER 2022-0011 ONCALL MAP… Map/Plan Checking 101-7002-60183 200.00 RASA/ERIC NELSON 210553 03/13/23 - PMER 2023-0001 ONCALL MAP… Map/Plan Checking 101-7002-60183 350.00 FLAGS A FLYING 210529 03/13/23 - CALIFORNIA FLAGS (5) Materials/Supplies 101-3008-60431 501.15 FLAGS A FLYING 210529 03/13/23 - USA FLAGS (5) Materials/Supplies 101-3008-60431 447.27 FLAGS A FLYING 210529 03/13/23 - LQ LOGO FLAGS (12) Materials/Supplies 101-3008-60431 2,731.58 MERCHANTS BUILDING MAINT… 210544 03/2023 - BOYS & GIRLS CLUB JANITORIAL… Janitorial 101-3008-60115 275.50 AMERICAN FORENSIC NURSES … 210518 02/24/23 - BLOOD/ALCOHOL ANALYSIS Blood/Alcohol Testing 101-2001-60174 66.85 AMERICAN FORENSIC NURSES … 210518 02/28/23 - BLOOD/ALCOHOL ANALYSIS Blood/Alcohol Testing 101-2001-60174 200.55 AMERICAN FORENSIC NURSES … 210518 03/10/23 - BLOOD/ALCOHOL ANALYSIS Blood/Alcohol Testing 101-2001-60174 36.46 PWLC II, INC 210552 03/2023 - L&L MONTHLY MAINTENANCE Landscape Contract 101-2002-60112 1,510.00 GRAINGER 210532 03/17/23 - CEILING TILE FOR CH Materials/Supplies 101-3008-60431 146.05 VERIZON WIRELESS 210565 02/14-03/13/23 - EOC CELL (7813) Mobile/Cell Phones/Satellites 101-2002-61304 143.55 ALARM MONITORING SERVICE… 210517 04/01-06/30/23 - XPARK ALARM MONITO… Security & Alarm 101-3008-60123 162.00 COACHELLA VALLEY WATER DI… 210523 03/15/23 - WATER SERVICE Water - Utilities 101-2002-61200 970.01 COACHELLA VALLEY WATER DI… 210523 03/15/23 - WATER SERVICE Water -Monticello Park - Utiliti… 101-3005-61201 1,626.09 COACHELLA VALLEY WATER DI… 210523 03/15/23 - WATER SERVICE Water -Fritz Burns Park - Utiliti… 101-3005-61204 191.23 COACHELLA VALLEY WATER DI… 210523 03/15/23 - WATER SERVICE Water -Seasons Park - Utilities 101-3005-61208 27.05 COACHELLA VALLEY WATER DI… 210523 03/15/23 - WATER SERVICE Water -Community Park - Utilit… 101-3005-61209 194.76 COACHELLA VALLEY WATER DI… 210523 03/15/23 - WATER SERVICE Water - Utilities 101-3008-61200 93.67 COACHELLA VALLEY WATER DI… 210523 03/22/23 - WATER SERVICE Water - Civic Center Park - Utili… 101-3005-61202 886.56 COACHELLA VALLEY WATER DI… 210523 03/22/23 - WATER SERVICE Water -Community Park - Utilit… 101-3005-61209 994.00 COACHELLA VALLEY WATER DI… 210523 03/22/23 - WATER SERVICE PM 10 - Dust Control 101-7006-60146 234.98 LOWE'S HOME IMPROVEMENT… 210541 02/06/23 - MATERIALS Materials/Supplies 101-3005-60431 59.80 LOWE'S HOME IMPROVEMENT… 210541 02/13/23 - BARRIER FENCE Materials/Supplies 101-3005-60431 111.51 LOWE'S HOME IMPROVEMENT… 210541 02/15/23 - WRECKING BAR & KNEE PADS Tools/Equipment 101-3005-60432 136.23 LOWE'S HOME IMPROVEMENT… 210541 02/07/23 - MIRROR FOR YARD RESTROOM Materials/Supplies 101-3008-60431 67.86 LOWE'S HOME IMPROVEMENT… 210541 02/07/23 - WINDOW SHADES FOR YARD R… Materials/Supplies 101-3008-60431 72.29 LOWE'S HOME IMPROVEMENT… 210541 02/01/23 - ACETONE & PAINT Materials/Supplies 101-3008-60431 28.19 LOWE'S HOME IMPROVEMENT… 210541 01/27/23 - LED LIGHT & LIGHT BULBS Materials/Supplies 101-3008-60431 289.19 LOWE'S HOME IMPROVEMENT… 210541 02/14/23 - SPRAY PAINT & UTILITY KNIFE Operating Supplies 101-7003-60420 34.02 LOWE'S HOME IMPROVEMENT… 210541 02/06/23 - BROOM Operating Supplies 101-7003-60420 29.93 LOWE'S HOME IMPROVEMENT… 210541 01/26/23 - POST HOLE DIGGER & KNEE P… Operating Supplies 101-7003-60420 230.73 LOWE'S HOME IMPROVEMENT… 210541 02/02/23 - GRINDING BLADE & TRASH BA… Operating Supplies 101-7003-60420 76.31 LOWE'S HOME IMPROVEMENT… 210541 01/26/23 - STEEL RAKE & STEEL DIGGING … Tools/Equipment 101-7003-60432 204.44 LOWE'S HOME IMPROVEMENT… 210541 02/07/23 - TOOLS FOR HAROLD TEMP EM… Tools/Equipment 101-7003-60432 58.81 LOWE'S HOME IMPROVEMENT… 210541 02/13/23 - IMPACT SOCKET SET Tools/Equipment 101-7003-60432 99.66 LOWE'S HOME IMPROVEMENT… 210541 02/07/23 - POWER TOOLS & SMALL TOOLS Tools/Equipment 101-7003-60432 210.70 PETRA-1, LP 210551 03/14/23 - GYM WIPES (4 CASES) Operating Supplies 101-3002-60420 671.61 BARKAS, SHERYL 210519 FY22/23 ANNUAL WELLNESS DOLLARS RE… Annual Wellness Dollar Reimb… 101-1004-50252 140.00 ATTACHMENT 1
95 CLICK HERE to Return to Agenda
Demand Register Packet: APPKT03431 - 03/31/2023 JB
4/10/2023 3:01:27 PM Page 2 of 5
Vendor Name Payment Number Description (Item) Account Name Account Number Amount VILLANUEVA, PAUL A 210566 FY22/23 ANNUAL WELLNESS DOLLARS RE… Annual Wellness Dollar Reimb… 101-1004-50252 200.00 MARTINEZ, TANIA 210543 FY 22/23 ANNUAL WELLNESS DOLLARS RE… Annual Wellness Dollar Reimb… 101-1004-50252 200.00 WOODS, COLE 210568 FY22/23 ANNUAL WELLNESS DOLLARS RE… Annual Wellness Dollar Reimb… 101-1004-50252 200.00 FLORES, TANIA 210530 06/13-12/16/22 - TUITION REIMB T.FLORES Training & Education/MOU 101-1004-60322 155.57 HANSEN, DIANNE 210533 03-03-03/17/23 - TUITION REIMB D.HANS… Training & Education/MOU 101-1004-60322 275.00 EISENHOWER MEDICAL CENTER 210527 02/2023 - SEXUAL ASSULAT EXAM LA2303… Sexual Assault Exam Fees 101-2001-60193 1,200.00 OCEAN SPRINGS TECH INC 210546 03/2023 - LQ SPLASH PAD MAINTENANCE LQ Park Water Feature 101-3005-60554 843.00 COACHELLA VALLEY WATER DI… 210523 03/15/23 - WATER SERVICE Water -Desert Pride - Utilities 101-3005-61206 66.13 COACHELLA VALLEY WATER DI… 210523 03/15/23 - WATER SERVICE PM 10 - Dust Control 101-7006-60146 40.80 COACHELLA VALLEY WATER DI… 210523 03/22/23 - WATER SERVICE Water - Utilities 101-2002-61200 139.84 COACHELLA VALLEY WATER DI… 210523 03/22/23 - WATER SERVICE Water -Eisenhower Park - Utilit… 101-3005-61203 38.68 COACHELLA VALLEY WATER DI… 210523 03/22/23 - WATER SERVICE Water -Velasco Park - Utilities 101-3005-61205 38.68 NASH SOURIAL, DDS, INC 210545 03/27/23 - REFUND BUSINESS LICENSE LIC… Over Payments, AR Policy 101-0000-20330 107.00 ROADPOST USA INC. 210554 03/23-04/22/23 - EOC SATELLITE PHONES Mobile/Cell Phones/Satellites 101-2002-61304 200.85 JOHNSTONE SUPPLY 210537 03/16/23 - FS #32 HVAC REPAIRS Materials/Supplies 101-3008-60431 4,018.85 Fund 101 - GENERAL FUND Total: 113,293.34
Fund: 201 - GAS TAX FUND
TOPS' N BARRICADES INC 210559 03/21/23 - TRAFFIC CONTROL SIGNS Traffic Control Signs 201-7003-60429 280.44 TOPS' N BARRICADES INC 210559 03/21/23 - TRAFFIC CONTROL SIGNS Traffic Control Signs 201-7003-60429 237.62 TOPS' N BARRICADES INC 210559 03/21/23 - TEMPORARY PAVEMENT TAPE Traffic Control Signs 201-7003-60429 1,252.35 ZUMAR INDUSTRIES INC 210569 03/14/23 - TRAFFIC CONTROL SIGNS Traffic Control Signs 201-7003-60429 2,419.55 LOWE'S HOME IMPROVEMENT… 210541 02/14/23 - SUPPLIES FOR STREET STRIPING Street Striping 201-7003-60141 18.36 LOWE'S HOME IMPROVEMENT… 210541 02/21/23 - CONCRETE Materials/Supplies 201-7003-60431 74.34 LOWE'S HOME IMPROVEMENT… 210541 02/17/23 - SUPPLIES FOR SIDEWALK REPA… Materials/Supplies 201-7003-60431 111.48 LOWE'S HOME IMPROVEMENT… 210541 02/13/23 - PVC PARTS Materials/Supplies 201-7003-60431 79.97 LOWE'S HOME IMPROVEMENT… 210541 01/30/23 - SUPPLIES FOR SIDEWALK REPA… Materials/Supplies 201-7003-60431 101.94 LOWE'S HOME IMPROVEMENT… 210541 02/21/23 - SPRAY PAINT Paint/Legends 201-7003-60433 24.71 Fund 201 - GAS TAX FUND Total: 4,600.76
Fund: 202 - LIBRARY & MUSEUM FUND
FIRST CHOICE A/C & HEATING … 210528 03/17/23 - MUSEUM HVAC TUNE UP HVAC 202-3006-60667 1,759.00 COACHELLA VALLEY WATER DI… 210523 03/15/23 - WATER SERVICE Water - Utilities 202-3006-61200 216.04 PACIFIC WEST AIR CONDITION… 210550 02/27-02/28/23 - LIBRARY HVAC REPAIRS HVAC 202-3004-60667 2,628.09 PACIFIC WEST AIR CONDITION… 210550 02/28/23 - LIBRARY HVAC DIAGNOSTICS HVAC 202-3004-60667 845.00 PACIFIC WEST AIR CONDITION… 210550 3/20/23 - LIBRARY CHILLER REPAIRS HVAC 202-3004-60667 6,530.00 FRONTIER COMMUNICATIONS… 210531 03/13-04/12/23 - MUSEUM PHONE Telephone - Utilities 202-3006-61300 132.08 JOHNSTONE SUPPLY 210537 03/08/23 - LIBRARY HVAC REFRIGERANT HVAC 202-3004-60667 1,589.31 Fund 202 - LIBRARY & MUSEUM FUND Total: 13,699.52
Fund: 215 - LIGHTING & LANDSCAPING FUND
LANDMARK GOLF MANAGEM… 210539 02/2023 - SRR PERIMETER LANDSCAPE MA… SilverRock Way Landscape 215-7004-60143 5,287.00 TRI-STATE MATERIALS INC 210561 3/15/23 LANDSCAPE D.G FOR MADISON … Materials/Supplies 215-7004-60431 1,140.82 TRI-STATE MATERIALS INC 210561 3/13/23 LANDSCAPE BROWN RUBBLE FOR… Materials/Supplies 215-7004-60431 1,109.25 TRI-STATE MATERIALS INC 210561 3/13/23 LANDSCAPE BROWN RUBBLE FOR… Materials/Supplies 215-7004-60431 554.63 TRI-STATE MATERIALS INC 210561 3/13/23 LANDSCAPE BROWN RUBBLE FOR… Materials/Supplies 215-7004-60431 554.63 TRI-STATE MATERIALS INC 210561 3/13/23 LANDSCAPE BROWN RUBBLE FOR… Materials/Supplies 215-7004-60431 554.63 SPARKLETTS 210558 02/22/23 & 03/08/23 - DRINKING WATER Operating Supplies 215-7004-60420 190.61 CREATIVE LIGHTING & ELECTR… 210524 03/2023 - LIGHTING MAINTENANCE SERVI… Consultants 215-7004-60104 6,063.92 HIGH TECH IRRIGATION INC 210534 03/17/23 - WEED CONTROL SPRAY (4) Materials/Supplies 215-7004-60431 854.14 PWLC II, INC 210552 03/2023 - L&L MONTHLY MAINTENANCE Landscape Contract 215-7004-60112 58,574.00 LOWE'S HOME IMPROVEMENT… 210541 02/07/23 - SOCKET SET, GLOVES, SCREW … Materials/Supplies 215-7004-60431 191.03 LOWE'S HOME IMPROVEMENT… 210541 02/09/23 - SOCKET & SOCKET ADAPTER Tools/Equipment 215-7004-60432 71.25 FRONTIER COMMUNICATIONS… 210531 03/07-04/06/23 - PHONE SVC Electric - Utilities 215-7004-61116 132.22 FRONTIER COMMUNICATIONS… 210531 03/10-04/09/23 - PHONE SVC Electric - Utilities 215-7004-61116 56.01 IMPERIAL IRRIGATION DIST 210535 03/15/23 - ELECTRICITY SERVICE Electric - Utilities 215-7004-61116 425.13 IMPERIAL IRRIGATION DIST 210535 03/15/23 - ELECTRICITY SERVICE Electric - Medians - Utilities 215-7004-61117 24.68 COACHELLA VALLEY WATER DI… 210523 03/15/23 - WATER SERVICE Water - Medians - Utilities 215-7004-61211 3,530.54 COACHELLA VALLEY WATER DI… 210523 03/22/23 - WATER SERVICE Water - Medians - Utilities 215-7004-61211 5,207.30 DESERT ELECTRIC SUPPLY 210526 03/15/23 - LIGHTING POSTS Materials/Supplies 215-7004-60431 1,117.24 DESERT ELECTRIC SUPPLY 210526 03/22/23 - LED FLOOD LIGHTS (30) Materials/Supplies 215-7004-60431 2,430.51 Fund 215 - LIGHTING & LANDSCAPING FUND Total: 88,069.54 96 CLICK HERE to Return to Agenda
Demand Register Packet: APPKT03431 - 03/31/2023 JB
4/10/2023 3:01:27 PM Page 3 of 5
Vendor Name Payment Number Description (Item) Account Name Account Number Amount Fund: 270 - ART IN PUBLIC PLACES FUND
SIGNATURE SCULPTURE 210555 03/22/23 - STAN'S VISIONS INSTALLATION APP Maintenance 270-0000-60683 895.00 Fund 270 - ART IN PUBLIC PLACES FUND Total: 895.00
Fund: 401 - CAPITAL IMPROVEMENT PROGRAMS
SOLAR TRAFFIC CONTROLS LLC 210556 03/03/23 - ADAMS/FIRESTATION BEACONS Construction 401-0000-60188 1,124.26 ORTIZ ENTERPRISES INC. 210547 03/2023 - DUNE PALMS BRIDGE PROGRESS… Retention Payable 401-0000-20600 -49,443.65 ORTIZ ENTERPRISES INC. 210547 03/2023 - DUNE PALMS BRIDGE PROGRESS… Construction 401-0000-60188 988,873.00 URBAN HABITAT 210563 03/24/2023 - XPARK LANDSCAPE RETENTI… Retention Payable 401-0000-20600 27,138.51 AGUA CALIENTE BAND OF CA… 210516 03/24/23 - CULTURAL MONITORING DEPO… Construction 401-0000-60188 24,675.00 Fund 401 - CAPITAL IMPROVEMENT PROGRAMS Total: 992,367.12 Fund: 501 - FACILITY & FLEET REPLACEMENT
P&M CUSTOM UPHOLSTERY I… 210548 3/22/23 COUNCIL CHAMBER CHAIRS REU… City Bldg Repl/Repair 501-0000-71103 15,068.35 BMW MOTORCYCLES OF RIVE… 210520 01/13/23 - MOTORCYCLE REPAIR A1047 Motorcycle Repair & Mainten… 501-0000-60679 1,322.41 TOWER ENERGY GROUP 210560 03/01-03/15/23 - FUEL Fuel & Oil 501-0000-60674 5,077.93 PACIFIC MOBILE STRUCTURES, … 210549 04/2023 - PW TRAILER RENTAL Building Leases 501-0000-71032 3,088.51 Fund 501 - FACILITY & FLEET REPLACEMENT Total: 24,557.20 Fund: 502 - INFORMATION TECHNOLOGY
CHARTER COMMUNICATIONS … 210522 02/15-03/14/23 - WC CABLE (8105) Cable/Internet - Utilities 502-0000-61400 154.66 CHARTER COMMUNICATIONS … 210522 03/2023 - CH CABLE (4625) Cable/Internet - Utilities 502-0000-61400 175.81 TYLER TECHNOLOGIES 210562 11/2022 - BUILD & VALIDATE SERVICES Software Implementation/Enh… 502-0000-71049 7,446.25 CHARTER COMMUNICATIONS … 210522 03/10-04/09/23 - CH INTERNET (2546) Cable/Internet - Utilities 502-0000-61400 2,079.00 CHARTER COMMUNICATIONS … 210522 03/12-04/11/23 - CIYT YARD CABLE (4080) Cable/Internet - Utilities 502-0000-61400 81.77 VERIZON WIRELESS 210565 02/02-03/01/23 - BACKUP SERVER (2183) Cable/Internet - Utilities 502-0000-61400 66.17 VERIZON WIRELESS 210565 02/02-03/01/23 - CITY IPADS (5587) Cell/Mobile Phones 502-0000-61301 1,273.28 VERIZON WIRELESS 210565 02/02-03/01/23 - CITY CELL SVC (5496) Cell/Mobile Phones 502-0000-61301 3,040.62 CDW GOVERNMENT INC 210521 03/15/23 - CISCO MERAKI SUPPORT LIC 1 … Software Licenses 502-0000-60301 1,814.64 CDW GOVERNMENT INC 210521 3/22/23 CISCO MERAKI 3YR LIC FOR TALUS… Software Licenses 502-0000-60301 485.43 FRONTIER COMMUNICATIONS… 210531 03/12-04/11/23 - X-PARK INTERNET Cable/Internet - Utilities 502-0000-61400 904.11 Fund 502 - INFORMATION TECHNOLOGY Total: 17,521.74
Grand Total: 1,255,004.22
97 CLICK HERE to Return to Agenda
Demand Register Packet: APPKT03431 - 03/31/2023 JB
4/10/2023 3:01:27 PM Page 4 of 5
Fund Summary
Fund Expense Amount
101 - GENERAL FUND 113,293.34
201 - GAS TAX FUND 4,600.76
202 - LIBRARY & MUSEUM FUND 13,699.52
215 - LIGHTING & LANDSCAPING FUND 88,069.54
270 - ART IN PUBLIC PLACES FUND 895.00
401 - CAPITAL IMPROVEMENT PROGRAMS 992,367.12
501 - FACILITY & FLEET REPLACEMENT 24,557.20
502 - INFORMATION TECHNOLOGY 17,521.74
Grand Total: 1,255,004.22
Account Summary
Account Number Account Name Expense Amount
101-0000-20304 Sales Taxes Payable -66.06
101-0000-20330 Over Payments, AR Policy 107.00
101-1002-60101 Contract Services - Admini… 3,500.00
101-1004-50252 Annual Wellness Dollar Re… 740.00
101-1004-60322 Training & Education/MOU 430.57
101-1005-60103 Professional Services 4,803.00
101-2001-60174 Blood/Alcohol Testing 303.86
101-2001-60193 Sexual Assault Exam Fees 1,200.00
101-2002-60112 Landscape Contract 1,510.00
101-2002-61200 Water - Utilities 1,109.85
101-2002-61304 Mobile/Cell Phones/Satell… 344.40
101-2002-61400 Cable/Internet - Utilities 136.30
101-3002-60420 Operating Supplies 671.61
101-3003-60149 Community Experiences 8,117.00
101-3005-60117 Civic Center Lake Mainten… 2,095.67
101-3005-60189 SilverRock Lake Maintena… 1,350.00
101-3005-60431 Materials/Supplies 171.31
101-3005-60432 Tools/Equipment 136.23
101-3005-60554 LQ Park Water Feature 843.00
101-3005-61201 Water -Monticello Park - … 1,626.09
101-3005-61202 Water - Civic Center Park -… 886.56
101-3005-61203 Water -Eisenhower Park -… 38.68
101-3005-61204 Water -Fritz Burns Park - … 191.23
101-3005-61205 Water -Velasco Park - Utili… 38.68
101-3005-61206 Water -Desert Pride - Utili… 66.13
101-3005-61208 Water -Seasons Park - Util… 27.05
101-3005-61209 Water -Community Park -… 1,188.76
101-3007-60461 Marketing & Tourism Pro… 68,985.52
101-3008-60115 Janitorial 275.50
101-3008-60123 Security & Alarm 162.00
101-3008-60431 Materials/Supplies 8,302.43
101-3008-61200 Water - Utilities 93.67
101-7002-60183 Map/Plan Checking 1,855.00
101-7003-60420 Operating Supplies 370.99
101-7003-60432 Tools/Equipment 1,405.53
101-7006-60146 PM 10 - Dust Control 275.78
201-7003-60141 Street Striping 18.36
201-7003-60429 Traffic Control Signs 4,189.96
201-7003-60431 Materials/Supplies 367.73
201-7003-60433 Paint/Legends 24.71
202-3004-60667 HVAC 11,592.40
202-3006-60667 HVAC 1,759.00
202-3006-61200 Water - Utilities 216.04
202-3006-61300 Telephone - Utilities 132.08
215-7004-60104 Consultants 6,063.92
215-7004-60112 Landscape Contract 58,574.00
215-7004-60143 SilverRock Way Landscape 5,287.00
98 CLICK HERE to Return to Agenda
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4/10/2023 3:01:27 PM Page 5 of 5
Account Summary
Account Number Account Name Expense Amount
215-7004-60420 Operating Supplies 190.61
215-7004-60431 Materials/Supplies 8,506.88
215-7004-60432 Tools/Equipment 71.25
215-7004-61116 Electric - Utilities 613.36
215-7004-61117 Electric - Medians - Utiliti… 24.68
215-7004-61211 Water - Medians - Utilities 8,737.84
270-0000-60683 APP Maintenance 895.00
401-0000-20600 Retention Payable -22,305.14
401-0000-60188 Construction 1,014,672.26
501-0000-60674 Fuel & Oil 5,077.93
501-0000-60679 Motorcycle Repair & Main… 1,322.41
501-0000-71032 Building Leases 3,088.51
501-0000-71103 City Bldg Repl/Repair 15,068.35
502-0000-60301 Software Licenses 2,300.07
502-0000-61301 Cell/Mobile Phones 4,313.90
502-0000-61400 Cable/Internet - Utilities 3,461.52
502-0000-71049 Software Implementation… 7,446.25
Grand Total: 1,255,004.22
Project Account Summary
Project Account Key Project Account Name Project Name Expense Amount **None** **None** **None** 245,862.22
111205CT Construction Expense Dune Palms Bridge Imp/BRLKS-5433(014) 1,013,548.00 111205RP Retention Payable Dune Palms Bridge Imp/BRLKS-5433(014) -49,443.65 201603RP Retention Payable La Quinta Landscape Renovation Improvement27,138.51 201804E Landscape & Lighting Median Island … Landscape & Lighting Median Island Improvements 3,913.96 2223TMICT Construction Expense FY22/23 Traffic Maintenance Improvements 1,124.26 CONCERTE Concert Expense Master Account for all SRR Concert Series 8,117.00 CSA152E CSA 152 Expenses CSA 152 Project Tracking 831.92 STVRE Short Term Vacation Rental Expense Short Term Vacation Rental Tracking 3,750.00 XPARKE X Park Expenses X Park 162.00
Grand Total: 1,255,004.22
*Project codes are generally used to track Capital Improvement Program (CIP) projects, other large public works projects, developer deposits, or city-wide events. Normal operational expenditures are not project coded and, therefore, will report as "none" in this section. 99 CLICK HERE to Return to Agenda
4/10/2023 2:59:20 PM Page 1 of 5
Demand Register
City of La Quinta Packet: APPKT03439 - 04/07/2023 JB
Vendor Name Payment Number Description (Item) Account Name Account Number Amount Fund: 101 - GENERAL FUND
GIZMO BEACH 210590 03/15/23 - LQ GOLF TOUR WEBSITE UPDA… Community Experiences 101-3003-60149 215.00 UNITED WAY OF THE DESERT 210621 CONTRIBUTION United Way Deductions 101-0000-20981 37.00 GALLS LLC 210589 03/24/23 - COP UNIFORMS LQ Police Volunteers 101-2001-60109 60.85 PALMS TO PINES PRINTING 210604 03/31/23 - POLO SHIRTS FOR STAFF/COU… Promotional Items 101-3007-60134 570.70 FROSTY'S AIR CONDITIONING … 210588 8/9/22 - FINAL PAYMENT FS #70 HVAC INS… Maintenance/Services 101-2002-60691 7,350.00 FROSTY'S AIR CONDITIONING … 210588 03/24/23 - OLD 32 MINI SPLIT INSTALL HVAC 101-3008-60667 3,000.00 BOYS & GIRLS CLUB OF COACH… 210573 04/01-06/30/23 - JOINT FACILITY USE Boys & Girls Club 101-3001-60135 10,000.00 PAX FITNESS REPAIR 210606 03/2023 - FITNESS EQUIPMENT MAINTEN… Operating Supplies 101-3002-60420 275.00 CHURCH AT THE RED DOOR P… 210575 03/28/23 - SRR PARK RENTAL DEPOSIT RE… Miscellaneous Deposits 101-0000-22830 500.00 VIELHARBER, KAREN 210622 03/31/23 - GENTLE YOGA DI CLASSES Instructors 101-3002-60107 63.70 SHIRY, TERESA 210612 03/31/23 - BALLROOM BEGINNING CLASS… Instructors 101-3002-60107 110.25 RUDY, LORI A 210611 03/31/23 - ESSENTIAL FITNESS DI CLASSES Instructors 101-3002-60107 92.40 WELLNESS WORKS 210625 03/2023 - EAP SERVICES Consultants/Employee Services 101-1004-60104 382.80 DESERT CONCEPTS CONSTRUC… 210582 3/30/23 - REPLACE POTS/IRRIGATION AT … Maintenance/Services 101-3005-60691 2,100.00 VINTAGE ASSOCIATES 210623 03/2023 - PARK MAINTENANCE Landscape Contract 101-3005-60112 60,804.00 VINTAGE ASSOCIATES 210623 03/14/23 - EMERGENCY TREE REMOVAL A… Maintenance/Services 101-3005-60691 1,650.00 BANK OF NEW YORK MELLON 210571 12/1/22-02/28/23 - BANK FEES Administration 101-1006-60102 2,667.60 CIVICPLUS, LLC 210576 03/29/23 - LQ MUNICIPAL CODE CODIFIC… Professional Services 101-1005-60103 225.18 ODP BUSINESS SOLUTIONS, LLC 210601 03/15/23 - WIRELESS KEYBOARD & MOUSE Office Supplies 101-1005-60400 40.31 ODP BUSINESS SOLUTIONS, LLC 210601 03/16/23 - ADJUSTABLE LAPTOP STAND Office Supplies 101-1005-60400 43.49 ODP BUSINESS SOLUTIONS, LLC 210601 03/24/23 - TONER FOR PRINTER Supplies - Field 101-6004-60425 504.76 TECHNOGYM USA CORP 210617 06/01/22-05/01/2023 - TECHNOGYM MY… Operating Supplies 101-3002-60420 4,893.75 CONSOLIDATED ELECTRICAL DI… 210578 03/23/23 - ELECTRICAL PARTS FOR CH Materials/Supplies 101-3008-60431 92.72 CONSOLIDATED ELECTRICAL DI… 210578 03/28/23 - ELECTRICAL PARTS FOR COUNC… Materials/Supplies 101-3008-60431 463.60 STAPLES ADVANTAGE 210615 02/14/23 - CITY WIDE PRINTING PAPER Forms, Copier Paper 101-1007-60402 217.70 AT&T 210570 02/14-02/28/23 - POLICE GPS TRACKING L… Telephone - Utilities 101-2001-61300 500.00 WOOD, RUSSELL DAVID 210626 02/20/23 - POLICE TOW LA230510023 Sheriff - Other 101-2001-60176 1,131.25 KUSTOM SIGNALS INC 210598 SALES TAXES Special Enforcement Funds 101-2001-60175 534.92 KUSTOM SIGNALS INC 210598 3/31/23 - POLICE LASER EQUIPMENT FOR… Special Enforcement Funds 101-2001-60175 7,022.22 ROBERT HALF 210609 01/13/23 - TEMP AGENCY SERVICES C.HIC… Temporary Agency Services 101-2002-60125 1,660.80 ROBERT HALF 210609 03/20/23 - CONVERISON FEE T.SUDAKOFF Temporary Agency Services 101-6006-60125 4,730.00 ROBERT HALF 210609 03/17/23 - TEMP AGENCY SERVCES T.SUD… Temporary Agency Services 101-6006-60125 547.82 COURTMASTER SPORTS, INC. 210579 12/27/22 - PICKLEBALL NETS FOR FB PARK… Sales Taxes Payable 101-0000-20304 -175.00 COURTMASTER SPORTS, INC. 210579 12/27/22 - PICKLEBALL NETS FOR FB PARK Materials/Supplies 101-3005-60431 2,175.00 STERICYCLE, INC 210616 03/03/23 - POLICE SHRED LQ Police Volunteers 101-2001-60109 19.25 FEDEX 210585 03/15/23 - OVERNIGHT MAIL Postage 101-1007-60470 23.26 PAUL ASSOCIATES 210605 03/21/23 - SHERIFF RECEIPT BOOKS (25) Sheriff - Other 101-2001-60176 1,081.78 SILVERROCK RESORT 210614 10/1/22-03/31/23 - 2ND & 3RD QUARTER … Sales Taxes Payable 101-0000-20304 294.00 VISIT GREATER PALM SPRINGS 210624 FY 22/23 Q4 CITY FUNDING VGPS - Visit Greater Palm Spri… 101-3007-60151 80,789.77 IMPERIAL IRRIGATION DIST 210596 04/04/23 - ELECTRICITY SERVICE Electricity - Utilities 101-2002-61101 1,754.20 IMPERIAL IRRIGATION DIST 210596 04/04/23 - ELECTRICITY SERVICE Electric - Monticello Park - Utili… 101-3005-61102 13.13 IMPERIAL IRRIGATION DIST 210596 04/04/23 - ELECTRICITY SERVICE Electric - Civic Center Park - Uti… 101-3005-61103 2,007.28 IMPERIAL IRRIGATION DIST 210596 04/04/23 - ELECTRICITY SERVICE Electric - Fritz Burns Park - Utili… 101-3005-61105 1,614.66 IMPERIAL IRRIGATION DIST 210596 04/04/23 - ELECTRICITY SERVICE Electric - Sports Complex - Utili… 101-3005-61106 4,782.27 IMPERIAL IRRIGATION DIST 210596 04/04/23 - ELECTRICITY SERVICE Electric - Colonel Paige - Utiliti… 101-3005-61108 743.73 IMPERIAL IRRIGATION DIST 210596 04/04/23 - ELECTRICITY SERVICE Electric - Community Park - Util… 101-3005-61109 6,945.80 IMPERIAL IRRIGATION DIST 210596 04/04/23 - ELECTRICITY SERVICE Electric - Adams Park - Utilities 101-3005-61110 35.39 IMPERIAL IRRIGATION DIST 210596 04/04/23 - ELECTRICITY SERVICE Electric - Velasco Park - Utilities 101-3005-61111 14.09 IMPERIAL IRRIGATION DIST 210596 04/04/23 - ELECTRICITY SERVICE Electric - Eisenhower Park - Util… 101-3005-61113 19.02 IMPERIAL IRRIGATION DIST 210596 04/04/23 - ELECTRICITY SERVICE Electric - Desert Pride - Utilities 101-3005-61114 12.98 IMPERIAL IRRIGATION DIST 210596 04/04/23 - ELECTRICITY SERVICE Electricity - Utilities 101-3008-61101 14,144.58 COACHELLA VALLEY WATER DI… 210577 04/03/23 - WATER SERVICE Water -Pioneer Park - Utilities 101-3005-61207 196.00 FIRST CHOICE A/C & HEATING … 210587 03/22/23 - FS #70 HVAC REPAIRS Maintenance/Services 101-2002-60691 3,734.00 100 CLICK HERE to Return to Agenda
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Vendor Name Payment Number Description (Item) Account Name Account Number Amount GOVOS, INC. 210591 04/2023 - STVR PERMITTING SOFTWARE Professional Services 101-1005-60103 3,820.00 DELGADO AGUILERA, JOSE A 210581 FY22/23 ANNUAL WELLNESS DOLLARS RE… Annual Wellness Dollar Reimb… 101-1004-50252 195.74 BERUMEN, ALFRED 210572 FY 22/23 ANNUAL WELLNESS DOLLARS RE… Annual Wellness Dollar Reimb… 101-1004-50252 200.00 DISH NETWORK 210584 02/22-04/21/23 - EOC CABLE Cable/Internet - Utilities 101-2002-61400 211.40 OCEAN SPRINGS TECH INC 210600 3/24/23 REPLACE CAT/ROLA-CHEM COM… Fritz Burns Pool Maintenance 101-3005-60184 142.39 IMPERIAL IRRIGATION DIST 210596 04/03/23 - ELECTRICITY SERVICE Electric - SilverRock Event Site -… 101-3005-61115 2,855.21 COACHELLA VALLEY WATER DI… 210577 04/03/23 - WATER SERVICE Water -Fritz Burns Park - Utiliti… 101-3005-61204 1,639.01 COACHELLA VALLEY WATER DI… 210577 04/03/23 - WATER SERVICE Water - Utilities 101-3008-61200 702.16 DESERT ELECTRIC SUPPLY 210583 03/28/23 - REGRESSED LIGHTS FOR COUN… Materials/Supplies 101-3008-60431 1,123.29 JOHNSTONE SUPPLY 210597 03/21/23 - HVAC AIR FILTERS FOR CH HVAC 101-3008-60667 64.27 RIVERSIDE COUNTY SHERIFF D… 210608 01/12-02/08/23 - BP #8 POLICE SERVICE Sheriff Patrol 101-2001-60161 660,650.24 RIVERSIDE COUNTY SHERIFF D… 210608 01/12-02/08/23 - BP #8 POLICE SERVICE Police Overtime 101-2001-60162 20,587.00 RIVERSIDE COUNTY SHERIFF D… 210608 01/12-02/08/23 - BP #8 POLICE SERVICE Target Team 101-2001-60163 144,566.00 RIVERSIDE COUNTY SHERIFF D… 210608 01/12-02/08/23 - BP #8 POLICE SERVICE Community Services Officer 101-2001-60164 58,882.81 RIVERSIDE COUNTY SHERIFF D… 210608 01/12-02/08/23 - BP #8 POLICE SERVICE Special Enforcement/City Spec… 101-2001-60165 90,169.95 RIVERSIDE COUNTY SHERIFF D… 210608 01/12-02/08/23 - BP #8 POLICE SERVICE Gang Task Force 101-2001-60166 16,132.80 RIVERSIDE COUNTY SHERIFF D… 210608 01/12-02/08/23 - BP #8 POLICE SERVICE Narcotics Task Force 101-2001-60167 15,124.50 RIVERSIDE COUNTY SHERIFF D… 210608 01/12-02/08/23 - BP #8 POLICE SERVICE Motor Officer 101-2001-60169 121,382.55 RIVERSIDE COUNTY SHERIFF D… 210608 01/12-02/08/23 - BP #8 POLICE SERVICE Dedicated Sargeants 101-2001-60170 43,254.65 RIVERSIDE COUNTY SHERIFF D… 210608 01/12-02/08/23 - BP #8 POLICE SERVICE Dedicated Lieutenant 101-2001-60171 25,091.20 RIVERSIDE COUNTY SHERIFF D… 210608 01/12-02/08/23 - BP #8 POLICE SERVICE Sheriff - Mileage 101-2001-60172 29,421.22 RIVERSIDE COUNTY SHERIFF D… 210608 01/12-02/08/23 - BP #8 POLICE SERVICE Special Enforcement Funds 101-2001-60175 1,348.65 HDL COREN & CONE 210592 01/01-03/31/23 - PROPERTY TAX CONTRA… Consultants 101-1006-60104 4,909.25 HINDERLITER DE LLAMAS & AS… 210595 01/01-03/31/23 - AUDIT & SALES TAX CO… Consultants 101-1006-60104 2,702.97 Fund 101 - GENERAL FUND Total: 1,477,890.27
Fund: 201 - GAS TAX FUND
UNDERGROUND SERVICE ALERT 210620 04/01/2023 - DIG ALERT SERVICES Materials/Supplies 201-7003-60431 55.50 IMPERIAL IRRIGATION DIST 210596 04/03/23 - ELECTRICITY SERVICE Electricity - Utilities 201-7003-61101 841.56 Fund 201 - GAS TAX FUND Total: 897.06
Fund: 202 - LIBRARY & MUSEUM FUND
OFFICE OF ECONOMIC DEVEL… 210602 07/01-09/30/22 - QTR 1 MAKERSPACE CO… Makerspace Operations 202-3009-60105 40,878.87 OFFICE OF ECONOMIC DEVEL… 210602 07/01-09/30/22 - QTR 1 MUSEUM CONTR… Museum Operations 202-3006-60105 66,300.22 VINTAGE ASSOCIATES 210623 03/2023 - PARK MAINTENANCE Landscape Contract 202-3004-60112 869.00 VINTAGE ASSOCIATES 210623 03/2023 - PARK MAINTENANCE Landscape Contract 202-3006-60112 181.00 IMPERIAL IRRIGATION DIST 210596 04/04/23 - ELECTRICITY SERVICE Electricity - Utilities 202-3004-61101 3,650.20 IMPERIAL IRRIGATION DIST 210596 04/04/23 - ELECTRICITY SERVICE Electricity - Utilities 202-3006-61101 864.57 PACIFIC WEST AIR CONDITION… 210603 12/14/22 - LIBRARY HVAC REPAIRS HVAC 202-3004-60667 1,014.00 PACIFIC WEST AIR CONDITION… 210603 12/19/22 - LIBRARY HVAC REPAIRS HVAC 202-3004-60667 845.00 PACIFIC WEST AIR CONDITION… 210603 12/22/22 - LIBRARY HVAC REPAIRS HVAC 202-3004-60667 1,352.00 PACIFIC WEST AIR CONDITION… 210603 01/09/23 - LIBRARY HVAC REPAIRS HVAC 202-3004-60667 845.00 PACIFIC WEST AIR CONDITION… 210603 01/06/23 - LIBRARY HVAC REPAIRS HVAC 202-3004-60667 1,262.95 Fund 202 - LIBRARY & MUSEUM FUND Total: 118,062.81
Fund: 212 - SLESA (COPS) FUND
RIVERSIDE COUNTY SHERIFF D… 210608 01/12-02/08/23 - BP #8 POLICE SERVICE COPS Robbery Prevention 212-0000-60178 4,282.55 Fund 212 - SLESA (COPS) FUND Total: 4,282.55
Fund: 215 - LIGHTING & LANDSCAPING FUND
LANDMARK GOLF MANAGEM… 210599 07/2022 - SRR PERIMETER LANDSCAPE MA… SilverRock Way Landscape 215-7004-60143 5,278.00 TRI-STATE MATERIALS INC 210618 3/21/23 LANDSCAPE BROWN RUBBLE FOR… Materials/Supplies 215-7004-60431 7,132.83 TRI-STATE MATERIALS INC 210618 3/22/23 LANDSCAPE BROWN RUBBLE FOR… Materials/Supplies 215-7004-60431 462.19 TRI-STATE MATERIALS INC 210618 3/22/23 LANDSCAPE BROWN RUBBLE FOR… Materials/Supplies 215-7004-60431 462.19 TRI-STATE MATERIALS INC 210618 3/22/23 LANDSCAPE BRWON RUBBLE FOR… Materials/Supplies 215-7004-60431 462.19 TRI-STATE MATERIALS INC 210618 3/22/23 LANDSCAPE BROWN RUBBLE FOR… Materials/Supplies 215-7004-60431 462.19 TRI-STATE MATERIALS INC 210618 3/24/23 LANDSCAPE D.G FOR MADISON … Materials/Supplies 215-7004-60431 1,043.36 VINTAGE ASSOCIATES 210623 03/2023 - PARK MAINTENANCE Landscape Contract 215-7004-60112 11,331.00 VINTAGE ASSOCIATES 210623 03/17/23 - PALM TREE REMOVAL Palm Trees 215-7004-60673 2,800.00 STAPLES ADVANTAGE 210615 08/31/22 - CRATES & FIRST AID KIT Operating Supplies 215-7004-60420 211.54 STAPLES ADVANTAGE 210615 12/23/22 - DISINFECTING WIPES Operating Supplies 215-7004-60420 19.55 STAPLES ADVANTAGE 210615 12/23/22 - COFFEE SUPPLIES Operating Supplies 215-7004-60420 131.57 HIGH TECH IRRIGATION INC 210594 03/30/23 - WEED BARRIER & IRRIGATION … Materials/Supplies 215-7004-60431 301.31 101 CLICK HERE to Return to Agenda
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Vendor Name Payment Number Description (Item) Account Name Account Number Amount PWLC II, INC 210607 01/17-01/18/23 - PLANT REPLACEMENT A… Maintenance/Services 215-7004-60691 1,824.00 PWLC II, INC 210607 3/20-3/24/23 - GROUND COVER REPLACE… Maintenance/Services 215-7004-60691 6,080.00 PWLC II, INC 210607 3/27-3/31/23 GROUND COVER REPLACEM… Maintenance/Services 215-7004-60691 6,992.00 IMPERIAL IRRIGATION DIST 210596 04/03/23 - ELECTRICITY SERVICE Electric - Utilities 215-7004-61116 6,522.14 IMPERIAL IRRIGATION DIST 210596 04/03/23 - ELECTRICITY SERVICE Electric - Medians - Utilities 215-7004-61117 2,826.79 COACHELLA VALLEY WATER DI… 210577 04/03/23 - WATER SERVICE Water - Medians - Utilities 215-7004-61211 4,655.88 DESERT ELECTRIC SUPPLY 210583 03/30/23 - LED LIGHT BUBLS (19) Materials/Supplies 215-7004-60431 1,332.54 Fund 215 - LIGHTING & LANDSCAPING FUND Total: 60,331.27 Fund: 221 - AB 939 - CALRECYCLE FUND
PALMS TO PINES PRINTING 210604 3/28/23 SHIRTS FOR RECYCLE CLUB AT BE… AB 939 Recycling Solutions 221-0000-60127 663.57 Fund 221 - AB 939 - CALRECYCLE FUND Total: 663.57
Fund: 235 - SO COAST AIR QUALITY FUND
IMPERIAL IRRIGATION DIST 210596 04/03/23 - ELECTRICITY SERVICE Electricity - Utilities 235-0000-61101 1,806.86 Fund 235 - SO COAST AIR QUALITY FUND Total: 1,806.86
Fund: 241 - HOUSING AUTHORITY
CAHA, BECKY 210574 03/29/23 - LQ MUNICIPAL CODE CODIFIC… Professional Services 241-9101-60103 5,225.00 Fund 241 - HOUSING AUTHORITY Total: 5,225.00
Fund: 270 - ART IN PUBLIC PLACES FUND
SIGNATURE SCULPTURE 210613 03/25/23 - RAM SKULL INSTALLATION AT L… APP Maintenance 270-0000-60683 2,495.00 Fund 270 - ART IN PUBLIC PLACES FUND Total: 2,495.00
Fund: 401 - CAPITAL IMPROVEMENT PROGRAMS
HERMANN DESIGN GROUP INC 210593 02/2023 - CACTUS FLOWER LANDSCAPE A… Design 401-0000-60185 12,220.50 HERMANN DESIGN GROUP INC 210593 02/2023 - DESERT PRIDE LANDSCAPE ARC… Design 401-0000-60185 375.00 HERMANN DESIGN GROUP INC 210593 02/2023 - MARBELLA/SIERRA DEL REY LA… Design 401-0000-60185 787.50 DDL TRAFFIC INC. 210580 03/27/23 - BBS SYSTEM FOR AIRPORT & … Construction 401-0000-60188 16,984.48 Fund 401 - CAPITAL IMPROVEMENT PROGRAMS Total: 30,367.48 Fund: 501 - FACILITY & FLEET REPLACEMENT
FIESTA FORD LINCOLN MERCU… 210586 1/12/23 - 2015 FORD EXPLORER REPAIRS V… Vehicle Repair & Maintenance 501-0000-60676 3,879.92 RODRIGUEZ UPHOLSTERY 210610 03/10/23 - REUPHOLSTER CH CHAIRS (4) Furniture 501-0000-71020 3,400.00 Fund 501 - FACILITY & FLEET REPLACEMENT Total: 7,279.92 Fund: 502 - INFORMATION TECHNOLOGY
TRITON TECHNOLOGY SOLUTI… 210619 4/1/23 - CHAMBER AV SYSTEM MAINT Maintenance Agreements 502-0000-60300 2,334.00 Fund 502 - INFORMATION TECHNOLOGY Total: 2,334.00
Grand Total: 1,711,635.79
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Fund Summary
Fund Expense Amount
101 - GENERAL FUND 1,477,890.27
201 - GAS TAX FUND 897.06
202 - LIBRARY & MUSEUM FUND 118,062.81
212 - SLESA (COPS) FUND 4,282.55
215 - LIGHTING & LANDSCAPING FUND 60,331.27
221 - AB 939 - CALRECYCLE FUND 663.57
235 - SO COAST AIR QUALITY FUND 1,806.86
241 - HOUSING AUTHORITY 5,225.00
270 - ART IN PUBLIC PLACES FUND 2,495.00
401 - CAPITAL IMPROVEMENT PROGRAMS 30,367.48
501 - FACILITY & FLEET REPLACEMENT 7,279.92
502 - INFORMATION TECHNOLOGY 2,334.00
Grand Total: 1,711,635.79
Account Summary
Account Number Account Name Expense Amount
101-0000-20304 Sales Taxes Payable 119.00
101-0000-20981 United Way Deductions 37.00
101-0000-22830 Miscellaneous Deposits 500.00
101-1004-50252 Annual Wellness Dollar Re… 395.74
101-1004-60104 Consultants/Employee Se… 382.80
101-1005-60103 Professional Services 4,045.18
101-1005-60400 Office Supplies 83.80
101-1006-60102 Administration 2,667.60
101-1006-60104 Consultants 7,612.22
101-1007-60402 Forms, Copier Paper 217.70
101-1007-60470 Postage 23.26
101-2001-60109 LQ Police Volunteers 80.10
101-2001-60161 Sheriff Patrol 660,650.24
101-2001-60162 Police Overtime 20,587.00
101-2001-60163 Target Team 144,566.00
101-2001-60164 Community Services Offic… 58,882.81
101-2001-60165 Special Enforcement/City … 90,169.95
101-2001-60166 Gang Task Force 16,132.80
101-2001-60167 Narcotics Task Force 15,124.50
101-2001-60169 Motor Officer 121,382.55
101-2001-60170 Dedicated Sargeants 43,254.65
101-2001-60171 Dedicated Lieutenant 25,091.20
101-2001-60172 Sheriff - Mileage 29,421.22
101-2001-60175 Special Enforcement Funds 8,905.79
101-2001-60176 Sheriff - Other 2,213.03
101-2001-61300 Telephone - Utilities 500.00
101-2002-60125 Temporary Agency Servic… 1,660.80
101-2002-60691 Maintenance/Services 11,084.00
101-2002-61101 Electricity - Utilities 1,754.20
101-2002-61400 Cable/Internet - Utilities 211.40
101-3001-60135 Boys & Girls Club 10,000.00
101-3002-60107 Instructors 266.35
101-3002-60420 Operating Supplies 5,168.75
101-3003-60149 Community Experiences 215.00
101-3005-60112 Landscape Contract 60,804.00
101-3005-60184 Fritz Burns Pool Maintena… 142.39
101-3005-60431 Materials/Supplies 2,175.00
101-3005-60691 Maintenance/Services 3,750.00
101-3005-61102 Electric - Monticello Park -… 13.13
101-3005-61103 Electric - Civic Center Park… 2,007.28
101-3005-61105 Electric - Fritz Burns Park -… 1,614.66
101-3005-61106 Electric - Sports Complex -… 4,782.27
101-3005-61108 Electric - Colonel Paige - U… 743.73
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Account Summary
Account Number Account Name Expense Amount
101-3005-61109 Electric - Community Park … 6,945.80
101-3005-61110 Electric - Adams Park - Util… 35.39
101-3005-61111 Electric - Velasco Park - Uti… 14.09
101-3005-61113 Electric - Eisenhower Park … 19.02
101-3005-61114 Electric - Desert Pride - Uti… 12.98
101-3005-61115 Electric - SilverRock Event… 2,855.21
101-3005-61204 Water -Fritz Burns Park - … 1,639.01
101-3005-61207 Water -Pioneer Park - Utili… 196.00
101-3007-60134 Promotional Items 570.70
101-3007-60151 VGPS - Visit Greater Palm … 80,789.77
101-3008-60431 Materials/Supplies 1,679.61
101-3008-60667 HVAC 3,064.27
101-3008-61101 Electricity - Utilities 14,144.58
101-3008-61200 Water - Utilities 702.16
101-6004-60425 Supplies - Field 504.76
101-6006-60125 Temporary Agency Servic… 5,277.82
201-7003-60431 Materials/Supplies 55.50
201-7003-61101 Electricity - Utilities 841.56
202-3004-60112 Landscape Contract 869.00
202-3004-60667 HVAC 5,318.95
202-3004-61101 Electricity - Utilities 3,650.20
202-3006-60105 Museum Operations 66,300.22
202-3006-60112 Landscape Contract 181.00
202-3006-61101 Electricity - Utilities 864.57
202-3009-60105 Makerspace Operations 40,878.87
212-0000-60178 COPS Robbery Prevention 4,282.55
215-7004-60112 Landscape Contract 11,331.00
215-7004-60143 SilverRock Way Landscape 5,278.00
215-7004-60420 Operating Supplies 362.66
215-7004-60431 Materials/Supplies 11,658.80
215-7004-60673 Palm Trees 2,800.00
215-7004-60691 Maintenance/Services 14,896.00
215-7004-61116 Electric - Utilities 6,522.14
215-7004-61117 Electric - Medians - Utiliti… 2,826.79
215-7004-61211 Water - Medians - Utilities 4,655.88
221-0000-60127 AB 939 Recycling Solutions 663.57
235-0000-61101 Electricity - Utilities 1,806.86
241-9101-60103 Professional Services 5,225.00
270-0000-60683 APP Maintenance 2,495.00
401-0000-60185 Design 13,383.00
401-0000-60188 Construction 16,984.48
501-0000-60676 Vehicle Repair & Mainte… 3,879.92
501-0000-71020 Furniture 3,400.00
502-0000-60300 Maintenance Agreements 2,334.00
Grand Total: 1,711,635.79
Project Account Summary
Project Account Key Project Account Name Project Name Expense Amount **None** **None** **None** 1,650,212.36
201603D Design Expense La Quinta Landscape Renovation Improvement13,383.00 201804E Landscape & Lighting Median Island … Landscape & Lighting Median Island Improvements 24,920.95 202216E General PW Maint - Desert Concepts General PW Maintenance - Desert Concepts 2,100.00 2223TMICT Construction Expense FY22/23 Traffic Maintenance Improvements 16,984.48 GOLFE Golf Tour Expense Golf Tour 215.00
STVRE Short Term Vacation Rental Expense Short Term Vacation Rental Tracking 3,820.00 Grand Total: 1,711,635.79
*Project codes are generally used to track Capital Improvement Program (CIP) projects, other large public works projects, developer deposits, or city-wide events. Normal operational expenditures are not project coded and, therefore, will report as "none" in this section. 104 CLICK HERE to Return to Agenda
City of La Quinta
Bank Transactions 3/27/2023 – 4/7/2023
Wire Transaction
Listed below are the wire transfers from 3/27/2023– 4/7/2023.

Wire Transfers:

03/31/2023 - WIRE TRANSFER - CALPERS $190.08
03/31/2023 - WIRE TRANSFER - CALPERS $514.52
03/31/2023 - WIRE TRANSFER - CALPERS $5,242.45
03/31/2023 - WIRE TRANSFER - CALPERS $13,042.28
03/31/2023 - WIRE TRANSFER - CALPERS $25,393.19
03/31/2023 - WIRE TRANSFER - MISSION SQUARE $5,962.28
04/03/2023 - WIRE TRANSFER - COLONIAL LIFE $7,944.86
04/04/2023 - WIRE TRANSFER - THE STANDARD $1,025.60
04/07/2023 - WIRE TRANSFER - CALPERS $124,852.80
04/07/2023 - WIRE TRANSFER - LANDMARK $245,787.16
TOTAL WIRE TRANSFERS OUT $429,955.22
ATTACHMENT 2
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106 CLICK HERE to Return to Agenda
City of La Quinta
CITY COUNCIL MEETING: April 18, 2023

STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 2 TO AGREEMENT FOR CONTRACT

SERVICES WITH DESERT RECREATION DISTRICT TO PROVIDE MANAGEMENT

AND OPERATION SERVICES FOR THE FRITZ BURNS POOL TO INCLUDE

ADDITIONAL PROGRAMMING, INCREASE COMPENSATION FOR FISCAL YEARS 2022/23 AND 2023/24, AND TO EXTEND THE TERM THROUGH FISCAL YEAR 2023/24

RECOMMENDATION
Approve Amendment No. 2 to Agreement for Contract Services with Desert Recreation District to provide management and operation services for the Fritz Burns Pool, to include additional programming, increase compensation for fiscal years 2022/23 and 2023/24, and to extend the term through fiscal year 2023/24; and authorize the City Manager to execute the Amendment.

EXECUTIVE SUMMARY
• In June 2021, the City entered into a one-year agreement with Desert Recreation District (DRD) to provide management and operation services for the Fritz Burns Pool (Pool) for $160,000.
• In June 2022, Amendment No. 1 was executed, extending the agreement for an additional one-year term for fiscal year (FY) 2022/23.
• Amendment No. 2 (Attachment 2) proposes to include additional programming and expanded hours of operation to the scope of work; in correlation, increase the compensation for FYs 2022/23 and 2023/24 to $200,000 for each year; and extends the term for one additional year through FY 2023/24.

FISCAL IMPACT
Revenues generated by the Pool offset the annual costs the City incurs for the contracted management and operations services. Initial Pool services cost was $160,000; due to expanded programs and staffing, operation costs have increased. Amendment No. 2 would increase the compensation for FYs 2022/23 and 2023/24 by $40,000 per year, for a total not to exceed annual amount of $200,000, which would allow expanded programs and services to continue in FY 2023/24. Funding is available in account no. 101-3003- BUSINESS SESSION ITEM NO. 1
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60184 and includes a 10% contingency to allow the City to respond to Pool user requests for additional services if needed.

BACKGROUND/ANALYSIS
In June 2021, the City entered into a one-year agreement with DRD to provide management and operation services for the Pool. The initial Pool services cost was $160,000 and included various pool programs, aquatic activities, and open/lap swim offered 4-5 days per week throughout the FY. City and DRD expanded the pool hours of operation and programming to accommodate the community’s requests for more pool activities.

In June 2022, Amendment No. 1 was executed, extending the agreement for an additional one-year term for FY 2022-23, with expanded hours of operations and programs as the City transitioned back to a full year of pool service post-COVID. As a result, staffing levels have increased due to more frequent use of the Pool. Staff is requesting increase in compensation of $40,000 for FY 2022/23 to account for the increase in staffing and programs. Staff is also requesting to extend the agreement with DRD for an additional one-year term for FY 2023/24 at the increased compensation of $200,000 to allow expanded operations and programs to continue. Additionally, the City is requesting DRD offer supplementary programs and activities while the splash pad at La Quinta Park is being renovated and water amenities will be limited during the summer months. City and DRD will continue to have regular check-ins to discuss the programs and services offered to the community.

ALTERNATIVES
Council may elect to modify and/or deny approval of this Amendment, however, this would interrupt Pool services and programs until another service provider is contracted.

Prepared by: Michael Calderon, Community Resources Analyst Approved by: Christina Calderon, Community Resources Manager Attachments: 1. DRD Pool Operations Proposal

2. Amendment No. 2 to Agreement for Contract Services with DRD 108 CLICK HERE to Return to Agenda
Date: March 27, 2023
To: Christina Calderon, Community Resources Manager
From: Maureen Archuleta, Community Services Supervisor
Subject: Swim & Water services at Fritz Burns Pool FY24 CC: Barb Adair, Assistant General Manager
Our vision is through a community collaborative approach, Desert Recreation District will provide quality, barrier-free and safe recreational activities that contribute to the overall wellness of the citizens of the Coachella Valley; encourage healthy lifestyles and positive out-of-school activities; and facilitate, coordinate and plan for recreation facilities and trails.

This letter of Intent reaffirms Desert Recreations District ’s interest in continuing our formal working partnership with your agency to operate Aquatic programs at Fritz Burns Pool. Based upon your feedback of the attached proposal, Desert Recreation District has provided you with estimates expense details.

Per Desert Recreation District Fees & Charges policy and Manual - pricing and cost recovery The District’s recreation services are designed to complement those available throughout the community in order that all residents have a reasonable opportunity to participate in recreation. For the development of the appropriate fee the following three distinct categories of program have been established: Full Subsidy, Merit Pricing, and Full Cost Recovery. This proposal falls into the Merit Pricing: Programs in this category are intended to provide broad community benefit but are offered largely as classes and activities and have many attributes of those offered in the private sector. The broader public benefit is achieved by targeting underserved or priority populations. Merit priced activities are expected to recover 50%-100% of direct program costs based on market conditions. These costs represent the expense directly related to delivery of the program, activity, or service. Direct costs include direct program staff, materials and supplies, and immediate administrative overhead (Aquatics Specialist).

ATTACHMENT 1
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Proposed Site: Fritz Burns Pool 78107 Avenue 52, La Quinta, CA 92253 Proposed Services:
• Lap Swim / Open Swim
• Senior Splash
• Water Aerobics
• Adult Swim lessons
• Free Swim days
Friday, June 9, 5-9 pm Community Swim
Monday, July 4th Veterans swim free
Saturday, April 13th & 20th Water Safety presentation
La Quinta residents will be given free admission for any open swim session whilst LQ Park splash pad is under renovations.
• Dive–In Movies
June 23rd, July 14th, and Aug 4th
• Youth, Infant, and Pre-School swim lessons (offered in summer months) • Ready Set Swim Jr. swim lessons year-round
• Seasonal Community Splash Parties
Saturday, September 16th,1-2:30 pm Mermaid Splash Party Friday, October 25th, 4-5:30 pm Floating Pumpkin Patch
Friday, December 6th, 3:30 -5:30 pm Poolside with Santa • A Pool Manager to provide direct supervision of DRD team members. • Swim Party Rentals
• Adaptive Lessons
Extended programming & services
Developing a Master Swim Program
Hooked on swimming recreation level - competitive swim program Spring Youth Swim Clinics
Spring Teen Friday Night Live Pool party
Operating Dates: July 1, 2023 – June 30, 2024
Proposed Operating Hours:

June, July, Aug, Sep: M-Th 9 am –7 pm / Fri & Sat 8 am – 2 pm & 4-9 pm Nov, Dec: M-Th 9 am – 1 pm
Oct, Jan, Feb, March, April, May : M-TH 9am – 1pm / Sat 8am-1pm Compensation for Services:

This proposal amount of One Hundred Eighty-Nine Thousand, Five Hundred and Six Dollars ($189,506.00) is an estimate based on the anticipated amount of revenues received, and the cost of the contract will not exceed $200,000.00 per fiscal year, in which the City agrees to reimburse Desert Recreation District (provider) one hundred percent (100%) of the net operating costs as provided in the Aquatic Program Service Account Detail. 110 CLICK HERE to Return to Agenda
Aquatic program service account detail
Estimated
Program Expenses
Staffing & Service Enhancement
$28,486.64
Total $28,486.64
Part-Time Salaries
Pool managers $38,141.36
Lifeguards $124,557.00
Swim Instructors $30,680.00
Instructors $17,688.00
Pool Cashier $4, 088.00
Total $215,154.36
Expenses
Materials & Supplies $3,800.00
Uniforms $1,390.00
Special Fees $ 3,612.00
Communication $1,200.00
Fleet $ 300.00
General Services $1,750.00
Minor Equipment $1,300.00
Office Supplies $1,600.00
Computer & Office Equipment $1,400.00
Travel & Professional Development $ 900.00
Total $17,252.00
Total Expenses & Salaries $260,893.00
Revenue
Open/ Lap Swim $12,496.00
Pool Rentals $ 1,610.00
Fitness Classes $22,468.00
Youth Lessons $19,375.00
Donated Registration $14,438.00
Concession $ 1,000.00
Total $71,387.00
Difference ($189,506.00)
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AMENDMENT NO. 2 TO AGREEMENT FOR CONTRACT SERVICES

WITH DESERT RECREATION DISTRICT
This Amendment No. 2 (“Amendment No. 2”) to Agreement for Contract Services ("Agreement”) is made and entered into as of the 18th day of April, 2023, ("Effective Date") by and between the CITY OF LA QUINTA ("City"), a California municipal corporation and DESERT RECREATION DISTRICT (DRD), a California special district (“Contracting Party”).

RECITALS
WHEREAS, on or about July 1, 2021, the City and DRD entered into an Agreement to provide services related to management and operations of Fritz Burns Pool, for a total not to exceed amount of $160,000. The term of the Agreement expired on June 30, 2022 (“Initial Term”); and
WHEREAS, on or about June 21, 2022, in accordance with Section 3.4 Term of the Agreement, the City and DRD executed Amendment No. 1 to extend the Term for one (1) additional one-year term from July 1, 2022 through June 30, 2023 (“Extended Term”); and
WHEREAS, in accordance with Section 3.4 Term of the Agreement, the City and DRD mutually agree to extend the term of the Agreement for one (1) additional one-year term from July 1, 2023, through June 30, 2024 (“Extended Term”); and WHEREAS, the City and DRD mutually agree to amend Section 1.1 Scope of Services to include additional services related to pool operations and expanded aquatic programs to be provided by DRD and as depicted in detail in amended “Exhibit A – Scope of Services;” and
WHEREAS, the City and DRD mutually agree, in correlation with the additional services to be provided by DRD, to amend Section 2.1 Contract Sum of the Agreement, as depicted in revised “Exhibit B – Schedule of Compensation,” and increase the Contract Sum for fiscal years 2023/24 and 2022/23 from $160,000 to $200,000 per year.

NOW THEREFORE, in consideration of the mutual covenant herein contained, the parties agree as follows:

AMENDMENT
In consideration of the foregoing Recitals and the covenants and promises hereinafter contained, and for good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, the parties hereto agree as follows:

ATTACHMENT 2
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1. Section 1.1 Scope of Services is amended to read as follows:

In compliance with all terms and conditions of this Agreement, Contracting Party shall provide those services related to management and operations of Fritz Burns Pool, as well as additional services related to pool operations and expanded aquatic programs, as specified in the “Scope of Services” attached hereto as revised “Exhibit A” and incorporated herein by this reference (the “Services”). Contracting Party represent and warrants that Contracting Party is a provider of first-class work and/or services and Contracting Party is experienced in performing the Services contemplated herein and, in light of such status and experience, Contracting Party covenants that it shall follow industry standards in performing the Services required hereunder, and that all materials, if any, will be of good quality, fit for the purpose intended. For purposes of this Agreement, the phrase “industry standards” shall mean those standards of practice recognized by one or more first-class firms performing similar services under similar circumstances.

2. Section 2.1 Contract Sum is amended to read as follows:

For the Services rendered pursuant to this Agreement, Contracting Party shall be compensated in accordance with revised “Exhibit B” (the “Schedule of Compensation”) in a total amount not to exceed One Hundred Sixty Thousand Dollars ($160,000) for fiscal years 2021/22, and Two Hundred Thousand Dollars ($200,000) for fiscal years 2022/23 and 2023/24 (the “Contract Sum”), except as provided in Section 1.7. The method of compensation set forth in the Schedule of Compensation may include a lump sum payment upon completion, payment in accordance with the percentage of completion of the Services, payment for time and materials based upon Contracting Party’s rate schedule, but not exceeding the Contract Sum, or such other reasonable methods as may be specified in the Schedule of Compensation. Regardless of the method of compensation set forth in the Schedule of Compensation, Contracting Party’s overall compensation shall not exceed the Contract Sum, except as provided in Section 1.7 of this Agreement.

3. Section 3.4 Term is amended to read as follows:

Unless earlier terminated in accordance with the provisions in Article 8.0 of this Agreement, the term of this agreement shall commence on July 1, 2021, and terminate on June 30, 2022 (“Initial Term”). The City and Contracting Party mutually agreed to extend the Term for one additional year from July 1, 2022 to June 30, 2023 and executed Amendment No. 1 on or about June 21, 2021 (“Extended Term”). The City and Contracting Party mutually agree to extend the Term for one more additional year from July 1, 2023 to June 30, 2024.

In all other respects, the original Agreement shall remain in effect. 114 CLICK HERE to Return to Agenda
IN WITNESS WHEREOF, the City and Consultant have executed this Amendment No. 2 to the Agreement on the respective dates set forth below.

CITY OF LA QUINTA DESERT RECREATION DISTRICT
a California municipal corporation a California Special District _______________________
JON McMILLEN, City Manager KEVIN KALMAN
City of La Quinta, California General Manager
Dated:__________________
ATTEST:

MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:

WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
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Exhibit A
Scope of Services
Contracting Party Responsibilities:
• Provide pool management and operations for Fritz Burns Pool located at 78060 Francis Hack Lane, including but not limited to, marketing and programming. • Must embody high quality standards, emphasize excellent customer services, and have ability to maintain consistently high standards while managing and operating Fritz Burns Pool.
• Shall meet and review with City staff, pool operations and associated expenses on a quarterly basis.
• Hire aquatic class instructors and provide all program equipment, materials, supplies, and tangible items needed.
• Responsible for hiring lifeguards and providing the required trainings, uniforms, and supplies.
• A reservation/pre-registration system for pool participation will be offered for participants to enjoy aquatic activities.
 Large pool will be divided into 6 sections by lane lines; maximum capacity will be 36 persons for large pool and 6 persons for small pool.  Lap swim will be offered during fitness classes; and reservation slots will be 45 minutes for use; and directional arrows and place markers will be used to ensure social distancing.
 Participants/guests will be able to borrow equipment for lap swim and fitness classes.
 Regular cleaning and disinfection will occur at the end of each hour by staff.  Regularly evaluate for compliance with the plan and document and/or correct deficiencies identified; and they are confident that they can meet the challenges ahead and stand ready to deliver efficient rollout to resume aquatic programming.
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Proposed Services:
• Lap Swim/Open Swim, Senior Splash, Water Aerobics, Adult Swim lessons • Free Swim days
o Community Swim: June 2023/2024
o Veterans Swim Free: July 2023
o Water Safety Presentation: April 2023/2024
• La Quinta residents will be given free admission for any open swim session while La Quinta Park splash pad is under renovations.
• Dive – In Movies: June, July, August 2023/2024 (one movie per month) • Youth, Infant, and Pre-School swim lessons (offered in summer months) • Ready Set Swim Jr. swim lessons year-round
• Seasonal Community Splash Parties:
o Mermaid Splash Party: September 2023/2024
o Floating Pumpkin Patch: October 2023/2024
o Poolside with Santa: December 2023/2024
• A Pool Manager to provide direct supervision of DRD team members. • Swim Party Rentals
• Adaptive Lessons
Extended programming & services:
• Developing a Master Swim Program
• Hooked on Swimming recreation level – competitive swim program • Spring Youth Swim Clinics
• Spring Teen Friday Night Live Pool party
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Operating Dates: July 1, 2023 – June 30, 2024
Proposed Operating Hours:
• June, July, August, and September:
o Monday – Thursday: 9 am – 7 pm
o Friday and Saturday: 8 am – 2 pm, and 4 pm – 9 pm
• October
o Monday – Thursday: 9 am – 1 pm
o Saturday: 8 am to 1 pm
• November and December:
o Monday – Thursday: 9 am – 1 pm
• January, February, March, April, and May:
o Monday – Thursday: 9 am – 1 pm
o Saturday: 8 am – 1 pm
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Exhibit B
Schedule of Compensation
With the exception of compensation for Additional Services, provided for in Section

2.3 of this Agreement, the maximum total compensation to be paid to Contracting Party for the Services under this Agreement in Fiscal Year 2021/2022 is One Hundred Sixty Thousand Dollars ($160,000), and Two Hundred Thousand Dollars ($200,000) for fiscal years 2022/23 and 2023/24 (the “Contract Sum”). 119 CLICK HERE to Return to Agenda
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FINANCIAL ADVISORY COMMISSION MINUTES Page 1 of 4 FEBRUARY 2, 2023

SPECIAL MEETING

FINANCIAL ADVISORY COMMISSION

SPECIAL MEETING

MINUTES
THURSDAY, FEBRUARY 2, 2023

CALL TO ORDER
A special meeting of the La Quinta Financial Advisory Commission (Commission) was called to order at 4:00 p.m. by Chair Mills.

PRESENT: Commissioners Anderson, Dorsey, Mast, Way, and Chair Mills ABSENT: Commissioners Luettjohann and Batavick
STAFF PRESENT: Finance Director Martinez, Financial Services Analyst Hallick, Account Technician Batuta, and Management Assistant Delgado

PLEDGE OF ALLEGIANCE
Commissioner Anderson led the audience in the Pledge of Allegiance.

PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA – None
CONFIRMATION OF AGENDA – Confirmed
ANNOUNCEMENTS, PRESENTATIONS, AND WRITTEN COMMUNICATIONS – None

CONSENT CALENDAR ITEMS

1. APPROVE SPECIAL MEETING MINUTES DATED DECEMBER 14, 2022

2. RECEIVE AND FILE REVENUE AND EXPENDITURE REPORT DATED OCTOBER 31, 2022

3. RECEIVE AND FILE REVENUE AND EXPENDITURE REPORT DATED NOVEMBER 30, 2022
Motion – A motion was made and seconded by Commissioners Dorsey/Anderson to approve the Consent Calendar as submitted. Motion passed: ayes – 5, noes – 0, abstain – 0, absent – 2 (Luettjohann and Batavick).

BUSINESS SESSION

1. DISCUSS AND APPROVE THE CHANGE FOR THE FINANCIAL ADVISORY COMMISSION’S REGULAR QUARTERLY MEETING START TIME FROM 4:00 P.M. TO 3:00 P.M.

REPORTS AND INFORMATIONAL ITEM NO. 27
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FINANCIAL ADVISORY COMMISSION MINUTES Page 2 of 4 FEBRUARY 2, 2023

SPECIAL MEETING
Finance Director Martinez presented the staff report, which is on file in the Finance Department.

The Commission inquired about changing meeting day as well. Staff said this item can be brought forth to the Commission for further discussion and consideration at a future meeting to include the change of day. The Commission concurred.

The Commission reached a consensus to table this item for a future date when both, the change of date and time, for regular Commission meetings can be considered.

2. RECEIVE AND FILE FISCAL YEAR 2021/22 GENERAL FUND YEAR-END

BUDGET REPORT AND APPROVE THE AMENDED BUDGET CARRYOVERS Finance Director Martinez presented the staff report, which is on file in the Finance Department.

The Commission and staff discussed general fund tax revenues and capital improvement project carryovers for Measure G shown on Exhibit C of staff report.

Motion – A motion was made and seconded by Commissioners Way/Dorsey to receive and file fiscal year 2021/22 General Fund year-end budget report. Motion passed: ayes – 5, noes – 0, abstain – 0, absent – 2 (Luettjohann and Batavick).

3. REVIEW RESERVE ANALYSIS REPORT AND GENERAL FUND BALANCE

AND RESERVES POLICY AND APPROVE TO RECOMMEND FOR CITY

COUNCIL CONSIDERATION
Financial Services Analyst Hallick presented the staff report, which is on file in the Finance Department.

Chair Mills thanked the Reserves Policy Analysis Report (Report) subcommittee and staff for their work on the Report.

The Commission and staff discussed the uses and projected balance for unassigned reserves. Commissioner Anderson, who was on the subcommittee, shared the review process for the Report.

Chair Mills asked if the Report would be submitted to the Government of Finance Officers (GFOA) agency for their Exceptionally Well Executed Best Practice Program (Program) as submitted in 2018. Financial Services Analyst Hallick said that staff would check with the GFOA to see if the Report can be submitted for the Program again.

Motion – A motion was made and seconded by Commissioners Dorsey/Anderson to recommend the Reserve Analysis report and General Fund Balance and Reserves policy for City Council consideration. Motion passed: ayes – 5, noes – 0, abstain – 0, absent – 2 (Luettjohann and Batavick).
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FINANCIAL ADVISORY COMMISSION MINUTES Page 3 of 4 FEBRUARY 2, 2023

SPECIAL MEETING

4. APPROVE THE FINANCIAL ADVISORY COMMISSION SUBCOMMITTEE

RECOMMENDATIONS ON OUTSTANDING PENSION OBLIGATIONS FOR

CITY COUNCIL CONSIDERATION
Financial Services Analyst Hallick presented the staff report, which is on file in the Finance Department.

Financial Services Analyst Hallick thanked Commissioners Dorsey and Anderson for their assistance on the Commission Subcommittee (Subcommittee) for the City’s unfunded pension liability. Mrs. Hallick provided and explained to the Commission a listing of an estimated actuarial report for additional discretionary payments to the City’s unfunded pension liability (Handout 1).

The Commission and staff discussed the Subcommittee recommendations for additional payments to the City’s unfunded pension liability.

Motion – A motion was made and seconded by Commissioners Way/Dorsey to approve the Financial Advisory Commission subcommittee recommendations on outstanding pension obligations for City Council consideration. Motion passed: ayes – 5, noes – 0, abstain – 0, absent – 2 (Luettjohann and Batavick).

Staff mentioned that the Subcommittees recommendations for the City’s unfunded pension liability would be presented for Council consideration at the regular meeting on February 21, 2023. Chair Mills encouraged commissioners to attend the Council meeting if they are able to do so.

STUDY SESSION – None

DEPARTMENTAL REPORTS
All reports are on file in the Finance Department.

1. FINANCE DEPARTMENT CURRENT AND FUTURE INITIATIVES
Finance Director Martinez presented the staff report, which is on file in the Finance Department.

The Commission and staff discussed items listed on the agenda for the City’s 2023 Community Workshop scheduled for February 15. Chair Mills asked if a date was set to review of the City’s Annual Comprehensive Financial Report (ACFR) for a better understanding. Finance Director Martinez said that once the fiscal year 2021/22 ACFR was finalized, tentative dates will be sent to the Commission. 129 CLICK HERE to Return to Agenda
FINANCIAL ADVISORY COMMISSION MINUTES Page 4 of 4 FEBRUARY 2, 2023

SPECIAL MEETING

2. THIRD QUARTER 2022 (JULY-SEPTEMBER) SALES TAX UPDATE FOR THE

CITY OF LA QUINTA
Financial Services Analyst Hallick presented the staff report, which is on file in the Finance Department.

The Commission and staff discussed the sales tax totals in comparison with 2019 prepandemic totals and the year-to-date sales tax collection percentages shown in the chart on last page of the staff report.

COMMISSIONERS’ ITEMS
Commissioner Way asked if the Commissioners should rotate attending Council Meetings in case any questions from Council should arise for the Commission. Chair Mills encouraged all commissioners to attend Council meetings when possible.

ADJOURNMENT
There being no further business, it was moved by Commissioner Dorsey/Anderson to adjourn this meeting at 5:34 p.m. Motion passed: ayes – 5, noes – 0, abstain – 0, absent – 2 (Luettjohann and Batavick).

Respectfully submitted,
Jessica Delgado, Management Assistant
City of La Quinta, California
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