March 15, 2022
LAKE FOREST CITY COUNCIL AGENDA Page 1
AGENDA
LAKE FOREST CITY COUNCIL
Regular Meeting of the City Council
Tuesday, March 15, 2022
Public Session 6:30 p.m.
City Council Chambers, 100 Civic Center Drive, Lake Forest, California
NOTICE: Pursuant to Lake Forest Municipal Code Section 2.04.010, Regular Meetings of the City Council are held the First and Third Tuesday of each month at the hour of 5:30 p.m. for Closed Session matters, if required. The Public Session of the meeting shall commence at 6:30 p.m. or as soon thereafter as possible. Special Meeting times may be held at a different time and date as listed on the Agenda.
AGENDA DOCUMENT REVIEW: The Agenda and staff reports are available on the Internet at https://www.lakeforestca.gov/129/Agendas and at the City Clerk’s Office, 100 Civic Center Drive, Lake Forest, California, on the Friday before the meeting on Tuesday.
AGENDA DESCRIPTION: The Agenda descriptions are intended to give notice to members of the public of a general summary of items of business to be transacted or discussed. The listed Recommended Action represents staff’s recommendation. The City Council may take any action which it deems to be appropriate on the agenda item and is not limited in any way by the recommended action.
AGENDA ON SOCIAL MEDIA: This meeting will be streamed through Facebook Live. Comments will not be taken via Facebook Live. To ensure that the City Council receives your comments, you may submit written comments or voicemail messages to the City Clerk prior to the meeting. The City provides the Facebook Live stream as an additional service to the public. However, the City cannot guarantee that its network and/or the site will be uninterrupted. The City is not responsible for any interrupted service.
SPECIAL NOTICE REGARDING PUBLIC ACCESS TO THE MEETING AND PUBLIC COMMENT:
ASSEMBLY BILL 361: This meeting will occur in accordance with Government Code section 54953(e) et seq. (“AB 361”) wherein the City of Lake Forest City Council may continue to participate in meetings via teleconference.
PUBLIC PARTICIPATION: In addition to attending in person, pursuant to AB 361 members of the public may access the meeting live on our website at
https://www.lakeforestca.gov/129/Agendas.
PUBLIC COMMENT PRIOR TO THE MEETING: Members of the public may submit email comments to [email protected]. Email comments will be uploaded to the agenda packet and made part of the official public record of the meeting and will not be read at the meeting. To ensure staff reviews all comments prior to the City Council meeting, please submit email comments no later than 5:00 p.m. the day of the meeting.
PUBLIC COMMENT: Members of the public may provide comments in-person at the meeting or remotely. Those wishing to provide comments in-person at the meeting will be asked to submit a request to speak to the City Clerk. Those wishing to provide comments remotely may join the meeting online at https://call.lifesizecloud.com/5038350 and enter Passcode 1004# or by phone at (312) 584-2401 and enter meeting number 5038350# followed by Passcode 1004#.
March 15, 2022 LAKE FOREST CITY COUNCIL AGENDA Page 2
CALL TO ORDER: 6:30 p.m.
Council Members: Neeki Moatazedi (teleconference)
Mark Tettemer
Scott Voigts
Mayor Pro Tem: Doug Cirbo
Mayor: Robert Pequeño
City Manager: Debra Rose
City Attorney: Matthew E. Richardson
City Clerk: Lisa Berglund
PUBLIC SESSION: 6:30 p.m.
PUBLIC SESSION: At this time, the City Council will convene to consider public matters. Those wishing to address the City Council must submit a completed “Request to Speak” form to the City Clerk prior to City Council action.
INVOCATION: The Invocation will be provided by a Chaplain from Orange County Sheriff’s Department.
PLEDGE OF ALLEGIANCE: The Pledge of Allegiance to the Flag of our Country to be led by Mayor Pro Tem Cirbo.
PRESENTATIONS: (Item No. 1)
1. PROTECTED-PERMISSIVE LEFT-TURN PHASING PROJECT - FLASHING
YELLOW ARROW PRESENTATION
RECOMMENDED ACTION: Receive Presentation.
PUBLIC COMMENTS
Members of the public can submit an e-comment to [email protected]. E-comments will not be read at the meeting.
Members of the public may also provide comments in- person at the meeting or remotely. Those wishing to provide comments in-person at the meeting will be asked to submit a request to speak to the City Clerk. Those wishing to provide comments remotely may join the meeting online at https://call.lifesizecloud.com/5038350 and enter Passcode 1004# or by phone at (312) 584- 2401 and enter meeting number 5038350# followed by Passcode 1 004#.
CONSENT CALENDAR (Item Nos. 2 – 6)
All matters listed under the Consent Calendar are considered routine and will be enacted by one vote. There will be no separate discussion of these items unless Members of the City Council, the public, or staff request specific items be removed from the Consent Calendar for separate action.
March 15, 2022 LAKE FOREST CITY COUNCIL AGENDA Page 3
2. MOTION TO WAIVE RESOLUTIONS AND ORDINANCES
RECOMMENDED ACTION: Said Ordinances and Resolutions which appear on the public agenda shall be determined to have been read by title and further reading waived.
3. ADOPTION OF ORDINANCE NO. 350 ADDING CHAPTERS 7.50 AND 9.52
TO THE LAKE FOREST MUNICIPAL CODE TO ESTABLISH OBJECTIVE
DESIGN, DEVELOPMENT AND SUBDIVISION STANDARDS
REGULATING URBAN LOT SPLITS AND TWO-UNIT HOUSING
PROJECTS IN ACCORDANCE WITH CALIFORNIA SENATE BILL 9
RECOMMENDED ACTION: 1. Conduct Second Reading of Ordinance No. 350 entitled: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LAKE FOREST ADDING CHAPTERS 7.50 AND 9.52 TO THE LAKE
FOREST MUNICIPAL CODE TO ESTABLISH OBJECTIVE DESIGN,
DEVELOPMENT AND SUBDIVISION STANDARDS REGULATING URBAN
LOT SPLITS AND TWO-UNIT HOUSING PROJECTS IN ACCORDANCE
WITH CALIFORNIA SENATE BILL 9 AND DETERMINING THE ACTION TO BE EXEMPT FROM CEQA.
2. Adopt Ordinance No. 350.
4. ADOPTION OF ORDINANCE NO. 351 RELATING TO ZONING CODE AMENDMENT 12-21-5483, ADDING CHAPTER 9.60 OF THE LAKE
FOREST MUNICIPAL CODE TO ESTABLISH OBJECTIVE DESIGN
STANDARDS FOR NEW MULTIFAMILY PROJECTS IN THE CITY
RECOMMENDED ACTION: 1. Conduct Second Reading of Ordinance No. 351 entitled: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
LAKE FOREST, CALIFORNIA, AMENDING LAKE FOREST MUNICIPAL CODE TO ADD CHAPTER 9.60 TO ESTABLISH OBJECTIVE DESIGN
STANDARDS FOR NEW MULTIFAMILY PROJECTS IN THE CITY AND
DETERMINING THE ACTION TO BE EXEMPT FROM CEQA (ZC 12-21- 5483)
2. Adopt Ordinance No. 351.
March 15, 2022 LAKE FOREST CITY COUNCIL AGENDA Page 4
5. AWARD CONSTRUCTION CONTRACT FOR SPORTS PARK PAVER
REPLACEMENT PROJECT (PW 2020-11)
RECOMMENDED ACTION: 1. Approve contract documents for construction of Sports Park Paver Replacement Project.
2. Award a contract with a contract price of $169,700 to IE General Construction, Inc.
3. Reject all other bids received and authorize return of the bid bonds upon receipt of the executed contract documents from IE General Construction, Inc.
4. Authorize the Mayor to sign, and the City Clerk to attest the contract with IE General Construction, Inc.
6. SUBMITTAL OF 2021 ANNUAL HOUSING ELEMENT PROGRESS
REPORT TO STATE DEPARTMENT OF HOUSING AND COMMUNITY
DEVELOPMENT
RECOMMENDED ACTION: Authorize staff to submit the 2021 Annual Housing Element Progress Report to the State Department of Housing and Community Development and Governor's Office of Planning and Research.
PUBLIC HEARING(S) (Item No. 7)
Public Hearings are scheduled for a time certain of 6:30 p.m. or as soon thereafter as possible. City Council, when considering the matter scheduled for hearing, will take the following actions: 1. Open the Public Hearing. 2. Receive staff report. 3. Accept public testimony. 4. City Council comments and questions. 5. Take appropriate action. Those wishing to address the City Council during the Public Hearing must complete a "Request to Speak" form and provide it to the City Clerk prior to the hearing.
7. REDISTRICTING PUBLIC HEARING NO. 4
RECOMMENDED ACTION: 1. Conduct the public hearing at a time certain of 6:45 p.m.
2. Introduce for first reading an Ordinance entitled, “AN ORDINANCE OF
THE CITY COUNCIL OF THE CITY OF LAKE FOREST, CALIFORNIA, AMENDING SECTION 2.05.030 OF TITLE 2 OF THE LAKE FOREST
MUNICIPAL CODE REGARDING ADJUSTING THE BOUNDARIES OF
CITY COUNCIL ELECTION DISTRICTS AND CONFIRMING SUCH
REVISED COUNCIL DISTRICT BOUNDARIES, AS REFLECTED IN THE ATTACHED MAP”
March 15, 2022 LAKE FOREST CITY COUNCIL AGENDA Page 5
DISCUSSION/ACTION ITEMS (Item Nos. 8 – 10)
The following matters are for City Council consideration/discussion/action. Members of the public may have the opportunity to address these items if they wish to do so. Please complete the "Request to Speak" form and give to the City Clerk.
8. STREET SWEEPING PARKING RESTRICTION POLICY - UPDATE
RECOMMENDED ACTION: 1. Review and approve Traffic and Parking Commission’s proposed revisions to the Street Sweeping Parking Restriction Policy.
2. Authorize staff to issue a Request for Proposals for Parking Enforcement Services.
9. UPDATES TO THE PURCHASING AND CONTRACTING GUIDELINES
RECOMMENDED ACTION: 1. Introduce the First Reading of an Ordinance entitled: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LAKE FOREST, CALIFORNIA, AMENDING CHAPTERS 3.12 AND 3.13 OF THE
LAKE FOREST MUNICIPAL CODE CONCERNING THE PROCUREMENT
OF GOODS, SERVICES AND PUBLIC PROJECTS.
2. Adopt the proposed Purchasing and Contracting Guidelines substantially in the form submitted.
10. SELECTION OF DELEGATE AND ALTERNATE FOR THE SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTS ("SCAG") REGIONAL
CONFERENCE AND GENERAL ASSEMBLY MEETING
RECOMMENDED ACTION: Appoint a delegate and alternate to the Annual SCAG Regional Conference and General Assembly.
CITY MANAGER'S REPORT
At this time, the City Manager may comment on agenda and non-agenda items; and report on items of interest to the City Council and community.
March 15, 2022 LAKE FOREST CITY COUNCIL AGENDA Page 6
CITY COUNCIL COMMENTS
At this time, City Council Members may comment on agenda or non-agenda matters. No discussion may take place on any item not appearing on the posted agenda. Council Members may ask a question for clarification, respond to statements made or questions posed by the public, make a brief announcement, or make a brief report on his or her own activities. In addition, the City Council may refer to staff or other resources for factual information, request staff to report back at a subsequent meeting or direct staff to place a matter of business on a future agenda. No action may be taken on non-agenda matters unless authorized by law (Government Code Section 54954.2).
Council Member Moatazedi:
Council Member Tettemer:
Council Member Voigts:
Mayor Pro Tem Cirbo:
Mayor Pequeño:
ADJOURNMENT:
In compliance with the Americans With Disabilities Act, if you need special assistance to participate in this Meeting, including auxiliary aids or services, you should contact the Office of the City Clerk at (949) 461-3400. Notification 48 hours prior to the Meeting will enable the City to make reasonable arrangements to assure accessibility to this meeting.
The City Council agenda and agenda back-up materials can be obtained from the Office of the City Clerk on the Friday prior to the City Council meeting. Copies of all Agendas, Staff Reports and Supporting Materials can also be found on the City’s website – https://www.lakeforestca.gov/129/Agendas. Agenda and agenda packets, if requested, will be made available in an appropriate alternative format to persons with a disability as required by the Americans With Disabilities Act. Copies of the agenda are provided at no cost and agenda back-up materials are available at the per page copy cost.
The City of Lake Forest mailing address is City Council Chambers, 100 Civic Center Drive, Lake Forest, California.
Phone: (949) 461-3400. FAX (949) 461-3511
CERTIFICATION: I, Lisa Berglund, City Clerk of the City of Lake Forest, California, hereby certify that the foregoing agenda was posted for public review at City Hall on March 10, 2022.
Lisa Berglund
City Clerk
CITY COUNCIL AGENDA REPORT
MEETING DATE: 3/15/2022
DEPARTMENT: Public Works
SUBJECT:
PROTECTED-PERMISSIVE LEFT-TURN PHASING PROJECT - FLASHING
YELLOW ARROW PRESENTATION
RECOMMENDED ACTION(S):
Receive Presentation.
EXECUTIVE SUMMARY:
On July 6, 2021, staff provided a presentation for City Council regarding the traffic signal operations of the Protected-Permissive Left-Turn (“PPLT”) Phasing project (“Project”) that will be implemented at the intersections of Towne Centre Drive/Market Place and Rockfield Boulevard/Centre Drive (Attachment). The project was awarded to International Line Builders, Inc. on July 19, 2021.
However, due to the COVID-19 pandemic and the impacts of the supply chain challenges, the procurement of the traffic signal equipment was delayed. The contractor has since received the equipment and started construction March 7, 2022 with an anticipated completion by April 2022.
Staff has prepared additional public outreach explaining the new Flashing Yellow Arrow (“FYA”) left-turn signal. This public outreach is intended to notify and educate the public prior to installation.
FISCAL IMPACT:
There is no fiscal impact associated with the recommended action.
ATTACHMENTS:
July 6, 2021 – City Council Meeting – PPLT Presentation Initiated By: Tran Tran, Traffic Engineering Manager
Submitted By: Thomas E. Wheeler, P.E., Director of Public Works/City Engineer Approved By: Debra Rose, City Manager
Item: 1
7 ATTACHMENT
Item: 1
8 Protected-Permissive
Left Turn (“PPLT”)
Phasing Program
July 6, 2021
Presented by:
Tran Tran, P.E., Traffic Engineering Manager
Item: 1
9 Background
2 • December 2018 – City Council approved the Citywide
PPLT Phasing Study prepared by Albert Grover and
Associates (“AGA”)
• FY 2019-21 CIP Budget – City Council approved
implementing this project at the following locations:
• Towne Centre Drive and Market Place (PPLT – All
Directions)
• Rockfield Boulevard and Centre Drive (PPLT – EB/WB
Direction)
• El Toro Road and Toledo Way (Signing and Striping
Improvements)
• May 2021 – City staff received bids and is recommending approval of the Contract Award
Item: 1
10 PPLT – Signal Indications
3 Existing Condition Proposed Condition
Item: 1
11 2 Secs
Opposing Through
Movement Terminates
Opposing
Through
Proposed FYA Operation
Steady Red Arrow - Stop
-
Turn left after
yielding to the on
-
coming traffic and pedestrians
Steady Green Arrow – left turn drivers
have the right-of-way
DONT
WALK
Flashing Yellow Arrow (“FYA”)
4 Item: 1
12 Public Outreach
5 TRAFFIC SIGNAL
Flashing Yellow Arrow
Coming to
Lake Forest
Item: 1
13 Anticipated Future
PPLT Locations
6 • As part of the Seven-Year Strategic Business Plan, the following locations are anticipated to begin design in FY 2023-24:
• Alton Parkway and Monarch Boulevard
• Alton Parkway and Catalina
• Alton Parkway and Towne Centre Drive
• Lake Forest Drive and Towne Centre Drive
Item: 1
14 Protected-Permissive
Left Turn (“PPLT”)
Phasing Program
July 6, 2021
Presented by:
Tran Tran, P.E., Traffic Engineering Manager
7 Item: 1
15 CITY COUNCIL AGENDA REPORT
MEETING DATE: 3/15/2022
DEPARTMENT: City Clerk
SUBJECT:
MOTION TO WAIVE RESOLUTIONS AND ORDINANCES
RECOMMENDED ACTION(S):
Said Ordinances and Resolutions which appear on the public agenda shall be determined to have been read by title and further reading waived.
EXECUTIVE SUMMARY:
California Government Code 36934 allows titles of ordinances and resolutions to be waived.
FISCAL IMPACT:
There is minimal fiscal impact associated with the recommended action.
ATTACHMENTS:
None.
Submitted By: Lisa Berglund, MPA, City Clerk
Approved By: Debra Rose, City Manager
Item: 2
16 CITY COUNCIL AGENDA REPORT
MEETING DATE: 3/15/2022
DEPARTMENT: City Clerk
SUBJECT:
ADOPTION OF ORDINANCE NO. 350 ADDING CHAPTERS 7.50 AND 9.52 TO
THE LAKE FOREST MUNICIPAL CODE TO ESTABLISH OBJECTIVE DESIGN,
DEVELOPMENT AND SUBDIVISION STANDARDS REGULATING URBAN LOT
SPLITS AND TWO-UNIT HOUSING PROJECTS IN ACCORDANCE WITH CALIFORNIA SENATE BILL 9
RECOMMENDED ACTION(S):
1. Conduct Second Reading of Ordinance No. 350 entitled: AN ORDINANCE OF
THE CITY COUNCIL OF THE CITY OF LAKE FOREST ADDING CHAPTERS
7.50 AND 9.52 TO THE LAKE FOREST MUNICIPAL CODE TO ESTABLISH
OBJECTIVE DESIGN, DEVELOPMENT AND SUBDIVISION STANDARDS
REGULATING URBAN LOT SPLITS AND TWO-UNIT HOUSING PROJECTS IN ACCORDANCE WITH CALIFORNIA SENATE BILL 9 AND DETERMINING THE ACTION TO BE EXEMPT FROM CEQA.
2. Adopt Ordinance No. 350.
EXECUTIVE SUMMARY:
At its regular meeting of March 1, 2022, the City Council considered and conducted the first reading of Ordinance No. 350. The proposed ordinance implements California Senate Bill 9 (SB 9) by adding Chapters 7.50 and 9.52 to the Lake Forest Municipal Code to establish objective design, development and subdivision standards for specified lot splits and two-unit housing projects.
FISCAL IMPACT:
There is minimal fiscal impact associated with the recommended action.
ATTACHMENTS:
Ordinance No. 350
Item: 3
17 1
9 1
4 Initiated By: Jennifer Weiss, Assistant City Clerk
Submitted By: Jennifer Weiss, Assistant City Clerk
Approved By: Debra Rose, City Manager
Item: 3
18 Attachment
Item: 3
19 ORDINANCE NO. 350
AN ORDINANCE OF THE CITY COUNCIL OF THE
CITY OF LAKE FOREST ADDING CHAPTERS 7.50
AND 9.52 TO THE CITY OF LAKE FOREST
MUNICIPAL CODE TO ESTABLISH OBJECTIVE
DESIGN, DEVELOPMENT AND SUBDIVISION
STANDARDS REGULATING URBAN LOT SPLITS
AND TWO-UNIT HOUSING PROJECTS IN
ACCORDANCE WITH CALIFORNIA SENATE BILL 9
AND DETERMINING THE ACTION TO BE EXEMPT
FROM CEQA.
WHEREAS, the City of Lake Forest , California (“City”) is a municipal corporation, duly organized under the constitution and laws of the State of California; and
WHEREAS, in 2021, the California Legislature approved, and the Governor signed into law Senate Bill 9 (“SB 9”), which among other things, adds Government Code section 65852.21 and 66411.7 to impose new limits on local authority to regulate urban lot splits and two-unit projects; and
WHEREAS, SB 9 allows local agencies to adopt objective design, development, and subdivision standards for urban lot splits and two-unit projects; and
WHEREAS, SB 9 took effect January 1, 2022, and preempts any conflicting city ordinance; and
WHEREAS, the City desires to amend its local regulatory scheme to comply with Government Cod e sections 66411.7 and 65852.21 and to appropriately regulate projects under SB 9; and
WHEREAS, Section 9.196.040 of the Zoning Code and California Government Code section 65854 require the Planning Commission and the City Council to conduct public hearings on Zoning Code amendments. The Planning Commission’s action on proposed Zoning Code amendments shall be forwarded to the City Council as a recommendation; and
WHEREAS, the Director of Community Development prepared an exhibit Item: 3
20 Ordinance No. 350
of the proposed ordinance, including the proposed language and terminology, and any additional information and documents deemed necessary for the Planning Commission to take action; and
WHEREAS, on January 20, 2022, the City gave public notice of a Planning Commission public hearing to be held to consider the draft ordinance by advertisement in a newspaper of general circulation; and WHEREAS, the Director of Community Development made the exhibit available for public inspection in the Community Development Department offices and supplied it at cost to all persons desiring a copy, at least ten (10) days prior to the scheduled Planning Commission public hearing date in accordance with Section 9.196.020 of the Municipal Code; and
WHEREAS, on February 3, 2022, the Planning Commission held a duly noticed public hearing and considered the staff report, recommendations by staff, and public testimony concerning amendments to the Lake Forest Municipal Code, provided comments on the amendments, and voted to forward the proposed ordinance to the City Council with a recommendation in favor of its adoption; and
WHEREAS, on February 17, 2022, the City gave public notice of a City Council public hearing to be held to consider the draft ordinance by advertisement in a newspaper of general circulation and posted the public notice at City Hall; and
WHEREAS, on February 17, 2022, the City Clerk made the ordinance and all relevant documents available for public inspection in the City Clerk’s office, at least five (5) days prior to the scheduled City Council public hearing date in accordance with Section 9.196.020 of the Municipal Code; and WHEREAS, on March 1, 2022, the City Council considered the staff report, recommendations by staff, and public testimony regarding amendments to the Municipal Code.
NOW, THEREFORE, the City Council of the City of Lake Forest does ordain as follows:
Section 1 . The recitals above are each incorporat ed by reference and adopted as findings by the City Council.
Item: 3
21 Ordinance No. 350
Section 2 . Under California Government Code sections 65852.21, subdivision (j), and 66411.7, subdivision (n), the adoption of an ordinance by a city or county implementing the provisions of Government Code sections 66411.7 and 65852.21 and regulating urban lot splits and two-unit projects is statutorily exempt from the requirements of the California Environmental Quality Act (“CEQA”).
Therefore, the proposed ordinance is statutorily exempt from CEQA in that the proposed ordinance implements these new laws enacted by SB 9.
Section 3. Chapters 7.50 and 9.52 of the Lake Forest Municipal Code are hereby amended and restated as provided in Exhibit “A”, attached hereto and incorporated herein by reference.
Section 4. If any provision of this ordinance or its application to any person or c ircumstance is held to be invalid, such invalidity has no effect on the other provisions or applications of the ordinance that can be given effect without the invalid provision or application, and to this extent, the provisions of this resolution are severable. The City Council declares that it would have adopted this resolution irrespective of the invalidity of any portion thereof.
Section 5. The City Council hereby directs staff to prepare, execute, and file with the Orange County Clerk Recorder a notice of exemption within five (5) working days of the adoption of this Ordinance.
Section 6. The City Clerk shall certify as to the adoption of this Ordinance and shall cause a summary thereof to be published within fifteen (15) days of the adoption and shall post a Certified copy of this Ordinance, including the vote for and against the same, in the Office of the City Clerk, in accordance with Government Code Section 36933.
[SIGNATURES ON FOLLOWING PAGE]
Item: 3
22 Ordinance No. 350
PASSED, APPROVED AND ADOPTED this 15th day of March 2022, by the following vote, to wit:
ROBERT PEQUEÑO
MAYOR
ATTEST:
LISA BERGLUND, MPA
APPRO
VED AS TO FORM:
MATTHEW E. RICHARDSON
Item: 3
23 Ordinance No. 350
STATE OF CALIFORNIA )
COUNTY OF ORANGE )SS.
CITY OF LAKE FOREST )
I, Lisa Berglund, City Clerk of the City of Lake Forest, do hereby certify that the foregoing Ordinance No. 350 was duly introduced and placed upon its first reading at a regular meeting of the City Council on the 1st day of March 2022, and that thereafter, said Ordinance was duly adopted and passed at a regular meeting of the City Council on the 15th day of March 2022 , by the following roll -call vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
________________________
LISA BERGLUND, MPA
CITY CLERK
Item: 3
24 Ordinance No. 350
EXHIBIT A
Amendments to Municipal Code
(follows this page)
Item: 3
25 Ordinance No. 350
Chapter 7.50 is hereby added to Title 7 of the Lake Forest Municipal Code, to read in its entirety as follows:
Chapter 7.50 State-mandated Subdivisions
Section 7.50.010 Urban Lot Splits
(a) Purpose. The purpose of this section is to allow and appropriately regulate urban lot splits in accordance with Government Code section 66411.7. (b) Definition. An “urban lot split” means the subdivision of an existing, legally subdivided lot into two lots in accordance with the requirements of this section.
(c) Application.
(1) Owners.
(A) Only individual property owners may apply for an urban lot split. “Individual property owner” means a natural person holding fee title individually or jointly in the person’s own name or a beneficiary of a trust that holds fee title. “Individual property owner” does not include any corporation or corporate person of any kind (partnership, LP, LLC, C corp, S corp, etc.) except for a community land trust (as defined by Rev. & Tax Code § 402.1(a)(11)(C)(ii)) or a qualified nonprofit corporation (as defined by § 214.15).
(B) Any person or entity with a mortgage interest in the lot to be split under this section must sign the application and the parcel map affirming the person’s consent to the project. (2) An application for an urban lot split must be submitted on the City’s approved form. Only a complete application will be processed. The City will inform the applicant in writing of any incompleteness within 30 days after the application is submitted.
(3) The City may establish a fee or deposit to recover its costs for adopting, implementing, and enforcing this section of the Code, in Item: 3
26 Ordinance No. 350
accordance with applicable law. The City Council may establish and change the fee or deposit by resolution. The fee or deposit must be paid concurrently with the application submittal.
(d) Approval.
(1) An application for a parcel map for an urban lot split is approved or denied ministerially, by the Director of Community Development, without discretionary review.
(2) A tentative parcel map for an urban lot split is approved ministerially if it complies with all the requirements of this section. The tentative parcel map may not be recorded. A final parcel map is approved ministerially as well, but not until the owner demonstrates that the required documents, such as the deed restriction and easements, have been recorded.
(3) The approval must require the owner and applicant to hold the City harmless from all claims and damages related to the approval and its subject matter.
(4) The approval must require the owner and applicant to reimburse the City for all costs of enforcement, including attorneys’ fees and costs associated with enforcing the requirements of this Code. (e) Requirements. An urban lot split must comply with each of the following requirements:
(1) Map Act Compliance.
(A) The urban lot split must conform to all applicable objective requirements of the Subdivision Map Act (Gov. Code § 66410 et. seq., “SMA”) and implementing requirements in this Code, except as otherwise expressly provided in this section. (B) If an urban lot split violates any part of the SMA, the City’s subdivision regulations, including this section, or any other legal requirement:
Item: 3
27 Ordinance No. 350
(i) The buyer or grantee of a lot that is created by the urban lot split has all the remedies available under the SMA, including but not limited to an action for damages or to void the deed, sale, or contract.
(ii) The City has all the remedies available to it under the SMA, including but not limited to the following:
(I) An action to enjoin any attempt to sell, lease, or
finance the property.
(II) An action for other legal, equitable, or summary
remedy, such as declaratory and injunctive relief.
(III) Criminal prosecution, punishable by imprisonment
in county jail or state prison for up to one year, by
a fine of up to $10,000, or both; or a
misdemeanor.
(IV) Record a notice of violation.
(V) Withhold any or all future permits and approvals.
(C) Notwithstanding section 66411.1 of the SMA, no dedication of rights-of-way or construction of offsite improvements is required for an urban lot split.
(2) Zone. The lot to be split is in a single-family residential zone. For purposes of this section, a single-family residential zone is a zone where the only residential use that is allowed as a primary use is a single residential dwelling on a lot.
(3) Lot Location.
(A) The lot to be split is not located on a site that is any of the following:
(i) Prime farmland, farmland of statewide importance, or land that is zoned or designated for agricultural
protection or preservation by the voters.
Item: 3
28 Ordinance No. 350
(ii) A wetland.
(iii) Within a very high fire hazard severity zone, unless the site complies with all fire-hazard mitigation measures
required by existing building standards.
(iv) A hazardous waste site that has not been cleared for residential use.
(v) Within a delineated earthquake fault zone, unless all development on the site complies with applicable
seismic protection building code standards.
(vi) Within a 100-year flood hazard area, unless the site has either:
(I) been subject to a Letter of Map Revision
prepared by the Federal Emergency Management
Agency and issued to the local jurisdiction, or
(II) meets Federal Emergency Management Agency
requirements necessary to meet minimum flood
plain management criteria of the National Flood
Insurance Program.
(vii) Within a regulatory floodway, unless all development on the site has received a no-rise certification.
(viii) Land identified for conservation in an adopted natural community conservation plan, habitat conservation plan, or other adopted natural resource protection plan.
(ix) Habitat for protected species.
(x) Land under conservation easement.
(B) The purpose of subpart (e)(3)(A) above is merely to summarize the requirements of Government Code section
65913.4(a)(6)(B)–(K). (See Gov. Code § 66411.7(a)(3)(C).) Item: 3
29 Ordinance No. 350
(C) The applicant must provide evidence that the requirements of Government Code section 65913.4(a)(6)(B)–(K) are satisfied. (4) Not Historic. The lot to be split must not be a historic property or within a historic district that is included on the State Historic Resources Inventory. Nor may the lot be or be within a site that is designated by ordinance as a city or county landmark or as a historic property or district.
(5) No Prior Urban Lot Split.
(A) The lot to be split was not established through a prior urban lot split.
(B) The lot to be split is not adjacent to any lot that was established through a prior urban lot split by the owner of the lot to be split or by any person acting in concert with the owner.
(6) No Impact on Protected Housing.
(A) The urban lot split must not require or include the demolition or alteration of any of the following types of housing:
(i) Housing that is income-restricted for households of moderate, low, or very low income.
(ii) Housing that is subject to any form of rent or price control through a public entity’s valid exercise of its police power.
(iii) Housing, or a lot that used to have housing, that has been withdrawn from rental or lease under the Ellis Act (Gov. Code §§ 7060–7060.7) at any time in the 15
years prior to submission of the urban lot split
application.
(iv) Housing that has been occupied by a tenant in the three years prior to submission of the urban lot split
application.
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30 Ordinance No. 350
(B) As part of the urban lot split application, the applicant and the owner of a property must provide a sworn statement by
affidavit representing and warranting that subpart (e)(6)(A) above is satisfied.
(i) The sworn statement must state that:
(I) No housing that is income-restricted for
households of moderate, low, or very low income
will be demolished or altered.
(II) No housing that is subject to any form of rent or
price control will be demolished or altered.
(III) No housing that has been withdrawn from rental
or lease under the Ellis Act at any time in the 15
years preceding the urban lot split application will
be demolished or altered.
(IV) No housing that has been occupied by a tenant in
the three years preceding the urban lot split
application will be demolished or altered.
(ii) The City may conduct its own inquiries and investigation to ascertain the veracity of the sworn statement,
including but not limited to, surveying owners of nearby properties; and the City may require additional evidence of the applicant and owner as necessary to determine
compliance with this requirement.
(7) Lot Size.
(A) The lot to be split must be at least 2,400 square feet. (B) The resulting lots must each be at least 1,200 square feet. (C) Each of the resulting lots must be between 60 percent and 40 percent of the original lot area.
(8) Easements.
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31 Ordinance No. 350
(A) The owner must enter into an easement agreement with each public-service provider to establish easements that are sufficient for the provision of public services and facilities to each of the resulting lots.
(B) Each easement must be shown on the tentative parcel map. (C) Copies of the unrecorded easement agreements must be submitted with the urban lot split application. The easement agreements must be recorded before the final map may be approved, in accordance with subpart (d)(2) above.
(D) If an easement is recorded and the subdivision is not approved or otherwise completed, making the easement moot, the property owner may request, and the City will provide, a notice of termination of the easement, which the owner may record.
(9) Lot Access. Each resulting lot must adjoin a public street right-of- way with frontage of at least 12.5 feet.
(10) Unit Standards.
(A) Quantity. No more than two dwelling units of any kind may be built on a lot that results from an urban lot split. For purposes of this paragraph, “unit” means any dwelling unit, including, but not limited to, a primary dwelling unit, a unit created under section 9.52.010 of this code, an ADU, or a JADU
(B) Unit Size.
(i) The total floor area of each primary dwelling that is developed on a resulting lot must be:
(I) less than or equal to 800 square feet and
(II) more than 500 square feet.
(ii) A primary dwelling that was legally established prior to the urban lot split and that is larger than 800 square feet Item: 3
32 Ordinance No. 350
is limited to the lawful floor area at the time of the urban lot split. It may not be expanded.
(iii) A primary dwelling that was legally established prior to the urban lot split and that is smaller than 800 square feet may be expanded to 800 square feet after the
urban lot split.
(C) Height Restrictions.
(i) On a resulting lot that is larger than 2,000 square feet, no new primary dwelling unit may exceed a single story
or 16 feet in height, measured from grade to peak of the structure.
(ii) On a resulting lot that is smaller than 2,000 square feet, no new primary dwelling unit may exceed two stories or
22 feet in height, measured from grade to peak of the
structure. Any portion of a new primary dwelling that
exceeds one story must be stepped back a minimum of
five feet from the ground floor facade; no balcony, deck or other portion of the second story may project into the stepback.
(iii) No rooftop deck is permitted on any new or remodeled dwelling or structure on a lot resulting from an urban lot split.
(D) Setbacks.
(i) Generally. All setbacks must conform to those objective setbacks applicable in the corresponding zone.
(ii) Exceptions. Notwithstanding subpart (e)(10)(D)(i)
above:
(I) Existing Structures. No setback is required for
an existing legally established structure or for a
new structure that is constructed in the same
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33 Ordinance No. 350
location and to the same dimensions as an
existing legally established structure.
(II) 800 Sq. Ft.; Four-Foot Side and Rear. The
setbacks applicable in the corresponding zone
must yield to the degree necessary to avoid
physically precluding the construction of up to two
units on the lot or either of the two units from
being at least 800 square feet in floor area; but in
no event may any structure be less than four feet
from a side or rear property line.
(iii) Front Setback Area. Notwithstanding any other part of this Code, dwellings that are constructed after an urban lot split must be at least 20 feet from the front property line(s). The front setback areas must:
(I) be kept free of all structures greater than three
feet tall;
(II) be at least 50 percent landscaped, with
vegetation and irrigation plans prepared by a
licensed landscape architect and approved by the
Director;
(III) allow for fire-safety access to all structures and vehicular access, a minimum of ten feet wide, to
each provided parking space, including garages
and carports.
(E) Parking. Each new primary dwelling unit that is built on a lot after an urban lot split must have at least one off-street parking space per unit unless one of the following applies:
(i) The lot is located within one-half mile walking distance of either:
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34 Ordinance No. 350
(I) a corridor with fixed route bus service with service intervals no longer than 15 minutes during peak
commute hours or
(II) a site that contains
(ia) an existing rail or bus rapid transit station,
(ib) a ferry terminal served by either a bus or
rail transit service, or
(ic) the intersection of two or more major bus
routes with a frequency of service interval
of 15 minutes or less during the morning
and afternoon peak commute periods.
(ii) The site is located within one block of a car-share vehicle location.
(F) Architecture.
(i) If there is a legal primary dwelling on the lot that was established before the urban lot split, any new primary dwelling unit must match the existing primary dwelling
unit in exterior materials, color, and dominant roof pitch.
The dominant roof slope is the slope shared by the
largest portion of the roof.
(ii) If there is no legal primary dwelling on the lot before the urban lot split, and if two primary dwellings are
developed on the lot, the dwellings must match each
other in exterior materials, color, and dominant roof
pitch. The dominant roof slope is the slope shared by
the largest portion of the roof.
(iii) All exterior lighting must be limited to down-lights. (iv) No window or door of a dwelling that is constructed on the lot after the urban lot split may have a direct line of sight to a window or door of a structure on or to the rear Item: 3
35 Ordinance No. 350
or side yard of adjoining residential property. Fencing, landscaping, or privacy glass may be used to provide
screening and prevent a direct line of sight.
(v) If a two-story dwelling is constructed on a lot after an urban lot split and any portion of the dwelling is less than 25 feet from a property line that is not a public
right-of-way line, then all second-story windows and
doors in that portion must either be (for windows)
clerestory with the bottom of the glass at least six feet above the finished floor, or (for windows and for doors) utilize frosted or obscure glass.
(G) Landscaping.
(i) Tree Removal.
(I) No mature tree may be removed on a lot with any
development under this chapter unless removal is
necessary to constructing a dwelling unit that
must be allowed under state law.
(II) “Mature tree” means a tree with a diameter of six
inches or more or a height of eight feet or taller.
(III) A tree may only be removed under subparagraph
(e)(10)(G)(i)(I) above if it is replaced with at least
two mature trees of the same type and with a
trunk diameter that is the same or larger than that
of the removed tree.
(ii) Evergreen landscape screening must be planted and
maintained between each dwelling and adjacent lots
(but not rights of way) as follows:
(I) At least one 15-gallon size plant shall be provided for every five linear feet of exterior building wall.
Alternatively, at least one 24-inch box size plant
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36 Ordinance No. 350
shall be provided for every ten linear feet of
exterior wall.
(II) Plant specimens must be at least six feet tall
when installed. As an alternative to the planting
required by paragraph (e)(10)(G)(ii)(I) above, a
solid fence of at least six feet in height may be
installed.
(H) Nonconforming Conditions. An urban lot split is approved without requiring a legal nonconforming zoning condition to be corrected.
(I) Utilities.
(i) Each primary dwelling unit on a resulting lot must have its own direct utility connection to the utility service provider.
(ii) All utilities must be underground.
(11) Fire-Hazard Mitigation Measures.
(A) A lot in a very high fire hazard severity zone must comply with each of the following fire-hazard mitigation measures:
(i) In areas that have only a single egress point, no more than 149 dwellings of any type (primary or accessory)
may be developed. A secondary egress point for fire
and life safety access must be approved and provided
before more than 149 dwellings may be developed.
(ii) The lot must have direct access to a public street right- of-way with a paved street with a width of at least 40
feet.
(iii) All dwellings on the site must comply with current fire code requirements for dwellings in a very high fire
hazard severity zone.
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37 Ordinance No. 350
(iv) All enclosed structures on the site must have fire sprinklers.
(v) All sides of all dwellings on the site must be within a 150-foot hose-pull distance from either the public street right-of-way or of an onsite fire hydrant or standpipe. (B) Prior to submitting an application for an urban lot split, the applicant must obtain a certificate of compliance with all applicable fire-hazard mitigation measures in accordance with this subpart (e)(11). The City or its authorized agent must inspect the site, including all structures on the site, and certify as to its compliance. The certificate must be included with the application. The applicant must pay the City’s costs for inspection. Failure to pay is grounds for denying the
application.
(12) Separate Conveyance.
(A) Within a resulting lot.
(i) Primary dwelling units may not be owned or conveyed separately from each other.
(ii) Condominium airspace subdivisions and common
interest developments are not permitted.
(iii) All fee interest in a lot and all dwellings on the lot must be held equally and undivided by all individual property owners.
(iv) No timeshare, as defined by state law or this code, is permitted. This includes any co-ownership arrangement
that gives an owner the right to exclusive use of the
property for a defined period or periods of time.
(B) Between resulting lots. Separate conveyance of the resulting lots is permitted. If dwellings or other structures (such as garages) on different lots are adjacent or attached to each other, the urban lot split boundary may separate them for Item: 3
38 Ordinance No. 350
conveyance purposes if the structures meet building code safety standards and are sufficient to allow separate
conveyance. If any attached structures span or will span the new lot line, the owner must record appropriate CC&Rs,
easements, or other documentation that is necessary to
allocate rights and responsibility between the owners of the two lots.
(13) Regulation of Uses.
(A) Residential-only. No non-residential use, including a home occupation, is permitted on any lot created by urban lot split. (B) No Short-Term Rentals. No dwelling unit on a lot that is created by an urban lot split may be rented for a period of less than 30 days.
(C) Owner Occupancy. The applicant for an urban lot split must sign an affidavit stating that the applicant intends to occupy one of the dwelling units on one of the resulting lots as the applicant's principal residence for a minimum of three years after the urban lot split is approved.
(14) Notice of Construction.
(A) At least 30 business days before starting any construction of a structure on a lot created by an urban lot split, the property owner must give written notice to all the owners of record of each of the adjacent residential parcels, which notice must include the following information:
(i) Notice that construction has been authorized,
(ii) The anticipated start and end dates for construction, (iii) The hours of construction,
(iv) Contact information for the project manager (for
construction-related complaints), and
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39 Ordinance No. 350
(v) Contact information for the Building Division.
(B) This notice requirement does not confer a right on the noticed persons or on anyone else to comment on the project before permits are issued. Approval of an urban lot split is ministerial.
Under state law, the City has no discretion in approving or denying a particular project under this section. This notice requirement is purely to promote neighborhood awareness and expectation.
(15) Deed Restriction. The owner must record a deed restriction on each lot that results from the urban lot split, on a form approved by the city, that does each of the following:
(A) Expressly prohibits any rental of any dwelling on the property for a period of less than 30 days.
(B) Expressly prohibits any non-residential use of the lots created by the urban lot split, including home occupations.
(C) Expressly prohibits any separate conveyance of a primary dwelling on the property, any separate fee interest, and any common interest development within the lot.
(D) States that:
(i) The lot is formed by an urban lot split and is therefore subject to the City’s urban lot-split regulations, including all applicable limits on dwelling size and development. (ii) Development on the lot is limited to development of residential units under section 9.52.010 of this Code,
except as required by state law.
(f) Specific Adverse Impacts.
(1) Notwithstanding anything else in this section, the City may deny an application for an urban lot split if the Building Official makes a written finding, based on a preponderance of the evidence, that the project would have a “specific, adverse impact” on either public Item: 3
40 Ordinance No. 350
health and safety or on the physical environment and for which there is no feasible method to satisfactorily mitigate or avoid the specific adverse impact.
(2) “Specific adverse impact” has the same meaning as in Gov. Code § 65589.5(d)(2): “a significant, quantifiable, direct, and unavoidable impact, based on objective, identified written public health or safety standards, policies, or conditions as they existed on the date the application was deemed complete” and does not include (1) inconsistency with the zoning ordinance or general plan land use designation or (2) the eligibility to claim a welfare exemption under Revenue and Taxation Code section 214(g).
(3) The Building Official may consult with and be assisted by planning staff and others as necessary in making a finding of specific, adverse impact.
Item: 3
41 Ordinance No. 350
Chapter 9.52, in Title 9, of the Lake Forest Municipal Code, is hereby amended to read in its entirety as follows:
Chapter 9.52 State-mandated Residential
Section 9.52.010 Two-unit Projects
(a) Purpose. The purpose of this section is to allow and appropriately regulate two-unit projects in accordance with Government Code section 65852.21. (b) Definition. A “two-unit project” means the development of two primary dwelling units or, if there is already a primary dwelling unit on the lot, the development of a second primary dwelling unit on a legally subdivided lot in accordance with the requirements of this section.
(c) Application.
(1) Owners.
(A) Only individual property owners may apply for a two-unit project. “Individual property owner” means a natural person holding fee title individually or jointly in the person’s own name or a beneficiary of a trust that holds fee title. “Individual property owner” does not include any corporation or corporate person of any kind (partnership, LP, LLC, C corp, S corp, etc.) except for a community land trust (as defined by Rev. & Tax Code § 402.1(a)(11)(C)(ii)) or a qualified nonprofit corporation (as defined by Rev. & Tax Code § 214.15).
(B) Any person with a mortgage interest in the lot must sign the application and the parcel map indicating the person’s consent to the project.
(2) An application for a two-unit project must be submitted on the City’s approved form.
(3) The applicant must obtain a certificate of compliance with the Subdivision Map Act and the implementing regulations in this Code for the lot and provide the certificate with the application.
Item: 3
42 Ordinance No. 350
(4) Only a complete application will be considered. The City will inform the applicant in writing of any incompleteness within 30 days after the application is submitted.
(5) The City may establish a deposit or fee to recover its costs for adopting, implementing, and enforcing this section of the Code, in accordance with applicable law. The City Council may establish and change the deposit or fee by resolution. The fee must be paid concurrently with the application submittal.
(d) Approval.
(1) An application for a two-unit project is approved or denied ministerially, by the Director of Community Development, without discretionary review.
(2) The ministerial approval of a two-unit project does not take effect until the City has confirmed that the required documents, such as the deed restriction and easements, have been recorded.
(3) The approval must require the owner and applicant to hold the City harmless from all claims and damages related to the approval and its subject matter.
(4) The approval must require the owner and applicant to reimburse the City for all costs of enforcement, including attorneys’ fees and costs associated with enforcing the requirements of this code. (e) Requirements. A two-unit project must satisfy each of the following requirements:
(1) Map Act Compliance. The lot must have been created by a legal subdivision.
(2) Zone. The lot is in a single-family residential zone. For purposes of this section, a single-family residential zone is a zone where the only residential use that is allowed as a primary use is a single residential dwelling on a lot.
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43 Ordinance No. 350
(3) Lot Location.
(A) The lot is not located on a site that is any of the following:
(i) Prime farmland, farmland of statewide importance, or land that is zoned or designated for agricultural
protection or preservation by the voters.
(ii) A wetland.
(iii) Within a very high fire hazard severity zone, unless the site complies with all fire-hazard mitigation measures
required by existing building standards.
(iv) A hazardous waste site that has not been cleared for residential use.
(v) Within a delineated earthquake fault zone, unless all development on the site complies with applicable
seismic protection building code standards.
(vi) Within a 100-year flood hazard area, unless the site has either:
(I) been subject to a Letter of Map Revision
prepared by the Federal Emergency Management
Agency and issued to the local jurisdiction, or
(II) meets Federal Emergency Management Agency
requirements necessary to meet minimum flood
plain management criteria of the National Flood
Insurance Program.
(vii) Within a regulatory floodway, unless all development on the site has received a no-rise certification.
(viii) Land identified for conservation in an adopted natural community conservation plan, habitat conservation plan, or other adopted natural resource protection plan.
(ix) Habitat for protected species.
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44 Ordinance No. 350
(x) Land under conservation easement.
(B) The purpose of subpart (e)(3)(A) above is merely to summarize the requirements of Government Code section
65913.4(a)(6)(B)–(K). (See Gov. Code § 66411.7(a)(3)(C).) (C) The applicant must provide evidence that the requirements of Government Code section 65913.4(a)(6)(B)–(K) are satisfied. (4) Not Historic. The lot must not be a historic property or within a historic district that is included on the State Historic Resources Inventory. Nor may the lot be or be within a site that is designated by ordinance as a city or county landmark or as a historic property or district.
(5) No Impact on Protected Housing.
(A) The two-unit project must not require or include the demolition or alteration of any of the following types of housing:
(i) Housing that is income-restricted for households of moderate, low, or very low income.
(ii) Housing that is subject to any form of rent or price control through a public entity’s valid exercise of its police power.
(iii) Housing, or a lot that used to have housing, that has been withdrawn from rental or lease under the Ellis Act (Gov. Code §§ 7060–7060.7) at any time in the 15
years prior to submission of the two-unit project
application.
(iv) Housing that has been occupied by a tenant in the three years preceding the two-unit project application.
(B) As part of the two-unit project application, the applicant and the owner of a property must provide a sworn statement by affidavit representing and warranting that subpart (e)(5)(A) above is satisfied.
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45 Ordinance No. 350
(i) The sworn statement must state that:
(I) No housing that is income-restricted for
households of moderate, low, or very low income
will be demolished or altered.
(II) No housing that is subject to any form of rent or
price control will be demolished or altered.
(III) No housing that has been withdrawn from rental
or lease under the Ellis Act at any time in the 15
years preceding the two-unit project application
will be demolished or altered.
(IV) No housing that has been occupied by a tenant in
the three years preceding the two-unit project
application will be demolished or altered.
(ii) The City may conduct its own inquiries and investigation to ascertain the veracity of the sworn statement,
including but not limited to, surveying owners of nearby properties; and the City may require additional evidence of the applicant and owner as necessary to determine
compliance with this requirement.
(6) Unit Standards.
(A) Quantity.
(i) A lot that results from an urban lot split, under section
7.50.010, may have no more than two dwelling units of
any kind. See section 7.50.010, subsection (e)(10)(A).
(ii) A lot that is not created by an urban lot split may have a two-unit project under this section, plus any ADU or
JADU that must be allowed under state law and the
City’s ADU ordinance.
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46 Ordinance No. 350
(B) Unit Size.
(i) The total floor area of each primary dwelling built that is developed under this section must be
(I) less than or equal to 800 square feet and
(II) more than 500 square feet.
(ii) A primary dwelling that was legally established on the lot prior to the two-unit project and that is larger than 800 square feet is limited to the lawful floor area existing at the time that the application for the two-unit project is submitted. The unit may not be expanded.
(iii) A primary dwelling that was legally established prior to the two-unit project and that is smaller than 800 square feet may be expanded to 800 square feet after or as
part of the two-unit project.
(C) Height Restrictions.
(i) On a lot that is larger than 2,000 square feet, no new primary dwelling unit may exceed a single story or 16
feet in height, measured from grade to peak of the
structure.
(ii) On a lot that is smaller than 2,000 square feet, no new primary dwelling unit may exceed two stories or 22 feet in height, measured from grade to peak of the structure.
Any portion of a new primary dwelling that exceeds one
story must be stepped back by a minimum of five feet
from the ground floor facade; no balcony, deck, or other portion of the second story may project into the
stepback.
(iii) No rooftop deck is permitted on any new or remodeled dwelling or structure on a lot with a two-unit project.
Item: 3
47 Ordinance No. 350
(D) Demolition Limit. The two-unit project may not involve the demolition of more than 25 percent of the existing exterior walls of an existing dwelling unless the site has not been occupied by a tenant in the three years preceding application for the two-unit project.
(E) Setbacks.
(i) Generally. All setbacks must conform to those objective setbacks applicable in the corresponding zone.
(ii) Exceptions. Notwithstanding subpart (e)(6)(E) above:
(I) Existing Structures. No setback is required for
an existing legally established structure or for a
new structure that is constructed in the same
location and to the same dimensions as an
existing legally established structure.
(II) 800 Sq. Ft.; Four-Foot Side and Rear. The
setbacks applicable in the corresponding zone
must yield to the degree necessary to avoid
physically precluding the construction of up to two
units on the lot or either of the two units from
being at least 800 square feet in floor area; but in
no event may any structure be less than four feet
from a side or rear property line.
(iii) Front Setback Area. Notwithstanding any other part of this code, dwellings that are constructed under this
section must be at least 20 feet from the front property line(s). The front setback area must:
(I) be kept free of all structures greater than three
feet high;
(II) be at least 50 percent landscaped, with
vegetation and irrigation plans prepared by a
Item: 3
48 Ordinance No. 350
licensed landscape architect and approved by the
Director;
(III) allow for fire-safety access to all structures and vehicular access, a minimum of ten feet wide, to
each provided parking space, including garages
and carports.
(F) Parking. Each new primary dwelling unit must have at least one off-street parking space per unit unless one of the following applies:
(i) The lot is located within one-half mile walking distance of either:
(I) a corridor with fixed route bus service with service intervals no longer than 15 minutes during peak
commute hours or
(II) a site that contains
(ia) an existing rail or bus rapid transit station,
(ib) a ferry terminal served by either a bus or
rail transit service, or
(ic) the intersection of two or more major bus
routes with a frequency of service interval
of 15 minutes or less during the morning
and afternoon peak commute periods.
(ii) The site is located within one block of a car-share vehicle location.
(G) Architecture.
(i) If there is a legal primary dwelling on the lot that was established before the two-unit project, any new primary dwelling unit must match the existing primary dwelling
unit in exterior materials, color, and dominant roof pitch.
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49 Ordinance No. 350
The dominant roof slope is the slope shared by the
largest portion of the roof.
(ii) If there is no legal primary dwelling on the lot before the two-unit project, and if two primary dwellings are
developed on the lot, the dwellings must match each
other in exterior materials, color, and dominant roof
pitch. The dominant roof slope is the slope shared by
the largest portion of the roof.
(iii) All exterior lighting must be limited to down-lights. (iv) No window or door of a dwelling that is constructed on the lot under this section may have a direct line of sight to a window or door of a structure on or to the rear or side yard of adjoining residential property. Fencing,
landscaping, or privacy glass may be used to provide
screening and prevent a direct line of sight.
(v) If any portion of a dwelling is less than 25 feet from a property line that is not a public right-of-way line, then all windows and doors in that portion must either be (for windows) clerestory with the bottom of the glass at least six feet above the finished floor, or (for windows and for doors) utilize frosted or obscure glass.
(H) Landscaping.
(i) Tree Removal.
(I) No mature tree may be removed on a lot with any
development under this section unless removal is
necessary to constructing a dwelling unit that
must be allowed under state law.
(II) “Mature tree” means a tree with a diameter of six
inches or more or a height of eight feet or taller.
(III) A tree may only be removed under subparagraph
(e)(6)(H)(i)(I) above if it is replaced with at least
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50 Ordinance No. 350
two mature trees of the same type and with a
trunk diameter that is the same or larger than that
of the removed tree.
(ii) Evergreen landscape screening must be planted and
maintained between each dwelling and adjacent lots
(but not rights of way) as follows:
(I) At least one 15-gallon size plant shall be provided for every five linear feet of exterior building wall.
Alternatively, at least one 24-inch box size plant
shall be provided for every ten linear feet of
exterior wall.
(II) Plant specimens must be at least six feet tall
when installed. As an alternative to the planting
required by paragraph (e)(6)(H)(ii)(II), a solid
fence of at least 6 feet in height may be installed.
(I) Nonconforming Conditions. A two-unit project may only be approved if all nonconforming zoning conditions are corrected. (J) Utilities.
(i) Each primary dwelling unit on the lot must have its own direct utility connection to the utility service provider. (ii) All utilities must be underground.
(K) Building & Safety. All structures built on the lot must comply with all current local building standards. A project under this section is a change of use and subjects the whole of the lot, and all structures, to the City’s current code.
(7) Fire-Hazard Mitigation Measures.
(A) A lot in a very high fire hazard severity zone must comply with each of the following fire-hazard mitigation measures:
(i) In areas that have only a single egress point, no more than 149 dwellings of any type (primary or accessory)
may be developed. A secondary egress point for fire
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51 Ordinance No. 350
and life safety access must be approved and provided
before more than 149 dwellings may be developed.
(ii) The lot must have direct access to a public right of way with a paved street with a width of at least 40 feet.
(iii) All dwellings on the site must comply with current fire code requirements for dwellings in a very high fire
hazard severity zone.
(iv) All enclosed structures on the site must have fire sprinklers.
(v) All sides of all dwellings on the site must be within a 150-foot hose-pull distance from either the public street right-of-way or of an onsite fire hydrant or standpipe. (B) Prior to submitting an application for a two-unit project, the applicant must obtain a certificate of compliance with all applicable fire-hazard mitigation measures in accordance with this subpart (e)(7). The City or its authorized agent must inspect the site, including all structures on the site, and certify as to its compliance. The certificate must be included with the application. The applicant must pay the City’s costs for inspection. Failure to pay is grounds for denying the
application.
(8) Separate Conveyance.
(A) Primary dwelling units on the lot may not be owned or conveyed separately from each other.
(B) Condominium airspace subdivisions and common interest developments are not permitted within the lot.
(C) All fee interest in the lot and all the dwellings must be held equally and undivided by all individual property owners. (i) No timeshare, as defined by state law or this Code, is permitted. This includes any co-ownership arrangement
Item: 3
52 Ordinance No. 350
that gives an owner the right to exclusive use of the
property for a defined period or periods of time.
(9) Regulation of Uses.
(A) Residential-only. No non-residential use is permitted on any lot created by urban lot split. This prohibition includes home occupations.
(B) No Short-Term Rentals. No dwelling unit on the lot may be rented for a period of less than 30 days.
(C) Owner Occupancy. Unless the lot was formed by an urban lot split, the individual property owners of a lot with a two-unit project must occupy one of the dwellings on the lot as the owners’ principal residence and legal domicile.
(10) Notice of Construction.
(A) At least 30 business days before starting any construction of a two-unit project, the property owner must give written notice to all the owners of record of each of the adjacent residential parcels, which notice must include the following information:
(i) Notice that construction has been authorized,
(ii) The anticipated start and end dates for construction, (iii) The hours of construction,
(iv) Contact information for the project manager (for
construction-related complaints), and
(v) Contact information for the City Building Division. (B) This notice requirement does not confer a right on the noticed persons or on anyone else to comment on the project before permits are issued. Approval of a two-unit project is
ministerial. Under state law, the City has no discretion in approving or denying a particular project under this section.
Item: 3
53 Ordinance No. 350
This notice requirement is purely to promote neighborhood awareness and expectation.
(11) Deed Restriction. The owner must record a deed restriction, on a form approved by the City, that does each of the following:
(A) Expressly prohibits any rental of any dwelling on the property for a period of less than 30 days.
(B) Expressly prohibits any non-residential use of the lot, including home occupations.
(C) Expressly prohibits any separate conveyance of a primary dwelling on the property, any separate fee interest, and any common interest development within the lot.
(D) If the lot does not undergo an urban lot split: Expressly requires the individual property owners to live in one of the dwelling units on the lot as the owners’ primary residence and legal domicile.
(E) Limits development of the lot to residential units that comply with the requirements of this section, except as required by state law.
(f) Specific Adverse Impacts.
(1) Notwithstanding anything else in this section, the City may deny an application for a two-unit project if the Building Official makes a written finding, based on a preponderance of the evidence, that the project would have a “specific, adverse impact” on either public health and safety or on the physical environment and for which there is no feasible method to satisfactorily mitigate or avoid the specific adverse impact.
(2) “Specific adverse impact” has the same meaning as in Gov. Code § 65589.5(d)(2): “a significant, quantifiable, direct, and unavoidable impact, based on objective, identified written public health or safety standards, policies, or conditions as they existed on the date the application was deemed complete” and does not include (1) Item: 3
54 Ordinance No. 350
inconsistency with the zoning ordinance or general plan land use designation or (2) the eligibility to claim a welfare exemption under Revenue and Taxation Code section 214(g).
(3) The Building Official may consult with and be assisted by planning staff and others as necessary in making a finding of specific, adverse impact.
(g) Remedies.
If a two-unit project violates any part of this Code or any other legal requirement:
(1) The buyer, grantee, or lessee of any part of the property has an action for damages or to void the deed, sale, or contract. (2) The City may:
(A) Bring an action to enjoin any attempt to sell, lease, or finance the property.
(B) Bring an action for other legal, equitable, or summary remedy, such as declaratory and injunctive relief.
(C) Pursue criminal prosecution, punishable by imprisonment in county jail or state prison for up to one year, by a fine of up to $10,000, or both; or a misdemeanor.
(D) Record a notice of violation.
(E) Withhold any or all future permits and approvals.
(F) Pursue all other administrative, legal, or equitable remedies that are allowed by law or the City’s Code.
Item: 3
55 CITY COUNCIL AGENDA REPORT
MEETING DATE: 3/15/2022
DEPARTMENT: City Clerk
SUBJECT:
ADOPTION OF ORDINANCE 351 RELATED TO ZONING CODE AMENDMENT 12-21-5483, ADDING CHAPTER 9.60 OF THE LAKE FOREST MUNICIPAL
CODE TO ESTABLISH OBJECTIVE DESIGN STANDARDS FOR NEW
MULTIFAMILY PROJECTS IN THE CITY
RECOMMENDED ACTION(S):
1. Conduct Second Reading of Ordinance No. 351 entitled: AN ORDINANCE OF
THE CITY COUNCIL OF THE CITY OF LAKE FOREST, CALIFORNIA, AMENDING LAKE FOREST MUNICIPAL CODE TO ADD CHAPTER 9.60 TO
ESTABLISH OBJECTIVE DESIGN STANDARDS FOR NEW MULTIFAMILY
PROJECTS IN THE CITY AND DETERMINING THE ACTION TO BE EXEMPT FROM CEQA (ZC 12-21-5483)
2. Adopt Ordinance No. 351.
EXECUTIVE SUMMARY:
During its regular meeting of March 1, 2022, the City Council considered and conducted the first reading of Ordinance No. 351. This Ordinance authorizes Zoning Code Amendment 12-21-5483 is a City-initiated Zoning Code Amendment to add Chapter 9.60 of the Lake Forest Municipal Code to establish objective design standards for new multifamily projects in the City. The design standards will provide developers, builders, and architects with clear standards of the desired site design characteristics for new multifamily projects.
FISCAL IMPACT:
There is minimal fiscal impact associated with the recommended action.
Item: 4
56 1
9 1
3 ATTACHMENTS:
Ordinance No. 351
Initiated By: Jennifer Weiss, Assistant City Clerk
Submitted By: Jennifer Weiss, Assistant City Clerk
Approved By: Debra Rose, City Manager
Item: 4
57 Attachment
Item: 4
58 ORDINANCE NO. 351
AN ORDINANCE OF THE CITY COUNCIL OF THE
CITY OF LAKE FOREST, CALIFORNIA, AMENDING
LAKE FOREST MUNICIPAL CODE TO ADD CHAPTER
9.60 TO ESTABLISH OBJECTIVE DESIGN
STANDARDS FOR NEW MULTIFAMILY PROJECTS
IN THE CITY AND DETERMINING THE ACTION TO BE
EXEMPT FROM CEQA
WHEREAS, the State Legislature passed Senate Bill 35 (SB 35) which requires local governments to implement a streamlined, ministerial, review process for qualifying multifamily housing developments. The intent of the law is to address housing affordability by expediting local governmental approvals for certain new housing development projects that meet eligibility criteria; and
WHEREAS, The California Department of Housing and Community Development (HCD) has determined that the City of Lake Forest is subject to SB 35 streamlining for proposed development projects that include at least ten units, and at least 50% of the total units are affordable at the moderate-income level (80% AMI); and
WHEREAS, the City initiated Zoning Code Amendment 12 -21-5483 t o establish objective design standards for new multifamily projects in the City. Upon adoption, such standards will be contained in the new Lake Forest Municipal Code Chapter 9.60. Additionally, these regulations would apply to the residential portion of mixed use projects in the General Plan Mixed Use areas (MU43, MU32, MU25, UI43, UI25); and
WHEREAS, In accordance with State Law (California Government Code §65913.4), the purpose of the new Chapter 9.60 is to establish multifamily residential objective design standards which, collectively, are intended to provide developers, builders, and architects with a clear standard of the desired site design characteristics for new multifamily residential development in Lake Forest; and
WHEREAS, on Janu ary 20, 2022, the City gave public notice in a newspaper of general circulation of the February 3, 2022 public hearing before the Planning Commission regarding Zoning Code Amendment 12-21-5483; and
WHEREAS, on February 3, 2022, the Planning Commission he ld a duly - noticed public hearing and considered the staff report, recommendations by staff, and public testimony concerning Zoning Code Amendment 12 -21-5483 and Item: 4
59 Ordinance No. 351
adopted a resolution recommending the City Council adopt Zoning Code Amendment 12-21-5483; and
WHEREAS, on February 18, 2022, the City gave public notice in a newspaper of general circulation of the March 1, 2022 public hearing before the City Council regarding Zoning Code Amendment 12-21-5483; and
WHEREAS, on March 1, 2022, the City Council held noticed public hearing and considered the staff report, recommendations by staff, and public testimony concerning Zoning Code Amendment 12-21-5483; and
WHEREAS, all legal perquisites to the adoption of Zoning Code Amendment 12-21-5483 have occurred.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAKE FOREST DOES ORDAIN AS FOLLOWS:
SECTION 1. Recitals. The recitals above are true and correct and each incorporated and adopted as findings by the City Council.
SECTION 2. CEQA. The City Council finds that Zoning Code Amendment ZC 12-21-5483 is not subject to the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) of the State CEQA Guideli nes, which provides that a project is exempt from CEQA if the activity is covered by the commonsense exemption that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certai nty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Zoning Code Amendment ZC 12-21-5483 will not have a significant effect on the environment as it simply establishes objective design review standards for multifamily projects in accordance with State law; it does not authorize construction or development.
Therefore, the City Council finds that this ordinance is exempt from CEQA. As the City receives individual multifamily project applications, projects subject to discretionary review will be reviewed in accordance with CEQA and projects subject to ministerial approval under SB 35 will be exempt from CEQA (pursuant to Government Code Section 21080(b)(1)).
SECTION 3. General Plan Consistency. Based on the entire record before the City Council, and all written and oral evidence presented, the City Council hereby finds that Zoning Code Amendment ZC 12 -21-5483 is consistent with the City’s adopted General Plan. Specifically, General Plan Policy ED-2.1: Review, and streamline as appropriate, City regulations, processes, and procedures that impact business development and operations; and Land Use Action LU -2c:
Item: 4
60 Ordinance No. 351
Periodically review and amend (as needed) the Zoning O rdinance, City Subdivision Regulations, and Grading Regulations to provide consistency with new state legislation and court decisions. Review and amend Zoning Ordinance to clarify permitted and conditionally permitted uses in all districts. This Zoning Code Amendment furthers these goals, policies, and actions by updating the City's regulations to achieve consistency with federal and state law and making certain refinements to ensure that the Zoning Code is consistent and clear and provides for streamlined approval processes through Multifamily Residential Objective Design Standards which are intended to provide developers, builders, and architects with a clear standard of the desired site design characteristics for new multifamily residential development in Lake Forest. Therefore, the Zoning Code Amendment is consistent with the General Plan.
SECTION 4. Code Amendment. Chapter 9.60 is hereby added to Title 9 of the Lake Forest Municipal Code, to read in its entirety as follows:
Chapter 9.60 Multifamily Residential Objective Design Standards Section 9.60.010 Purpose
A. Purpose. The purpose of this chapter is to establish Multifamily Residential Objective Design Standards that are intended to provide developers, builders, and architects with a clear standard of the desired site design characteristics for new multifamily residential development in Lake Forest.
B. Applicability and Review; Relationship to Other Regulations.
1. All Multifamily Projects. The provisions of this chapter apply to all multifamily residential projects. Applicants must pay the project deposit in accordance with the fee schedule adopted by the City Council and provide applicable project documents for the required entitlement or streamlined review.
2. Ministerial Approval. Projects that qualify for ministerial approval under state law must comply with this chapter and all objective site and development standards set forth in Title 9 of this Code. If there is any conflict between a standard in this chapter and any other standard in Title 9, the provisions of this chapter govern. Applicants must submit evidence that the project qualifies for ministerial or otherwise streamlined approval under state law.
3. Discretionary Approval. All multifamily projects that do not qualify for ministerial approval are subject to discretionary design review and findings as set forth in Chapter 9.184 of this code. Such projects must comply with the standards set forth in this chapter, all discretionary design review Item: 4
61 Ordinance No. 351
requirements, and all site development standards and any other design guidelines that apply.
4. Mixed-Use. This chapter applies to the residential portion of mixed-use projects in the General Plan Mixed Use areas (MU43, MU32, MU25, UI43, UI25). Each mixed-use project requires a site development permit under Chapter 9.184 of this code.
Section 9.60.020 Objective Design Standards
A. Site Design and Parking
1. Primary building entrances (individual or shared) shall include at least two of the following building materials: stucco, brick, stone, or wood. Entrances that do not face a public street and sidewalk (such as within deep or large lots) shall face an internal pedestrian path that connects to a public sidewalk.
2. At least two different building types shall be included in projects with multiple buildings. Building types shall be differentiated through variations to building materials, color, rooflines, and the use of architectural features such as awnings and light fixtures.
3. Lighting shall be recessed or hooded and downward directed.
4. All surface level parking areas, covered and uncovered, shall be screened from public streets. Screening shall be accomplished through building placement, landscaping, a planted berm, decorative fencing with vines, topography, or some combination of the above. Landscaping used for screening purposes must be no less than 2 feet wide (from the back of the sidewalk or street curb to the parking lot paving, whichever is greater) and no less than 42 inches in height.
5. Structured parking shall be designed such that all lighting is fully shielded and automobile headlamps within the structure are not visible from adjacent buildings, parcels, or streets. The minimum height of screening for automobile headlights shall be 42 inches in height.
6. Parking areas shall be separated from any building by a sidewalk or landscaping with a minimum width of 5 feet.
B. Building Design
1. Blank walls (facades without doors, windows, landscaping treatments) shall be less than 30 feet in length.
2. Buildings three stories and over must provide three distinctive materials, each a minimum of 10% of the total street-facing building façade, and a minimum of two different building colors. Distinctive building materials shall include a combination of stucco, brick, stone, and wood.
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62 Ordinance No. 351
3. Trim surrounds or recessed windows with a minimum depth of three inches shall be provided at all exterior windows and door openings.
4. Exterior front doors shall be recessed a minimum of 3 feet or have a covered porch with a minimum depth of 6 feet.
5. Exterior walls shall include one or more of the following: windows, trellises, arcades, roof overhangs, recessed or projected massing, columns, balconies, wainscots, or awnings.
6. Exterior stairwells shall not be directly visible from the street. For safety and security, exterior stairwells shall be oriented to interior spaces, such as plazas and gathering areas, parking areas, and pedestrian pathways and shall not be separated from these areas by landscaping, fences, or walls taller than three feet.
C. Massing and Articulation
1. All building walls shall have at least one minor massing break every 50 lineal feet. A “minor massing break” means a variation in setback or a building entry, recess, or structural bay or other projection. A minor massing break that is a setback, recess, or projection must be at least 12 inches deep and 4 feet wide.
2. Buildings over three stories tall shall have at least one major massing break every 100 lineal feet along all street frontages, adjacent public park, publicly accessible outdoor space, or open space area. A “major massing break” means a variation in setback or a building entry that is at least 30 inches deep and 4 wide and that extends the full height of the building.
3. Rooflines, whether pitched or flat, shall be vertically articulated at least every 50 feet along the street frontage. “Vertically articulated” means one or more of the following: a parapet, a variation in cornice, a reveal, a clerestory window or windows, or a variation in roof height or form.
D. Landscaping
1. Boundary landscaping is required for a minimum width equal to the required setback distance or 10 feet, whichever is less, along all property lines abutting streets except for required street openings.
2. Boundary landscaping shall include a combination of groundcover, shrubs, and trees.
E. Accessory Structures
1. Trash enclosures shall be constructed with the same exterior finish, materials, and colors as those of the associated main building. Climbing vines shall be installed along any trash enclosure side that is directly visible to a public street to further screen the enclosure.
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63 Ordinance No. 351
2. Above-ground utilities, such as fire sprinkler risers, transformers, control boxes, meters, and valves shall be placed within the building, or at the side of the building and painted to match the building, or screened by landscaping on three sides.
i. Exposed piping or wires shall not be attached to the building exterior. Any piping or wires attached to the building exterior must be enclosed and finished to match the exterior building. ii. Equipment and utility enclosures shall match the building exterior color, finish, and materials.
iii. Rooftop-mounted equipment shall be screened from public view either in an enclosure or behind a pitched roof or parapet wall. “Screened from public view” means not visible from the centerline of the closest public right-of-way, 5 feet above ground elevation. A line-of-sight detail shall be provided to demonstrate adequate screening of rooftop equipment.
SECTION 5. This Ordinance takes effect 30 days following its adoption.
SECTION 6. The City Council hereby directs staff to prepare, execute, and file the Orange County Clerk a Notice of Exemption within five working days of first reading of this Ordinance.
Section 7. If any provision of this Ordinance or its application to any person or circumstance is held to be invalid, such invalidity has no effect on the other provisions or applications of the Ordinance that can be given effect without the invalid provision or application, and to this extent, the provisions of this Ordinance are severable. The City Council declares that it would have adopted this Ordinance irrespective of the invalidity of any portion thereof.
Section 8. The documents and materials that constitute the record of proceedings on which this Ordinance and the above findings have been based are located at the City Clerk’s Office at 100 Civic Center Drive, Lake Forest, CA 92630.
[SIGNATURES ON FOLLOWING PAGE]
Item: 4
64 Ordinance No. 351
PASSED, APPROVED AND ADOPTED this 15th day of March 2022, by the following vote, to wit:
ROBERT PEQUEÑO
MAYOR
ATTEST:
LISA BERGLUND, MPA
APPRO
VED AS TO FORM:
MATTHEW E. RICHARDSON
Item: 4
65 Ordinance No. 351
STATE OF CALIFORNIA )
COUNTY OF ORANGE )SS.
CITY OF LAKE FOREST )
I, Lisa Berglund, City Clerk of the City of Lake Forest, do hereby certify that the foregoing Ordinance No. 351 was duly introduced and placed upon its first reading at a regular meeting of the City Council on the 1st day of March 2022, and that thereafter, said Ordinance was duly adopted and passed at a regular meeting of the City Council on the 15th day of March 2022, by the following roll -call vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
________________________
LISA BERGLUND, MPA
CITY CLERK
Item: 4
66 CITY COUNCIL AGENDA REPORT
MEETING DATE: 3/15/2022
DEPARTMENT: Public Works
SUBJECT:
AWARD CONSTRUCTION CONTRACT FOR SPORTS PARK PAVER
REPLACEMENT PROJECT (PW 2020-11)
RECOMMENDED ACTION(S):
1. Approve contract documents for construction of Sports Park Paver Replacement Project.
2. Award a contract with a contract price of $169,700 to IE General Construction, Inc.
3. Reject all other bids received and authorize return of the bid bonds upon receipt of the executed contract documents from IE General Construction, Inc.
4. Authorize the Mayor to sign, and the City Clerk to attest the contract with IE General Construction, Inc.
EXECUTIVE SUMMARY:
The Sports Park Paver Replacement project would replace the existing flagstone pavers with stamped colored concrete at the Lake Forest Sports Complex that have become chipped and broken. On November 29, 2021, the City Manager authorized the advertisement of the Sports Park Paver Replacement project for construction.
On January 20, 2022, the City received bids from eight (8) firms, ranging from $169,700 to $485,095. The apparent low bidder is IE General Engineering, Inc. (“IEGE”). The total project cost to construct, inspect, provide construction support, and provide contingency for the project is estimated to cost $186,670.
The project has a budget of $202,500, so sufficient funds exist to award this project and provide contingency.
Staff recommends the City Council approve the proposed construction contract with IEGE with a contract price of $169,700 (“Contract”).
Item: 5
67 1
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1 BACKGROUND:
On June 18, 2019, the City Council approved the 2019-21 Capital Improvement Projects (“CIP”) Budget, which provided construction funding for the Sports Park Paver Replacement project with a budget of $50,000 (Attachment 1). On September 1, 2020, as part of the 2019-2021 CIP Mid-Cycle Update and Budget Amendment, the project budget was increased to $210,000.
The existing flagstone pavers at several locations within the parking and drive areas of the Lake Forest Sports Complex have become chipped and broken and, in some locations, have stained the adjacent concrete bands. This project would remove all flagstone paths and associated concrete bands and replace them with stamped colored concrete (Attachment 2).
DISCUSSION:
On January 20, 2022, the City received bids from eight (8) firms, ranging from $169,700 to $485,095. The apparent low bidder is IEGE. The Engineer’s Estimate for the project is $200,000. Staff reviewed IEGE’s bid package for completeness. The City utilizes an electronic bidding system that eliminates mathematical errors in the bids, therefore the submitted bid results are provided in Table 1 below:
Table 1: Submitted Bids
Contracting Firm PlanetBids Verified Base Bid
Amounts
IE General Engineering, Inc. $169,700.00
SDC Engineering, Inc. $175,465.65
Kormex Construction, Inc. $194,300.00
Newbuild Construction and
Restoration, Inc.
$323,610.00
Williamson Development Group $328,200.00
Diamond Construction $337,000.00
Fame Legacy $363,664.00
C.S. Legacy Construction, Inc. $485,095.00
After analysis of the bids received, staff determined that IEGE was the lowest responsive, responsible bidder for this project. Recently, IEGE completed projects in the cities of Rancho Santa Margarita, Twentynine Palms, and Perris.
Staff conducted a reference check that indicated IEGE is a responsible contractor (Attachment 3).
Item: 5
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1 The Finance Department prepared the Contract which IEGE subsequently executed (Attachment 4). The City Attorney reviewed and approved the contract as to form. The contract bid amount as determined by the estimated quantities is $169,700. Per Lake Forest Municipal Code Section 3.13.085, the City Manager may approve additional work not-to-exceed 10% of the original contract amount.
Ten percent of the contract costs is $16,970. The total project cost to construct and provide contingency for the project is estimated to cost $186,670. City staff will provide inspection and construction support. Therefore, no additional budget will be required for those items. The contract plans and specifications are not attached to the staff report; however, they are available for review in the City Clerk’s Office and will be on display in the City Council chambers before and during the City Council meeting. Staff has attached the approved signed title sheet for the project (Attachment 5).
FISCAL IMPACT:
The total project cost to construct, inspect, provide construction support, and provide contingency for the project is estimated to cost $186,670. Approving the recommended action would award a contract to IE General Engineering, Inc. in the amount of $169,700. There are sufficient funds to cover the costs of the recommended actions.
ATTACHMENTS:
1. 2019-2021 CIP Project Sheet
2. Paver Replacement Locations and photos
3. Contractor Reference Check
4. Contract with IE General Construction, Inc.
5. Signed Title Sheet
Initiated By: Douglas Erdman, Engineering Services Mngr - Asst. City Eng.
Submitted By: Thomas E. Wheeler, P.E., Director of Public Works/City Engineer Approved By: Debra Rose, City Manager
Item: 5
69 Attachment 1
Item: 5
70 Our livable city is well planned, attractive and safe Attractive
PROJECT NUMBER/NAME: PW 2020-11 / Sports Complex Paver Replacement Project RESPONSIBLE DEPARTMENT: Maintenance
CATEGORY: Parks and Recreation
PROJECT DESCRIPTION:
This project would replace the pavers at the entrance to the Sports Park. The original pavers at both sides of the park have become dislodged and stained surrounding sidewalks. This project would analyze and install the best material for the entrances to the park.
PURPOSE:
Strategic Plan Goal:
Strategic Plan Priority Area:
Strategic Plan Strategy: Proactively enhance the visual character of the City and plan for maintenance of all City assets.
The project would replace the damaged pavers in the Sports Complex.
Project Location
62 Item: 5
71 PROJECT NUMBER/NAME: PW 2020-11 / Sports Complex Paver Replacement Project RESPONSIBLE DEPARTMENT: Maintenance
CATEGORY: Parks and Recreation
FY FY FY FY FY
2019/20 2020/21 2021/22 2022/23 2023/24
Land -$
Planning/Design -$
Construction 50,000$ 50,000 $
Total Estimate -$ 50,000 $ - $ - $ - $ 50,000 $
FY FY FY FY FY
2019/20 2020/21 2021/22 2022/23 2023/24
CIP (120) -$ 50,000 $ 50,000 $
-$
-$
Total Revenue -$ 50,000 $ - $ - $ - $ 50,000 $ ESTIMATED ANNUAL COST IMPACT OF PROJECT ON CITY OPERATING BUDGET:
Funding Source TOTAL
This project is expected to have an insignificant impact on the operating budget.
NO PRIOR YEAR FUNDING
CURRENT AND FUTURE FUNDING
PROJECT
ESTIMATE TOTAL
63 Item: 5
72 Attachment 2
Item: 5
73 Item: 5
74 Item: 5
75 Item: 5
76 Attachment 3
Item: 5
77 Apparent Low Bidder: Contact #1: Contact #2: Contact #3:
I E General Engineering, Inc. City of Menifee City of Rancho Santa Margarita City of 29 Palms Name Carlos Geronimo Tri Nguyen Kenneth Bailey
Email [email protected] [email protected]
Phone No. 951-723-3722 949-635-1813 909-230-2423
QUESTION RESPONSE RESPONSE
1. Title and type of project Antelope Median Improvements Stamped concrete, median extension SR62 CalTrans
2. Contract Amount $501,293 $129,826 $800k-$1Mil
3. Approximate duration 45 working days 90 Working days
4. Actual or estimated project completion date 9/14/2021 10/30/2021 2020
5. Quality of the work 4 5 4
6. Similarity of the Project N/A N/A N/A
7. Contractor’s relationship with agency
representatives 455
8. Claims or stop notices No No No
9. Change order requests Yes No No
10. Agency’s desire to have contractor bid on future
projects Yes Yes Yes
11. Additional Comments
Contractor was constantly late in
submitting required paperwork for
progress payments and project close-out
documents.
Contractor performed well and was
competent in their work. Very efficient, easy to communicate with.
Questions 5,6,7
Rating Scale: 5 - Very Good, 4 - Good, 3 - OK, 2 - Poor, 1 - Very Poor Questions 8,9,10 - Yes or No
Sports Complex Paver Replacement (PW 2020-11)
Item: 5
78 Attachment 4
Item: 5
79 Item: 5
80 Item: 5
81 Item: 5
82 Attachment 5
Item: 5
83 Item: 5
84 CITY COUNCIL AGENDA REPORT
MEETING DATE: 3/15/2022
DEPARTMENT: Community Development
SUBJECT:
SUBMITTAL OF 2021 ANNUAL HOUSING ELEMENT PROGRESS REPORT
TO STATE DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT RECOMMENDED ACTION(S):
Authorize staff to submit the 2021 Annual Housing Element Progress Report to the State Department of Housing and Community Development and Governor's Office of Planning and Research.
EXECUTIVE SUMMARY:
State law requires the City to prepare an annual progress report (“APR”) on the status and implementation of the City’s General Plan Housing Element. The report must be considered at a public meeting and is required to be submitted to the State Department of Housing and Community Development (“HCD”) and Governor’s Office of Planning and Research (“OPR”) before April 1st of each year. The form, which is provided by HCD, is an excel workbook file with 11 tables. For the City Council’s review and approval, staff has attached a copy (.pdf) of the completed draft 2021 Annual Progress Report to this report (Attachment).
BACKGROUND:
The Housing Element is a section of the City’s General Plan that addresses housing needs and conditions within Lake Forest. It identifies goals, policies, and programs that the City uses to guide actions related to housing.
Government Code Section 65400 requires all cities and counties prepare an APR on the status and implementation of their housing elements. The report form is provided by HCD each year. The 2021 APR covers the period from January 1st to December 31st of 2021. The report must be considered at a public meeting and is required to be submitted to HCD and OPR before April 1st of each year.
The City Council adopted the 2013-2021 (5th Cycle) Housing Element on January 17, 2014. The planning period for the 5th cycle Housing Element ended on October 15, 2021. Subsequently, the City Council adopted the 2021-2029 (6th Item: 6
85 1
8 8
1 cycle) draft Housing Element on January 4, 2022. The 2021-2029 Housing Element is currently under review by HCD.
DISCUSSION:
The 2021 APR form, which was provided by HCD, is an excel workbook file with 11 tables. For the City Council’s review, staff attached a copy of the completed draft 2021 Annual Progress Report tables to this report. The following is a list of the 11 tables in the APR with a brief summary of the data provided by staff for each table:
Table A: Housing Development Applications Submitted
As documented in Table A, the City had six housing development applications that were deemed complete in 2021. The applications were for the Meadows Residential Community, which include the following six neighborhoods:
The Willows and Oaks (159 single-family units);
The Parklands (71 single-family units);
The Magnolias (122 single-family units);
The Evergreens (114 single-family units);
The Redwoods (75 single-family units); and
The Meadows Senior Housing (65 apartment units).
Table A2: Annual Building Activity Report Summary- New Construction, Entitled, Permits and Completed Units
This is the largest worksheet in the APR and includes 49 columns of information related to residential units that have been entitled, issued building permits, or completed construction, in 2021. The table also includes information about the affordability of the units. In summary, the table indicates that in 2021, the City has entitled 606 units, issued building permits for 414 units, and 411 units have completed construction. The housing units that were issued permits and/or completed construction included single-family detached units, single-family attached units (townhomes), and accessory dwelling units.
Table B: Regional Housing Needs Allocation Progress Permitted Uses Issued by Affordability
Table B illustrates the City’s progress towards the Regional Housing Needs Assessment (“RHNA”) Allocation for Cycle 5. This table is locked by HCD and cannot be modified by staff. The table is based on the City’s previous APRs and displays the number of units, by income level, permitted by the City each year of the Housing Element cycle (the table does not include 2013 data because the Item: 6
86 1
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1 SCAG RHNA projection period began in January 2014). The table compares this data with the City’s Cycle 5 RHNA allocations. The table includes the 281 units that were issued building permits in 2021 until the end of the 5th cycle planning period on October 15, 2022. The following table (Table 1) is a summary of the data in the worksheet:
Table 1: Summary of Table B
The 133 units that were issued building permits during the 6th cycle (after October 15, 2021) will be credited to the 6th cycle RHNA Progress table in the 2022 APR.
Table C: Sites Identified or Rezoned to Accommodate Shortfall Housing Need
Table C only needs to be filled out if one or more of the following occurred:
The City identified an unaccommodated need of sites from the previous planning period (Government Code section 65584.09);
The City has a shortfall of sites as identified in the Housing Element (Government Code section 65583, subdivision (c)(1));
The City is identifying additional sites required by No Net Loss law (Government Code section 65863).
None of these occurred, therefore, this table was left blank.
Table D: Program Implementation Status pursuant to GC Section 655583 The City’s current Housing Element includes 24 specific Housing Programs that were adopted with the current 2021-2029 Housing Element (6th cycle). Table D includes each program and includes a brief description of the status of the implementation of each Program.
Table E: Commercial Development Bonus Approved pursuant to GC Section 65915.7
Summary of Table B (RHNA Progress for Cycle 5)
Income Level
RHNA
Allocation by
Income Level
Total Units
Permitted
(2014-
10/15/2021)
Total Remaining
RHNA by Income
level
Very Low 647 32 615
Low 450 30 420
Moderate 497 212 285
Above Moderate 1,133 3,657 0
Total 2,727 3,931 1,320
Item: 6
87 1
8 8
1 When a commercial developer that includes an affordable housing component has entered into an agreement for partnered housing (between the commercial developer and the housing developer) to contribute affordable housing through a joint project or two separate projects, the City is required to provide a commercial development bonus. Table E was left blank because the City did not receive application for such development and, therefore, has not approved any commercial development bonuses.
Table F: Units Rehabilitated, Preserved and Acquired for Alternative Adequate Sites pursuant to Government Code section 65583.1(c) Table F was an optional table to report existing housing units that were converted to affordable units, or existing affordable units with expired covenants that were preserved as affordable units. Table F was left blank because the City did not have any existing housing units nor any preserved affordable units that were converted to affordable units.
Table G: Locally Owned Lands Included in the Housing Element Sites Inventory that have been sold, leased, or otherwise disposed of Table G was left blank because the City’s current Housing Element Sites Inventory does not include any locally owned lands.
Table H: Locally Owned Surplus Sites
Table H includes the City’s only surplus site, which is a 0.16 acre site on El Toro Road, southwest of Jeronimo Road, (APN: 614-021-31) that is owned by the City’s Housing Authority.
Summary Table
The summary table is self-populated and provides a summary of some of the data in Table A2. The table documents that in 2021 the City issued building permits for 414 residential units, 411 units completed construction, 6 housing applications were deemed completed, 606 new residential units were entitled, and that no residential units were approved under the SB 35 streamlining provisions. SB 35 provisions would require the City to streamline the planning process for affordable housing projects that meet certain criteria documented in State law.
LEAP Reporting Table
This table reports the status of projects that were included in the City’s Local Early Action Planning (LEAP) Grant application. The City was awarded Item: 6
88 1
8 8
1 $300,000 from the LEAP program to be used to update City ordinances to ensure compliance with State law, implement mixed-use zoning changes, update planning documents, and assess infrastructure upgrades. As documented in the table, in 2021, the City has requested reimbursement of $103,364.31 from the LEAP grant. To date, the City has not received the reimbursement from the LEAP grant.
Staff recommends that the City Council authorize staff to submit the Annual Housing Element Progress Report to HCD and OPR. The APR would be submitted electronically to both agencies.
FISCAL IMPACT:
There is no fiscal impact associated with the recommended action.
ATTACHMENTS:
Draft 2021 Annual Housing Element Progress Report
Initiated By: Jennifer Mansur, Associate Planner
Submitted By: Gayle Ackerman, Director of Community Development Approved By: Debra Rose, City Manager
Item: 6
89 Attachment 1
Item: 6
90 Jurisdiction Lake Forest ANNUAL ELEMENT PROGRESS REPORT Note: "+" indicates an optional field Reporting Year 2021 (Jan. 1 - Dec. 31) Housing Element Implementation Planning Period 5th Cycle 10/15/2013 - 10/15/2021
Date
Application
Submitted
Total
Approved
Units by
Project
Total
Disapproved
Units by
Project
Streamlining Application
Status Notes
2 34 6 7 8 9 11 12
Prior APN+ Current APN Street Address Project Name+ Local Jurisdiction Tracking ID+
Unit Category
(SFA,SFD,2 to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Date
Application
Submitted+
(see
instructions)
Very Low-
Income
Deed
Restricted
Very Low-
Income Non
Deed
Restricted
Low-
Income
Deed
Restricted
Low-Income
Non Deed
Restricted
Moderate-
Income
Deed
Restricted
Moderate-
Income
Non Deed
Restricted
Above
Moderate-
Income
Total PROPOSED
Units by Project
Total
APPROVED
Units by
project
Total
DISAPPROVED
Units by Project
Was APPLICATION
SUBMITTED
Pursuant to GC
65913.4(b)?
(SB 35
Streamlining)
Was a Density
Bonus requested
for this housing
development?
Was a Density
Bonus approved
for this housing
development?
Please indicate
the status of the
application.
Notes+
Summary Row: Start Data Entry Below 16 0 48 0 0 0 542 606 606 0 612‐221‐01 Tract 19125
The Willows and Oaks at
The Meadows SDP 06‐21‐5428 SFD
O
7/19/2021 159
159
159
0 No No No Approved
612‐221‐01 Tract 19126
The Parklands at The
Meadows SDP 05‐21‐5426 SFD
O
7/25/2021 71
71 71
0 No No No Approved
612‐221‐01 Tract 19127
The Magnolias at The
Meadows SDP 02‐21‐5400 SFD
O
5/19/2021 122
122
122
0 No No No Approved
612‐221‐01 Tract 19128
The Evergreens at The
Meadows SDP 05‐21‐5425 SFD
O
6/16/2021 114
114
114
0 No No No Approved
612‐221‐01 Tract 18142
The Redwoods at the
Meadows SDP 05‐21‐5424 SFD
O
6/16/2021 75
75 75
0 No No No Approved
612‐221‐01 101 Lopala
The Meadows Senior
Affordable Apartments SDP 06‐21‐5435 5+
R
7/9/2021
16 48 1 65 65 0 No No No Approved
Table A
Housing Development Applications Submitted
Cells in grey contain auto-calculation formulas
51 Project Identifier Unit Types Proposed Units - Affordability by Household Incomes (CCR Title 25 §6202)
Density Bonus Applications
10 Item: 6
91 Jurisdiction Lake Forest ANNUAL ELEMENT PROGRESS REPORT Reporting Year 2021 (Jan. 1 - Dec. 31) Housing Element Implementation Cells in grey contain auto-calculation formulas Planning Period 5th Cycle 10/15/2013 - 10/15/2021
Table A2
Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units Streamlining Infill
Housing without Financial
Assistance or Deed
Restrictions
Term of Affordability
or Deed Restriction Notes
23 56 89 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
Prior APN+ Current APN Street Address Project Name+ Local Jurisdiction Tracking ID+
Unit Category
(SFA,SFD,2 to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Entitlement
Date Approved # of Units issued
Entitlements
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Building Permits
Date Issued
# of Units Issued
Building Permits
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed
Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Certificates of
Occupancy or other
forms of readiness
(see instructions) Date
Issued
# of Units
issued
Certificates of
Occupancy or
other forms of
readiness
How many of the
units were
Extremely Low
Income?
+
Was Project
APPROVED using
GC 65913.4(b)?
(SB 35 Streamlining)
Y/N
Infill Units?
Y/N+
Assistance Programs
for Each Development
(may select multiple -
see instructions)
Deed Restriction
Type
(may select multiple -
see instructions)
For units affordable without
financial assistance or deed
restrictions, explain how the
locality determined the units
were affordable
(see instructions)
Term of Affordability or
Deed Restriction (years)
(if affordable in perpetuity
enter 1000)+
Number of
Demolished/Dest
royed Units
Demolished or
Destroyed Units
Demolished/Des
troyed Units
Owner or
Renter
Total Density Bonus Applied to
the Project (Percentage
Increase in Total Allowable
Units or Total Maximum
Allowable Residential Gross
Floor Area)
Number of Other
Incentives,
Concessions, Waivers,
or Other Modifications
Given to the Project
(Excluding Parking
Waivers or Parking
Reductions)
List the incentives,
concessions,
waivers, and
modifications
(Excluding Parking
Waivers or Parking
Modifications)
Did the project receive a
reduction or waiver of
parking standards? (Y/N)
Notes+
Summary Row: Start Data Entry Below 1 6 0 4 8 0 0 0 5 4 2 6 0 6 0 0 0 7 0 7 4 0 0 4 1 4 0 0040 3 4 0 4 4 1 1 90 00 612-221-01 101 LOPALA
Meadows Senior
Housing
5+ R
16 48 1 8/19/2021 65
0 0
9 N N CDLAC, LIHTC Other 30
Development
Agreement for
Affordable Units
606-251-13
19273 JASPER
HILL RD RESB-11-20-43154
ADU R
0 1 1/12/2021
1 0N ADU affordability based on SCAG
analysis of OC ADU rents
610-012-04
21124 PASEO
VEREDA RESB-02-20-39165
ADU R
0 0
1 04/30/21
1N ADU affordability based on SCAG
analysis of OC ADU rents
606-511-48
5407.5 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-11-19-36611
ADU R
0 0
1 03/12/21
1N ADU affordability based on SCAG
analysis of OC ADU rents
606-511-43
5457.5 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-08-20-41321
ADU R
0 0
1 10/26/21
1N ADU affordability based on SCAG
analysis of OC ADU rents
606-522-38
3052.5 VIEJO
RIDGE DR N
The Oaks at Portola
Center RESB-03-21-46093
ADU R
0 1 9/24/2021
1 0N ADU affordability based on SCAG
analysis of OC ADU rents
606-511-39
5497.5 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-08-20-41509
ADU R
0 1 3/24/2021
1 0N ADU affordability based on SCAG
analysis of OC ADU rents
614-112-55
22570
CHARWOOD RESB-03-21-45771
ADU R
0 1 4/15/2021
1 1 07/21/21
1N ADU affordability based on SCAG
analysis of OC ADU rents
617-074-02
24604 JUTEWOOD
PL RESB-06-21-47513
ADU R
0 1 7/29/2021
1 1 12/2/2021
1N ADU affordability based on SCAG
analysis of OC ADU rents
617-184-07
23764
CAVANAUGH RD RESB-03-21-45934
ADU R
0 1 7/15/2021
1 1 12/10/2021
1N ADU affordability based on SCAG
analysis of OC ADU rents
614-242-23
25613 WILLOW
BEND RESB-07-21-48132
ADU R
0 1 9/13/2021
1 1 12/17/2021
1N ADU affordability based on SCAG
analysis of OC ADU rents
617-161-31 24233 GRAYSTON RESB-04-21-46492
ADU R
0 1 5/21/2021
1 0N ADU affordability based on SCAG
analysis of OC ADU rents
617-174-04
23614
CAVANAUGH RD RESB-04-21-46675
ADU R
0 1 6/10/2021
1 0N ADU affordability based on SCAG
analysis of OC ADU rents
613-301-18
22146
BELLCROFT DR RESB-04-21-46605
ADU R
0 1 6/21/2021
1 0N ADU affordability based on SCAG
analysis of OC ADU rents
617-232-04
24503 BELGREEN
PL RESB-03-21-45980
ADU R
0 1 7/15/2021
1 0N ADU affordability based on SCAG
analysis of OC ADU rents
617-373-64 22444 CASSIA LN RESB-10-21-49927
ADU R
0 1 11/30/2021
1 0N ADU affordability based on SCAG
analysis of OC ADU rents
617-182-13
23697 DUNE
MEAR RD RESB-07-21-48364
ADU R
0 1 12/15/2021
1 0N ADU affordability based on SCAG
analysis of OC ADU rents
614-061-04
22693 LA BRISA
RD RESB-11-20-43254
ADU R
0 1 1/21/2021
1 0N ADU affordability based on SCAG
analysis of OC ADU rents
606-451-29
401,403,405,407,4
09 COYOTE PASS
BLDG #24
Copperleaf at Portola
Center RESB-07-20-41088
SFA O
0 0
5 4/20/2021
5N
606-451-29
400,402,404,406,4
08,410 COYOTE
PASS BLDG #23
Copperleaf at Portola
Center RESB-07-20-41080
SFA O
0 0
6 4/23/2021
6N
606-451-29
101, 103, 105, 107,
109, 111 ALDER
RIDGE BLDG #1
Copperleaf at Portola
Center RESB-02-17-22444
SFA O
0 0
6 6/8/2021
6N
606-451-29
121,123,125,127,1
29,131 ALDER
RIDGE BLDG #3
Copperleaf at Portola
Center RESB-10-20-42887
SFA O
0 0
6 6/17/2021
6N
606-451-29
206,208,210,212
SONORA RIDGE
BLDG #20
Copperleaf at Portola
Center RESB-06-18-27535
SFA O
0 0
4 8/3/2021
4N
606-451-29
100, 102, 104, 106,
108 ALDER RIDGE
BLDG #22
Copperleaf at Portola
Center RESB-12-20-43758
SFA O
0 5 2/10/2021
5 5 9/10/2021
5N
606-451-29
113,115,117,119
ALDER RIDGE
BLDG #2
Copperleaf at Portola
Center
RESB-12-20-43787
SFA O
0 4 2/10/2021
4 4 9/10/2021
4N
606-451-29
700,702,704,706,7
08 DUSKY CREEK
801,803,805,807,8
09 OAKMONT
BLDG #15
Silveroak at Portola
Center RESB-02-20-39179
SFA O
0 0
10 6/17/2021
10 N
606-451-29
800,802,804,806,8
08 OAKMONT
901,903,905,907,9
09 SUNSET RIDGE
BLDG #16
Silveroak at Portola
Center RESB-02-20-39180
SFA O
0 0
10 8/9/2021
10 N
606-451-29
100,102,104,106,1
08 SKYPOINT
201,203,205,207,2
09 WINTERBROOK
BLDG 18
Silveroak at Portola
Center RESB-06-18-27549
SFA O
0 0
10 10/21/2021
10 N
606-451-29
900,902,904,906,9
08 SUNSET RIDGE
101,103,105,107,1
09 SKYPOINT
BLDG #17
Silveroak at Portola
Center RESB-02-21-45011
SFA O
0 10 3/4/2021
10 10 10/21/2021
10 N
606-451-29
300,302,304,306,3
08,310 AUTUMN
SAGE
201,203,205,207,2
09,211 SONORA
RIDGE BLDG #21
Silveroak at Portola
Center RESB-03-21-45508
SFA O
0 12 3/11/2021
12 12 12/13/2021
12 N
606-451-29
412,414,416,418,4
20,422 COYOTE
PASS
301,303,305,307,3
09,311 AUTUMN
SAGE BLDG #32
Silveroak at Portola
Center RESB-04-21-46701
SFA O
0 12 5/21/2021
12 0N
606-451-29
500,502,504,506,5
08 OWLS CLOVER
411,413,415,417,4
19 COYOTE PASS
BLDG #31
Silveroak at Portola
Center RESB-01-21-44624
SFA O
0 10 7/15/2021
10 0N
610-691-48
273,275,277,279,2
81,283,285,287
CARMONA BLDG
5 Arieta at Serrano
Summit RESB-07-19-34218
SFA O
0 0
8 1/11/2021
8N
610-691-48
289,291,293,295,2
97,299,301,303
CARMONA BLDG
6 Arieta at Serrano
Summit RESB-07-20-40938
SFA O
0 0
8 3/1/2021
8N
610-691-48
305,307,309,311,3
13,315,317,319
CARMONA BLDG
7 Arieta at Serrano
Summit RESB-08-20-41763
SFA O
0 0
8 4/29/2021
8N
610-691-48
122,124,126,128,1
30,132 DENALI
BLDG 8
Arieta at Serrano
Summit RESB-11-20-43245
SFA O
0 0
6 7/29/2021
6N
610-691-48
134, 136, 138, 140,
142 DENALI 202,
204, 206, 208, 210
SIENA BLDG 9
Arieta at Serrano
Summit RESB-12-20-43893
SFA O
0 10 1/22/2021
10 10 8/16/2021
10 N
610-691-48
212, 214, 216, 218,
220, 222, 224, 226
SIENA BLDG 10
Arieta at Serrano
Summit RESB-01-21-44495
SFA O
0 8 2/5/2021
8 8 9/23/2021
8N
610-691-48
228,230,232,234,2
36,238,240,242
SIENA BLDG 11
Arieta at Serrano
Summit RESB-02-21-45299
SFA O
0 8 3/9/2021
8 8 10/26/2021
8N
610-691-48
256,258,260,262,2
64,266 SIENA
Arieta at Serrano
Summit RESB-07-19-34216 SFA O 0 0 6 11/9/2021 6N
610-691-48
244,246,248,250,2
52,254 SIENA
BLDG 12
Arieta at Serrano
Summit RESB-03-21-45573
SFA O
0 6 4/1/2021
6 6 11/10/2021
6N
610-691-47
389,391,393,395
TREVINCA bldg 7
Covera at Serrano
Summit RESB-03-20-39433 SFA O 0 0 4 2/26/2021 4N
610-691-47
390,392,394,396,3
98 TREVINCA bldg
5 Covera at Serrano
Summit RESB-03-20-39425
SFA O
0 0
5 2/26/2021
5N
610-691-47
397,399,401,403
TREVINCA bldg 6
Covera at Serrano
Summit RESB-03-20-39434 SFA O 0 0 4 2/26/2021 4N
610-691-47
423, 425, 427, 429,
431, 433
PALERMO UNITS
75-80
Covera at Serrano
Summit RESB-08-20-41739
SFA O
0 0
6 4/14/2021
6N
610-691-47
435, 437, 439, 441,
443, 445
PALERMO UNITS
69-74
Covera at Serrano
Summit RESB-08-20-41748
SFA O
0 0
6 4/19/2021
6N
610-691-47
424, 426, 428, 430,
432, 434
PALERMO UNITS
33-38
Covera at Serrano
Summit RESB-10-20-42761
SFA O
0 0
6 7/29/2021
6N
610-691-47
436, 438, 440, 442,
444, 446
PALERMO UNITS
39-44
Covera at Serrano
Summit RESB-10-20-42772
SFA O
0 0
6 8/3/2021
6N
610-691-47
447,449,451,453,4
55,457 PALERMO
UNITS 63-68
Covera at Serrano
Summit RESB-01-21-44867
SFA O
0 6 2/24/2021
6 6 10/14/2021
6N
610-691-47
459,461,463,465,4
67,469 PALERMO
UNITS 57-62
Covera at Serrano
Summit RESB-01-21-44884
SFA O
0 6 2/24/2021
6 6 10/19/2021
6N
610-691-47
448,450,452,454,4
56,458 PALERMO
UNITS 45-50
Covera at Serrano
Summit RESB-03-21-45559
SFA O
0 6 3/23/2021
6 6 11/10/2021
6N
610-691-47
460,462,464,466,4
68,470 PALERMO
UNITS 51-56
Covera at Serrano
Summit RESB-03-21-45563
SFA O
0 6 3/23/2021
6 6 11/15/2021
6N
610-691-47
321,323,325,327,3
29,331 ADELA
UNITS 93-98
Covera at Serrano
Summit RESB-07-21-48413
SFA O
0 6 8/10/2021
6 0N
610-691-47
322,324,326,328,3
30,332 ADELA
UNITS 87-92
Covera at Serrano
Summit RESB-07-21-48412
SFA O
0 6 8/10/2021
6 0N
610-691-47
333,335,337,339
ADELA UNIT 99-
102
Covera at Serrano
Summit RESB-08-21-48684
SFA O
0 4 10/20/2021
4 0N
610-691-47
341,343,345,347,3
49,351 ADELA
UNITS 111-116
Covera at Serrano
Summit RESB-08-21-48681
SFA O
0 6 10/20/2021
6 0N
610-691-47
360,362,364,366
BELLVER bldg 23
Covera at Serrano
Summit RESB-04-21-46379 SFA O 0 4 6/14/2021 4 0N
610-691-47
361,363,365,367
BELLVER bldg 21
Covera at Serrano
Summit RESB-04-21-46378 SFA O 0 4 6/14/2021 4 0N
610-691-49 166/168 DENALI
Oreste at Serrano
Summit RESB-07-20-40936 SFA O 0 0 2 2/12/2021 2N
610-691-49 170/172 DENALI
Oreste at Serrano
Summit RESB-07-20-40939 SFA O 0 0 2 2/12/2021 2N
610-691-49 174/176 DENALI
Oreste at Serrano
Summit RESB-07-20-40940 SFA O 0 0 2 2/12/2021 2N
610-691-50 203/205 DENALI
Oreste at Serrano
Summit RESB-09-20-41905 SFA O 0 0 2 4/22/2021 2N
610-691-50 207/209 DENALI
Oreste at Serrano
Summit RESB-09-20-41906 SFA O 0 0 2 4/23/2021 2N
610-691-50 211/213 DENALI
Oreste at Serrano
Summit RESB-09-20-41907 SFA O 0 0 2 5/4/2021 2N
610-691-50 215/217 DENALI
Oreste at Serrano
Summit RESB-09-20-41908 SFA O 0 0 2 5/4/2021 2N
610-691-49 202/204 DENALI
Oreste at Serrano
Summit RESB-10-20-42863 SFA O 0 0 2 6/11/2021 2N
610-691-49 206/208 DENALI
Oreste at Serrano
Summit RESB-10-20-42864 SFA O 0 0 2 6/11/2021 2N
610-691-49 210/212 DENALI
Oreste at Serrano
Summit RESB-10-20-42866 SFA O 0 0 2 6/15/2021 2N
610-691-49 214/216 DENALI
Oreste at Serrano
Summit RESB-10-20-42867 SFA O 0 0 2 6/18/2021 2N
610-691-50 219/221 DENALI
Oreste at Serrano
Summit RESB-12-20-43952 SFA O 0 2 1/21/2021 2 2 8/20/2021 2N 610-691-50 223/225 DENALI
Oreste at Serrano
Summit RESB-12-20-43953 SFA O 0 2 1/21/2021 2 2 8/20/2021 2N 610-691-50 227/229 DENALI
Oreste at Serrano
Summit RESB-12-20-43955 SFA O 0 2 1/21/2021 2 2 8/23/2021 2N 610-691-49 231/233 DENALI
Oreste at Serrano
Summit RESB-12-20-43956 SFA O 0 2 1/21/2021 2 2 8/23/2021 2N 610-691-49 218/220 DENALI
Oreste at Serrano
Summit RESB-03-21-45564 SFA O 0 2 3/22/2021 2 2 10/19/2021 2N 610-691-49 222/224 DENALI
Oreste at Serrano
Summit RESB-03-21-45565 SFA O 0 2 3/22/2021 2 2 10/19/2021 2N 610-691-49 226/228 DENALI
Oreste at Serrano
Summit RESB-03-21-45567 SFA O 0 2 3/22/2021 2 2 10/26/2021 2N 610-691-49 230/232 DENALI
Oreste at Serrano
Summit RESB-03-21-45571 SFA O 0 2 3/22/2021 2 2 10/26/2021 2N Affordability by Household Incomes - Certificates of Occupancy Housing with Financial Assistance and/or Deed Restrictions Demolished/Destroyed Units Density Bonus 1 4 7 10
Note: "+" indicates an optional field
(CCR Title 25 §6202)
Project Identifier Unit Types Affordability by Household Incomes - Completed Entitlement Affordability by Household Incomes - Buil ding Permits Item: 6
92 Table A2
Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units Streamlining Infill
Housing without Financial
Assistance or Deed
Restrictions
Term of Affordability
or Deed Restriction Notes
23 56 89 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
Prior APN+ Current APN Street Address Project Name+ Local Jurisdiction Tracking ID+
Unit Category
(SFA,SFD,2 to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Entitlement
Date Approved # of Units issued
Entitlements
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Building Permits
Date Issued
# of Units Issued
Building Permits
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed
Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Certificates of
Occupancy or other
forms of readiness
(see instructions) Date
Issued
# of Units
issued
Certificates of
Occupancy or
other forms of
readiness
How many of the
units were
Extremely Low
Income?
+
Was Project
APPROVED using
GC 65913.4(b)?
(SB 35 Streamlining)
Y/N
Infill Units?
Y/N+
Assistance Programs
for Each Development
(may select multiple -
see instructions)
Deed Restriction
Type
(may select multiple -
see instructions)
For units affordable without
financial assistance or deed
restrictions, explain how the
locality determined the units
were affordable
(see instructions)
Term of Affordability or
Deed Restriction (years)
(if affordable in perpetuity
enter 1000)+
Number of
Demolished/Dest
royed Units
Demolished or
Destroyed Units
Demolished/Des
troyed Units
Owner or
Renter
Total Density Bonus Applied to
the Project (Percentage
Increase in Total Allowable
Units or Total Maximum
Allowable Residential Gross
Floor Area)
Number of Other
Incentives,
Concessions, Waivers,
or Other Modifications
Given to the Project
(Excluding Parking
Waivers or Parking
Reductions)
List the incentives,
concessions,
waivers, and
modifications
(Excluding Parking
Waivers or Parking
Modifications)
Did the project receive a
reduction or waiver of
parking standards? (Y/N)
Notes+
Affordability by Household Incomes - Certificates of Occupancy Housing with Financial Assistance and/or Deed Restrictions Demolished/Destroyed Units Density Bonus 1 4 7 10
Project Identifier Unit Types Affordability by Household Incomes - Completed Entitlement Affordability by Household Incomes - Buil ding Permits 610-691-49 255/257 SIENA
Oreste at Serrano
Summit RESB-03-21-45754 SFA O 0 2 4/19/2021 2 2 11/9/2021 2N 610-691-49 259/261 SIENA
Oreste at Serrano
Summit RESB-03-21-45755 SFA O 0 2 4/19/2021 2 2 11/9/2021 2N 606-333-66
1022 SUMMIT OAK
DR
The Oaks at Portola
Center RESB-05-16-19616 SFD O 0 0 1 1/8/2021 1N
606-511-16
5372 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-11-19-36598 SFD O 0 0 1 2/9/2021 1N
606-511-17
5382 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-11-19-36600 SFD O 0 0 1 2/9/2021 1N
606-511-06
5362 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-11-19-36595 SFD O 0 0 1 2/9/2021 1N
606-511-18
5392 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-11-19-36596 SFD O 0 0 1 2/11/2021 1N
606-511-20
5412 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-11-19-36602 SFD O 0 0 1 2/12/2021 1N
606-511-19
5402 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-11-19-36603 SFD O 0 0 1 2/17/2021 1N
606-511-21
5422 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-11-19-36604 SFD O 0 0 1 2/17/2021 1N
606-511-16
5367 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-11-19-36607 SFD O 0 0 1 2/24/2021 1N
606-511-47
5417 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-11-19-36608 SFD O 0 0 1 3/12/2021 1N
606-511-48
5407 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-11-19-36611 SFD O 0 0 1 3/12/2021 1N
606-522-49
5547 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-12-18-29893 SFD O 0 0 1 3/17/2021 1N
606-511-13
5377 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-11-19-36610 SFD O 0 0 1 3/22/2021 1N
606-511-14
5387 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-11-19-36609 SFD O 0 0 1 3/22/2021 1N
606-511-45
5437 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-08-20-41320 SFD O 0 0 1 10/26/2021 1N
606-511-43
5457 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-08-20-41321 SFD O 0 0 1 10/26/2021 1N
606-511-46
5427 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-08-20-41317 SFD O 0 0 1 10/28/2021 1N
606-522-56
5617 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-08-20-41314 SFD O 0 0 1 11/3/2021 1N
606-522-57
5627 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-07-20-41261 SFD O 0 0 1 11/8/2021 1N
606-522-55
5607 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-08-20-41316 SFD O 0 0 1 11/16/2021 1N
606-522-58
5637 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-08-20-41325 SFD O 0 0 1 11/16/2021 1N
606-511-42
5467 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-08-20-41319 SFD O 0 0 1 11/18/2021 1N
606-511-44
5447 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-08-20-41318 SFD O 0 0 1 11/19/2021 1N
606-511-09
2552 HIGHLAND
OAK CT
The Oaks at Portola
Center RESB-10-20-42878 SFD O 0 1 1/22/2021 1 0N
606-511-10
2562 HIGHLAND
OAK CT
The Oaks at Portola
Center RESB-10-20-42883 SFD O 0 1 1/22/2021 1 0N
606-511-11
2572 HIGHLAND
OAK CT
The Oaks at Portola
Center RESB-11-20-43297 SFD O 0 1 1/22/2021 1 0N
606-511-08
2582 HIGHLAND
OAK CT
The Oaks at Portola
Center RESB-11-20-43308 SFD O 0 1 1/22/2021 1 0N
606-511-07
2592 HIGHLAND
OAK CT
The Oaks at Portola
Center RESB-11-20-43310 SFD O 0 1 1/22/2021 1 0N
606-511-01
2842 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-11-20-43311 SFD O 0 1 1/22/2021 1 0N
606-511-02
2852 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-11-20-43312 SFD O 0 1 1/22/2021 1 0N
606-511-03
2862 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-11-20-43313 SFD O 0 1 1/22/2021 1 0N
606-511-04
2872 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-11-20-43315 SFD O 0 1 1/22/2021 1 0N
606-511-05
2882 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-11-20-43316 SFD O 0 1 1/22/2021 1 0N
606-511-06
2892 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-11-20-43317 SFD O 0 1 1/22/2021 1 0N
606-511-49
2912 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-11-20-43319 SFD O 0 1 1/22/2021 1 0N
606-511-50
2922 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-11-20-43320 SFD O 0 1 1/22/2021 1 0N
606-511-51
2932 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-11-20-43321 SFD O 0 1 1/22/2021 1 0N
606-511-52
2942 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-45913 SFD O 0 1 5/28/2021 1 0N
606-522-17
2947 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-45949 SFD O 0 1 8/31/2021 1 0N
606-511-53
2952 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-45936 SFD O 0 1 5/28/2021 1 0N
606-522-18
2957 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-45945 SFD O 0 1 8/31/2021 1 0N
606-522-47
2962 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-45937 SFD O 0 1 5/28/2021 1 0N
606-522-19
2967 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-45948 SFD O 0 1 8/31/2021 1 0N
606-522-46
2972 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-45939 SFD O 0 1 5/28/2021 1 0N
606-522-20
2977 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-45944 SFD O 0 1 8/31/2021 1 0N
606-522-45
2982 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-45940 SFD O 0 1 5/28/2021 1 0N
606-522-21
2987 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-45964 SFD O 0 1 8/31/2021 1 0N
606-522-44
2992 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-45942 SFD O 0 1 5/28/2021 1 0N
606-522-22
2997 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-45967 SFD O 0 1 8/31/2021 1 0N
606-522-43
3002 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-45943 SFD O 0 1 5/28/2021 1 0N
606-522-23
3007 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-45968 SFD O 0 1 8/31/2021 1 0N
606-522-42
3012 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-46089 SFD O 0 1 9/24/2021 1 0N
606-522-24
3017 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-46088 SFD O 0 1 9/24/2021 1 0N
606-522-41
3022 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-46090 SFD O 0 1 9/24/2021 1 0N
606-522-40
3032 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-46091 SFD O 0 1 9/24/2021 1 0N
606-522-39
3042 VIEJO RIDGE
DR N.
The Oaks at Portola
Center RESB-03-21-46092 SFD O 0 1 9/24/2021 1 0N
606-522-38
3052 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-46093 SFD O 0 1 9/24/2021 1 0N
606-522-37
3062 VIEJO RIDGE
DR N
The Oaks at Portola
Center RESB-03-21-46094 SFD O 0 1 9/24/2021 1 0N
606-511-41
5477 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-08-20-41322 SFD O 0 1 3/24/2021 1 0N
606-511-39
5497 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-08-20-41509 SFD O 0 1 3/24/2021 1 0N
606-522-53
5587 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-08-20-41323 SFD O 0 1 3/24/2021 1 0N
606-522-54
5597 HERITAGE
OAK DR
The Oaks at Portola
Center RESB-08-20-41324 SFD O 0 1 3/24/2021 1 0N
606-481-10
1644 SONORA
CREEK LANE
Windstone at Portola
Center RESB-06-20-40636 SFD O 0 0 1 1/14/2021 1N
606-481-11
1652 SONORA
CREEK LANE
Windstone at Portola
Center RESB-06-20-40635 SFD O 0 0 1 1/14/2021 1N
610-721-10
569 SERRANO
SUMMIT DR
Amara at Serrano
Summit RESB-07-20-41091 SFD O 0 0 1 2/19/2021 1N
610-721-11
575 SERRANO
SUMMIT DR
Amara at Serrano
Summit RESB-07-20-41096 SFD O 0 0 1 2/19/2021 1N
610-711-32 602 CARDONA
Amara at Serrano
Summit RESB-07-20-41098 SFD O 0 0 1 2/22/2021 1N
610-711-33 608 CARDONA
Amara at Serrano
Summit RESB-07-20-41097 SFD O 0 0 1 2/22/2021 1N
610-711-35 620 CARDONA
Amara at Serrano
Summit RESB-09-20-41898 SFD O 0 0 1 6/9/2021 1N
610-711-36 626 CARDONA
Amara at Serrano
Summit RESB-09-20-41899 SFD O 0 0 1 6/10/2021 1N
610-711-34 614 CARDONA
Amara at Serrano
Summit RESB-09-20-41878 SFD O 0 0 1 6/10/2021 1N
610-711-37 632 CARDONA
Amara at Serrano
Summit RESB-09-20-41900 SFD O 0 0 1 6/10/2021 1N
610-712-02 619 CARDONA
Amara at Serrano
Summit RESB-09-20-41902 SFD O 0 0 1 6/11/2021 1N
610-712-03 625 CARDONA
Amara at Serrano
Summit RESB-09-20-41903 SFD O 0 0 1 6/11/2021 1N
610-712-04 631 CARDONA
Amara at Serrano
Summit RESB-09-20-41904 SFD O 0 0 1 6/15/2021 1N
610-711-38 638 CARDONA
Amara at Serrano
Summit RESB-10-20-42517 SFD O 0 0 1 9/7/2021 1N
610-711-39 644 CARDONA
Amara at Serrano
Summit RESB-10-20-42522 SFD O 0 0 1 9/7/2021 1N
610-712-05 637 CARDONA
Amara at Serrano
Summit RESB-10-20-42526 SFD O 0 0 1 9/8/2021 1N
610-711-40 650 CARDONA
Amara at Serrano
Summit RESB-10-20-42523 SFD O 0 0 1 9/8/2021 1N
610-712-06 643 CARDONA
Amara at Serrano
Summit RESB-10-20-42527 SFD O 0 0 1 9/10/2021 1N
610-712-07 649 CARDONA
Amara at Serrano
Summit RESB-10-20-42528 SFD O 0 0 1 9/10/2021 1N
610-712-08 655 CARDONA
Amara at Serrano
Summit RESB-10-20-42530 SFD O 0 0 1 9/10/2021 1N
610-711-41 656 CARDONA
Amara at Serrano
Summit RESB-03-21-45757 SFD O 0 1 4/19/2021 1 1 11/2/2021 1N 610-711-42 662 CARDONA
Amara at Serrano
Summit RESB-03-21-45761 SFD O 0 1 4/19/2021 1 1 11/2/2021 1N 610-711-43 668 CARDONA
Amara at Serrano
Summit RESB-03-21-45762 SFD O 0 1 4/19/2021 1 1 11/3/2021 1N 610-712-09 661 CARDONA
Amara at Serrano
Summit RESB-03-21-45776 SFD O 0 1 4/19/2021 1 1 11/4/2021 1N 610-711-44 674 CARDONA
Amara at Serrano
Summit RESB-03-21-45765 SFD O 0 1 4/19/2021 1 1 11/4/2021 1N 610-712-10 667 CARDONA
Amara at Serrano
Summit RESB-03-21-45778 SFD O 0 1 4/19/2021 1 1 11/5/2021 1N 610-712-11 673 CARDONA
Amara at Serrano
Summit RESB-03-21-45779 SFD O 0 1 4/19/2021 1 1 11/5/2021 1N 610-712-23
605 SERRANO
SUMMIT DR
Amara at Serrano
Summit RESB-08-21-48691 SFD O 0 1 10/19/2021 1 0N
610-712-24
611 SERRANO
SUMMIT DR
Amara at Serrano
Summit RESB-08-21-48694 SFD O 0 1 10/19/2021 1 0N
610-712-25 617 PELION
Amara at Serrano
Summit RESB-08-21-48693 SFD O 0 1 10/19/2021 1 0N
610-712-26 623 PELION
Amara at Serrano
Summit RESB-08-21-48695 SFD O 0 1 10/19/2021 1 0N
610-712-20 624 PELION
Amara at Serrano
Summit RESB-08-21-48696 SFD O 0 1 10/19/2021 1 0N
610-712-19 630 PELION
Amara at Serrano
Summit RESB-08-21-48697 SFD O 0 1 10/19/2021 1 0N
610-712-28 635 PELION
Amara at Serrano
Summit RESB-11-21-50348 SFD O 0 1 12/14/2021 1 0N
610-712-18 636 PELION
Amara at Serrano
Summit RESB-11-21-50352 SFD O 0 1 12/14/2021 1 0N
610-712-29 641 PELION
Amara at Serrano
Summit RESB-11-21-50349 SFD O 0 1 12/14/2021 1 0N
610-712-17 642 PELION
Amara at Serrano
Summit RESB-11-21-50353 SFD O 0 1 12/14/2021 1 0N
610-712-30 647 PELION
Amara at Serrano
Summit RESB-11-21-50350 SFD O 0 1 12/14/2021 1 0N
610-712-16 648 PELION
Amara at Serrano
Summit RESB-11-21-50354 SFD O 0 1 12/14/2021 1 0N
610-712-31 653 PELION
Amara at Serrano
Summit RESB-11-21-50351 SFD O 0 1 12/14/2021 1 0N
610-712-15 654 PELION
Amara at Serrano
Summit RESB-11-21-50355 SFD O 0 1 12/14/2021 1 0N
610-721-12
581 SERRANO
SUMMIT DR
Amara at Serrano
Summit RESB-06-21-47506 SFD O 0 1 6/30/2021 1 0N
610-712-01
586 SERRANO
SUMMIT DR
Amara at Serrano
Summit RESB-06-21-47517 SFD O 0 1 6/30/2021 1 0N
610-721-13
587 SERRANO
SUMMIT DR
Amara at Serrano
Summit RESB-06-21-47508 SFD O 0 1 6/30/2021 1 0N
610-721-21
592 SERRANO
SUMMIT DR
Amara at Serrano
Summit RESB-06-21-47515 SFD O 0 1 6/30/2021 1 0N
610-721-14
593 SERRANO
SUMMIT DR
Amara at Serrano
Summit RESB-06-21-47512 SFD O 0 1 6/30/2021 1 0N
610-712-22
598 SERRANO
SUMMIT DR
Amara at Serrano
Summit RESB-06-21-47507 SFD O 0 1 6/30/2021 1 0N
610-721-15
599 SERRANO
SUMMIT DR
Amara at Serrano
Summit RESB-06-21-47510 SFD O 0 1 6/30/2021 1 0N
610-691-51 187 DENALI
Castellon at Serrano
Summit RESB-02-20-39103 SFD O 0 0 1 1/7/2021 1N
610-691-51 189 DENALI
Castellon at Serrano
Summit RESB-02-20-39096 SFD O 0 0 1 1/7/2021 1N
610-691-51 191 DENALI
Castellon at Serrano
Summit RESB-02-20-39095 SFD O 0 0 1 1/7/2021 1N
610-691-51 193 DENALI
Castellon at Serrano
Summit RESB-02-20-39100 SFD O 0 0 1 1/7/2021 1N
610-691-51 195 DENALI
Castellon at Serrano
Summit RESB-02-20-39089 SFD O 0 0 1 1/7/2021 1N
610-691-51 197 DENALI
Castellon at Serrano
Summit RESB-02-20-39099 SFD O 0 0 1 1/7/2021 1N
610-691-51 199 DENALI
Castellon at Serrano
Summit RESB-02-20-39102 SFD O 0 0 1 1/7/2021 1N
610-691-51 201 DENALI
Castellon at Serrano
Summit RESB-02-20-39087 SFD O 0 0 1 1/7/2021 1N
610-691-51 133 DENALI
Castellon at Serrano
Summit RESB-08-20-41737 SFD O 0 0 1 4/5/2021 1N
610-691-51 135 DENALI
Castellon at Serrano
Summit RESB-08-20-41736 SFD O 0 0 1 4/5/2021 1N
Item: 6
93 Table A2
Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units Streamlining Infill
Housing without Financial
Assistance or Deed
Restrictions
Term of Affordability
or Deed Restriction Notes
23 56 89 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
Prior APN+ Current APN Street Address Project Name+ Local Jurisdiction Tracking ID+
Unit Category
(SFA,SFD,2 to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Entitlement
Date Approved # of Units issued
Entitlements
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Building Permits
Date Issued
# of Units Issued
Building Permits
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed
Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Certificates of
Occupancy or other
forms of readiness
(see instructions) Date
Issued
# of Units
issued
Certificates of
Occupancy or
other forms of
readiness
How many of the
units were
Extremely Low
Income?
+
Was Project
APPROVED using
GC 65913.4(b)?
(SB 35 Streamlining)
Y/N
Infill Units?
Y/N+
Assistance Programs
for Each Development
(may select multiple -
see instructions)
Deed Restriction
Type
(may select multiple -
see instructions)
For units affordable without
financial assistance or deed
restrictions, explain how the
locality determined the units
were affordable
(see instructions)
Term of Affordability or
Deed Restriction (years)
(if affordable in perpetuity
enter 1000)+
Number of
Demolished/Dest
royed Units
Demolished or
Destroyed Units
Demolished/Des
troyed Units
Owner or
Renter
Total Density Bonus Applied to
the Project (Percentage
Increase in Total Allowable
Units or Total Maximum
Allowable Residential Gross
Floor Area)
Number of Other
Incentives,
Concessions, Waivers,
or Other Modifications
Given to the Project
(Excluding Parking
Waivers or Parking
Reductions)
List the incentives,
concessions,
waivers, and
modifications
(Excluding Parking
Waivers or Parking
Modifications)
Did the project receive a
reduction or waiver of
parking standards? (Y/N)
Notes+
Affordability by Household Incomes - Certificates of Occupancy Housing with Financial Assistance and/or Deed Restrictions Demolished/Destroyed Units Density Bonus 1 4 7 10
Project Identifier Unit Types Affordability by Household Incomes - Completed Entitlement Affordability by Household Incomes - Buil ding Permits 610-691-51 137 DENALI
Castellon at Serrano
Summit RESB-08-20-41735 SFD O 0 0 1 4/5/2021 1N
610-691-51 139 DENALI
Castellon at Serrano
Summit RESB-08-20-41732 SFD O 0 0 1 4/5/2021 1N
610-691-51 141 DENALI
Castellon at Serrano
Summit RESB-08-20-41731 SFD O 0 0 1 4/5/2021 1N
610-691-51 143 DENALI
Castellon at Serrano
Summit RESB-08-20-41723 SFD O 0 0 1 4/5/2021 1N
610-691-51 145 DENALI
Castellon at Serrano
Summit RESB-08-20-41720 SFD O 0 0 1 4/5/2021 1N
610-691-51 147 DENALI
Castellon at Serrano
Summit RESB-08-20-41714 SFD O 0 0 1 4/5/2021 1N
610-691-51 117 DENALI
Castellon at Serrano
Summit RESB-10-20-42760 SFD O 0 0 1 6/3/2021 1N
610-691-51 119 DENALI
Castellon at Serrano
Summit RESB-10-20-42759 SFD O 0 0 1 6/3/2021 1N
610-691-51 121 DENALI
Castellon at Serrano
Summit RESB-10-20-42758 SFD O 0 0 1 6/3/2021 1N
610-691-51 123 DENALI
Castellon at Serrano
Summit RESB-10-20-42757 SFD O 0 0 1 6/3/2021 1N
610-691-51 125 DENALI
Castellon at Serrano
Summit RESB-10-20-42756 SFD O 0 0 1 6/3/2021 1N
610-691-51 127 DENALI
Castellon at Serrano
Summit RESB-10-20-42755 SFD O 0 0 1 6/3/2021 1N
610-691-51 129 DENALI
Castellon at Serrano
Summit RESB-10-20-42754 SFD O 0 0 1 6/3/2021 1N
610-691-51 131 DENALI
Castellon at Serrano
Summit RESB-10-20-42753 SFD O 0 0 1 6/3/2021 1N
610-691-51 109 DENALI
Castellon at Serrano
Summit RESB-12-20-43653 SFD O 0 1 1/14/2021 1 1 8/9/2021 1N 610-691-51 111 DENALI
Castellon at Serrano
Summit RESB-12-20-43652 SFD O 0 1 1/14/2021 1 1 8/9/2021 1N 610-691-51 113 DENALI
Castellon at Serrano
Summit RESB-12-20-43595 SFD O 0 1 1/14/2021 1 1 8/9/2021 1N 610-691-51 115 DENALI
Castellon at Serrano
Summit RESB-12-20-43594 SFD O 0 1 1/14/2021 1 1 8/9/2021 1N 610-691-51 101 DENALI
Castellon at Serrano
Summit RESB-12-20-43743 SFD O 0 1 1/14/2021 1 1 8/10/2021 1N 610-691-51 103 DENALI
Castellon at Serrano
Summit RESB-12-20-43742 SFD O 0 1 1/14/2021 1 1 8/10/2021 1N 610-691-51 105 DENALI
Castellon at Serrano
Summit RESB-12-20-43655 SFD O 0 1 1/14/2021 1 1 8/10/2021 1N 610-691-51 107 DENALI
Castellon at Serrano
Summit RESB-12-20-43654 SFD O 0 1 1/14/2021 1 1 8/10/2021 1N 610-691-51 157 DENALI
Castellon at Serrano
Summit RESB-02-21-45304 SFD O 0 1 3/9/2021 1 1 9/21/2021 1N 610-691-51 159 DENALI
Castellon at Serrano
Summit RESB-02-21-45303 SFD O 0 1 3/9/2021 1 1 9/21/2021 1N 610-691-51 161 DENALI
Castellon at Serrano
Summit RESB-02-21-45301 SFD O 0 1 3/9/2021 1 1 9/21/2021 1N 610-691-51 163 DENALI
Castellon at Serrano
Summit RESB-02-21-45300 SFD O 0 1 3/9/2021 1 1 9/21/2021 1N 601-701-05 560 CATALONIA
Soria at Serrano
Summit RESB-07-20-40904 SFD O 0 0 1 3/30/2021 1N
601-701-05 562 CATALONIA
Soria at Serrano
Summit RESB-07-20-40902 SFD O 0 0 1 3/30/2021 1N
601-701-05 564 CATALONIA
Soria at Serrano
Summit RESB-07-20-40899 SFD O 0 0 1 3/30/2021 1N
601-701-05 566 CATALONIA
Soria at Serrano
Summit RESB-07-20-40890 SFD O 0 0 1 3/30/2021 1N
601-701-05 568 CATALONIA
Soria at Serrano
Summit RESB-07-20-40897 SFD O 0 0 1 3/31/2021 1N
601-701-05 570 CATALONIA
Soria at Serrano
Summit RESB-07-20-40900 SFD O 0 0 1 3/31/2021 1N
601-701-05 572 CATALONIA
Soria at Serrano
Summit RESB-07-20-40903 SFD O 0 0 1 3/31/2021 1N
601-701-05 574 CATALONIA
Soria at Serrano
Summit RESB-07-20-40905 SFD O 0 0 1 4/1/2021 1N
610-701-10 569 CATALONIA
Soria at Serrano
Summit RESB-09-20-42131 SFD O 0 0 1 6/1/2021 1N
610-701-10 555 CATALONIA
Soria at Serrano
Summit RESB-09-20-42130 SFD O 0 0 1 6/1/2021 1N
610-701-10 557 CATALONIA
Soria at Serrano
Summit RESB-09-20-42132 SFD O 0 0 1 6/1/2021 1N
610-701-10 567 CATALONIA
Soria at Serrano
Summit RESB-09-20-42133 SFD O 0 0 1 6/1/2021 1N
610-701-10 559 CATALONIA
Soria at Serrano
Summit RESB-09-20-42134 SFD O 0 0 1 6/3/2021 1N
610-701-10 561 CATALONIA
Soria at Serrano
Summit RESB-09-20-42136 SFD O 0 0 1 6/3/2021 1N
610-701-10 563 CATALONIA
Soria at Serrano
Summit RESB-09-20-42137 SFD O 0 0 1 6/3/2021 1N
610-701-10 565 CATALONIA
Soria at Serrano
Summit RESB-09-20-42135 SFD O 0 0 1 6/3/2021 1N
610-701-06 580 CATALONIA
Soria at Serrano
Summit RESB-03-21-45670 SFD O 0 1 4/5/2021 1 1 10/6/2021 1N 610-701-06 582 CATALONIA
Soria at Serrano
Summit RESB-03-21-45668 SFD O 0 1 4/5/2021 1 1 10/6/2021 1N 610-701-06 584 CATALONIA
Soria at Serrano
Summit RESB-03-21-45669 SFD O 0 1 4/5/2021 1 1 10/6/2021 1N 610-701-06 586 CATALONIA
Soria at Serrano
Summit RESB-03-21-45671 SFD O 0 1 4/5/2021 1 1 10/7/2021 1N 610-701-06 588 CATALONIA
Soria at Serrano
Summit RESB-03-21-45673 SFD O 0 1 4/5/2021 1 1 10/7/2021 1N 610-701-06 576 CATALONIA
Soria at Serrano
Summit RESB-03-21-45674 SFD O 0 1 4/5/2021 1 1 10/13/2021 1N 610-701-06 578 CATALONIA
Soria at Serrano
Summit RESB-03-21-45672 SFD O 0 1 4/5/2021 1 1 10/13/2021 1N 610-701-06 590 CATALONIA
Soria at Serrano
Summit RESB-03-21-45675 SFD O 0 1 4/5/2021 1 1 10/13/2021 1N 610-701-09 583 CATALONIA
Soria at Serrano
Summit RESB-04-21-46369 SFD O 0 1 4/27/2021 1 1 11/4/2021 1N 610-701-09 585 CATALONIA
Soria at Serrano
Summit RESB-04-21-46365 SFD O 0 1 4/27/2021 1 1 11/4/2021 1N 610-701-09 571 CATALONIA
Soria at Serrano
Summit RESB-04-21-46364 SFD O 0 1 4/27/2021 1 1 11/5/2021 1N 610-701-09 573 CATALONIA
Soria at Serrano
Summit RESB-04-21-46368 SFD O 0 1 4/27/2021 1 1 11/5/2021 1N 610-701-09 579 CATALONIA
Soria at Serrano
Summit RESB-04-21-46372 SFD O 0 1 4/27/2021 1 1 11/8/2021 1N 610-701-09 581 CATALONIA
Soria at Serrano
Summit RESB-04-21-46373 SFD O 0 1 4/27/2021 1 1 11/8/2021 1N 610-701-09 575 CATALONIA
Soria at Serrano
Summit RESB-04-21-46371 SFD O 0 1 4/27/2021 1 1 11/9/2021 1N 610-701-09 577 CATALONIA
Soria at Serrano
Summit RESB-04-21-46370 SFD O 0 1 4/27/2021 1 1 11/9/2021 1N 610-701-01 504 CATALONIA
Soria at Serrano
Summit RESB-11-21-50299 SFD O 0 1 12/29/2021 1 0N
610-701-01 512 CATALONIA
Soria at Serrano
Summit RESB-11-21-50295 SFD O 0 1 12/29/2021 1 0N
610-701-01 514 CATALONIA
Soria at Serrano
Summit RESB-11-21-50296 SFD O 0 1 12/29/2021 1 0N
610-701-01 516 CATALONIA
Soria at Serrano
Summit RESB-11-21-50297 SFD O 0 1 12/29/2021 1 0N
610-701-01 518 CATALONIA
Soria at Serrano
Summit RESB-11-21-50298 SFD O 0 1 12/29/2021 1 0N
610-701-13
520 SERRANO
SUMMIT DR
Soria at Serrano
Summit RESB-11-21-50300 SFD O 0 1 12/29/2021 1 0N
610-701-12 521 CATALONIA
Soria at Serrano
Summit RESB-09-21-49524 SFD O 0 1 10/25/2021 1 0N
610-701-12 523 CATALONIA
Soria at Serrano
Summit RESB-09-21-49513 SFD O 0 1 10/25/2021 1 0N
610-701-12 525 CATALONIA
Soria at Serrano
Summit RESB-09-21-49518 SFD O 0 1 10/25/2021 1 0N
610-701-13
526 SERRANO
SUMMIT DR
Soria at Serrano
Summit RESB-11-21-50301 SFD O 0 1 12/29/2021 1 0N
610-701-12 527 CATALONIA
Soria at Serrano
Summit RESB-09-21-49515 SFD O 0 1 10/25/2021 1 0N
610-701-12 529 CATALONIA
Soria at Serrano
Summit RESB-09-21-49512 SFD O 0 1 10/25/2021 1 0N
610-701-12 531 CATALONIA
Soria at Serrano
Summit RESB-09-21-49514 SFD O 0 1 10/25/2021 1 0N
610-701-13
532 SERRANO
SUMMIT DR
Soria at Serrano
Summit RESB-11-21-50302 SFD O 0 1 12/29/2021 1 0N
610-701-12 533 CATALONIA
Soria at Serrano
Summit RESB-09-21-49517 SFD O 0 1 10/25/2021 1 0N
610-701-12 535 CATALONIA
Soria at Serrano
Summit RESB-09-21-49523 SFD O 0 1 10/25/2021 1 0N
610-701-39 587 CATALONIA
Soria at Serrano
Summit RESB-07-21-48396 SFD O 0 1 8/25/2021 1 0N
610-701-39 589 CATALONIA
Soria at Serrano
Summit RESB-07-21-48402 SFD O 0 1 8/25/2021 1 0N
610-701-39 591 CATALONIA
Soria at Serrano
Summit RESB-07-21-48398 SFD O 0 1 8/25/2021 1 0N
610-701-39 593 CATALONIA
Soria at Serrano
Summit RESB-07-21-48407 SFD O 0 1 8/25/2021 1 0N
610-701-39 595 CATALONIA
Soria at Serrano
Summit RESB-07-21-48404 SFD O 0 1 8/25/2021 1 0N
610-701-39 597 CATALONIA
Soria at Serrano
Summit RESB-07-21-48399 SFD O 0 1 8/25/2021 1 0N
610-701-39 599 CATALONIA
Soria at Serrano
Summit RESB-07-21-48405 SFD O 0 1 8/25/2021 1 0N
610-701-39 601 CATALONIA
Soria at Serrano
Summit RESB-07-21-48397 SFD O 0 1 8/25/2021 1 0N
601-701-07 592 CATALONIA
Soria at Serrano
Summit RESB-06-21-47409 SFD O 0 1 6/24/2021 1 0N
601-701-07 594 CATALONIA
Soria at Serrano
Summit RESB-06-21-47405 SFD O 0 1 6/24/2021 1 0N
601-701-07 596 CATALONIA
Soria at Serrano
Summit RESB-06-21-47406 SFD O 0 1 6/24/2021 1 0N
601-701-07 598 CATALONIA
Soria at Serrano
Summit RESB-06-21-47401 SFD O 0 1 6/24/2021 1 0N
601-701-07 600 CATALONIA
Soria at Serrano
Summit RESB-06-21-47404 SFD O 0 1 6/24/2021 1 0N
601-701-07 602 CATALONIA
Soria at Serrano
Summit RESB-06-21-47403 SFD O 0 1 6/24/2021 1 0N
601-701-07 604 CATALONIA
Soria at Serrano
Summit RESB-06-21-47408 SFD O 0 1 6/24/2021 1 0N
601-701-07 606 CATALONIA
Soria at Serrano
Summit RESB-06-21-47410 SFD O 0 1 6/24/2021 1 0N
610-732-04 27 LONTANO Teresina RESB-12-19-37675 SFD O 0 0 1 6/23/2021 1N 610-732-05 29 LONTANO Teresina RESB-12-19-37693 SFD O 0 0 1 6/23/2021 1N 610-732-06 31 LONTANO Teresina RESB-12-19-37704 SFD O 0 0 1 6/23/2021 1N 610-732-15 28 LONTANO Teresina RESB-12-19-37671 SFD O 0 0 1 6/23/2021 1N 610-732-16 30 LONTANO Teresina RESB-12-19-37700 SFD O 0 0 1 6/23/2021 1N 610-732-17 32 LONTANO Teresina RESB-12-19-37669 SFD O 0 0 1 6/23/2021 1N 610-732-07 33 LONTANO Teresina RESB-12-19-37679 SFD O 0 0 1 10/14/2021 1N 610-732-18 34 LONTANO Teresina RESB-12-19-37705 SFD O 0 0 1 10/14/2021 1N 610-732-08 35 LONTANO Teresina RESB-12-19-37699 SFD O 0 0 1 10/14/2021 1N 610-732-19 36 LONTANO Teresina RESB-12-19-37680 SFD O 0 0 1 10/14/2021 1N 610-732-09 37 LONTANO Teresina RESB-12-19-37665 SFD O 0 0 1 10/14/2021 1N 610-732-26 10 LONTANO Teresina RESB-12-19-37353 SFD O 0 0 1 10/29/2021 1N 610-732-25 12 LONTANO Teresina RESB-12-19-37366 SFD O 0 0 1 10/29/2021 1N 610-732-13 13 LONTANO Teresina RESB-12-19-37356 SFD O 0 0 1 10/29/2021 1N 610-732-12 15 LONTANO Teresina RESB-12-19-37340 SFD O 0 0 1 10/29/2021 1N 610-732-11 17 LONTANO Teresina RESB-12-19-37351 SFD O 0 0 1 11/2/2021 1N 610-732-10 19 LONTANO Teresina RESB-12-19-37357 SFD O 0 0 1 11/2/2021 1N 610-732-21 40 LONTANO Teresina RESB-02-21-45164 SFD O 0 1 3/8/2021 1 1 11/30/2021 1N 610-732-20 38 LONTANO Teresina RESB-02-21-45166 SFD O 0 1 3/8/2021 1 1 12/1/2021 1N 610-732-22 42 LONTANO Teresina RESB-02-21-45168 SFD O 0 1 3/8/2021 1 1 12/1/2021 1N 610-732-24 46 LONTANO Teresina RESB-02-21-45169 SFD O 0 1 3/8/2021 1 1 12/1/2021 1N 610-732-33 47 LONTANO Teresina RESB-02-21-45194 SFD O 0 1 3/15/2021 1 1 12/15/2021 1N 610-732-23 44 LONTANO Teresina RESB-02-21-45165 SFD O 0 1 3/8/2021 1 1 12/16/2021 1N 610-732-31 51 LONTANO Teresina RESB-02-21-45202 SFD O 0 1 3/15/2021 1 1 12/17/2021 1N 610-732-30 53 LONTANO Teresina RESB-02-21-45195 SFD O 0 1 3/15/2021 1 1 12/17/2021 1N 610-732-29 55 LONTANO Teresina RESB-02-21-45199 SFD O 0 1 3/15/2021 1 1 12/17/2021 1N 610-732-28 57 LONTANO Teresina RESB-02-21-45197 SFD O 0 1 3/15/2021 1 1 12/17/2021 1N 610-731-14 10 LUMINOSA Teresina RESB-08-21-48689 SFD O 0 1 8/31/2021 1 0N 610-731-36 10 VICINO Teresina RESB-04-21-46588 SFD O 0 1 6/10/2021 1 0N 610-731-15 12 LUMINOSA Teresina RESB-08-21-48685 SFD O 0 1 8/31/2021 1 0N 610-731-35 12 VICINO Teresina RESB-04-21-46587 SFD O 0 1 6/10/2021 1 0N 610-731-30 13 LUMINOSA Teresina RESB-08-21-48688 SFD O 0 1 8/31/2021 1 0N 610-731-16 14 LUMINOSA Teresina RESB-08-21-48686 SFD O 0 1 8/31/2021 1 0N 610-731-34 14 VICINO Teresina RESB-04-21-46590 SFD O 0 1 6/10/2021 1 0N 610-731-29 15 LUMINOSA Teresina RESB-08-21-48687 SFD O 0 1 8/31/2021 1 0N 610-731-17 16 LUMINOSA Teresina RESB-08-21-48682 SFD O 0 1 8/31/2021 1 0N 610-731-33 16 VICINO Teresina RESB-04-21-46591 SFD O 0 1 6/10/2021 1 0N 610-731-28 17 LUMINOSA Teresina RESB-10-21-50153 SFD O 0 1 11/12/2021 1 0N 610-731-18 18 LUMINOSA Teresina RESB-10-21-49829 SFD O 0 1 10/22/2021 1 0N 610-731-32 18 VICINO Teresina RESB-04-21-46586 SFD O 0 1 6/10/2021 1 0N 610-731-27 19 LUMINOSA Teresina RESB-10-21-50152 SFD O 0 1 11/12/2021 1 0N 610-731-19 20 LUMINOSA Teresina RESB-10-21-49828 SFD O 0 1 10/22/2021 1 0N 610-731-31 20 VICINO Teresina RESB-04-21-46589 SFD O 0 1 6/10/2021 1 0N 610-731-26 21 LUMINOSA Teresina RESB-10-21-50151 SFD O 0 1 11/12/2021 1 0N 610-731-20 22 LUMINOSA Teresina RESB-10-21-49830 SFD O 0 1 10/22/2021 1 0N 610-731-25 23 LUMINOSA Teresina RESB-10-21-50150 SFD O 0 1 11/12/2021 1 0N 610-731-21 24 LUMINOSA Teresina RESB-10-21-49831 SFD O 0 1 10/22/2021 1 0N 610-731-22 26 LUMINOSA Teresina RESB-10-21-50147 SFD O 0 1 11/12/2021 1 0N 610-731-23 28 LUMINOSA Teresina RESB-10-21-50148 SFD O 0 1 11/12/2021 1 0N 610-731-24 30 LUMINOSA Teresina RESB-10-21-50149 SFD O 0 1 11/12/2021 1 0N 610-732-32 49 LONTANO Teresina RESB-02-21-45198 SFD O 0 1 3/15/2021 1 0N 612-221-01
100 EVERGREEN
WAY
Evergreen at the
Meadows RESB-11-21-50472 SFD O 1 7/8/2021 1 1 11/30/2021 1 0N 612-221-01
101 EVERGREEN
WAY
Evergreen at the
Meadows RESB-11-21-50476 SFD O 1 7/8/2021 1 1 11/30/2021 1 0N 612-221-01
110 EVERGREEN
WAY
Evergreen at the
Meadows RESB-11-21-50484 SFD O 1 7/8/2021 1 1 11/30/2021 1 0N 612-221-01
111 EVERGREEN
WAY
Evergreen at the
Meadows RESB-11-21-50480 SFD O 1 7/8/2021 1 1 11/30/2021 1 0N Item: 6
94 Table A2
Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units Streamlining Infill
Housing without Financial
Assistance or Deed
Restrictions
Term of Affordability
or Deed Restriction Notes
23 56 89 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
Prior APN+ Current APN Street Address Project Name+ Local Jurisdiction Tracking ID+
Unit Category
(SFA,SFD,2 to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Entitlement
Date Approved # of Units issued
Entitlements
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Building Permits
Date Issued
# of Units Issued
Building Permits
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed
Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Certificates of
Occupancy or other
forms of readiness
(see instructions) Date
Issued
# of Units
issued
Certificates of
Occupancy or
other forms of
readiness
How many of the
units were
Extremely Low
Income?
+
Was Project
APPROVED using
GC 65913.4(b)?
(SB 35 Streamlining)
Y/N
Infill Units?
Y/N+
Assistance Programs
for Each Development
(may select multiple -
see instructions)
Deed Restriction
Type
(may select multiple -
see instructions)
For units affordable without
financial assistance or deed
restrictions, explain how the
locality determined the units
were affordable
(see instructions)
Term of Affordability or
Deed Restriction (years)
(if affordable in perpetuity
enter 1000)+
Number of
Demolished/Dest
royed Units
Demolished or
Destroyed Units
Demolished/Des
troyed Units
Owner or
Renter
Total Density Bonus Applied to
the Project (Percentage
Increase in Total Allowable
Units or Total Maximum
Allowable Residential Gross
Floor Area)
Number of Other
Incentives,
Concessions, Waivers,
or Other Modifications
Given to the Project
(Excluding Parking
Waivers or Parking
Reductions)
List the incentives,
concessions,
waivers, and
modifications
(Excluding Parking
Waivers or Parking
Modifications)
Did the project receive a
reduction or waiver of
parking standards? (Y/N)
Notes+
Affordability by Household Incomes - Certificates of Occupancy Housing with Financial Assistance and/or Deed Restrictions Demolished/Destroyed Units Density Bonus 1 4 7 10
Project Identifier Unit Types Affordability by Household Incomes - Completed Entitlement Affordability by Household Incomes - Buil ding Permits 612-221-01
120 EVERGREEN
WAY
Evergreen at the
Meadows RESB-11-21-50473 SFD O 1 7/8/2021 1 1 11/30/2021 1 0N 612-221-01
121 EVERGREEN
WAY
Evergreen at the
Meadows RESB-11-21-50487 SFD O 1 7/8/2021 1 1 11/30/2021 1 0N 612-221-01
130 EVERGREEN
WAY
Evergreen at the
Meadows RESB-11-21-50485 SFD O 1 7/8/2021 1 1 11/30/2021 1 0N 612-221-01
131 EVERGREEN
WAY
Evergreen at the
Meadows RESB-11-21-50481 SFD O 1 7/8/2021 1 1 11/30/2021 1 0N 612-221-01
140 EVERGREEN
WAY
Evergreen at the
Meadows RESB-11-21-50479 SFD O 1 7/8/2021 1 1 11/30/2021 1 0N 612-221-01
141 EVERGREEN
WAY
Evergreen at the
Meadows RESB-11-21-50483 SFD O 1 7/8/2021 1 1 11/30/2021 1 0N 612-221-01
150 EVERGREEN
WAY
Evergreen at the
Meadows RESB-11-21-50488 SFD O 1 7/8/2021 1 1 11/30/2021 1 0N 612-221-01
151 EVERGREEN
WAY
Evergreen at the
Meadows RESB-11-21-50471 SFD O 1 7/8/2021 1 1 11/30/2021 1 0N 612-221-01
161 EVERGREEN
WAY
Evergreen at the
Meadows RESB-11-21-50486 SFD O 1 7/8/2021 1 1 11/30/2021 1 0N 612-221-01
171 EVERGREEN
WAY
Evergreen at the
Meadows RESB-06-21-47582 SFD O 1 7/8/2021 1 1 10/19/2021 1 0N 612-221-01
181 EVERGREEN
WAY
Evergreen at the
Meadows RESB-06-21-47605 SFD O 1 7/8/2021 1 1 10/19/2021 1 0N 612-221-01
191 EVERGREEN
WAY
Evergreen at the
Meadows RESB-06-21-47584 SFD O 1 7/8/2021 1 1 10/19/2021 1 0N 612-221-01 101 Buckeye
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 111 Buckeye
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 120 Buckeye
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 121 Buckeye
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 130 Buckeye
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 131 Buckeye
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 140 Buckeye
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 141 Buckeye
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 150 Buckeye
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 151 Buckeye
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 160 Buckeye
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 161 Buckeye
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 170 Buckeye
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 171 Buckeye
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 180 Buckeye
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 181 Buckeye
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 191 Buckeye
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 180 Evergreen Way
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 201 Evergreen Way
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 211 Evergreen Way
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 221 Evergreen Way
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 100 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 101 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 110 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 111 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 120 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 121 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 130 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 131 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 140 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 141 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 150 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 151 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 160 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 170 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 180 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 181 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 190 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 191 Hill
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 201 Huckleberry
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 211 Huckleberry
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 221 Huckleberry
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 231 Huckleberry
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 241 Huckleberry
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 251 Huckleberry
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 261 Huckleberry
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 271 Huckleberry
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 281 Huckleberry
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 291 Huckleberry
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 300 Huckleberry
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 301 Huckleberry
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 310 Huckleberry
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 311 Huckleberry
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 100 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 110 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 120 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 121 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 130 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 131 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 140 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 141 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 150 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 151 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 160 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 161 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 170 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 171 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 180 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 190 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 200 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 210 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 220 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 230 Riverbend
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 100 Royal
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 110 Royal
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 120 Royal
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 130 Royal
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 140 Royal
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 150 Royal
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 160 Royal
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 170 Royal
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 180 Royal
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 181 Royal
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 190 Royal
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 191 Royal
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 200 Royal
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 201 Royal
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 101 Sweet Juniper
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 111 Sweet Juniper
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 121 Sweet Juniper
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 131 Sweet Juniper
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 141 Sweet Juniper
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 151 Sweet Juniper
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 161 Sweet Juniper
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 171 Sweet Juniper
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 181 Sweet Juniper
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 191 Sweet Juniper
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 201 Sweet Juniper
Evergreen at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01
100 SIERRA
MADRE
Magnolia at the
Meadows RESB-12-21-51005 SFD O 1 7/8/2021 1 1 12/14/2021 1 0N 612-221-01
110 SIERRA
MADRE
Magnolia at the
Meadows RESB-12-21-51002 SFD O 1 7/8/2021 1 1 12/14/2021 1 0N 612-221-01
120 SIERRA
MADRE
Magnolia at the
Meadows RESB-12-21-51006 SFD O 1 7/8/2021 1 1 12/14/2021 1 0N 612-221-01 121 EDNA PKWY
Magnolia at the
Meadows RESB-11-21-50525 SFD O 1 7/8/2021 1 1 12/1/2021 1 0N 612-221-01
130 SIERRA
MADRE
Magnolia at the
Meadows RESB-12-21-51001 SFD O 1 7/8/2021 1 1 12/14/2021 1 0N 612-221-01
131 WILD
FLOWER
Magnolia at the
Meadows RESB-06-21-47675 SFD O 1 7/8/2021 1 1 10/19/2021 1 0N 612-221-01
140 SIERRA
MADRE
Magnolia at the
Meadows RESB-12-21-51003 SFD O 1 7/8/2021 1 1 12/14/2021 1 0N 612-221-01
141 WILD
FLOWER
Magnolia at the
Meadows RESB-06-21-47677 SFD O 1 7/8/2021 1 1 10/19/2021 1 0N 612-221-01
150 SIERRA
MADRE
Magnolia at the
Meadows RESB-12-21-51007 SFD O 1 7/8/2021 1 1 12/14/2021 1 0N 612-221-01
151 WILD
FLOWER
Magnolia at the
Meadows RESB-06-21-47678 SFD O 1 7/8/2021 1 1 10/19/2021 1 0N 612-221-01
160 SIERRA
MADRE
Magnolia at the
Meadows RESB-12-21-51004 SFD O 1 7/8/2021 1 1 12/14/2021 1 0N 612-221-01
161 WILD
FLOWER
Magnolia at the
Meadows RESB-11-21-50335 SFD O 1 7/8/2021 1 1 11/18/2021 1 0N Item: 6
95 Table A2
Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units Streamlining Infill
Housing without Financial
Assistance or Deed
Restrictions
Term of Affordability
or Deed Restriction Notes
23 56 89 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
Prior APN+ Current APN Street Address Project Name+ Local Jurisdiction Tracking ID+
Unit Category
(SFA,SFD,2 to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Entitlement
Date Approved # of Units issued
Entitlements
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Building Permits
Date Issued
# of Units Issued
Building Permits
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed
Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Certificates of
Occupancy or other
forms of readiness
(see instructions) Date
Issued
# of Units
issued
Certificates of
Occupancy or
other forms of
readiness
How many of the
units were
Extremely Low
Income?
+
Was Project
APPROVED using
GC 65913.4(b)?
(SB 35 Streamlining)
Y/N
Infill Units?
Y/N+
Assistance Programs
for Each Development
(may select multiple -
see instructions)
Deed Restriction
Type
(may select multiple -
see instructions)
For units affordable without
financial assistance or deed
restrictions, explain how the
locality determined the units
were affordable
(see instructions)
Term of Affordability or
Deed Restriction (years)
(if affordable in perpetuity
enter 1000)+
Number of
Demolished/Dest
royed Units
Demolished or
Destroyed Units
Demolished/Des
troyed Units
Owner or
Renter
Total Density Bonus Applied to
the Project (Percentage
Increase in Total Allowable
Units or Total Maximum
Allowable Residential Gross
Floor Area)
Number of Other
Incentives,
Concessions, Waivers,
or Other Modifications
Given to the Project
(Excluding Parking
Waivers or Parking
Reductions)
List the incentives,
concessions,
waivers, and
modifications
(Excluding Parking
Waivers or Parking
Modifications)
Did the project receive a
reduction or waiver of
parking standards? (Y/N)
Notes+
Affordability by Household Incomes - Certificates of Occupancy Housing with Financial Assistance and/or Deed Restrictions Demolished/Destroyed Units Density Bonus 1 4 7 10
Project Identifier Unit Types Affordability by Household Incomes - Completed Entitlement Affordability by Household Incomes - Buil ding Permits 612-221-01
170 WILD
FLOWER
Magnolia at the
Meadows RESB-11-21-50341 SFD O 1 7/8/2021 1 1 11/18/2021 1 0N 612-221-01
171 WILD
FLOWER
Magnolia at the
Meadows RESB-11-21-50316 SFD O 1 7/8/2021 1 1 11/18/2021 1 0N 612-221-01
180 WILD
FLOWER
Magnolia at the
Meadows RESB-11-21-50311 SFD O 1 7/8/2021 1 1 11/18/2021 1 0N 612-221-01
181 WILD
FLOWER
Magnolia at the
Meadows RESB-11-21-50325 SFD O 1 7/8/2021 1 1 11/18/2021 1 0N 612-221-01
190 WILD
FLOWER
Magnolia at the
Meadows RESB-11-21-50317 SFD O 1 7/8/2021 1 1 11/18/2021 1 0N 612-221-01
191 WILD
FLOWER
Magnolia at the
Meadows RESB-11-21-50293 SFD O 1 7/8/2021 1 1 11/18/2021 1 0N 612-221-01
200 WILD
FLOWER
Magnolia at the
Meadows RESB-11-21-50340 SFD O 1 7/8/2021 1 1 11/18/2021 1 0N 612-221-01
201 WILD
FLOWER
Magnolia at the
Meadows RESB-11-21-50334 SFD O 1 7/8/2021 1 1 11/18/2021 1 0N 612-221-01
210 WILD
FLOWER
Magnolia at the
Meadows RESB-11-21-50310 SFD O 1 7/8/2021 1 1 11/18/2021 1 0N 612-221-01
211 WILD
FLOWER
Magnolia at the
Meadows RESB-11-21-50314 SFD O 1 7/8/2021 1 1 11/18/2021 1 0N 612-221-01
221 WILD
FLOWER
Magnolia at the
Meadows RESB-11-21-50294 SFD O 1 7/8/2021 1 1 11/18/2021 1 0N 612-221-01 101 Bear Leaf
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 111 Bear Leaf
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 121 Bear Leaf
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 131 Bear Leaf
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 141 Bear Leaf
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 151 Bear Leaf
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 161 Bear Leaf
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 171 Bear Leaf
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 181 Bear Leaf
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 191 Bear Leaf
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 201 Bear Leaf
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 211 Bear Leaf
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 100 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 101 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 110 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 111 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 120 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 121 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 130 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 131 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 140 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 141 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 150 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 151 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 160 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 161 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 170 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 171 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 180 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 181 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 190 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 191 Mulberry
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 100 Orange Grove
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 110 Orange Grove
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 120 Orange Grove
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 130 Orange Grove
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 140 Orange Grove
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 150 Orange Grove
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 160 Orange Grove
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 170 Orange Grove
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 180 Orange Grove
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 190 Orange Grove
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 200 Orange Grove
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 210 Orange Grove
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 240 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 250 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 260 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 270 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 280 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 290 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 300 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 310 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 320 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 330 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 340 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 350 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 351 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 360 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 361 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 370 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 380 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 381 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 390 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 391 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 400 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 410 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 420 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 430 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 440 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 450 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 460 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 470 Riverbend
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 170 Sierra Madre
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 180 Sierra Madre
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 190 Sierra Madre
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 200 Sierra Madre
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 210 Sierra Madre
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 220 Sierra Madre
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 230 Sierra Madre
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 100 Walworth
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 101 Walworth
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 110 Walworth
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 111 Walworth
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 120 Walworth
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 130 Walworth
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 140 Walworth
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 150 Walworth
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 151 Walworth
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 160 Walworth
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 161 Walworth
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 170 Walworth
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 171 Walworth
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 180 Walworth
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 181 Walworth
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 190 Walworth
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 191 Walworth
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 101 Wild Flower
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 111 Wild Flower
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 121 Wild Flower
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 150 Wild Flower
Magnolia at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01
131 PARKLAND
ALLEY
Parklands at the
Meadows RESB-06-21-47694 SFD O 1 9/23/2021 1 1 10/28/2021 1 0N 612-221-01
141 PARKLAND
ALLEY
Parklands at the
Meadows RESB-06-21-47693 SFD O 1 9/23/2021 1 1 10/28/2021 1 0N 612-221-01
151 PARKLAND
ALLEY
Parklands at the
Meadows RESB-06-21-47698 SFD O 1 9/23/2021 1 1 10/28/2021 1 0N 612-221-01 200 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 201 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 210 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 211 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 220 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 221 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 230 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 231 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
Item: 6
96 Table A2
Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units Streamlining Infill
Housing without Financial
Assistance or Deed
Restrictions
Term of Affordability
or Deed Restriction Notes
23 56 89 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
Prior APN+ Current APN Street Address Project Name+ Local Jurisdiction Tracking ID+
Unit Category
(SFA,SFD,2 to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Entitlement
Date Approved # of Units issued
Entitlements
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Building Permits
Date Issued
# of Units Issued
Building Permits
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed
Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Certificates of
Occupancy or other
forms of readiness
(see instructions) Date
Issued
# of Units
issued
Certificates of
Occupancy or
other forms of
readiness
How many of the
units were
Extremely Low
Income?
+
Was Project
APPROVED using
GC 65913.4(b)?
(SB 35 Streamlining)
Y/N
Infill Units?
Y/N+
Assistance Programs
for Each Development
(may select multiple -
see instructions)
Deed Restriction
Type
(may select multiple -
see instructions)
For units affordable without
financial assistance or deed
restrictions, explain how the
locality determined the units
were affordable
(see instructions)
Term of Affordability or
Deed Restriction (years)
(if affordable in perpetuity
enter 1000)+
Number of
Demolished/Dest
royed Units
Demolished or
Destroyed Units
Demolished/Des
troyed Units
Owner or
Renter
Total Density Bonus Applied to
the Project (Percentage
Increase in Total Allowable
Units or Total Maximum
Allowable Residential Gross
Floor Area)
Number of Other
Incentives,
Concessions, Waivers,
or Other Modifications
Given to the Project
(Excluding Parking
Waivers or Parking
Reductions)
List the incentives,
concessions,
waivers, and
modifications
(Excluding Parking
Waivers or Parking
Modifications)
Did the project receive a
reduction or waiver of
parking standards? (Y/N)
Notes+
Affordability by Household Incomes - Certificates of Occupancy Housing with Financial Assistance and/or Deed Restrictions Demolished/Destroyed Units Density Bonus 1 4 7 10
Project Identifier Unit Types Affordability by Household Incomes - Completed Entitlement Affordability by Household Incomes - Buil ding Permits 612-221-01 240 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 250 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 260 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 270 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 271 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 281 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 291 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 301 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 311 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 321 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 331 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 341 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 351 Newton
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 100 Parkland Alley
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 101 Parkland Alley
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 110 Parkland Alley
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 111 Parkland Alley
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 120 Parkland Alley
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 121 Parkland Alley
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 130 Parkland Alley
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 100 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 110 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 120 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 121 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 130 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 131 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 141 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 151 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 161 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 171 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 181 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 190 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 191 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 200 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 210 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 211 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 220 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 221 Pin Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 101 Reyes Alley
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 111 Reyes Alley
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 121 Reyes Alley
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 131 Reyes Alley
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 140 Reyes Alley
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 141 Reyes Alley
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 150 Reyes Alley
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 151 Reyes Alley
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 100 Tivoli Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 101 Tivoli Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 110 Tivoli Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 120 Tivoli Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 130 Tivoli Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 140 Tivoli Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 150 Tivoli Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 151 Tivoli Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 160 Tivoli Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 170 Tivoli Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 180 Tivoli Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 190 Tivoli Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 200 Tivoli Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 210 Tivoli Lane
Parklands at the
Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 100 LONGDEN
Redwoods at the
Meadows RESB-06-21-47526 SFD O 1 7/8/2021 1 1 10/20/2021 1 0N 612-221-01 110 LONGDEN
Redwoods at the
Meadows RESB-06-21-47535 SFD O 1 7/8/2021 1 1 10/20/2021 1 0N 612-221-01 120 LONGDEN
Redwoods at the
Meadows RESB-06-21-47538 SFD O 1 7/8/2021 1 1 10/20/2021 1 0N 612-221-01 200 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 201 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 210 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 211 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 220 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 221 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 231 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 241 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 251 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 260 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 261 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 270 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 271 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 280 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 281 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 290 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 291 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 300 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 301 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 310 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 311 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 320 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 321 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 330 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 331 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 340 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 341 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 350 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 351 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 360 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 361 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 371 Burwood
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 101 Hollyleaf
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 111 Hollyleaf
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 121 Hollyleaf
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 131 Hollyleaf
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 141 Hollyleaf
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 151 Hollyleaf
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 161 Hollyleaf
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 171 Hollyleaf
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 181 Hollyleaf
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 191 Hollyleaf
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 201 Hollyleaf
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 101 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 111 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 121 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 130 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 140 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 150 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 160 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 161 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 170 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 171 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 180 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 181 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 190 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 191 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 200 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 201 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
Item: 6
97 Table A2
Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units Streamlining Infill
Housing without Financial
Assistance or Deed
Restrictions
Term of Affordability
or Deed Restriction Notes
23 56 89 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
Prior APN+ Current APN Street Address Project Name+ Local Jurisdiction Tracking ID+
Unit Category
(SFA,SFD,2 to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Entitlement
Date Approved # of Units issued
Entitlements
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Building Permits
Date Issued
# of Units Issued
Building Permits
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed
Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Certificates of
Occupancy or other
forms of readiness
(see instructions) Date
Issued
# of Units
issued
Certificates of
Occupancy or
other forms of
readiness
How many of the
units were
Extremely Low
Income?
+
Was Project
APPROVED using
GC 65913.4(b)?
(SB 35 Streamlining)
Y/N
Infill Units?
Y/N+
Assistance Programs
for Each Development
(may select multiple -
see instructions)
Deed Restriction
Type
(may select multiple -
see instructions)
For units affordable without
financial assistance or deed
restrictions, explain how the
locality determined the units
were affordable
(see instructions)
Term of Affordability or
Deed Restriction (years)
(if affordable in perpetuity
enter 1000)+
Number of
Demolished/Dest
royed Units
Demolished or
Destroyed Units
Demolished/Des
troyed Units
Owner or
Renter
Total Density Bonus Applied to
the Project (Percentage
Increase in Total Allowable
Units or Total Maximum
Allowable Residential Gross
Floor Area)
Number of Other
Incentives,
Concessions, Waivers,
or Other Modifications
Given to the Project
(Excluding Parking
Waivers or Parking
Reductions)
List the incentives,
concessions,
waivers, and
modifications
(Excluding Parking
Waivers or Parking
Modifications)
Did the project receive a
reduction or waiver of
parking standards? (Y/N)
Notes+
Affordability by Household Incomes - Certificates of Occupancy Housing with Financial Assistance and/or Deed Restrictions Demolished/Destroyed Units Density Bonus 1 4 7 10
Project Identifier Unit Types Affordability by Household Incomes - Completed Entitlement Affordability by Household Incomes - Buil ding Permits 612-221-01 210 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 211 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 220 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 221 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 230 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 231 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 240 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 241 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 250 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 251 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 260 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 261 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 270 Longden
Redwoods at the
Meadows SFD O 1 7/8/2021 1 0 0N
612-221-01 100 EDNA PKWY
Willows and Oaks at
the Meadows RESB-11-21-50507 SFD O 1 7/22/2021 1 1 12/1/2021 1 0N 612-221-01 101 EDNA PKWY
Willows and Oaks at
the Meadows RESB-11-21-50506 SFD O 1 7/22/2021 1 1 12/1/2021 1 0N 612-221-01 110 EDNA PKWY
Willows and Oaks at
the Meadows RESB-11-21-50526 SFD O 1 7/22/2021 1 1 12/1/2021 1 0N 612-221-01 111 EDNA PKWY
Willows and Oaks at
the Meadows RESB-11-21-50497 SFD O 1 7/22/2021 1 1 12/1/2021 1 0N 612-221-01 120 EDNA PKWY
Willows and Oaks at
the Meadows RESB-11-21-50498 SFD O 1 7/22/2021 1 1 12/1/2021 1 0N 612-221-01 130 EDNA PKWY
Willows and Oaks at
the Meadows RESB-11-21-50522 SFD O 1 7/22/2021 1 1 12/1/2021 1 0N 612-221-01 131 EDNA PKWY
Willows and Oaks at
the Meadows RESB-11-21-50516 SFD O 1 7/22/2021 1 1 12/1/2021 1 0N 612-221-01 140 EDNA PKWY
Willows and Oaks at
the Meadows RESB-11-21-50508 SFD O 1 7/22/2021 1 1 12/1/2021 1 0N 612-221-01 141 EDNA PKWY
Willows and Oaks at
the Meadows RESB-06-21-47810 SFD O 1 7/22/2021 1 1 12/1/2021 1 0N 612-221-01 150 EDNA PKWY
Willows and Oaks at
the Meadows RESB-11-21-50527 SFD O 1 7/22/2021 1 1 12/1/2021 1 0N 612-221-01 151 EDNA PKWY
Willows and Oaks at
the Meadows RESB-11-21-50491 SFD O 1 7/22/2021 1 1 12/1/2021 1 0N 612-221-01 160 EDNA PKWY
Willows and Oaks at
the Meadows RESB-11-21-50499 SFD O 1 7/22/2021 1 1 12/1/2021 1 0N 612-221-01 161 EDNA PKWY
Willows and Oaks at
the Meadows RESB-11-21-50524 SFD O 1 7/22/2021 1 1 12/1/2021 1 0N 612-221-01 170 EDNA PKWY
Willows and Oaks at
the Meadows RESB-11-21-50523 SFD O 1 7/22/2021 1 1 12/1/2021 1 0N 612-221-01 171 EDNA PKWY
Willows and Oaks at
the Meadows RESB-11-21-50505 SFD O 1 7/22/2021 1 1 12/1/2021 1 0N 612-221-01 180 AMBER OAK
Willows and Oaks at
the Meadows RESB-06-21-47798 SFD O 1 7/22/2021 1 1 10/27/2021 1 0N 612-221-01 190 AMBER OAK
Willows and Oaks at
the Meadows RESB-06-21-47797 SFD O 1 7/22/2021 1 1 10/27/2021 1 0N 612-221-01 200 AMBER OAK
Willows and Oaks at
the Meadows RESB-06-21-47812 SFD O 1 7/22/2021 1 1 10/27/2021 1 0N 612-221-01 101 FREMONT
Willows and Oaks at
the Meadows RESB-11-21-50542 SFD O 1 7/22/2021 1 1 12/2/2021 1 0N 612-221-01 111 FREMONT
Willows and Oaks at
the Meadows RESB-11-21-50560 SFD O 1 7/22/2021 1 1 12/2/2021 1 0N 612-221-01 121 FREMONT
Willows and Oaks at
the Meadows RESB-11-21-50541 SFD O 1 7/22/2021 1 1 12/2/2021 1 0N 612-221-01 131 FREMONT
Willows and Oaks at
the Meadows RESB-11-21-50559 SFD O 1 7/22/2021 1 1 12/2/2021 1 0N 612-221-01 141 FREMONT
Willows and Oaks at
the Meadows RESB-11-21-50537 SFD O 1 7/22/2021 1 1 12/2/2021 1 0N 612-221-01 151 FREMONT
Willows and Oaks at
the Meadows RESB-11-21-50547 SFD O 1 7/22/2021 1 1 12/2/2021 1 0N 612-221-01 161 FREMONT
Willows and Oaks at
the Meadows RESB-11-21-50540 SFD O 1 7/22/2021 1 1 12/2/2021 1 0N 612-221-01 171 FREMONT
Willows and Oaks at
the Meadows RESB-11-21-50558 SFD O 1 7/22/2021 1 1 12/2/2021 1 0N 612-221-01 181 FREMONT
Willows and Oaks at
the Meadows RESB-11-21-50536 SFD O 1 7/22/2021 1 1 12/2/2021 1 0N 612-221-01 191 FREMONT
Willows and Oaks at
the Meadows RESB-11-21-50546 SFD O 1 7/22/2021 1 1 12/2/2021 1 0N 612-221-01 201 FREMONT
Willows and Oaks at
the Meadows RESB-07-21-48171 SFD O 1 7/22/2021 1 1 12/2/2021 1 0N 612-221-01 211 FREMONT
Willows and Oaks at
the Meadows RESB-11-21-50557 SFD O 1 7/22/2021 1 1 12/2/2021 1 0N 612-221-01 221 FREMONT
Willows and Oaks at
the Meadows RESB-11-21-50535 SFD O 1 7/22/2021 1 1 12/2/2021 1 0N 612-221-01 230 AMBER OAK
Willows and Oaks at
the Meadows RESB-07-21-48138 SFD O 1 7/22/2021 1 1 10/27/2021 1 0N 612-221-01 231 FREMONT
Willows and Oaks at
the Meadows RESB-11-21-50539 SFD O 1 7/22/2021 1 1 12/2/2021 1 0N 612-221-01 240 AMBER OAK
Willows and Oaks at
the Meadows RESB-07-21-48176 SFD O 1 7/22/2021 1 1 10/27/2021 1 0N 612-221-01 250 AMBER OAK
Willows and Oaks at
the Meadows RESB-07-21-48142 SFD O 1 7/22/2021 1 1 10/27/2021 1 0N 612-221-01 100 Amber Oak
Willows and Oaks at
the Meadows SFD O 1 7/22/2021 1 0 0N
612-221-01 110 Amber Oak
Willows and Oaks at
the Meadows SFD O 1 7/23/2021 1 0 0N
612-221-01 120 Amber Oak
Willows and Oaks at
the Meadows SFD O 1 7/24/2021 1 0 0N
612-221-01 130 Amber Oak
Willows and Oaks at
the Meadows SFD O 1 7/25/2021 1 0 0N
612-221-01 131 Amber Oak
Willows and Oaks at
the Meadows SFD O 1 7/26/2021 1 0 0N
612-221-01 140 Amber Oak
Willows and Oaks at
the Meadows SFD O 1 7/27/2021 1 0 0N
612-221-01 141 Amber Oak
Willows and Oaks at
the Meadows SFD O 1 7/28/2021 1 0 0N
612-221-01 150 Amber Oak
Willows and Oaks at
the Meadows SFD O 1 7/29/2021 1 0 0N
612-221-01 160 Amber Oak
Willows and Oaks at
the Meadows SFD O 1 7/30/2021 1 0 0N
612-221-01 170 Amber Oak
Willows and Oaks at
the Meadows SFD O 1 7/31/2021 1 0 0N
612-221-01 171 Amber Oak
Willows and Oaks at
the Meadows SFD O 1 8/1/2021 1 0 0N
612-221-01 210 Amber Oak
Willows and Oaks at
the Meadows SFD O 1 8/2/2021 1 0 0N
612-221-01 220 Amber Oak
Willows and Oaks at
the Meadows SFD O 1 8/3/2021 1 0 0N
612-221-01 100 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/4/2021 1 0 0N
612-221-01 110 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/5/2021 1 0 0N
612-221-01 120 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/6/2021 1 0 0N
612-221-01 130 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/7/2021 1 0 0N
612-221-01 140 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/8/2021 1 0 0N
612-221-01 150 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/9/2021 1 0 0N
612-221-01 160 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/10/2021 1 0 0N
612-221-01 161 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/11/2021 1 0 0N
612-221-01 170 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/12/2021 1 0 0N
612-221-01 171 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/13/2021 1 0 0N
612-221-01 180 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/14/2021 1 0 0N
612-221-01 181 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/15/2021 1 0 0N
612-221-01 190 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/16/2021 1 0 0N
612-221-01 191 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/17/2021 1 0 0N
612-221-01 200 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/18/2021 1 0 0N
612-221-01 201 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/19/2021 1 0 0N
612-221-01 210 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/20/2021 1 0 0N
612-221-01 211 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/21/2021 1 0 0N
612-221-01 220 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/22/2021 1 0 0N
612-221-01 221 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/23/2021 1 0 0N
612-221-01 230 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/24/2021 1 0 0N
612-221-01 240 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/25/2021 1 0 0N
612-221-01 241 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/26/2021 1 0 0N
612-221-01 250 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/27/2021 1 0 0N
612-221-01 251 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/28/2021 1 0 0N
612-221-01 260 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/29/2021 1 0 0N
612-221-01 261 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/30/2021 1 0 0N
612-221-01 270 Brackens
Willows and Oaks at
the Meadows SFD O 1 8/31/2021 1 0 0N
612-221-01 271 Brackens
Willows and Oaks at
the Meadows SFD O 1 9/1/2021 1 0 0N
612-221-01 280 Brackens
Willows and Oaks at
the Meadows SFD O 1 9/2/2021 1 0 0N
612-221-01 281 Brackens
Willows and Oaks at
the Meadows SFD O 1 9/3/2021 1 0 0N
612-221-01 290 Brackens
Willows and Oaks at
the Meadows SFD O 1 9/4/2021 1 0 0N
612-221-01 291 Brackens
Willows and Oaks at
the Meadows SFD O 1 9/5/2021 1 0 0N
612-221-01 300 Brackens
Willows and Oaks at
the Meadows SFD O 1 9/6/2021 1 0 0N
612-221-01 301 Brackens
Willows and Oaks at
the Meadows SFD O 1 9/7/2021 1 0 0N
612-221-01 310 Brackens
Willows and Oaks at
the Meadows SFD O 1 9/8/2021 1 0 0N
612-221-01 311 Brackens
Willows and Oaks at
the Meadows SFD O 1 9/9/2021 1 0 0N
612-221-01 320 Brackens
Willows and Oaks at
the Meadows SFD O 1 9/10/2021 1 0 0N
612-221-01 330 Brackens
Willows and Oaks at
the Meadows SFD O 1 9/11/2021 1 0 0N
612-221-01 340 Brackens
Willows and Oaks at
the Meadows SFD O 1 9/12/2021 1 0 0N
612-221-01 350 Brackens
Willows and Oaks at
the Meadows SFD O 1 9/13/2021 1 0 0N
612-221-01 360 Brackens
Willows and Oaks at
the Meadows SFD O 1 9/14/2021 1 0 0N
612-221-01 370 Brackens
Willows and Oaks at
the Meadows SFD O 1 9/15/2021 1 0 0N
612-221-01 181 Edna Parkway
Willows and Oaks at
the Meadows SFD O 1 9/16/2021 1 0 0N
612-221-01 191 Edna Parkway
Willows and Oaks at
the Meadows SFD O 1 9/17/2021 1 0 0N
612-221-01 201 Edna Parkway
Willows and Oaks at
the Meadows SFD O 1 9/18/2021 1 0 0N
612-221-01 210 Edna Parkway
Willows and Oaks at
the Meadows SFD O 1 9/19/2021 1 0 0N
612-221-01 211 Edna Parkway
Willows and Oaks at
the Meadows SFD O 1 9/20/2021 1 0 0N
612-221-01 220 Edna Parkway
Willows and Oaks at
the Meadows SFD O 1 9/21/2021 1 0 0N
612-221-01 221 Edna Parkway
Willows and Oaks at
the Meadows SFD O 1 9/22/2021 1 0 0N
612-221-01 230 Edna Parkway
Willows and Oaks at
the Meadows SFD O 1 9/23/2021 1 0 0N
612-221-01 231 Edna Parkway
Willows and Oaks at
the Meadows SFD O 1 9/24/2021 1 0 0N
612-221-01 240 Edna Parkway
Willows and Oaks at
the Meadows SFD O 1 9/25/2021 1 0 0N
612-221-01 241 Edna Parkway
Willows and Oaks at
the Meadows SFD O 1 9/26/2021 1 0 0N
612-221-01 250 Edna Parkway
Willows and Oaks at
the Meadows SFD O 1 9/27/2021 1 0 0N
612-221-01 251 Edna Parkway
Willows and Oaks at
the Meadows SFD O 1 9/28/2021 1 0 0N
612-221-01 260 Edna Parkway
Willows and Oaks at
the Meadows SFD O 1 9/29/2021 1 0 0N
612-221-01 270 Edna Parkway
Willows and Oaks at
the Meadows SFD O 1 9/30/2021 1 0 0N
612-221-01 280 Edna Parkway
Willows and Oaks at
the Meadows SFD O 1 10/1/2021 1 0 0N
612-221-01 241 Fremont
Willows and Oaks at
the Meadows SFD O 1 10/2/2021 1 0 0N
612-221-01 251 Fremont
Willows and Oaks at
the Meadows SFD O 1 10/3/2021 1 0 0N
Item: 6
98 Table A2
Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units Streamlining Infill
Housing without Financial
Assistance or Deed
Restrictions
Term of Affordability
or Deed Restriction Notes
23 56 89 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
Prior APN+ Current APN Street Address Project Name+ Local Jurisdiction Tracking ID+
Unit Category
(SFA,SFD,2 to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Entitlement
Date Approved # of Units issued
Entitlements
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Building Permits
Date Issued
# of Units Issued
Building Permits
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed
Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed Restricted
Above
Moderate-
Income
Certificates of
Occupancy or other
forms of readiness
(see instructions) Date
Issued
# of Units
issued
Certificates of
Occupancy or
other forms of
readiness
How many of the
units were
Extremely Low
Income?
+
Was Project
APPROVED using
GC 65913.4(b)?
(SB 35 Streamlining)
Y/N
Infill Units?
Y/N+
Assistance Programs
for Each Development
(may select multiple -
see instructions)
Deed Restriction
Type
(may select multiple -
see instructions)
For units affordable without
financial assistance or deed
restrictions, explain how the
locality determined the units
were affordable
(see instructions)
Term of Affordability or
Deed Restriction (years)
(if affordable in perpetuity
enter 1000)+
Number of
Demolished/Dest
royed Units
Demolished or
Destroyed Units
Demolished/Des
troyed Units
Owner or
Renter
Total Density Bonus Applied to
the Project (Percentage
Increase in Total Allowable
Units or Total Maximum
Allowable Residential Gross
Floor Area)
Number of Other
Incentives,
Concessions, Waivers,
or Other Modifications
Given to the Project
(Excluding Parking
Waivers or Parking
Reductions)
List the incentives,
concessions,
waivers, and
modifications
(Excluding Parking
Waivers or Parking
Modifications)
Did the project receive a
reduction or waiver of
parking standards? (Y/N)
Notes+
Affordability by Household Incomes - Certificates of Occupancy Housing with Financial Assistance and/or Deed Restrictions Demolished/Destroyed Units Density Bonus 1 4 7 10
Project Identifier Unit Types Affordability by Household Incomes - Completed Entitlement Affordability by Household Incomes - Buil ding Permits 612-221-01 261 Fremont
Willows and Oaks at
the Meadows SFD O 1 10/4/2021 1 0 0N
612-221-01 271 Fremont
Willows and Oaks at
the Meadows SFD O 1 10/5/2021 1 0 0N
612-221-01 281 Fremont
Willows and Oaks at
the Meadows SFD O 1 10/6/2021 1 0 0N
612-221-01 291 Fremont
Willows and Oaks at
the Meadows SFD O 1 10/7/2021 1 0 0N
612-221-01 301 Fremont
Willows and Oaks at
the Meadows SFD O 1 10/8/2021 1 0 0N
612-221-01 311 Fremont
Willows and Oaks at
the Meadows SFD O 1 10/9/2021 1 0 0N
612-221-01 100 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/10/2021 1 0 0N
612-221-01 101 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/11/2021 1 0 0N
612-221-01 110 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/12/2021 1 0 0N
612-221-01 111 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/13/2021 1 0 0N
612-221-01 120 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/14/2021 1 0 0N
612-221-01 121 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/15/2021 1 0 0N
612-221-01 130 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/16/2021 1 0 0N
612-221-01 131 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/17/2021 1 0 0N
612-221-01 140 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/18/2021 1 0 0N
612-221-01 141 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/19/2021 1 0 0N
612-221-01 150 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/20/2021 1 0 0N
612-221-01 151 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/21/2021 1 0 0N
612-221-01 160 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/22/2021 1 0 0N
612-221-01 161 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/23/2021 1 0 0N
612-221-01 170 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/24/2021 1 0 0N
612-221-01 171 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/25/2021 1 0 0N
612-221-01 180 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/26/2021 1 0 0N
612-221-01 181 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/27/2021 1 0 0N
612-221-01 190 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/28/2021 1 0 0N
612-221-01 191 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/29/2021 1 0 0N
612-221-01 200 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/30/2021 1 0 0N
612-221-01 201 Holliston
Willows and Oaks at
the Meadows SFD O 1 10/31/2021 1 0 0N
612-221-01 210 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/1/2021 1 0 0N
612-221-01 211 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/2/2021 1 0 0N
612-221-01 220 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/3/2021 1 0 0N
612-221-01 221 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/4/2021 1 0 0N
612-221-01 230 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/5/2021 1 0 0N
612-221-01 231 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/6/2021 1 0 0N
612-221-01 240 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/7/2021 1 0 0N
612-221-01 241 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/8/2021 1 0 0N
612-221-01 250 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/9/2021 1 0 0N
612-221-01 251 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/10/2021 1 0 0N
612-221-01 260 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/11/2021 1 0 0N
612-221-01 261 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/12/2021 1 0 0N
612-221-01 271 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/13/2021 1 0 0N
612-221-01 281 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/14/2021 1 0 0N
612-221-01 291 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/15/2021 1 0 0N
612-221-01 301 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/16/2021 1 0 0N
612-221-01 311 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/17/2021 1 0 0N
612-221-01 321 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/18/2021 1 0 0N
612-221-01 331 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/19/2021 1 0 0N
612-221-01 341 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/20/2021 1 0 0N
612-221-01 351 Holliston
Willows and Oaks at
the Meadows SFD O 1 11/21/2021 1 0 0N
Item: 6
99 Jurisdiction Lake Forest ANNUAL ELEMENT PROGRESS REPORT Reporting Year 2021 (Jan. 1 - Dec. 31) Housing Element Implementation Planning Period 5th Cycle 10/15/2013 - 10/15/2021 (CCR Title 25 §6202) 1 34
RHNA Allocation
by Income Level 2013 2014 2015 2016 2017 2018 2019 2020 2021 Total Units to Date (all years)
Total Remaining
RHNA by Income
Level
Deed Restricted - - - - - - 32 - - Non-Deed Restricted - - - - - - - - - Deed Restricted - - - - - - 25 - - Non-Deed Restricted - - - - - - - - 5 Deed Restricted - - - - - - - - - Non-Deed Restricted - 145 48 8 2 1 1 - 7 Above Moderate 1,133 - 688 461 489 749 237 355 409 269 3,657 - 2,727
- 833 509 497 751 238 413 409 281 3,931 1,320 Note: units serving extremely low-income households are included in the very low-income permitted units totals and must be reported as very low-income units. 420
Please note: For the last year of the 5th cycle, Table B will only include units that were permitted during the portion of the year that was in the 5th cycle. For the first year of the 6th cycle, Table B will include units that were permitted since the start of the planning period.
Total RHNA
Total Units
Income Level
Very Low
Low
Please note: The APR form can only display data for one planning period. To view progress for a different planning period, you may login to HCD's online APR system, or contact HCD staff at [email protected]. 285
32 This table is auto-populated once you enter your jurisdiction name and current year data. Past year information comes from previous APRs.
212 Moderate
647
450
497
Please contact HCD if your data is different than the material supplied here 30 2
Table B
Regional Housing Needs Allocation Progress
Permitted Units Issued by Affordability
615
Item: 6
100
Jurisdiction Lake Forest ANNUAL ELEMENT PROGRESS REPORT Reporting Year 2021 (Jan. 1 - Dec. 31) Housing Element Implementation Planning Period 5th Cycle 10/15/2013 - 10/15/2021
Date of Rezone Rezone Type
2 4567 9 1 0 1 1
APN Street Address Project Name+
Local
Jurisdiction
Tracking ID+
Date of Rezone Very Low-Income Low-Income Moderate-Income Above Moderate- Income
Rezone Type Parcel Size
(Acres)
General Plan
Designation Zoning Minimum
Density Allowed
Maximum
Density Allowed
Realistic
Capacity Vacant/Nonvacant Description of Existing
Uses
Note: "+" indicates an optional field
Cells in grey contain auto-calculation formulas
Summary Row: Start Data Entry Below
83 Project Identifier RHNA Shortfall by Household Income Category Sites Description 1 Sites Identified or Rezoned to Accommodate Shortfall Housing Need and No Net-Loss Law Table C
(CCR Title 25 §6202)
Item: 6
101
Jurisdiction Lake Forest
Reporting Year 2021 (Jan. 1 - Dec. 31)
123 4
Name of Program Ob jective Timeframe in H.E Status of Pro gram Implementation Program 1: Land Use
Policy, Entitlements, and
Development Capacity
(Shortfall Program)
Maintain and monitor the residential sites
inventory to ensure sufficient sites remain
to accommodate the RHNA allocation
throughout the RHNA period. Receive and
process development applications for
residential projects. Rezone all sites
identified in Appendix A consistent with the
densities, acreages, and capacity levels
identified in Appendix A. Complete all
rezoning pursuant to Government Code
section 65583.2, subdivisions (h) and (i).
Complete all necessary
rezoning by October 15,
2022; Annual monitoring and
reporting throughout the
planning period.
The City’s adopted Housing Element for 2021-2029 includes an inventory of available sites with residential/mixed-use General Plan land use designations which allow a range of residential development opportunities to accommodate the RHNA. The City's 2040 General Plan created new Mixed-Use General Plan Designations in 5 focus areas in the City. Most of the residential areas identified in the Housing Element's residential site inventory are located in these 5 focus areas. The City is in the process of creating new mixed use zoning districts and development standards for consistency with the General Plan. The project will include the rezoning of all properties in the 5 focus areas to the new zoning districts. In 2021, the City, in collaboration with a consultant, conducted roundtable discussions with developers, visited mixed use projects, and has been developing zoning and development standards for the mixed use zoning districts.The re- zoning of the properties is antcipated to be reviewed by the City Council in 2022.
Additionally, the City monitors all new residential development in the City through monthly census surveys for building permit issuance, bi-yearly Housing Inventory Surveys to Center of Demographic Research, Annual Housing Surveys to Department of Finance, and this Annual Housing Progress Report.
Program 2: Monitor
Residential Capacity (No
Net Loss)
Maintain adequate capacity to
accommodate the City’s RHNA obligations
at all income levels throughout the planning
period. Report as required through the HCD
annual report process.
Ongoing implementation, at
time of approval of a project
on a site listed in the
Housing Element, and
annual reporting throughout
the planning period.
The City has developed an annual monitoring and tracking tool on a project-by-project level to ensure that adequate inventory is available to meet the City’s RHNA obligations.
Program 3: Public
Property Conversion to
Housing Program
Collaborate with the development
community on an annual basis, including
affordable housing developers, to evaluate
the viability of developing City-owned land
as affordable housin
g.
Annually This is a new housing program in the City's 2021-2029 Housing Element, which was adopted by the City Council on January 4, 2022. This program was not initiated in 2021.
Program 4: Replacement
of Affordable Units
For all project applications, identify need for
replacement of affordable housing units
and ensure replacement, if required.
Ongoing The City identifies existing affor dable housing on project sites proposed to be redeveloped and will require replacement for the loss of any affordable units. In 2021, no sites containing affordable housing were redeveloped.
Housing Programs Progress Report
Describe progress of all programs including local efforts to remove governmental constraints to the maintenance, improvement, and development of housing as identified in the housing element.
Table D
Program Implementation Status pursuant to GC Section 65583
ANNUAL ELEMENT PROGRESS REPORT
Housing Element Implementation
(CCR Title 25 §6202)
Item: 6
102
123 4
Name of Program Ob jective Timeframe in H.E Status of Pro gram Implementation Housing Programs Progress Report
Describe progress of all programs including local efforts to remove governmental constraints to the maintenance, improvement, and development of housing as identified in the housing element.
Program 5: Facilitate
Affordable and Special
Needs Housing
Construction
Monitor the City’s existing affordable
housing stock and support affordable
housing developers in their efforts to
develop new affordable units in Lake
Forest.
Annual outreach to the
development community;
provide ongoing assistance
to interested affordable
housing developers.
The City entered into an affordable housing and loan agreement in 2020 with National Community Renaissance (“CORE”), which included a $3.7 million loan from the City's affordable housing developer in-lieu fees. The entitlements for the project were approved in September of 2020. The project is a 71-unit affordable project (very low income), that includes permanent supportive housing. In 2021, City Staff, provided assistance to National Community Renaissance by filling out forms and providing information for other funding opportunities. Additionally, the City entered into a Development Agreement in 2020 with Toll Brothers, Inc. related to the new Meadows Housing development. The Development Agreement included an Affordable Housing Implementation Plan (AHIP).
Per the AHIP, in 2021, City staff worked with C&C Development, an affordable housing developer, obtain entitlements for a 65-unit affordable Sr. apartment project.
Program 6: Monitor and
Implement Changes in
Federal and State Housing,
Planning, and Zoning
Laws
Comply with new transparency
requirements for posting zoning,
development standards, and fees on the
City’s website. Stay updated on changes in
federal and state housing, planning, and
zoning laws and participate in providing
review and comments as appropriate
Update the City’s website
with consolidated zoning,
development standards, and
fee information by October
15, 2022. Annual monitoring
and reporting throughout the
planning period through the
Housing Element Annual
Progress Report (APR).
Based on a review of the City ordinances and new State laws, in 2021, the City began the process of preparing ordinances for Multi-Family Residential Objective Design Standards (SB 35 and SB 330), and standards for urban lot splits (SB 9). Both ordinances are expected to be reviewed by City Council in 2022.
Program 7: Zoning Code
Amendments – Housing
Constraints
Ensure that the City’s Zoning Code is
consistent with State law and update the
Zoning Code as needed to comply with
future changes.
Zoning Code Amendments
adopted by December 2022.
The City has hired a consultant to assist with the development of mixed use zoning districts for consistency with the City's General Plan. In 2021, the City, in collaboration with the consultant, conducted roundtable discussions with developers, visited mixed use projects, and has been developing zoning and development standards for the mixed use zoning districts. In addition, in 2021, the City has been developing an ordinance with objective design standards for multi-family projects, consistent with SB 35. The ordinance will be reviewed by the Planning Commisson and City Council in early 2022.
Item: 6
103
123 4
Name of Program Ob jective Timeframe in H.E Status of Pro gram Implementation Housing Programs Progress Report
Describe progress of all programs including local efforts to remove governmental constraints to the maintenance, improvement, and development of housing as identified in the housing element.
Program 8: Accessory
Dwelling Units
Maintain an ADU Ordinance consistent with
State Law. Support the development of
accessory dwelling units in neighborhoods
throughout the City.
Update the City’s current
ADU ordinance by October
15, 2022 to comply with
current State Law. Survey
ADU owners/builders to
determine affordability and
update ADU application to
inquire about affordability
level: 2021-2022; identify
and evaluate potential
incentives to encourage
production of affordable
ADUs: 2022-2023; and
present findings to the City’s
Planning Commission and/or
City Council: 2023;
implementation and annual
reporting throughout the
RHNA period through the
Housing Element Annual
Progress Report:
continuous. Prepare and
distribute bilingual ADU
factsheet by June of 2022.
Invite all HOAs and relevant
civic organization to meet
annually to discuss the City’s
ADU ordinance.
This is a new housing program in the City's 2021-2029 Housing Element, which was adopted by the City Council on January 4, 2022. This program was not initiated in 2021.
Program 9: Sites for
Homeless
Shelters/Homeless
Prevention and Assistance
Services
Support non-profit organizations that shelter
the homeless (subject to available funding
and on a case-by-case basis).
Annual monitoring and
reporting throughout the
planning period through the
Housing Element Annual
Progress Report (APR)
In FY 2020-2021, the City continued a contract with Mercy House, a non-profit social service provider specializing in assisting the homeless. Mercy House provided staff to conduct field outreach and case management work five days per week. The services included mental and physical health assessments and connection of homeless individuals to various services. As part of the contract, Mercy House worked with shelter and housing partners to find suitable temporary or long-term housing for the homeless. In addition, the City provided funding for a Homeless Liaison Officer position through the law enforcement services contract with the Orange County Sheriff’s De
partment.
Item: 6
104
123 4
Name of Program Ob jective Timeframe in H.E Status of Pro gram Implementation Housing Programs Progress Report
Describe progress of all programs including local efforts to remove governmental constraints to the maintenance, improvement, and development of housing as identified in the housing element.
Program 10:
Transitional/Supportive
and Affordable Housing
Support non-profit organizations that
provide affordable and
transitional/supportive housing to
individuals at risk for homelessness
(subject to available funding and on a case-
by-case basis)
Continue to evaluate
requests on an annual basis
for allocation of CDBG
Funds to social service
agencies to benefit Lake
Forest residents
During the 2020-2021 fiscal year, the City allocated CDBG funding to Families Forward to provide interim/rapid rehousing housing. A total of six homeless families with children (21 individuals) were assisted with housing and support services during the FY 20-21 reporting period. Also, during the FY 20-21 reporting period, CDBG funding was allocated to Family Assistance Ministries and South County Outreach to assist households at risk of becoming homeless. South County Outreach provided food and essential household items to 838 lower-income Lake Forest residents during the reporting period. Family Assistance Ministries provided rental and utility assistance that helped 11 Lake Forest residents facing eviction or utility service shut-off. They also offered food and case management services for 44 additional Lake Forest residents.
The City also allocated CDBG-CV funds to three agencies, which provided rent, utility, and food assistance to households impacted by the COVID-19 pandemic. Cumulatively, these agencies assisted 547 individuals during the reporting period.
Program 11: Coordination
with Social Service
Agencies
Annual monitoring and reporting throughout
the planning period through the Housing
Element Annual Progress Report (APR)
Annual monitoring and
reporting throughout the
planning period through the
Housing Element Annual
Progress Report (APR)
In fiscal year 2020-2021, 9 non-profit social service agencies received pass-through CDBG funding from the City to provide support and assistance to residents. In addition, one non-profit social service agency received direct funding from the City to support homeless outreach services.
Program 12: California
Accessibility Standards
Compliance Program
Assure housing units accommodate
residents with disabilities.
Ongoing implementation,
updates to the City’s website
by February 15, 2022
in 2021, the City continued to ensure that all construction projects comply with accessibility standards and provide technical assistance to the public.
Program 13: Density
Bonus Implementation
Program
Continue to implement density bonuses
consistent with State law.
Annual monitoring of
relevant legislation; annual
outreach to the development
community; ongoing
implementation
City staff and the City Attorney’s office regularly monitors changing legislation and perform regular updates to the zoning regulations accordingly. In 2021, the City did not receive any density bonus requests. However, as part of the City's regular outreach to developers, the City provides information and answers questions about the density bonus provisions.
Program 14: Rental
Assistance
Promote the Housing Choice Vouchers
program.
Ongoing implementation and
annual monitoring
throughout the planning
period.
Residents continue to be assisted by the Housing Choice Voucher program, which is a HUD Sec. 8 program that is administered by the Orange County Housing Authority.
During FY 2020-2021, 192 Lake Forest renter households were assisted with a rental assistance voucher or certificate
Item: 6
105
123 4
Name of Program Ob jective Timeframe in H.E Status of Pro gram Implementation Housing Programs Progress Report
Describe progress of all programs including local efforts to remove governmental constraints to the maintenance, improvement, and development of housing as identified in the housing element.
Program 15: Conservation
of Existing Affordable
Units
Work with property owners, interest groups
and the State and federal governments to
conserve the City’s affordable housing
stock.
Ongoing implementation and
annual monitoring and
reporting throughout the
planning period through the
Housing Element Annual
Progress Report (APR).
Within 60 days of notice of
intent to convert at-risk units
to market rate rents, the City
will work with potential
purchasers using HCD’s
current list of Qualified
Entities
(http://www.hcd.ca.gov/hpd/h
rc/tech/presrv/), and educate
tenants of their rights, in
collaboration with property
owners.
In 2021, a total of 202 units with affordable housing covenants were available in the City.
Of these, 11 are designated “at risk.” The City actively monitors these units. Should a notice of intent to convert to market rate units be filed, the City will work with potential purchasers to preserve the units, and ensure that tenants were properly notified of their rights under California law.
Program 16: Housing
Rehabilitation Loan
Program
Assist 10 lower-income homeowners
annually through the Housing Rehabilitation
Loan Program.
Annual allocation of CDBG
funds through the CDBG
Action Plan process, and
annual monitoring and
reporting through the City’s
(HUD required) Consolidated
Annual Performance
Evaluation Report (CAPER)
process throughout the
planning period.
During the 2020-2021 fiscal year, 9 income-qualified homeowners were issued CDBG- funded loans to complete needed repairs and improvements to their home (e.g., roofing, plumbing, electrical, flooring, energy-efficient windows, etc.) via the City’s Housing Rehabilitation Loan Program. Total expenditure for this activity was $193,281.
Program 17: Code
Enforcement and
Neighborhood
Preservation
Continue to enforce applicable sections of
the Lake Forest Municipal Code, including
the California Building Code
Ongoing implementation and
reporting throughout the
planning period through the
Housing Element Annual
Progress Report (APR).
Code Enforcement officers continue to enforce property maintenance provisions of the Municipal Code and to inform property owners of the City's housing rehabilitation loan and paint grant programs. In FY 2020-2021, CDBG grant funding typically allocated to Lake Forest homeowners via the Neighborhood Pride Paint Program was reallocated for pandemic-related assistance. The program provides grants to qualifying low- and moderate-income homeowners with a demonstrated need, for home painting. The program was reinstituted in FY 2021-2022. The program assists the City’s efforts to enhance the appearance of homes in the community and preserve property values.
Additionally, the Neighborhood Improvement Needs Assessment for Southwest Lake Forest was initiated in July 2021. The City's Task Force identified a neighborhood in need and conducted outreach and identified issues of concern. City services were then focused on addressing the needs. The City has committed $70,500 as part of the City's two-year 2021-2023 Operating Budget to implement programs and improvements serving this neighborhood.
Item: 6
106
123 4
Name of Program Ob jective Timeframe in H.E Status of Pro gram Implementation Housing Programs Progress Report
Describe progress of all programs including local efforts to remove governmental constraints to the maintenance, improvement, and development of housing as identified in the housing element.
Program 18: Energy
Conservation and Energy
Efficiency Opportunities
Improve energy-efficiency in new and
existing development and promote
available programs and benefits to all City
residents, especially lower-income
residents.
Ongoing implementation;
review the General Plan to
determine if updates are
appropriate no later than
December 1, 2022 and
complete updates, if needed,
no later than December 1,
2023.
This is a new housing program in the City's 2021-2029 Housing Element, which was adopted by the City Council on January 4, 2022. This program was not initiated in 2021.
Program 19: Lead Based
Paint Education and
Reduction Program
Educate the community on issues regarding
lead-based paint hazards.
Annual monitoring and
reporting throughout the
planning period through the
Housing Element Annual
Progress Report (APR).
Code Enforcement has updated an informative handout which will be distributed to those areas most likely to have issues related to lead based paint. Information will be provided in English and in Spanish.
Program 20: Homebuyer
Assistance Programs
Continue to promote the homebuyer
assistance programs; assist five
households annually (as funding is
available).
Ongoing implementation and
reporting throughout the
planning period through the
Housing Element Annual
Progress Report (APR).
The City participates in the Mortgage Credit Certificate Program through a cooperative agreement with the County of Orange. Although the program currently applies only to census tracts outside of Lake Forest, the City will continue to monitor the program for any future applicability to Lake Forest households.
Program 21: Fair Housing
Services
Support fair housing service providers and
efforts to minimize discriminatory housing
practices.
Annual allocation of funds to
fair housing service provider.
Annual monitoring and
reporting throughout the
planning period through the
Housing Element Annual
Progress Report (APR) and
CDBG CAPER.
The City’s website provides information about fair housing matters, including contact information for the Fair Housing Council of Orange County (FHCOC), which provided fair housing services to Lake Forest under contract. In Fiscal Year 2020-2021, the City awarded FHCOC a $6,000 grant to fund counseling services for tenants and landlords, enforcement, and community education in furtherance of fair housing. In FY 2020-21, FHCOC assisted 68 Lake Forest households and addressed 218 various landlord-tenant issues. On June 16, 2020, the City Council adopted the FYs 2020-2024 Orange County Analysis of Impediments to Fair Housing Choice.
Program 22: Affirmatively
Furthering Fair Housing
Program
Facilitate equal and fair housing
opportunities by implementing actions to
affirmatively further fair housing and
opportunities for all persons regardless of
race, religion, sex, age, marital or familial
status, ancestry, national origin, color,
disability, or other protected characteristics
through provision of information,
coordination, and education on fair housing
law and practices to residents, landlords,
and housing developers.
Ongoing outreach and
coordination, beginning
immediately; annual review
of fair housing educational
information to ensure that
the most recent information
provided by the City’s fair
housing service provider is
being disseminated; annual
presentations and media
outreach.
This is a new housing program in the City's 2021-2029 Housing Element, which was adopted by the City Council on January 4, 2022. This program was not initiated in 2021.
Item: 6
107
123 4
Name of Program Ob jective Timeframe in H.E Status of Pro gram Implementation Housing Programs Progress Report
Describe progress of all programs including local efforts to remove governmental constraints to the maintenance, improvement, and development of housing as identified in the housing element.
Program 23: Economic
Displacement Risk
Analysis
Understand the potential for market-force
economic displacement and consider
programs to address the issue, if
necessary.
Conduct analysis by
December 31, 2022 and
establish resulting programs
(if any) by December 31,
2023. Ongoing
implementation and
reporting throughout the
planning period through the
Housing Element Annual
Progress Report (APR).
This is a new housing program in the City's 2021-2029 Housing Element, which was adopted by the City Council on January 4, 2022. This program was not initiated in 2021.
Program 24:
Neighborhood
Improvement Task Force
Improve the Southwest Lake Forest
neighborhood through implementation of
the recommendations of the Neighborhood
Improvement Plan.
Identification of
improvements to implement
in 2022; implementation of
improvements from 2022-
2023; assessment of need
for future neighborhood
project by January 2023.
In July 2021, the City initiated preparation of a Neighborhood Improvement Needs Assessment for Southwest Lake Forest, the first neighborhood identified to receive the focused attention of the NITF. This area encompassed a high "calls for service” area where citizens had expressed concern about safety issues and a lack of City services as part of a bi-annual City survey. The Neighborhood Improvement Needs Assessment for Southwest Lake Forest included conducting an initial
communications assessment and audit of the City’s existing communications, community ascertainment studies, and translating the collected data into actionable public policy recommendations. The Needs Assessment documents quality of life issues impacting the neighborhood and provides key recommendations for the NITF’s review and action.
At the conclusion of the evaluation team’s assessments, they identified specific issues and areas in need of improvement. These improvements included traffic, lighting, parking, noise, crime, issues related to homelessness, infrastructure repairs, property maintenance, disposal of bulky items, street sweeping, trash, beautification, and a need for parks within walking distance. City services are focused on addressing these needs and the City has committed $70,500 as part of the City's two-year 2021-2023 Operating Budget to implement programs and improvements serving this neighborhood.
Item: 6
108
Jurisdiction Lake Forest ANNUAL ELEMENT PROGRESS REPORT Reporting Period 2021 (Jan. 1 - Dec. 31) Housing Element Implementation Planning Period 5th Cycle 10/15/2013 - 10/15/2021
Description of Commercial
Development Bonus
Commercial Development Bonus
Date Approved
34 APN Street Address Project Name+ Local Jurisdiction
Tracking ID+
Very Low
Income
Low
Income
Moderate
Income
Above Moderate
Income
Description of Commercial
Development Bonus
Commercial Development Bonus
Date Approved
Summary Row: Start Data Entry Below
Units Constructed as Part of Agreement
Commercial Development Bonus Approved pursuant to GC Section 65915.7 Table E
Note: "+" indicates an optional field
Project Identifier
1 2
Cells in grey contain auto-calculation
formulas
(CCR Title 25 §6202)
Annual Progress Report January 2020
Item: 6
109
Jurisdiction Lake Forest ANNUAL ELEMENT PROGRESS REPORT Note: "+" indicates an optional field Reporting Period 2021 (Jan. 1 - Dec. 31) Housing Element Implementation Cells in grey contain auto-calculation formulas Planning Period 5th Cycle 10/15/2013 - 10/15/2021 (CCR Title 25 §6202) Extremely Low-
Income+ Very Low-Income+ Low-Income+ TOTAL UNITS+
Extremely Low-
Income+
Very Low-
Income+ Low-Income+ TOTAL UNITS+
Rehabilitation Activity
Preservation of Units At-Risk
Acquisition of Units
Mobilehome Park Preservation
Total Units by Income
Table F
Please note this table is optional: The jurisdiction can use this table to report units that have been substantially rehabilitated, converted from non-affordable to affordable by acquisition, and preserved, including mobilehome park preservation, consistent with the standards set forth in Government Code section 65583.1, subdivi sion (c). Please note, motel, hotel, hostel rooms or other structures that are converted from non-residential to residentia l units pursuant to Government Code section 65583.1(c)(1)(D) are considered net-new housing units and must be reported in Table A2 and not reported in Table F.
Activity Type
Units that Do Not Count Towards RHNA+
Listed for Informational Purposes Only
Units that Count Towards RHNA +
Note - Because the statutory requirements severely limit what can be counted, please contact HCD to receive the password that will enable you to populate these fields. The description should adequately document how each unit complies with subsection (c) of Government
Code Section 65583.1+
Units Rehabilitated, Preserved and Acquired for Alternative Adequate Sites pursuant to Government Code section 65583.1(c) Annual Progress Report January 2020
Item: 6
110
Jurisdiction Lake Forest
Reporting Period 2021 (Jan. 1 - Dec. 31)
Planning Period 5th Cycle 10/15/2013 - 10/15/2021 ANNUAL ELEMENT PROGRESS REPORT Housing Element Implementation
23 4
APN Street Address Project Name+ Local Jurisdiction
Tracking ID+
Realistic Capacity
Identified in the
Housing Element
Entity to whom the site
transferred Intended Use for Site
1 Summary Row: Start Data Entry Below
Note: "+" indicates an optional field
Cells in grey contain auto-calculation
formulas
(CCR Title 25 §6202)
Table G
Locally Owned Lands Included in the Housing Element Sites Inventory that have been sold, leased, or otherwise disposed of Project Identifier
NOTE: This table must only be filled out if the housing element sites inventory contains a site which is or was owned by the reporting jurisdiction, and has been sold, leased, or otherwise disposed of during the reporting year.
Item: 6
111
Jurisdiction Lake Forest
Note: "+" indicates
an optional field
Reporting Period 2021
(Jan. 1 - Dec.
31)
Cells in grey contain
auto-calculation
formulas
Designation Size Notes
1 2 3 4 567
APN Street Address/Intersection Existing Use Number of
Units
Surplus
Designation
Parcel Size (in
acres) Notes
614-021-31 El Toro Road, near Jeronimo Road Vacant Surplus Land 0.16 Owned by Lake
Forest Housing
Authority
Summary Row: Start Data Entry Below
Parcel Identifier
ANNUAL ELEMENT PROGRESS REPORT
Housing Element Implementation
(CCR Title 25 §6202)
Table H
Locally Owned Surplus Sites
For Orange County jurisdictions, please format the APN's as follows:999-999-99 Item: 6
112
Jurisdiction Lake Forest
Reporting Year 2021 (Jan. 1 - Dec. 31)
Planning Period 5th Cycle 10/15/2013 - 10/15/2021
Current Year
Deed Restricted 0
Non-Deed Restricted 0
Deed Restricted 0
Non-Deed Restricted 7
Deed Restricted 0
Non-Deed Restricted 7
400
414
Units by Structure Type Entitled Permitted Completed
SFA 0 159 259
SFD 541 241 145
2 to 4 0 0 0
5+ 65 0 0
ADU 0 14 7
MH 0 0 0
Total 606 414 411
6 606
606
0 0
0 0
0 Income Rental Ownership Total
Very Low 00 0
Low 00 0
Moderate 00 0
Above Moderate 00 0
Total 00 0
Cells in grey contain auto-calculation formulas
Units Constructed - SB 35 Streamlining Permits
Number of Streamlining Applications Approved
Total Developments Approved with Streamlining
Total Units Constructed with Streamlining
Total Housing Applications Submitted:
Number of Proposed Units in All Applications Received:
Total Housing Units Approved:
Total Housing Units Disapproved:
Total Units
Housing Applications Summary
Use of SB 35 Streamlining Provisions
Note: Units serving extremely low-income households are included in the very low-income permitted units totals Number of Applications for Streamlining
Building Permits Issued by Affordability Summary
Income Level
Very Low
Low
Moderate
Above Moderate
Item: 6
113
Jurisdiction Lake Forest
Reporting Year 2021 (Jan. 1 - Dec. 31)
Total Award Amount Total award amount is auto‐populated based on amounts entered in rows 15‐26.
Task $ Amount Awarded $ Cumulative Reimbursement
Requested
Other
Funding Notes
ADU Ordinance $30,000.00 $29,098.06 None
Mixed Use Zoning Ordinance $120,000.00 $0.00 None
Housing and Safety Element
Update $109,000.00 $70,686.25 None
1-5 Interchange Feasibility Study $30,000.00 $0.00 None Administration $11,000.00 $3,580.00 None
Summary of entitlements, building permits, and certificates of occupancy (auto‐populated from Table A2) Current Year
Deed Restricted 16
Non-Deed Restricted 0
Deed Restricted 48
Non-Deed Restricted 0
Deed Restricted 0
Non-Deed Restricted 0
542
606
Current Year
Deed Restricted 0
Non-Deed Restricted 0
Deed Restricted 0
ANNUAL ELEMENT PROGRESS REPORT
Local Early Action Planning (LEAP) Reporting
(CCR Title 25 §6202)
In Progress
Please update the status of the proposed uses listed in the entity’s application for funding and the corresponding impact on housing within the region or jurisdiction, as applicable, categorized based on the eligible uses specified in Section 50515.02 or 50515.03, as applicable.
$300,000.00
Task Status
Completed
In Progress
In Progress
In Progress
Completed Entitlement Issued by Affordability Summary
Income Level
Very Low
Low
Moderate
Above Moderate
Total Units
Building Permits Issued by Affordability Summary
Income Level
Very Low
Low
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Non-Deed Restricted 7
Deed Restricted 0
Non-Deed Restricted 7
400
414
Current Year
Deed Restricted 0
Non-Deed Restricted 0
Deed Restricted 0
Non-Deed Restricted 4
Deed Restricted 0
Non-Deed Restricted 3
404
411Total Units
Certificate of Occupancy Issued by Affordability Summary Income Level
Very Low
Low
Moderate
Above Moderate
Moderate
Above Moderate
Total Units
Low
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CITY COUNCIL AGENDA REPORT
MEETING DATE: 3/15/2022
DEPARTMENT: City Clerk
SUBJECT:
REDISTRICTING PUBLIC HEARING NO. 4
RECOMMENDED ACTION(S):
1. Conduct the public hearing at a time certain of 6:45 p.m.
2. Introduce for first reading an Ordinance entitled, “AN ORDINANCE OF
THE CITY COUNCIL OF THE CITY OF LAKE FOREST, CALIFORNIA, AMENDING SECTION 2.05.030 OF TITLE 2 OF THE LAKE FOREST
MUNICIPAL CODE REGARDING ADJUSTING THE BOUNDARIES OF
CITY COUNCIL ELECTION DISTRICTS AND CONFIRMING SUCH
REVISED COUNCIL DISTRICT BOUNDARIES, AS REFLECTED IN THE ATTACHED MAP”
EXECUTIVE SUMMARY:
The purpose of this public hearing is to offer the community and City Council an additional opportunity to provide input on Draft Map B and to introduce the proposed ordinance adopting the district boundaries outlined in the map (Attachments 1 and 2).
Should the City Council adopt the proposed ordinance before them this evening, the ordinance will be brought back to the City Council for second reading on April 5, 2022. The State mandated deadline to complete the redistricting process is April 17, 2022.
BACKGROUND:
Lake Forest’s Transition to District Elections
On December 19, 2017, the City Council adopted Ordinance No. 301 establishing by-district elections in f v e single-member electoral districts in the City and adopted the map describing the boundaries. Ordinance No. 301 outlined the process by which the by-district election system was phased in over two election cycles, beginning at the general municipal election held in Item: 7
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November 2018 for electoral districts 2, 3 and 4 with full implementation at the general municipal election in November 2020 for electoral districts 1 and 5.
The City is required to realign the district boundaries every ten years following the receipt of updated population data from the U.S. Census Bureau. Since the City has district-based elections for five City Council Member seats, the City is required to realign the district boundaries prior to the 2022 General Election.
Review of the Lake Forest Redistricting Process
In September 2021, the U.S. Census Bureau released the 2020 Census Redistricting data summary file to states and the public in an easy-to-read format. The collection and tabulation of the data was significantly delayed due to the COVID-19 pandemic.
During the September 20, 2021 City Council meeting, the City Council voted unanimously to approve a contract with Bear Demographics and Research, LLC (“BDR”). BDR has provided redistricting services, including census data analysis, draft map drawings, a n d access to the interactive web map drawing tool, District Builder.
The Fair and Inclusive Redistricting for Municipalities and Political Subdivisions Act (“FAIR MAPS ACT”)
The FAIR MAPS Act, which was enacted in 2019, provides the process and the criteria for how the boundaries are evaluated and adjusted. It also requires the City Council to take steps to encourage residents to participate in the redistricting process. The process includes at least four public hearings before the adoption of the new district boundary map, a designated website, and ensuring public access and input. The criteria provided by the FAIR MAPS Act is ranked in order of priority, to the extent practicable:
Criterion No. 1 Compliance with the U.S. and CA Constitutions Criterion No. 2 Compliance with Federal Voting Rights Act Criterion No. 3 Contiguity
Criterion No. 4 Respect for local neighborhoods and Communities of Interest Criterion No. 5 Boundaries should be easily identifiable and understandable by residents
Criterion No. 6 Compactness
Criterion No. 7 Do not favor or discriminate against political parties Item: 7
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Public Hearings and Community Workshops
Prior to each of the redistricting public hearings and community meetings, the City Clerk provided noticing of the hearings and workshops in both English and Spanish on the City’s redistricting webpage. Communities of Interest forms were made available during the meetings and on the City’s redistricting webpage.
During this process, no Communities of Interest forms were received.
Public Hearing No.1
During the November 2, 2021 City Council meeting, the City Council held public hearing no.1 of the 2021 redistricting process. The City Council approved the 2021/2022 calendar of the redistricting process. There were no public comments offered during the public hearing.
Community Workshop
On December 15, 2021, the City Clerk and Assistant City Clerk held a community workshop at the Foothill Ranch Library informing the community about the redistricting process and to receive public testimony regarding communities of interest. The City Clerk also held a live map drawing session using the District Builder software. Public comment forms on Communities of Interest and frequently asked questions guides on redistricting were made available to those in attendance.
Public Hearing No. 2
During the January 4, 2022 City Council meeting, the City Council held public hearing no. 2 of the 2021 redistricting process. The City Clerk provided an administrative update. The City’s demographer, Andrew Westall of BDR, reviewed two proposed maps; one that was prepared by the demographer, as well as the one map received by the public. No public comment was offered during the public hearing.
Community Workshop
On January 26, 2022, the City Clerk and Assistant City Clerk held a community workshop at the El Toro Library informing the community about the redistricting process and to receive public testimony regarding communities of interest.
Public comment forms on Communities of Interest and frequently asked questions guides on redistricting were made available to those in attendance.
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Public Hearing No.3
During the February 15, 2022 City Council meeting, the City Council held public hearing no. 3 of the 2021 redistricting process. The City Clerk provided an administrative update. The City’s demographer, Andrew Westall of BDR, reviewed all of the proposed maps that were received. Public comment was offered by one resident.
Public Input
Members of the public created and submitted their own maps to the City for consideration and discussion. The online tool has been available on the City ’s Redistricting webpage (www.lakeforestca.gov/redistricting) since November 2021. The City Clerk received a total of four public map submissions. January 4, 2022: Draft Map 1 prepared by the City’s demographer January 4, 2022: Draft Map 2
January 4, 2022: Potential Map A - Submitted by a member of the public January 24, 2022: Potential Map B -Submitted by a member of the public February 8, 2022: Potential Map C -Submitted by a member of the public February 8, 2022: Potential Map D -Submitted by a member of the public These submissions can be viewed on the City’s Redistricting webpage at www.lakeforestca.gov/redistricting.
DISCUSSION:
Public Hearing No. 4: Introduction of Ordinance
The purpose of tonight’s public hearing is to offer the community and the City Council an opportunity to comment on the map and introduce the proposed ordinance adopting the district boundaries outlined in Draft Map B. Draft Map B was posted on the City website on January 25, 2022, for public review and inspection. In addition to the final map Andrew Westall of BDR has provided a report which includes aerial maps of each individual district and the 2022 City Council districts demographic profile statistics.
Next Steps
Should the City Council introduce the attached ordinance without amendments, staff will present the ordinance for second reading during the City Council meeting of April 5, 2022. The State mandated deadline to complete the redistricting process is April 17, 2022.
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FISCAL IMPACT:
There is no fiscal impact associated with the recommended action.
ATTACHMENTS:
1. Proposed Ordinance (includes Draft Map B and Demographics)
2. Demographer Report
Submitted By: Lisa Berglund, City Clerk
Approved By: Debra Rose, City Manager
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ATTACHMENT 1
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ORDINANCE NO. _____
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LAKE
FOREST, CALIFORNIA, AMENDING SECTION 2.05.030 OF TITLE
2 OF THE LAKE FOREST MUNICIPAL CODE REGARDING
ADJUSTING THE BOUNDARIES OF CITY COUNCIL ELECTION
DISTRICTS AND CONFIRMING SUCH REVISED COUNCIL
DISTRICT BOUNDARIES, AS REFLECTED IN THE ATTACHED
MAP
WHEREAS, the United States Census Bureau is required by Article I, Section 2, of the United States Constitution to conduct an accurate count of the population every ten years; and
WHEREAS, California Elections Code Section 21601 requires that, following each decennial federal census, and using that census as a basis, the Council shall, by ordinance or resolution, adjust the boundaries of any or all of the City’s Council election districts to be substantially equal in population as required by the United States Constitution, California Constitution, and the Federal Voting Rights Act. In establishing the boundaries of the districts, the Council must give consideration to the following factors in the following priority:
(a) contiguity of districts, (b) communities of interest, (c) easy identification of districts through use of natural or artificial boundaries, and (d) district compactness; and
WHEREAS, on September 27, 2021, the Census Bureau sent 2020 Census data to the State of California with an official population estimate of 85,965 residents for the City of Lake Forest; and
WHEREAS, the City Council of the City of Lake Forest (“City Council”) held three public hearings on November 2, 2021, January 4, 2022, and February 15, 2022, where the Council received briefings from the City’s demographic consultant relating to the redistricting process and state and federal redistricting criteria, including the California Elections Code, the Federal Voting Rights Act, and the United States Constitution, heard public testimony, and reviewed draft maps prepared by the City’s demographic consultant; and WHEREAS, in addition, City staff conducted public outreach by way of two community workshops on December 15, 2021 and January 26, 2021, where the City Clerk provided information on redistricting and guidance as to how to draw district boundary maps using mapping software; and
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Ordinance No. ___
WHEREAS, during the third public hearing on February 15, 2022, the City Council considered four potential maps submitted by members of the public between January 4, 2022 and February 15, 2022, as well as the two draft maps originally presented to Council on January 4, 2022; and WHEREAS, during the third public hearing on February 15, 2022, the City Council agreed on Public Submitted Map B, otherwise labeled Attachment 4, and directed that it be presented to the Council for adoption by Ordinance; and WHEREAS, California Elections Code Section 21602 requires that the Council adopt an ordinance establishing Council districts by April 17, 2022; and WHEREAS, Lake Forest Municipal Code Section 2.05.030(C) authorizes the City Council to adjust the boundaries of any and all of the districts following each decennial Federal census to ensure that the districts are in compliance with all applicable provisions of law; and
WHEREAS, at each of the public hearings on redistricting, the Council heard testimony relating to “communities of interest,” which led the Council to reach the following determinations about communities of interest on the preferred map, as required under federal and state law:
(1) The election districts are geographically contiguous. The districts are arrayed in a simple and logical form without any islands and with minimal intrusions from the area of one district into another. (2) To the extent practicable, the preferred map respects the geographic integrity of local neighborhoods and local communities of interest.
The Council heard testimony about what constitutes communities of interest in the public’s view.
(3) The election districts are easily identifiable and understandable by residents. The districts in the preferred map form a relatively simple pattern.
(4) To the extent practicable, the election districts are geographically compact. Their configurations for the most part are compact, simple shapes, with nearby populations included in the same districts. (5) The election districts are balanced in terms of total population and voting age population. The districts are well within the one- person/one-vote deviations permitted under federal and state voting rights laws.
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(6) Although the above criteria could not be met within any election district with a minority-majority district (i.e., a voting district where one distinct minority population is the majority population), the election districts do represent where possible an aggregation in single districts of substantial minority population blocs to enhance the potency of that minority voting voice;
WHEREAS, all information in the staff reports, maps, presentations, Council debate, and public testimony referenced above is hereby incorporated into this decision and serves as evidentiary bases for these findings and legislative decision.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAKE
FOREST DOES ORDAIN AS FOLLOWS:
SECTION 1. The above recitals are true and correct and incorporated as though fully set forth herein.
SECTION 2. Compliance with California Environmental Quality Act. This activity is exempt from environmental review under the California Environmental Quality Act (“CEQA”) (Pub. Resources Code, § 21000 et seq.) pursuant to State CEQA Guidelines, (Cal. Code Regs., tit. 14, § 15000 et seq.) §§ 15061(b)(3), 15320, and 15378(b)(3). The redistricting process is an organizational and administrative activity of the City, does not have the potential to result in either a direct or reasonably foreseeable indirect physical change in the environment, and is therefore not a project for purposes of CEQA. (State CEQA Guidelines, §§ 15061(b)(3); 15378(b)(5).) In the event the transition process does constitute a project, it is categorically exempt under the Class 20 (Changes in the Organization of Local Governments) categorical exemption. (State CEQA Guidelines, § 15320.) None of the exceptions to the exemptions found in State CEQA Guidelines, § 15300.2, apply. City staff shall cause a Notice of Exemption to be filed as authorized by CEQA and the State CEQA Guidelines.
SECTION 3. The map titled “Public Submitted Map B” is hereby made the official City of Lake Forest District Map referenced in Section 2.05.030(B) of the Lake Forest Municipal Code, and the map titled “City of Lake Forest District Map” referenced in Section 2.05.030(B) of the Lake Forest Municipal Code is hereby replaced by the map titled “Public Submitted Map B,” attached as Exhibit A hereto, a copy of which shall be on file in the City Clerk’s office.
SECTION 4. City Council elections shall continue to be conducted “by districts” in five districts as set forth in Exhibit A. The term “by district” shall mean Item: 7
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Ordinance No. ___
election of members of the legislative body by voters of the district alone, as provided in Government Code Section 34871(d).
SECTION 5. All ordinances and resolutions, or parts thereof, in conflict with this Ordinance are hereby repealed.
SECTION 6. The City Manager is directed to take all necessary steps to give effect to this Ordinance. If necessary to facilitate the implementation of this Ordinance, the City Manager or their designee is authorized to make technical adjustments to the election district boundaries that do not substantively affect the populations of the districts, the eligibility of candidates, or the residence of elected officials within any district. The City Manager shall consult with the City Attorney concerning any technical adjustments deemed necessary and shall advise the City Council of any such adjustments required in the implementation of the districts.
SECTION 7. The City Clerk is hereby directed to provide a certified copy of this Ordinance to the Orange County Registrar of Voters for use in subsequent Lake Forest Council Elections.
SECTION 8. If any section, subsection, subdivision, sentence, clause, or phrase of this Ordinance or any part thereof is for any reason held to be unconstitutional, invalid, or ineffective by any court of competent jurisdiction, such decision shall not affect the validity or effectiveness of the remaining portions of this Ordinance or any part thereof. The City Council hereby declares that it would have adopted each section irrespective of the fact that any one or more sections, subsections, subdivisions, sentences, clauses, or phrases are declared unconstitutional, invalid, or ineffective.
SECTION 9. This Ordinance shall become effective immediately upon its adoption.
SECTION 10. The City Clerk shall certify to the passage of this Ordinance and cause it, or a summary of it, to be published in a newspaper of general circulation printed and published within the City of Lake Forest, pursuant to all legal requirements.
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INTRODUCED by the City Council of the City of Lake Forest at a regular meeting held on the 15th day of March, 2022, and PASSED, APPROVED, AND ADOPTED by the City Council of the City of Lake Forest at a regular meeting held on the 5th day of April, 2022.
_________
ROBERT PEQUEÑO
MAYOR OF THE CITY OF LAKE FOREST
ATTEST:
LISA BERGLUND, MPA
CITY CLERK OF THE CITY OF LAKE FOREST
APPROVED AS TO FORM:
MATTHEW E. RICHARDSON, CITY ATTORNEY
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EXHIBIT A
Map B
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STATE OF CALIFORNIA )
COUNTY OF ORANGE ) SS
CITY OF LAKE FOREST )
I, Lisa Berglund, City Clerk of the City of Lake Forest, do hereby certify that the foregoing Ordinance No. _______ was duly introduced and placed upon its first reading at a regular meeting of the City Council on the 15th day of March, 2022, and thereafter, said Ordinance was duly adopted and passed at a regular meeting of the City Council on the 5th day of April, 2022, by the following vote, to wit:
AYES: COUNCIL MEMBERS
NOES: COUNCIL MEMBERS
ABSENT: COUNCIL MEMBERS
ABSTAIN: COUNCIL MEMBERS
_____
LISA BERGLUND, CITY CLERK
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ATTACHMENT 2
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City of Lake Forest
2022 City Council Boundaries
FINAL MAP
March 15, 2022
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City of Lake Forest
2022 Council Districts Demographic Profile
Council District 1 2 3 4 5 Total
Total Population (Pop) 2020 Adjusted 17,555 17,251 16,390 16,894 17,875 85,965 Deviation 362 58 (803) (299) 682 % Deviation 2.1% 0.3% -4.7% -1.7% 4.0% 8.7%
Latino 14.0% 18.5% 27.2% 24.9% 43.0% 25.6%
White 53.1% 46.5% 47.6% 51.8% 37.1% 47.2%
Black 2.0% 2.3% 2.6% 2.1% 1.7% 2.1%
American Indian 1.0% 0.8% 0.9% 0.8% 0.6% 0.9%
Asian 27.0% 30.0% 19.4% 18.2% 15.6% 22.0%
Hawaiian, Pacific Islander 0.3% 0.3% 0.2% 0.3% 0.4% 0.3% Other Race 1.8% 1.1% 1.3% 1.2% 1.2% 1.3%
Multi Minority Race 0.8% 0.5% 0.8% 0.6% 0.4% 0.6%
Voting Age Population (VAP) 2020 Adjusted 13,564 13,252 12,903 13,418 14,514 67,651 Latino 13.1% 16.9% 24.4% 22.4% 38.5% 23.3%
White 55.8% 49.4% 50.9% 55.3% 41.2% 50.4%
Black 1.8% 2.4% 2.6% 2.0% 1.6% 2.1%
American Indian 1.1% 0.9% 1.0% 0.9% 0.7% 0.9%
Asian 25.8% 28.8% 19.2% 17.7% 16.1% 21.4%
Hawaiian, Pacific Islander 0.2% 0.3% 0.2% 0.2% 0.4% 0.3% Other Race 1.6% 0.9% 1.2% 1.0% 1.1% 1.2%
Multi Minority Race 0.5% 0.4% 0.6% 0.5% 0.4% 0.5%
Citizen Voting Age Population (CVAP) 2019 13,995 8,339 11,694 12,316 12,372 58,717 Latino 9.3% 13.5% 17.5% 17.0% 26.3% 16.8%
White 63.1% 62.4% 61.8% 63.7% 53.5% 60.9%
Black 2.2% 6.9% 2.1% 0.4% 2.7% 2.6%
Asian 23.8% 16.4% 17.9% 16.8% 15.1% 18.3%
All Other 1.5% 0.9% 0.9% 2.1% 2.5% 1.6%
2020 Census State Adjusted Redistricting Data
2019 ACS CVAP Tabulation
March 15, 2022
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City of Lake Forest
2022 Council Districts Demographic Profile
Council District 1 2 3 4 5 Total
Total Households (By Household Income) 7,846 4,442 6,250 5,865 6,140 30,544 Less than $35,000 6.8% 11.6% 12.5% 10.8% 21.4% 12.4%
$35,000 to $75,000 15.2% 21.0% 22.0% 18.9% 28.3% 20.8%
$75,000 to $150,000 32.8% 30.9% 37.3% 33.4% 27.8% 32.6% $150,000 or more 45.2% 36.5% 28.2% 36.9% 22.4% 34.3%
Population 25 years and over (By Education Level) 15,164 8,559 12,315 12,161 13,732 61,932 No High School Diploma 2.6% 3.2% 4.4% 7.1% 14.9% 6.6%
Diploma, No College Degree 24.9% 34.4% 39.1% 34.8% 42.1% 34.8% Any College Degree 72.6% 62.4% 56.5% 58.1% 43.1% 58.6%
Occupied Housing Units 7,846 4,442 6,250 5,865 6,140 30,544 Owner occupied 73.6% 65.3% 59.8% 76.7% 69.1% 69.3%
Renter occupied 26.4% 34.7% 40.2% 23.3% 30.9% 30.7%
Population 5 years and over (By Language Spoken at
Home) 21,041 11,158 15,542 16,030 17,814 81,585 English only 63.4% 70.5% 69.1% 71.3% 55.4% 65.3%
Spanish 4.9% 9.2% 13.2% 17.0% 29.4% 14.8%
Asian and Pacific Island languages 20.2% 14.5% 9.2% 7.7% 12.5% 13.2% Other Indo-European languages 11.4% 5.8% 8.4% 4.1% 2.8% 6.7% Population With Poverty Status Determined (by Poverty
Status and Age) 22,887 12,246 16,716 17,151 18,456 87,455 Income Below Poverty Level Past 12 Months 3.9% 5.0% 7.6% 4.1% 14.5% 7.0% Income At or Above Poverty Level Past 12 Months 96.1% 95.0% 92.4% 95.9% 85.5% 93.0% 2019 ACS Reformatted Tables -Block Group Tabulation
2019 ACS Reformatted Tables -Tract Tabulation
March 15, 2022
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CITY COUNCIL AGENDA REPORT
MEETING DATE: 3/15/2022
DEPARTMENT: Public Works
SUBJECT:
STREET SWEEPING PARKING RESTRICTION POLICY - UPDATE
RECOMMENDED ACTION(S):
1. Review and approve Traffic and Parking Commission’s proposed revisions to the Street Sweeping Parking Restriction Policy.
2. Authorize staff to issue a Request for Proposals for Parking Enforcement Services.
EXECUTIVE SUMMARY:
Over the course of several meetings, the Traffic and Parking Commission (“TPC”) reviewed the current Street Sweeping Parking Restriction Policy (“Policy”) and requested revisions to improve the criteria for enacting restrictions (Attachment 1). The TPC decided to review the Policy after the denial of a request for street sweeping parking restrictions for the Parkwood Estates II neighborhood, as it did not meet the three criteria in the current Policy.
Before street sweeping parking restrictions are enacted, staff conducts a review of the subject neighborhood pursuant to the Policy. The proposed changes to the Policy will provide an opportunity for the requesting party to appeal to the TPC in the event staff’s evaluation determined it did not meet the criteria of the Policy.
The TPC will be provided additional supporting evidence by the requesting party for further consideration. If the proposed changes are enacted, TPC would be able to hear the appeals and decide to either uphold staff’s determination or forward the recommendation along to the City Council for final consideration. In addition to the appeals, the TPC may consider the level of homeowner support documented by the initial petition or HOA request. The redline copy of the Policy attached to this report documents all revisions made by the TPC (Attachment 2).
The City’s current agreement with the OCSD includes five Community Service Officers. One of those Community Service Officers is specifically assigned to parking enforcement full-time. Despite the assignment of OCSD personnel to parking enforcement, staffing changes and resource demands have led to varying levels of parking enforcement. To address these issues, staff surveyed Item: 8
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the parking enforcement approach at other municipalities in the region. Per the initial survey, it’s evident that viable alternatives to the OCSD arrangement are feasible, and staff is seeking City Council direction to develop a Request for Proposals (“RFP”) to consider contract parking enforcement services.
In addition, on August 17, 2021, Mayor Voigts received minority consensus to agendize street sweeping services for collector streets for City Council discussion (Attachment 3). The City currently sweeps arterial streets and specified collector / residential streets weekly. All other locations are swept twice per month. The City also sweeps known problem areas or “hotspots” on a weekly basis. The street sweeping master schedule is depicted in Attachment 4. Staff understands City Council’s desire to have streets swept efficiently and effectively, and with this policy update and the exploration of contract parking enforcement services, staff believes this can be accomplished without increasing the frequency of street sweeping on collector streets.
Therefore, staff recommends the City Council review and approve TPC’s proposed revisions to the Policy and authorize staff to issue an RFP for parking enforcement services.
BACKGROUND:
In May 2018, the City Council formed a subcommittee to review the City’s street sweeping program. The subcommittee worked with staff to improve and enhance public awareness and outreach; reviewed the street sweeping service and discussed possible changes to sweeping frequency; and discussed ways to improve the effectiveness of street sweeping in areas of the city that are heavily impacted by parked vehicles. In August of 2019, the City Council approved the subcommittee’s recommendations, which included a revised Policy and changes to the frequency of residential area sweepings from weekly to twice per month.
On July 2, 2020, the City Council awarded an agreement to R.F. Dickson for street sweeping services (“Dickson Agreement"). The Dickson Agreement includes a three-year term ending on June 30, 2023. This agreement covered the City Council’s requested changes in the sweeping schedule from weekly sweeping of residential streets to twice monthly sweeping of residential streets.
Weekly sweeping of arterial streets remained unchanged. On December 29, 2020, the City Manager approved the First Amendment to the Dickson Agreement, which reduced the compensation amount to $1.2 million to accommodate potential revenue losses stemming from COVID-19.
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appropriateness of street sweeping parking restrictions in accordance with the current Policy.
On June 7, 2021, staff provided an informational report to the TPC regarding a denied request for street sweeping parking restriction from the Parkwood Estates II neighborhood, as it did not meet the three criteria set forth in the current Policy to establish parking restrictions. The TPC requested staff to provide further education to the neighborhood regarding on-street parking concerns during street sweeping days and to consider updating the Policy. In response, staff coordinated with the Lake Forest II HOA and the residents of the Parkwood Estates II neighborhood to further communicate the importance of not parking on the street during street sweeping days. Those efforts included placement of temporary “no parking” zone signs, HOA street sweeping day reminder signs, post card mailings to each homeowner, and enhanced parking enforcement.
On August 2, 2021, staff presented potential revisions to the Policy to the TPC.
The revisions included staff’s suggestions to reflect the TPC’s goals in revising the current Policy. The suggested revisions included changes to definitions and quantifiable criteria that would still meet the intent of the subcommittee’s recommendations.
On September 13, 2021, TPC reviewed the proposed Policy and staff provided further revisions for additional discussion. TPC discussed staff’s revisions and concurred with the revisions to the Policy at that time.
On December 6, 2021, staff presented a revised proposed Policy, which clarified TPC’s responsibilities and process regarding overturning staff’s denial of a request. The TPC subsequently approved the Policy.
On February 28, 2022, staff presented a final proposed Policy, which provided the requesting party an appeals process for TPC’s consideration. The TPC subsequently approved the Policy and recommends its approval by the City Council (Attachment 1).
On August 17, 2021, Mayor Voigts received minority consensus to agendize a discussion regarding street sweeping services for collector streets (Attachment 3).
DISCUSSION:
Recently, the TPC discussed revisions and voted to recommended approval of a revised Policy to the City Council. This was in response to the denial of street sweeping parking restriction requests from the Parkwood Estates II neighborhood, as it did not meet the three criteria in the current Policy Item: 8
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(specifically the criteria of excessive debris accumulating along the curb and gutter). Since that denial, staff and the TPC worked together to better define some aspects of the Policy. In particular, the TPC considered the criteria for excessive debris to be somewhat subjective. As a result, the proposed revisions to the Policy would provide an opportunity for the requesting party to appeal to the TPC in the event staff’s evaluation determined it did not meet the criteria of the Policy. The requesting party would be asked to provide additional supporting evidence which would be presented to the TPC by staff. The TPC would hear the appeal and use their best judgment to determine if all the criteria in the Policy are met. The TPC would then decide to either uphold staff’s denial or forward its recommendation for approval to the City Council for final consideration. For any denied request, staff would continue to present the reason for the denial to the TPC. The City Council would retain their discretion to approve or deny appeals forwarded by the TPC.
Specific Policy revisions include:
Clarifying the term “majority” in the initial petition to mean 51% or more homeowners. Enacting street sweeping restrictions requires majority support from the affected homeowners.
Replacing “consecutive sweeping weeks” with “consecutive sweeping days.” The City’s contractual street sweeping service provides twice monthly sweeps. As such, references to “days” rather than “weeks” aligns more consistently with the City’s street sweeping approach. Replacing the term “excessive” with “significant” in debris accumulation criteria and defining debris to mean trash and/or litter. Seasonal brush will not be considered unless other debris is present.
Add language to allow the requesting party to appeal a denied request and to provide additional supporting evidence for the TPC’s consideration.
Specifically, allowing the TPC to use discretion in determining if a studied area is impacted by debris to an extent significant enough to require parking restrictions.
Replacing references to OCSD with generic references for enforcement The recommended changes provide a better understanding of the Policy for the public, the TPC and staff. By allowing the requesting party an appeals process, they are provided an opportunity to show supporting evidence of a subjective criteria to be considered by the TPC in a public forum, thus, giving homeowners input into the process. Staff recommends approval of the revised Policy.
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Parking Enforcement
The City experiences a high volume of Ask Lake Forest (“ALF”) tickets relating to parking concerns and enforcement. It is the number one issue reported in the ALF system. Staff responds to approximately 300 ALF tickets per year for parking related concerns, and OCSD traditionally issues an average of 6,000- 7,000 parking citations per year. The volume of historical parking citations issued by OCSD are shown in Table 1 below:
Table 1: Parking Related Citations
FY 2019 -2020 FY 2020 -2021 FY 2021 - Present
5,772 7,009 2,760
The City currently has five Community Services Officers through the OCSD agreement that are assigned to the City. These officers support the sheriff’s deputies with traffic control, traffic accident reports, public information requests, and coordinating the removal of abandoned vehicles. Although one officer is assigned full-time to parking enforcement, recent staffing challenges and resource demands have resulted in inconsistent levels of parking enforcement.
Considering recent staffing challenges, staff researched potential contracting alternatives to the current arrangement for parking enforcement. According to an initial survey, a variety of firms provide comparable municipal parking enforcement services. As such, staff is confident that the issuance of an RFP for parking enforcement services would result in the receipt of proposals from a variety of qualified firms. A summary of these survey findings is provided in Table 2 below.
Table 2: Parking Enforcement Survey Findings
Agency Contractor Type of Parking
Enforcement
City of Lake
Forest
Orange County Sheriff's
Department
5 CSO’s including Parking
Enforcement
City of San
Clemente
Elite Enforcement Security
Solutions, Inc.
Street Sweeping Parking
Enforcement
City of Anaheim Allied Universal Street Sweeping Parking Enforcement
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Agency Contractor Type of Parking
Enforcement
City of Huntington
Beach Allied Universal Street Sweeping Parking
Enforcement
City of Pasadena Inter-Con Security Systems All Parking Enforcement If the City Council is interested in exploring other contract parking enforcement options, staff would conduct more research and prepare a RFP for parking enforcement services. These services could cover street sweeping parking restriction violations in addition to permit, general, or special event parking enforcement.
Staff anticipates that contracted parking enforcement services would cost less than a dedicated OCSD CSO but could only be used for parking enforcement services.
Street Sweeping Schedule
On August 17, 2021, Mayor Voigts achieved minority consensus to discuss street sweeping frequencies (Attachment 3). Staff has attached the street sweeping master schedule as Attachment 4.
As Mayor Voigts identified in his request to discuss street sweeping, several residents had expressed street sweeping related concerns to the City, particularly on Pittsford Drive. In the past year, staff has responded to 74 ALF tickets relating to street sweeping, and the TPC and City Council have reviewed four community requests for street sweeping parking restrictions. Staff reviews each street sweeping issue and has found that implementing parking restrictions to allow street sweeping is more effective at removing trash and debris than increasing street sweeping frequency without implementing parking restrictions for areas with high debris. Street sweeping parking restrictions were recently approved and installed along Pittsford Drive. As such, staff recommends that any specific areas be forwarded to staff for further evaluation. The current street sweeping schedule of arterial and specified collectors / residential streets are swept weekly and all other streets are swept twice a month.
Summary
Staff recommends Council review and approve TPC’s proposed revisions to the Policy and authorize staff to seek an RFP for parking enforcement services.
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FISCAL IMPACT:
There is minimal fiscal impact associated with the recommended action.
ATTACHMENTS:
1. Minutes Excerpt – August 2, 2021, September 13, 2021, December 6, 2021, and February 28, 2022 - Traffic and Parking Commission Meeting Minutes
2. Street Sweeping Parking Restriction Policy – February 2022 Suggested Revisions
3. Minutes Excerpt – August 17, 2021 – City Council Meeting Minutes
4. Street Sweeping Master Schedule Map
Initiated By: Tran Tran, Traffic Engineering Manager
Submitted By: Thomas E. Wheeler, P.E., Director of Public Works/City Engineer Approved By: Debra Rose, City Manager
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Attachment 1
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LAKE FOREST TRAFFIC & PARKING COMMISSION MINUTE EXCERPTS Page No. 1
MINUTE EXCERPT
LAKE FOREST PUBLIC WORKS COMMISSION MEETING
AUGUST 2, 2021, Item No. 5
____________________________________________________________
5. STREET SWEEPING PARKING RESTRICTIONS POLICY - UPDATE
RECOMMENDED ACTION: Exercise Commission discretion.
Tran Tran, Traffic Engineering Manager, provided presentation on the current Street Sweeping Parking Restrictions Policy and suggested updates.
Chair Richert asked for clarification on the street sweeping schedule in areas that are not currently being swept. Tran Tran, Traffic Engineering Manager, explained that each area will be designated a specific day and both sides of the street will be swept on that day. Chair Richert asked how was 67% of residential support for the 4th criteria chosen. Tran Tran, Traffic Engineering Manager, expressed it was selected based on general 2/3 vote, but welcomes feedback from the Commission.
Commissioner Fouste asked if the fourth criteria, 67% or above of residential support, is a required criterion. Tran Tran, Traffic Engineering Manager, indicated that if the Commission agrees with staff’s recommendation, then it will be included.
Vice Chair Yu believes the fourth criteria should carry the most weight and be able to override the others. He suggested that if 40% of homeowners participate in the survey, 67% of participants must agree to parking restrictions. Discussion ensued.
Commissioner Anderson suggested the use of the term significant, rather than excessive, in the third criterion. Discussion ensued.
MOTION: It was moved by Chair Richert, seconded by Commissioner Fouste, to approve criterion one and two as recommended, to redefine the third criterion by replacing the term excessive with significant, to include a fourth criterion of residential petition signed by more than 50% of the homeowners in the tract; however, if 40% of home owners participate, 67% have to agree to street sweeping, and to provide consistency in the policy based on the City Council street sweeping schedule, which will be brought back to the Commission for final approval. Motion passed unanimously 5-0.
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LAKE FOREST TRAFFIC & PARKING COMMISSION MINUTE EXCERPTS Page No. 2
MINUTE EXCERPT
LAKE FOREST PUBLIC WORKS COMMISSION MEETING
SEPTEMBER 13, 2021, Item No. 4
____________________________________________________________
4. STREET SWEEPING PARKING RESTRICTION POLICY UPDATE
RECOMMENDED ACTION: Consider Traffic and Parking Commission proposed revisions and exercise Commission discretion when recommending City Council approve proposed revisions to the Street Sweeping Parking Restriction Policy.
Tran Tran, Traffic Engineering Manager, provided a presentation on the proposed revisions of the Street Sweeping Parking Restrictions Policy.
Chair Richert inquired about the timeline of the final policy being brought to City Council. Tran Tran, Traffic Engineering Manager, intends to agendize this item sometime in October.
Commissioner Anderson asked for clarification on whether the petition for street sweeping must be signed by 51% of residents in the affected area or 51% of voters. Tran Tran, Traffic Engineering Manager, confirmed 51% of the affected area.
MOTION: It was moved by Chair Richert to approve the recommended changes, seconded by Commissioner Anderson. Motion passed unanimously 5-0.
MINUTE EXCERPT
LAKE FOREST PUBLIC WORKS COMMISSION MEETING
DECEMBER 6, 2021, Item No. 10
____________________________________________________________
10. CLARIFICATION ON STREET SWEEPING PARKING RESTRICTION
POLICY UPDATE
MOTION: It was moved by Chair Richert to approve the recommended changes, seconded by Commissioner Foust. Motion passed unanimously 5-0.
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LAKE FOREST TRAFFIC & PARKING COMMISSION MINUTE EXCERPTS Page No. 3
DRAFT MINUTE EXCERPT
LAKE FOREST PUBLIC WORKS COMMISSION MEETING
FEBRUARY 28, 2022, Item No. 4
____________________________________________________________
10. STREET SWEEPING PARKING RESTRICTION POLICY – UPDATE
MOTION: It was moved by Commissioner Richert to approve the recommended changes, seconded by Vice Chair Anderson. Motion passed unanimously 5-0.
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Attachment 2
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Attachment 1_Street Sweeping Parking Restriction Policy_February 2022 Suggested Revisions.docx 1
STREET SWEEPING PARKING
RESTRICTION POLICY
FEBRUARY 2022
The City Council of the City of Lake Forest has determined that it is in the best interest of the community to have the City streets thoroughly cleaned on a regular basis. The City encourages and prefers residents to voluntarily remove their vehicles from the streets on street sweeping days/times to help improve the effectiveness of the street sweeping. However, in some situations, where parked vehicles are si gnificantly and consistently reducing the effectiveness of street sweeping, the City can consider establishing street sweeping parking restrictions. (Veh Code § 22507.6).
The evaluation process can be initiated in response to a request or when staff and the City’s street sweeping contractor have identified streets that may need to be reviewed. A request from a residential neighborhood shall be in the form of a letter from the Homeowner’s Association (“HOA”) or a petition on a City provided form from a majo rity of the property owners on the street or streets where the street sweeping concern exists. Once the City receives a request, staff will begin the following review process. A specific request will only be evaluated once in any 24- month period.
Geographic Area
Prior to submitting a request, the City will work with the property owners and/or HOA to determine the appropriate area for potential street sweeping parking restrictions. The area will include the streets where parking concerns exist may include additional streets. Additional streets may be added to account for potential shifting of parking from the streets where the parking concerns exist and for other reasons as determined by the City. Individual streets or short segments of individual streets will generally not be considered for stand-alone street sweeping parking restrictions.
Phase 1 – Initial Assessment
The evaluation process for potential street sweeping parking restrictions begins with staff conducting an initial field review and collecting/reviewing other pertinent information. The extent of the review/data collection will be based upon the professional judgment of staff. The initial assessment by staff may include, but is not limited to, the following:
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Attachment 1_Street Sweeping Parking Restriction Policy_February 2022 Suggested Revisions.docx 2
2. Inspection of gutters and catch basins for debris;
3. Photo documentation; or
4. The initial HOA request or petition showing the level of support , at 51% or more, from the affected area.
If the initial site evaluations appear to show that the streets meet the minimum 25% impact described below, then the City will prepare a letter (or email) and send it to the HOA community manager , property owners and/or residents on the affected streets. The letter will be informational in nature and will ask for voluntary cooperation to improve street sweeping. The City may also consider the installation of temporary informational signs on the affected streets. Approximately 30 – 60 days after the mailing of the letter, the City will conduct a follow up study to determine if the conditions still appear to meet the minimum 25% impact. If the follow up study finds that the conditions have improved and no longer meet the 25% impact criteria, then no further steps will be taken. If the follow up study finds that the conditions still appear to meet the minimum 25% impact then the City will conduct additional review, as described in Phase 2.
Phase 2 – Follow Up Study
If the steps in Phase 1 do not appear to reduce the impact to less than 25% then the City will conduct additional reviews and collect additional data. The extent of the review/data collection will be based upon the professional judgment of staff.
The reviews and data collection will be used to determine if the following three criteria are met. All three criteria must be met to consider establishing street sweeping parking restrictions.
1. At least 25% of the continuous curb/gutter on the street or streets cannot be swept due to parked vehicles. This is not the same as 25% of the available parking. For example, if a street with 1,000 feet of continuous curb/gutter has 500 feet available for parking (because driveways, areas by fire hydrants, etc. take up to the other 500 feet), then at least half of the available parking (250 feet or 25% of 1,000 feet) must be occupied by parked vehicles to meet this criteria.
2. The same sections of gutte r are not swept for two consecutive sweeping weeks days due to parked vehicles. This indicates that areas of the street are not being swept at any time during a typical 30-day period. If the vehicles are parked on the street in random locations from week to week, but are not parked in the same locations, then this would allow all the gutters to be swept at some point during a typical 30-day period and therefore this criterion would not be met.
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Attachment 1_Street Sweeping Parking Restriction Policy_February 2022 Suggested Revisions.docx 3
3. Significant Excessive debris is accumulating in the gutters. Significant Excessive debris would generally be an accumulation of debris greater than what would normally be expected between street sweeping cycles. Debris is generally defined as trash and litter. Seasonal landscap e brush/debris is considered normal. However, landscape brush/debris will be considered if trash and litter is also present. The final determination will be made by the City based on judgment, experience and other factors including, but not limited to, surrounding land uses, plant and tree types and time of year.
At the City’s sole discretion, the City may waive one or more of the criteria for streets that were added to account for potential shifting of parking or for other reasons as long as the petition or HOA request included the additional streets.
Conclusion
If the follow up study criteria are not met, then no further steps will be taken. staff will prepare a denial letter with the study’s findings to the requesting party. The requesting party may appeal the denial for street sweeping parking restrictions by the Traffic Engineering Manager to the Traffic and Parking Commission. To appeal, the requesting party must submit a written appeal to the City Clerk within ten (30) calendar days of the receipt of the Traffic Engineering Manager’s decision.
The appeal must include the reasons for the appeal an d any supporting evidence on why it meets all the criteria of the Policy . Staff will prepare a staff report and include the appeal request from the requesting party and present it to the Traffic and Parking Commission for further consideration.
The Traffic and Parking Commission shall use their own best judgment when reviewing staff’s denial and the requesting party’s reasons for the appeal and any supporting evidence on why it meets all the criteria of the Policy , specifically the determination of how an area may be impacted by a significant amount of debris .
The Traffic and Parking Commission may uphold staff’s determination for denial or recommend City Council to consider approving parking restrictions based upon the requesting party’s appeal and their best judgment.
If the follow up study criteria are met, then staff will present its findings to the Traffic and Parking Commission to seek a recommendation to the City Council for their consideration and will recommend approval of the parking restrictions, as appropriate. If approved by ordinance or resolution of the City Council, staff will implement the parking restrictions, which will include the posting of s igns and outreach to the affected area. If the Traffic and Parking Commission or City Council Item: 8
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Attachment 1_Street Sweeping Parking Restriction Policy_February 2022 Suggested Revisions.docx 4 deny parking restrictions, the decision will be final, and no more appeals may be made. A new request may be submitted after a 24-month period.
The parking restrictions will not be effective until the restricted streets have been sign-posted as required state law (Veh. Code § 22507.6). The restrictions will not apply to commercial vehicles that (1) make pickups or deliveries for a building on a restricted street, or (2) deliver construction materials for any building on the restricted street, or (2) deliver construction materials for any building with a building permit (Veh. Code § 22507.6).
Enforcement
Enforcement of the street sweeping parking restrictions will occur following the posting of the appropriate signs. The Orange County Sheriff’s Department (OCSD) provides law enforcement services to the City, and they will determine the appropriate methods of enforcement. Enforcement will continue as time and personnel permits and in response to specific requests for service.
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Attachment 3
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LAKE FOREST CITY COUNCIL MINUTE EXCERPT PREPARED BY THE OFFICE OF THE CITY CLERK OCTOBER 19, 2021
Page No. 1
MINUTE EXCERPT
LAKE FOREST REGULAR CITY COUNCIL MEETING
AUGUST 17, 2021
____________________________________________________________
Council Comments:
During the Council comments period of the August 17, 2021, City Council meeting, Mayor Voigts received minority consensus to discuss the City contract for street sweeping services. Mayor Voigts also reiterated his previous request to post street sweeping signs on Pittsford Drive between Osterman Road and Lake Forest Drive. Minority consensus was received by Council Member Cirbo.
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Attachment 4
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Monday
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CITY COUNCIL AGENDA REPORT
MEETING DATE: 3/15/2022
DEPARTMENT: Finance
SUBJECT:
UPDATES TO THE PURCHASING AND CONTRACTING GUIDELINES
RECOMMENDED ACTION(S):
1. Introduce the First Reading of an Ordinance entitled: AN ORDINANCE OF
THE CITY COUNCIL OF THE CITY OF LAKE FOREST, CALIFORNIA, AMENDING CHAPTERS 3.12 AND 3.13 OF THE LAKE FOREST
MUNICIPAL CODE CONCERNING THE PROCUREMENT OF GOODS,
SERVICES AND PUBLIC PROJECTS.
2. Adopt the proposed Purchasing and Contracting Guidelines substantially in the form submitted.
EXECUTIVE SUMMARY:
On December 4, 2018, the City Council approved the current version of the City’s Purchasing and Contracting Guidelines (“Guidelines”), documenting the City’s procedures related to purchasing and contracting with contractors, consultants, and vendors for the procurement of goods and services.
The proposed changes to the Purchasing Guidelines result from the need to clarify policies and procedures, improve upon the usability of the document and procurement process, reflect current practices, and provide opportunities for increased efficiencies. Staff recommends the following substantive changes:
Preserve City Manager’s 10% Extra Work Authority following amendments or change orders that have increased total compensation beyond 110% of original agreement compensation
Allow the use of Cooperative Agreements that were competitively procured Allow the electronic submission of bids and proposals as substitution of hard copies
Increase the informal procurement approval threshold from $30,000 to $50,000
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Change procurement evaluation in the RFP Process to use the review of Technical Proposals to qualify firms and calculate final overall score using Interview and Cost Scoring only
Change Prequalification/ Request for Qualifications (“RFQ”) Process to adopt a list or prequalified vendors every two (2) years and utilize an invitation-only RFP for Prequalified Vendor Listings to propose on certain professional services
Adopt a formal procurement process for the request for applications from potential contracted recreational instructors, substantiating the set dollar approval levels for seasonal and year-long Instructor Agreements, consistent with the City’s purchasing approval limits
Should the City Council approve the proposed changes, staff and the City Attorney shall review and update the standard form contract templates, the Request for Proposal template, and RFQ template to reflect the changes and ensure compliance with current legislation. Staff recommends the City Council approve the updated Guidelines and introduce the first reading of an Ordinance amending the procurement processes for goods, services, and public projects.
BACKGROUND:
The City’s Purchasing Guidelines document the procedures and associated roles and responsibilities for the procurement of goods and services as well as consultant and contractor services. Authority for these procedures is found in Chapters 3.12 and 3.13 of the Lake Forest Municipal Code (“LFMC”). In December 2018, the City Council approved the most recent comprehensive update of the Guidelines. In April 2019, the City Council approved the current versions of the standard form contract templates and the RFP template. In October 2019, the City Council approved the current version of the Guidelines, which included the most current changes to Chapters 3.12 and 3.13 of the LFMC.
DISCUSSION:
Periodically, staff presents an update to the Purchasing and Contracting Guidelines for City Council review and approval. The City’s decentralized contract service model requires many tools to ensure it efficiently procures goods and services at the best value. The Guidelines document procedures, serve as a training resource for staff, increase standardization, clarify responsibilities, and promote the consistent application of management procedures. An interdepartmental committee conducted a review of the Guidelines and provided input that has been incorporated in the proposed changes.
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Staff now submits a revised version of the Guidelines (Attachment 1) for consideration along with the first reading of the Ordinance necessary for the implementation of the proposed changes (Attachment 2). The proposed changes to the Guidelines include non-substantive and substantive changes. Several of the proposed changes are non-substantive and provide minor technical clarifications to existing processes. Substantive changes address operational and policy changes, including the procurement evaluation processes, approval authorities, and the use of external contracts.
Additionally, staff reformatted and overhauled the proposed Guidelines document to organize the contents in a user-friendly manner and to make the document easier for documenting changes and updating in the future. As a result, a redlined document of the current version showing proposed changes in the Guidelines is unavailable. Staff has provided the current Guidelines (Attachment 3) for reference and to allow comparison between the current and proposed Guidelines documents.
Non-Substantive and Formatting Changes
Non-Substantive changes comprise minor clarifications that may improve current operations, encourage proper documentation, and promote compliance. Table 1 provides a summary of seven focus areas and relevant non-substantive changes included in the proposed Guidelines.
Table 1: Summary of Non-Substantive Changes
Focus Area Proposed Guidelines Changes
Documentation References City’s Document Retention Policy and clarifies responsibilities to provide required public notices and documentation to City Clerk
Insurance/ Risk
Management
References responsibilities for verifying Insurance
Clarifies need for documentation and approval of any
exemptions
Grants and
Special Funding
Compliance
Clarifies responsibilities for indicating use of federal funding and fulfilling federal procurement requirements
Updates federal guidance and references to purchasing thresholds and limits
Senate Bill 1383 –
Waste Reduction
Mandate
Compliance
References the City’s Environmental Purchasing Policy (adopted by the City Council on December 7, 2021)
Software
Agreements
Includes procedures for auto-renewing agreements with an Item: 9
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Formatting changes include the drafting of the Guidelines in a Word processing document that may reflect future changes in redline and requires little to no additional training and maintenance to keep updated. Additionally, the proposed Guidelines include new and updated visual graphics and process maps to increase the usability and summarization of the procurement processes. The new format includes digitally linked document sections that allow staff users to connect to additional relevant sections containing process details, training resources, and templates. The proposed Guidelines consolidate and reorganize content to convey procedures concisely and address inconsistencies in purchasing procedures.
Substantive Changes
Substantive changes comprise policy and procedural changes that may improve future operations, increase standardization, facilitate efficient procurement, and promote compliance. Table 2 provides a summary of the six focus areas and relative substantive changes included in the proposed Guidelines.
Table 2: Summary of Substantive Changes
Focus Area Proposed Guidelines Changes
Amendments and
Change Orders
Allows for the City Manager’s 10% Extra Work Authority (based on 10% of Original Compensation) to be preserved following amendments or change orders that have increased total compensation beyond 110% of Original Compensation Cooperative
Agreements
Allows for the use of Cooperative Agreements that were competitively procured
Electronic
Processes
Allows for the electronic submission of bids and proposals as substitution of hard copies
Informal
Procurement
Threshold
Increases informal procurement approval threshold from $30,000 to $50,000
Procurement
Evaluation
Changes RFP Process section to reflect revised evaluation procedures including:
initial term
Defines software products and parameters
Training,
Implementation,
and Resources
Includes links to templates and training resources
Vendor
Assessments
Transitions vendor performance discussions to occur during regular budgetary meetings
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Focus Area Proposed Guidelines Changes
1) Using the review of Technical Proposals to qualify firms earning 60% or more of available points for an interview 2) Calculating final overall score using Interview and Cost Scoring only
Changes Prequalification/ Request for Qualifications (“RFQ”) Process to:
1) Allow for the creation of a Prequalified Vendor List adopted by City Council every two (2) years
2) Adopts an invitation-only RFP process that meets the City’s formal procurement requirements for Prequalified Vendor Lists for certain professional services
Recreational
Instructor
Agreements
Adopts a formal procurement process for the request for applications from potential instructors or vendors
Substantiates parameters and sets dollar approval levels for seasonal, year-long, and multi-year Instructor Agreements that are consistent with the City’s purchasing approval limits Amendments and Change Orders
Currently, the City Manager may approve an increase of 10% of original compensation for amendments to service agreements over $50,000 per year and change orders for public projects over $200,000. This Extra Work Authority is restricted to amendments that add compensation up to a total value of 10% of the original agreement’s total compensation. The purpose of a 10% Extra Work Authority is to provide the City Manager with the ability to approve minor changes or extra work under an existing scope of services.
Under the current policy, once the sum of any and all compensation increases approved by either the City Manager or City Council cause an agreement’s total compensation to exceed 110% of the original compensation, the City Manager may no longer approve further increases to compensation. If the City Council has approved an increase in compensation greater than 10%, the City Manager is unable to utilize the Extra Work Authority to approve any minor changes. As a result, staff would need to bring all future increases in compensation, regardless of value, to the City Council for approval. The additional time required to bring minor compensation increases to the City Council may cause delays in work and may inadvertently impact City operations.
The proposed changes to the Extra Work Authority would maintain the limit value of up to 10% of the original compensation but exclude any compensation increases approved by the City Council from counting against the City Manager’s Item: 9
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Extra Work limit. Under the proposed changes, if the City Council had previously approved increases to the compensation of an agreement in excess of 110% of an agreement’s original compensation, the City Manager would be able to add a total value of up to 10% of the original compensation amount through one or more amendments. The aggregate value of increases in compensation approved by the City Manager may not exceed 10% of the original agreement compensation throughout the life of the agreement.
Cooperative Agreements
Cooperative purchasing is the practice of making the purchase of goods or services through agreements established by other public agencies. Cooperative purchasing includes cooperative purchase agreements, piggyback contracts, and multiple award schedules. Cooperative purchasing may be used to reduce the procurement timeframe needed to collect cost information or proposals, evaluate options, and select a vendor by allowing the City to use an existing agreement established by another public agency. Currently, the City uses cooperative agreements established by the state for the City’s purchasing cards, the purchase of office supplies, and fleet gas cards.
The City currently restricts the use of cooperative purchases to those competitively procured using the procedures, limits, and policies developed for the City. Under the current Guidelines, staff may use cooperative purchases procured using the same or more restrictive limits and policies as those of the City. The City’s current policy imposes requirements that may be more restrictive than applicable statutory and funding restrictions. As a result, the current procedures may restrict the use of cooperative purchasing that may otherwise fulfill competitive procurement requirements. The process of ensuring a cooperative purchase complies with the City’s more restrictive procurement standards may outweigh the benefits of using cooperative purchasing.
The proposed changes would remove the requirement for cooperative purchases to follow the City’s limits and policies. Cooperative agreements would need to be competitively procured and would be subject to any applicable statutory and funding requirements. Furthermore, the proposed changes include allowing the City to procure goods and services provided by other public agencies. These types of purchases would also be subject to any applicable statutory and funding restrictions.
Electronic Processes
The City currently accepts bid submissions electronically via an electronic procurement platform. Electronic bid submissions allow for the efficient and accurate submission of all bid line items for public projects and any goods or services that may be procured by the City using bids. The current electronic bid Item: 9
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process reduces staff time required to tabulate and check bids, facilitates the public advertisement of bids to a wide range of prospective vendors, and aides in the public release of bid results. The process requires all vendors to submit bids and contract documents online and allows the City to request and require paper original documents as necessary.
The proposed changes expand the use of an electronic procurement platform to receive proposal submissions for RFPs. Currently, the City requests sealed hard copies be delivered to City Hall along with a digital copy submitted in the form of a USB Flash Drive or Compact Disc. The submittal of electronic versions using USBs or CDs represents a high security risk for the City. In addition, the COVID- 19 pandemic has highlighted the benefits of using virtual and electronic tools to conduct certain business transactions. The proposed changes would expand the use electronic submissions to include RFPs and continue to allow the option for staff to request the submission of hard copies. These changes may also facilitate the proper documentation of the City’s RFP procurements.
Informal Procurement Threshold
The City’s current limit for informal procurement is $30,000 for any agreement or purchase. Informal procurement requires at least three quotes or proposals to recommend a vendor for a purchase or agreement. All informal purchases and agreements greater than $10,000 and up to $30,000 are approved by the City Manager. The City’s current $30,000 limit has not been changed since 2005.
Prior to 2005, the City increased its informal limit from $10,000 to $25,000 in 1995 to meet the increased volume and magnitude of purchases as a newly incorporated and established city. Figure 1 provides a comparison of the limits adopted in 1995 and 2005 and provides a projection of these limits adjusted for inflation using a Consumer Price Index (“CPI”) adjustment.
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Actual Adopted Limit 1995 Limit Adjusted for Inflation
2005 Limit Adjusted for Inflation Proposed Informal Procurement Limit Figure 1: Informal Procurement Limit Adjusted for Inflaiton As demonstrated in Figure 1, since the City first increased the informal procurement threshold in 1995, the 1995 limit of $25,000 adjusted for inflation would be $48,176.75 in 2021 per the CPI adjustment calculation represented by the red line. The City increased informal procurement threshold to $30,000 in 2005. The green line in Figure 1 shows the 2005 limit of $30,000 adjusted for inflation would be $43,833.99 in 2021 per the CPI adjustment calculation. In 2005, the last time the informal procurement limit was changed, no CPI adjustment was considered when increasing the limit from $25,000 to $30,000.
This change is represented by the gap between the blue actual adopted limit line and the red 1995 limit line in Figure 1.
Figure 2 demonstrates the loss of purchasing power since 1995 and 2005. The blue adopted limit line shows the current limit relative to its value adjusted for inflation, as represented by the red and green lines. The red line shows the value of the current limit in 1995 dollars and the green line shows the value of the current limit in 2005 dollars. The gray dashed line shows the purchasing power decline of $25,000 since 1995. These values were calculated using CPI to determine the annual purchasing power loss.
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Adopted Limit (2022 Dollars) Current $30,000 Limit in 1995 Dollars Current $30,000 Limit in 2005 Dollars $25,000 in 1995 Dollars Figure 2: Informal Procurement Limit Purchasing Power Loss As a result of inflation, the current limit of $30,000 is worth $15,567.68 in 1995 dollars and represents a 49.10% purchasing power loss since 1995. The current informal procurement limit of $30,000 is worth $20,532.01 in 2005 dollars and represents a 31.56% purchasing power loss since 2005. During the 2005 adjustment of the informal procurement limit, no CPI adjustment was considered when increasing the limit from $25,000 to $30,000. This change is represented by the gap between the blue actual adopted limit line and the gray 1995 limit line in Figure 2.
The proposed Guidelines would increase the informal procurement limit to $50,000, in line with the City Manager’s approval authority. Under the proposed changes, staff would be able to procure multi-year agreements with total compensation up to $50,000 using informal procedures. Multi-year agreements with total compensation greater than $50,000, including those capped at $50,000 per year, would continue to be procured through a formal procurement process.
The proposed change would allow staff to address the City’s loss of purchasing power since 1995 and to continue to competitively procure and efficiently execute multi-year agreements up to $50,000.
Procurement Evaluation
RFP Evaluation Process
The City’s Guidelines include a detailed RFP process for non-professional and professional services that may be procured using a qualifications-based evaluation method. The RFP process includes the review of technical proposals, oral interviews, and cost proposals as components to the procurement evaluation Item: 9
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and final scoring used to determine a recommendation for contract award. The current RFP evaluation process includes technical proposal scores in the final scoring of a vendor and weighs the technical proposal score in the total amount of available points. Technical proposal scoring for each vendor is finalized prior to scheduling vendor interviews and used to determine a vendor’s eligibility for an interview. The current process disallows staff from amending technical proposal scores when vendor qualifications are clarified during a subsequent interview.
The proposed RFP evaluation process would keep technical proposal scoring to determine each vendor’s eligibility for an interview and remove the weighting of technical proposal scores from the final scoring. Under the proposed changes, the City would interview all vendors receiving a minimum average technical proposal score of 60% of the total available points on a technical proposal. In addition, scoring criteria for the interviews would require a comprehensive review of vendor qualifications including their technical expertise.
Under the proposed changes, the final overall score for each vendor would be composed of a qualitative score following the interview and a cost proposal score. The proposed changes also include renaming the “Best and Final” Cost Proposal to be a “Revised” Cost Proposal to reflect that final cost shall be determined by the final compensation included in the agreement. Table 3 presents the scoring composition changes proposed.
Table 3: Proposed RFP Evaluation Process Changes
Current RFP Evaluation Process Proposed RFP Evaluation Process Stages
Weight of
Overall
Final
Score
Requirements to
Advance to Next Stage
Weight of
Overall
Final
Score
Requirements to
Advance to Next Stage
Technical
Proposal 26.5%
Minimum average score
of 70% of points
required to be eligible
for Interview
Pass/Fail
Minimum average score
of 60% of points required
to Pass and qualify for
Interview
Interview 53.5%
All Interviewed eligible
to provide Best and
Final Cost Proposal
80%*
All Interviewed eligible to
provide Revised Cost
Proposal
Cost
Proposal 20%
Best and Final Cost
Proposals for all
Interviewed are opened
and scored
20%
Revised Cost Proposals
for all Interviewed are
opened and scored
*Scoring criteria is comprehensive and includes review of technical expertise and interview criteria.
Prequalification and RFQ Process
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The City’s current Guidelines allow for the prequalification of consultants or vendors to facilitate the selection of vendors for projects that require a similar set of services and for which project-specific parameters may vary for future projects.
The current process includes requirements based on project size and scope and does not provide guidance for how often vendors should go through the prequalification process.
The proposed Guidelines include a revised prequalification process that would provide additional guidance to how the City selects and maintains a prequalified vendor list for a set of services. The proposed changes would have staff solicit Statements of Qualifications (“SOQs”) and establish a list of recommended vendors. The list of recommended vendors would be brought to the City Council every two years for approval and in alignment with the adoption of the City’s Biennial Operating Budget.
The proposed changes would also establish an invitation-only RFP process for project-specific RFPs that utilize the services provided by vendors on the City Council-approved list of prequalified vendors. The proposed RFP process for prequalified vendors involves an invitation-only RFP that shall be posted for a minimum of 10 calendar days. Prequalified vendors would have the opportunity to submit proposals for a specific project. The City would evaluate project- specific technical and cost proposals without requiring an interview if the total cost of the project is estimated to be up to $50,000. The proposed changes would meet the City’s formal procurement requirements and comply with the City’s established purchasing approval limits.
Recreational Instructor Agreements
The City’s current process for recreational instructor agreements does not include procedures for procuring and approving agreements for recreational vendor services costing more than $10,000 in compensation. If an instructor’s programming exceeds $10,000, the payment may be approved by the City Council after the services were rendered. While this process addressed the approval of payment in past instances, it did not address the need for a process to procure instructor agreements when compensation may exceed $10,000.
The proposed Guidelines introduce a formal procurement process for instructor agreements that may exceed $10,000 per instructor agreement term. The proposed formal procurement process would meet the City’s minimum requirements for the formal procurement of nonprofessional services. The proposed process would require the public solicitation of applications from potential instructors and align the parameters for approval of these agreements with the City’s purchasing approval limits.
Summary and Next Steps
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Staff recommends the City Council approve the proposed updates to the City’s Purchasing and Contracting Guidelines in the form substantially attached.
Should the City Council approve the proposed changes, staff and the City Attorney shall review and update the standard form contract templates, the Request for Proposal template, and RFQ template to reflect the changes and ensure compliance with current legislation.
Additionally, staff recommends the City Council introduce for first reading the Ordinance updating the City’s Municipal Code. The majority of the proposed amendments to the Guidelines would go into effect immediately, excluding items included in the Ordinance, which would be effective May 5, 2022. If the City Council desires additional changes to the Guidelines, it would be appropriate to provide direction to staff regarding desired research or modifications at this time.
FISCAL IMPACT:
There is minimal fiscal impact associated with the recommended actions.
ATTACHMENTS:
1. Proposed Purchasing and Contracting Guidelines
2. Ordinance Amending Chapters 3.12 and 3.13 of the Lake Forest Municipal Code Concerning the Procurement of Goods, Services and Public Projects
3. Current Purchasing and Contracting Guidelines (October 2019) Initiated By: Nidia Ruelas, Management Analyst
Submitted By: Kevin Shirah, Director of Finance/City Treasurer Approved By: Debra Rose, City Manager
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ATTACHMENT 1
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City of Lake Forest
Purchasing and Contracting Guidelines
Adopted: [Adoption Date]
Last Reviewed:
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BLE OF CONTENTS
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Contents
Introduction ................................................................................................................................ 5 Section I. Process Overview ...................................................................................................... 7 Definitions and Key Concepts ................................................................................................. 7 Process .................................................................................................................................10 Figure 1: The Purchasing and Contracting Process ...........................................................11 Where to Begin: Determining the Type of Services and Procurement Process ......................11 Figure 2: Types of Services and Procurement Type Guide – Public Project .......................12 Figure 3: Types of Services and Procurement Type Guide – Non-Professional Services, Supplies, Goods, and Equipment .......................................................................................13 Figure 4: Types of Services and Procurement Type Guide – Professional Services ..........14 Workflow Overview ................................................................................................................15 Figure 5: Stages and Sub-Stages of the Purchasing and Contracting Process ..................15 Workflow Detail .....................................................................................................................16 Figure 6: Stage 1 – Procurement .......................................................................................16 Figure 7: Formal Procurement Process Timelines ..............................................................20 Figure 8: Stage 2 – Contract Development ........................................................................21 Figure 9: Contract Processing Timeline .............................................................................24 Figure 10: Stage 3 – Contract Management .......................................................................25 Section II. Informal Contracting and Purchasing: Small Dollar Contracts, Agreements, and Purchases ................................................................................................................................. 28 Overview ...............................................................................................................................28 Exceptions .............................................................................................................................29 Open Market Informal Purchasing Procedures ......................................................................30 Informal Purchasing and Contracting Procedures ..................................................................32 Section III. Formal Contracting and Purchasing Process: Large Dollar Professional Services, Non-Professional Services, Equipment, and Supplies ...............................................................35 Overview ...............................................................................................................................35 Exceptions .............................................................................................................................36 Non-Professional Services, Equipment, and Supplies – Formal Contracting and Purchasing Procedures ............................................................................................................................37 Professional Services – Formal Contracting and Purchasing Procedures ..............................40 Section IV. Formal Contracting Process for Public Projects ......................................................43 Overview ...............................................................................................................................43 Exceptions .............................................................................................................................43 Item: 9
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Public Projects – Formal Contracting and Purchasing Procedures ........................................44 Section V. Contract Amendments and Change Orders .............................................................47 Overview ...............................................................................................................................47 Contract Amendment and Change Order Process ................................................................. 48 Amendments and Change Orders Non-Professional and Professional Services ...................49 Figure 11: Amendments and Change Orders for Non-Professional and Professional Services .............................................................................................................................50 Amendments and Change Orders for Public Projects ............................................................51 Figure 12: Amendments and Change Orders for Public Projects .......................................52 Section VI. Contract Management.............................................................................................53 Authorizations to Commence Contract Services ....................................................................53 Budget Tracking ....................................................................................................................53 Key Contract Elements ..........................................................................................................53 Terms for all Agreements, Purchases, and Services .............................................................54 Vendor Assessments .............................................................................................................54 Section VII. Miscellaneous Purchasing .....................................................................................55 CAL-Card Program ................................................................................................................56 Cooperative Purchasing, Piggybacking, and Multiple Award Schedules ................................58 Employee Vacancies .............................................................................................................58 Federal Funded Projects and Purchases ...............................................................................58 Information Technology Purchasing ......................................................................................60 Instructor Agreements – Recreation Vendors and Contracted Instructors ..............................61 Figure 13: Recreation Vendor and Contract Instructor Procurement Types and Process ...62 Office Supplies and Business Cards ......................................................................................63 Petty Cash Reimbursement and Advance Request Process .................................................63 Purchase Requisitions and Purchase Orders ........................................................................63 Recovered Organic Waste Product Procurement Policy ........................................................65 Software Agreements ............................................................................................................65 Vehicle Maintenance, Replacements, and Purchases ...........................................................66 Section VIII. Project Management Resources ...........................................................................68 Approval Levels Summary .....................................................................................................68 Contract Durations.................................................................................................................69 Insurance Requirements .......................................................................................................69 Templates and Detailed Process Guides ...............................................................................70 Contract Templates ............................................................................................................70 Item: 9
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Informal Process ................................................................................................................70 Formal Process ..................................................................................................................70 Bid (RFB) Process .............................................................................................................71 RFP Process ......................................................................................................................73 RFQ / Prequalification Process for Professional Services ..................................................78 Routing and Executing Instructions .......................................................................................85 Vendor Signature Requirements............................................................................................ 86 Item: 9
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INTRODUCTION
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Introduction
PURPOSE
The Purchasing and Contracting Guidelines (“Guidelines”) document the procedures and associated roles and responsibilities for purchasing and contracting with consultants, contractors, or vendors for the provision of goods and services for the City of Lake Forest (“City”) and its residents. These guidelines aim to increase the accuracy and efficiency of implementing and monitoring the purchasing and contracting processes.
AUDIENCE
The Guidelines are distributed to all departments and should be used as a reference by anyone responsible for purchasing or contracting with consultants, contractors, and vendors.
ROLES AND FUNCTIONS
The Lake Forest Municipal Code establishes the role of the Purchasing Officer in overseeing all purchasing functions. The City Manager has designated the Director of Finance as the “Purchasing Officer.” Authority for establishing these policies and procedures is found in Chapters 3.12 and 3.13 of the Lake Forest Municipal Code.
These Guidelines also define the roles and responsibilities of the Initiator or Project Manager, the Contract Administrator, the Purchasing Coordinator, and the City Clerk in the purchasing and contracting process.
The Guidelines are reviewed regularly and updated as needed. All changes to the Guidelines are subject to the written approval of the City Manager and the City Council.
PROCESS AND RESPONSIBILITY
A decentralized purchasing process is used for the purchasing of all non-IT related goods, capital goods, equipment, and the contracting of non-professional services, professional services, and public projects. The person requesting the goods or service (“Initiator” or “Project Manager”) seeks out potential vendors, obtains the proposals, and interacts with the vendor.
Budget accountability resides with the Department Directors who are responsible for ensuring their budgets stay within authorized funding levels.
Approval levels for each purchasing or contracting process are defined at the beginning of each Section. Note that purchases, contracts, and agreements only require a purchase requisition or purchase order if required by the vendor (see Purchase Requisitions and Purchase Orders). A summary of approval levels may be found in Section VIII under Approval Levels Summary.
PURCHASING PHILOSOPY
The City’s purchasing philosophy is to procure goods and services that represent the best quality and value in an open and competitive market. The City strongly encourages broad participation in the procurement process and invites all businesses to register with the City to be notified of upcoming bids and proposals. Opportunities are advertised regularly through the City’s website and other means to encourage a wide range of respondents.
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I
NTRODUCTION
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P
RINCIPLES OF PROCURMENT PRACTICES
Ownership
• Risk Management
• Knowledge and Expertise
• Ethical Practices
Preparation
• Research
• Timing and Resources
• Adherence to the Guidelines
Communication
• Early and Frequent Communication
• Collaboration
Value
• Strategic Practices
• Organizational Alignment
READER’S GUIDE
The Guidelines are divided into the following sections:
I. Process Overview
I
I. Informal Contracting and Purchasing: Small Dollar Contracts, Agreements, and P
urchases
II
I. Formal Contracting and Purchasing Process for Large Dollar Non-Public Projects I
V. Formal Contracting Process for Public Projects
V. C
ontract Amendments and Change Orders
VI
. Contract Management
V
II. Miscellaneous Purchasing
V
III. Project Management Resources
For
users (e.g. Department heads, Project Managers, analysts, or anyone in the midst of initiating a procurement process) familiar with the purchasing and contracting processes, Section I. Process Overview and Section VIII. Project Management Resources contain basic content of the process and can be referenced as needed.
For
users requiring more instructions, the Guidelines can provide step-by-step guidance.
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TION I. PROCESS OVERVIEW
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Section I. Process Overview
Thi
s section includes key components of the purchasing and contracting process and a quick reference guide relevant to all procurements.
Definitions and Key Concepts
PURCHASING TYPES AND CONCEPTS
I
nformation Technology (IT) equipment purchases (phones, computers, printers, etc.) are centralized through the IT Division. Procurement of software licenses and other digital products and services are to be reviewed by the IT Division during the procurement process, and may be centralized through the IT Division based on their scope and effect.
D
igital Products involve the procurement of software licenses and subscriptions, as well as the use of online products such as Software-as-a-Service (SaaS), infrastructure as a service, cloud data services, and internet service providers (ISPs).
Typically, these products use the contract supplied by the vendor. The Contract Administrator determines whether a digital product will be procured using Maintenance or Professional Services protocols, based on its overall cost, scope, and risk, on a case-by-case basis. “
Maintenance work” includes all the following: (1) Routine, recurring, and usual work for the preservation or protection of any publicly owned or publicly operated facility for its intended purposes. (2) Minor repainting. (3) Resurfacing of streets and highways at less than one inch. (4) Landscape maintenance, including mowing, watering, trimming, pruning, planting, replacement of plants, and servicing of irrigation and sprinkler systems. (5) Work performed to keep, operate, and maintain publicly owned water, power, or waste disposal systems, including, but not limited to, dams, reservoirs, powerplants, and electrical transmission lines of 230,000 volts and higher.
M
aintenance work more appropriately falls under the “non-professional services” categorization and is subject to the approval limits set forth for these types of services. In terms of an adequate procurement process, maintenance work can be procured through an RFB (to award to the lowest responsible bidder) or may be procured through an RFP (to award to the best qualified vendor, as outlined in Section 3.12.125 of the Lake Forest Municipal Code). A Maintenance work agreement shall only be procured through an RFP if the City Manager determines that an RFP is preferable to an RFB.
No
n-professional services, equipment, or supplies include those activities which do not require a high degree of professional certification, specialized expertise, or unique skill, such as maintenance services.
W
hen purchasing/contracting non-professional services, equipment, or supplies, the contract or agreement is awarded to the best qualified consultant, contractor, or vendor (as outlined in Section 3.12.125 of the Lake Forest Municipal Code).
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P
rofessional services are those activities to be performed by specially trained persons or firms who provide services in connection with financial, economic, accounting, engineering, administrative, or other matters involving specialized expertise or unique skills.
Ther
e is no binding requirement for this type of service, since the person or firm is being hired based on their qualifications, as opposed to the lowest price. The price, however, should be reasonable.
A “
public project”, as defined by the California Public Contract Code, is a project for the construction, reconstruction, erection, alteration, renovation, improvement, demolition, painting, repainting, or repair of any publicly owned, leased, or operated facility.
I
n the case of a publicly owned utility system, “public project” shall include only the construction, erection, improvement, or repair of dams, reservoirs, powerplants, and electrical transmission lines of 230,000 volts and higher. A “public project” does not include maintenance work.
W
hen contracting for public projects, the contract is awarded to the lowest responsible bidder (as outlined in Section 3.13 of the Lake Forest Municipal Code).
DEFINITIONS
A
greement (also referred to as “Contract”): Document with terms and conditions that apply to a purchase or scope of services agreed upon by two parties (namely, between the City and contractor or vendor). These Guidelines may refer to “contract” and “agreement” interchangeably and shall use “agreement” as a general term when referring to either.
A
mendment: Agreement that amends an original professional or non-professional services agreement. “Amendment” is generally used as the appropriate term for an amending agreement to agreements for non-public projects. However, it may colloquially be used to refer to amending public project or construction agreements as well. “Amendment” and “change order” may be used to refer to the same amending agreement for an original contract or agreement.
C
hange Order: Agreement that amends an original public project construction agreement (see also “Amendment”).
C
ontract (also referred to as “Agreement”): Agreement document with terms and conditions that apply to a purchase or scope of services agreed upon by two parties (namely, between the City and contractor or vendor). These Guidelines may refer to “contract” and “agreement” interchangeably and shall use “agreement” as a general term when referring to either.
C
ontract Administrator: Staff role in charge of drafting an agreement and facilitating its execution. Contract Administrator may also serve as Purchasing Coordinator but is not to be confused with the role of Initiator or Project Manager.
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E-Procurement (also referred to as “electronic procurement”): Method or practice or deploying procurement practices via an electronic or digital process, often involving the use of a software or external platform.
For
mal Purchasing Process: Process through which large dollar professional services, non- professional services, and public project agreements are procured, purchased, and contracted.
Requires the fulfillment of either a Request for Proposals (“RFP”) or a Request for Bids (“RFB” or “Bids”) for an agreement for goods or services to be awarded.
I
nformal Purchasing Process: Process through which small dollar professional services, non- professional services, and public project agreements are procured, purchased, and contracted.
Generally, requires the acquisition of at least three quotes or proposals for an agreement for goods or services to be awarded.
I
nitiator (also referred to as “Project Manager”): City staff person (e.g., Department Director, analyst, etc.) who initiates and manages a procurement or request for purchase, agreement, or contract. These guidelines will primarily refer to an initiator as a Project Manager throughout the different sections for simplicity and to reflect the high level of responsibility an Initiator (Project Manager) has in a decentralized purchasing model.
M
emo for Solicitation: Memo addressed to the City Manager requesting approval of a formal procurement solicitation, RFP or RFB, and the approval to post the approved solicitation.
N
otice Inviting Bids (“NIB”): Notice released with the publication of a new Request for Bids (“RFB”).
O
pen Market: Process through which small dollar professional services or non-professional services are procured, purchased, and contracted. This process does not generally require quotes though they are encouraged.
P
roject Manager (also referred to as Initiator): City staff person (e.g., Department Director, analyst, etc.) who initiates and manages a procurement or request for purchase, agreement, or contract. These guidelines will primarily refer to an Initiator as a Project Manager throughout the different sections for simplicity and to reflect the high level of responsibility a Project Manager has in a decentralized purchasing model.
P
urchasing Coordinator: Staff role in charge of facilitating the procurement process for goods, equipment, supplies, professional services, non-professional services, and public projects. Role works closely with Initiator or Project Manager to ensure the Guidelines are followed. Role may also serve as Contract Administrator.
P
urchasing Officer: Position designated in the Lake Forest Municipal code as being responsible for the general supervision of the City’s purchasing functions. The City’s Director of Finance serves as the City’s Purchasing Officer, as designated by the City Manager.
R
equest for Bids (“RFB”) (also known as Bid Process): Formal process to request bids or itemized costing for projects and services, in a cost-based selection process.
R
equest for Information (“RFI”): Informal process to request information, feedback, and comments from vendors in preparation for a formal RFB or RFP. Commonly used to post the Draft Scope of Work (“SOW”) for an RFP
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R
equest for Proposals (“RFP”): Formal process to request proposals in a qualifications- based selection process.
R
equest for Qualifications (“RFQ”): Preliminary process for certain professional services used to qualify vendors for a future RFP process.
S
cope of Work (also known as Scope of Services and “SOW”): Documents the tasks and duties to be performed by a consultant, contractor, or vendor, and is one of the key performance measures for the consultant, contractor, or vendor.
S
pecifications: Equivalent to a Scope of Work or Scope of Services for a construction or public project. Refers to the specifications of a project, including but not limited to the specifications for equipment deployed, products used, and the resulting product of a construction project.
V
endor (also referred to as Consultant or Contractor): Candidate, recommended, or selected vendor, consultant, or contractor to perform a scope of services or provide a product in exchange for compensation from the City. Generally compensated under a contract or a purchase order.
Process
W
hether it be the purchase of goods, services, or equipment, a Project Manager or Initiator will follow the three stages of the purchasing and contracting process, as shown in Figure 1.
Although there are linear aspects to the approval processes detailed in these guidelines, purchasing and contracting should be viewed as an active process with three main phases.
Best practices include the active management of a contract once it is executed, to ensure the City receives high value services. Viewing the process as an ongoing cycle, rather than as a linear and finite activity, allows for feedback that may inform future procurements of the same or similar products, and safeguard the value of future City services.
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Figure 1: The Purchasing and Contracting Process
Where to Begin: Determining the Type of Services and Procurement Process
The following figures (Figures 2, 3, & 4) represent the different types of procurement that can be used for each type of product or service. These include the approval levels for each type of product or service procured by the City.
Each figure details the process, procurement method, and approval requirements for each type of product or service at their respective approval limit or dollar threshold and includes a link to the related section within the Guidelines. These approval levels are governed by the Lake Forest Municipal Code. Even in situations in which there is an exception to procurement procedures (as detailed in future sections), the approval levels must be followed.
The Procurement stage of the Purchasing and Contracting Process begins by determining the Type of Product or Service, starting with Figure 2, and following the branches of each Figure until the correct procurement method and process is identified.
Stage1:
Procurement
Stage 2:
Contract
Development
Stage 3:
Contract
Management
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Figure 2: Types of Services and Procurement Type Guide – Public Project
7. Identify City Council Role
6. Identify City Manager Role
5. Identify Department Director Role
4. Identify appropriate Procurement
Pr
ocess
3. Determine alternate Type of
P
roduct/Service or Approval Level for
Public Projects
2. Review Definition of Public Project
1. Determine Type of Product or Service Is this a Public Project?
Yes
Cost is under
$10,000
Open Market -
No Quotes
Required
Department
Director
Approves
Estimated Cost
is under
$60,000
Informal
Process - Obtain
3 Quotes
Department
Director
Reviews
City Manager
Approves
Estimated Cost
is under
$200,000
Informal Bid
Process
Department
Director
Reviews
City Manager
Approves
Estimated Cost
is over $200,000
Formal Bid
Process
Department
Director
Reviews
City Manger
Reviews
City Council
Approves
No
See Figure 3
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Figure 3: Types of Services and Procurement Type Guide – Non-Professional Services, Supplies, Goods, and Equipment
7. Identify City Council Role
6. Identify City Manager Role
5. Identify Department Director Role
4. Identify appropriate Procurement
Process
3. Determine alternate Type of Services
or Approval Level for Purchases of Non-
professional Services, Goods, Supplies,
or Equipment
2. Review Definition of Services
1. Determine Type of Product or Service
Non-
Professional
Services, Goods,
Supplies, or
Equipment?
Yes
Cost is under
$10,000
Open Market -
No Quotes
Required
Department
Director
Approves
Estimated Cost
is under $50,000
Informal Process
- Obtain 3
Quotes
Department
Director
Reviews
City Manager
Approves
Estimated Cost
is over $50,000
Formal RFB or
RFP Process
Department
Director
Reviews
City Manger
Reviews
City Council
Approves
No
See Figure 4
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Figure 4: Types of Services and Procurement Type Guide – Professional Services
7. Identify City Council Role
6. Identify City Manager Role
5. Identify Department Director Role
4. Identify Procurement Process
3. Determine alternate Type of Service
or Approval Level for Professional
Services
2. Review Definition of Professional
Services
1. Determine Type of Service Professional
Services?
Yes
Cost is under
$10,000
Open Market -
No Quotes
Required
Department
Director
Approves
Estimated Cost
is under
$50,000
Informal
Process - Obtain
3 Quotes
Department
Director
Reviews
City Manager
Approves
Estimated Cost
is over $50,000
Formal RFP
Process
Department
Director
Reviews
City Manger
Reviews
City Council
Approves
No
See Figures 2
and 3 or contact
Purchasing
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Workflow Overview
Each stage of the Purchasing and Contracting Process can be broken down into substages that make up a workflow for the process of procuring goods and services. Figure 5 provides a broad overview of the three stages and their key sub-stages. The workflow and how it may apply to each type of procurement and contract will be further detailed in the following pages and Sections (Sections II. – IV.).
Figure 5: Stages and Sub-Stages of the Purchasing and Contracting Process Stage 1:
PROCUREMENT
• Research and Preparation
• Crafting a Procurement
• Active Procurement
• Evaluation
• Selection
Stage 2:
CONTRACT
DEVELOPMENT
• Request a Contract
• Contract Drafting
• Attorney Review
• Vendor Signature
• Route and Execute Agreement
Stage 3:
CONTRACT
MANAGEMENT
• Vendor Relationship
• Contract Spending and Invoicing
• Contract Monitoring
• Amendments
• Vendor Assessments
• Documentation
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Workflow Detail
For each stage of the Purchasing and Contracting Process, there are specific tasks that must be completed to move the purchase of a good or service forward. The following workflow detail lists the overall tasks for each stage that will be broken down further and detailed for each type of purchase in future sections.
Stage 1: Procurement
There are two types of procurement processes, formal and informal. To review which process applies to a project or request for services, please refer to Figures 2, 3, and 4, which provide overviews on approval limits, or refer to the respective sections in these guidelines that provide further details. Figure 6 provides a visual representation of the Procurement process described in this section.
Figure 6: Stage 1 – Procurement
Research and Preparation
To initiate a procurement, vital information and resources are collected through a robust research and preparation process. For formal procurements, this involves researching, developing, and posting a draft Scope of Work or Services (“SOW”). In some cases, it may be appropriate to procure services in multiple phases. For example, staff may procure services from a consultant to help craft an adequate SOW when City staff does not have the expertise to construct a SOW for a complex set of services.
A Project Manager shall also confirm sufficient funds exist for the proposed purchase, contract, or agreement and shall receive Department Director approval before initiating a procurement for a product or service. Researching both available funds and the anticipated SOW allows a Project Manager to best understand the projected cost of a purchase and can thereby also inform whether formal or informal procurement shall be necessary.
RESEARCH AND PREPARATION
Both: Research and
begin refining SOW
or Specifications
(Specs)
Formal: Post Draft
SOW (7 calendar
days)
CRAFTING A PROCUREMENT
Informal: Reach out
to Vendors with
SOW/Specs
Formal: Draft and
Finalize RFP/ RFB,
Obtain City
Manager Approval
to Post
ACTIVE PROCUREMENT
Both: Answer
Questions from
Vendors and Follow
Up
Formal:
Post/Advertise/ Pre-
Proposal Meeting or
Walk-Through
EVALUATION
Informal: Quote
Documentation
Form (QDF)
Formal: Bid
Opening or
Technical Review,
Interviews, and Cost
Proposal (Revised
Cost Proposal)
SELECTION
Informal: Memo
with QDF
Formal: Memo or
Agenda Report with
Bid Information or
RFP Scoring;
Reference checks
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Crafting a Procurement
Once a SOW has been prepared, the Project Manager may reach out to vendors for proposals if the estimated cost of the work or services is likely to fall within the approval limits for an informal process detailed in Section II. If the project is likely to cost more than the limits for an informal process, the Project Manager would proceed with the formal process, as detailed in Section III. and Section IV., using the City’s templates to draft either a Request for Proposals (“RFP”) or a Request for Bids (“RFB”). If a Project Manager is issuing an RFP, an additional pre-qualification process known as a Request for Qualifications (“RFQ”) may be used.
In a formal process, the drafted SOW may first be posted for a standard period of seven (7) days to receive comments, feedback, and questions from potential vendors. Following the posting of the draft SOW, the Project Manager finalizes the RFP or RFB and prepares the solicitation for approval by the City Manager. This approval process involves submitting a Memo for Solicitation with a finalized RFP or RFB to be reviewed by the respective Department Director, Assistant City Manager, and City Manager. If a solicitation is rejected or returned to the Project Manager with suggested edits or comments, the Project Manager may change and adjust the RFP or RFB and re-submit for City Manager approval. Once a solicitation is approved, the signed and approved memo and attached RFP or RFB are filed with the City Clerk for document retention.
Active Procurement
After the approval to solicit has been received, an RFP or RFB shall be posted to the City’s electronic procurement portal (linked to the City Website) for solicitation. RFBs also require proper advertisement, or a Notice Inviting Bids (“NIB”) in public settings and trade journals.
Vendors shall have the opportunity to submit proposals or bids via this portal and will need to register to receive updates and notifications on existing and future opportunities.
During an active formal procurement process, City staff may host pre-proposal meetings (for professional and non-professional services) or site walk-throughs (for public projects) to provide additional information to prospective consultants or contractors. All communications in a formal process must be adequately noticed, documented, and disseminated to all prospective vendors via Addenda to the RFP or RFB. The standard time to post an RFP is three (3) weeks and the standard time to post an RFB is approximately 14 days, depending on the required posting of the notices.
Important Note: When the cost of a type of good or service requires informal or formal procurement, these procurement procedures shall be followed unless the service, or purchase of equipment, goods, and supplies meets any of the criteria listed as an exemption in the Lake Forest Municipal Code (LFMC Section 3.12.130 or 3.13.090). These exceptions are also listed in the beginning of each respective section of Sections II-IV. Although the purchase of a good or service may be exempt from procurement procedures, all dollar approval limits must be followed.
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Evaluation
The City’s policy is to obtain goods and services from the best qualified vendor, or lowest responsive and responsible bidder. Criteria for determining the best qualified vendor or lowest responsive and responsible bidder shall include, but may not be limited to, the following:
1. Cost to City;
2. Ability, capacity, and skill;
3. Ability to meet time requirements;
4. Character, integrity, and reputation as determined through reference checks;
5. Previous experience with the vendor;
6. Sufficiency of financial resources needed to perform (Note: security and bid bond r
equirements when formal bids are received);
7. Ability to provide future maintenance and service, if necessary;
8. Vendor compliance with applicable laws, including but not limited to, Federal and/or State statutes and regulations, and Federal executive orders; and,
9. Review of qualifications and references of the best qualified vendor or lowest responsive and r
esponsible bidder(s).
The proposals or bids received through informal and formal procurement processes must be documented. In the informal process for purchases and services that fall under the small dollar approval thresholds, quotes and proposals must be documented through a Quote Documentation Form (“QDF”) and are attached to a memo to the Department Director or City Manager, requesting approval of a contract (Approval Memo Template). Although small dollar purchases or agreements do not require formal evaluation procedures, the QDF shall include justification for the quote or proposal selected.
If quotes or proposals fall under the Open Market Approval limit and there is no use of funds that are restricted or may require procurement, then no procurement is necessary, and a Project Manager may request approval for an agreement or purchase without a QDF.
In a formal process, there are two types of evaluation. In an RFB, the City will hold a Bid Opening and review all submitted bids for completion and responsiveness. City Staff will also review bids and acknowledge the contractor that is the lowest responsive bidder.
In an RFP process, proposals are evaluated by the Selection Committee. The average score of each proposal will determine if a proposing vendor is invited for an oral interview. Once an oral interview is conducted, each interviewed firm will have the opportunity to submit a “Revised Cost Proposal” following their respective interviews. Vendors shall have a minimum of three (3) working days to submit their Revised Cost Proposals. The RFP evaluation process includes receiving a final Qualitative Score from each Selection Committee member to be totaled and aggregated with scores for the “Revised Cost Proposal”, as per the RFP/RFQ Process.
Selection
Following the evaluation process, a Project Manager will submit a request for an agreement to award to a recommended vendor. The Project Manager shall initiate a memo or an agenda report to document the Project Manager or Selection Committee recommendation and request approval based on the required Approval Levels Summary. The Project Manager will initiate Item: 9
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checking references, as appropriate or required, based on the project or types of service and City Manager direction.
Figure 7 illustrates the timeline for formal procurements including RFPs and RFBs. The process may take a minimum of eight (8) weeks. Figure 7 abbreviates Project Manager (“PM”), Purchasing Coordinator (“PC”), Contract Administrator (“CA”), City Manager (“CM”), and Notice Inviting Bids (“NIB”).
Important Note: If requesting a quote or proposal for any goods or services, send or include in RFP the corresponding contract template to determine if the vendor will require changes to the standard agreement.
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Figure 7: Formal Procurement Process Timelines
SELECTION
RFP (approx. 1-2 weeks) RFB (approx. 1-2 weeks)
9. Complete scoring and address any issues with the model agreement provided to vendor
10. Gather all information needed to draft contract
7. Select lowest responsible, responsive bidder
8. Gather all information needed to draft contract
EVALUATION
RFP (2-3 weeks) RFB (1 day-1 week)
7. PM and Selection Committee review and score all
proposals and conduct interviews
8. Revised Cost Proposals opened min. 3 working days after final interview
6. Bid Opening hosted with City Clerk and PM, Bid Results released and Bids checked for responsiveness
ACTIVE PROCURMENT
RFP (approx. 3 weeks min.) RFB (min. 10 days)
5. PC posts the RFP on City website via eProcurment
6. PM sends post to vendors, hosts pre-proposal meetings (as applicable), and answers questions on RFP
4. PC posts the RFB on City website via eProcurment
5. PM sends post to vendors, hosts pre-bid meetings or
walkthroughs (as applicable), and answers questions on RFP
CRAFTING A PROCUREMENT
RFP (2-3 weeks) RFB (2-3 weeks)
*1st notice published min. 14 days before Bid Opening
3. PM finishes drafting and finalizing RFP
4. PM sends the RFP for CM review and approval with Memo
2. PM finishes drafting and finalizing RFB
3. PM sends the RFB for CM review and approval with Memo and NIB (NIB must be posted twice 5 days apart*)
RESEARCH AND PREPARATION
RFP (approx. 2-3 weeks) RFB (approx. 2-3 weeks)
1. PM researches, plans, and drafts SOW
2. PM sends Draft SOW to PC to post for 7 calendar days
1. PM plans and drafts NIB and prepares for RFB
Advertisement through the City Clerk's Office
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Stage 2: Contract Development
Once the Procurement phase of the Purchasing and Contracting Cycle has been completed, a Project Manager may initiate a request for a contract. The contract development process looks very similar for both the informal and formal processes. Contract requirements may vary for different types of projects, goods, or services and be dependent on the approval level for the contract. Nevertheless, the workflow and process for Contract Development are the same.
Figure 8 provides a visual representation of the Contract Development process described in further detail in the following pages.
Figure 8: Stage 2 – Contract Development
R
equest a Contract
Following the selection of a vendor, a Project Manager will send a draft memo or agenda report, detailed SOW, the recommended vendor’s information (i.e., contact details, state of incorporation, legal company name), and additional Exhibit information (including but not limited to changes in the appropriate contract template, compensation schedules, schedule for completion of services, and requests for modifications of the City’s terms or insurance requirements) to the Contract Administrator. The Purchasing Coordinator and Contract Administrator functions may be performed by the same individual but refer to different responsibilities. Contract templates are available for review by City staff and a vendor prior to a procurement process and are included in formal procurement RFP and RFB releases (view City’s Agreement Templates). If a vendor is new to the City or has undertaken any structural or legal change since the last time the vendor was contracted by the City, the Project Manager shall request a completed W-9 Form to provide to the Finance Department.
REQUEST A CONTRACT
Send Draft Memo
or Agenda Report
Include detailed
SOW, Vendor
Information, and
Exhibit Information
CONTRACT DRAFTING
Contract
Administrator
drafts Agreement
ATTORNEY REVIEW
Contract
Administrator
sends Draft
Agreement to
Attorney's Office
for Review
City Attorney
approves
Agreement as to
form
VENDOR SIGNATURE
Attorney-approved
agreement sent to
Project Manager
Project Manager
Requests Vendor
Signature and
Additional
Documents
EXECUTE
Attach City Clerk's
Processing Form
Route Agreement
for Execution
through City Clerk's
Office
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Contract Drafting and Attorney Review
Upon receiving a request for a contract agreement, the Contract Administrator shall draft the agreement using the City’s contract templates. Once the contract is drafted, the Contract Administrator shall send the draft agreement and draft memo, or agenda report, to the Attorney’s office for review. Upon receipt of the attorney-approved agreement, the Contract Administrator shall send the attorney-approved agreement to the Project Manager with vendor signing instructions.
Important Note: A Project Manager is always encouraged to review and be knowledgeable of the City’s current agreement templates. It is important for project managers to be familiar with the structure and provisions in an agreement including sections referring to the agreement term, compensation amount, the payment of compensation, invoicing requirements, City and contractor or consultant representatives, and liquidated damages, as applicable. The City’s current contract templates are available to review ahead of time or may be requested from the Contract Administrator. If a P roject Manager has any specific questions regarding contract language, they are responsible for reaching out to, and discussing with, the Contract Administrator and their Department Director.
Important Note: There are some exceptions to using the City’s preferred and standard contract templates. The use, review, and approval of these exceptions will be managed on a case-by-case basis in the following manner.
The approval process for a non-City standard contract template occurs during the attorney review process. Any agreement that is not drafted using the City’s standard contract templates generally takes longer to review. The review process includes the review of the Attorney’s Office, respective Department Director, and City Risk Manager, as appropriate. Any deviation from the standard templates or the review process shall be documented in a memo and kept in accordance with the City’s document retention policy and schedule. Project Managers are highly encouraged to keep records of any changes to the agreement for the life of a contract and any subsequent contract extensions.
Similarly, any changes to the standard contract template or requirements may have a similar impact on the contract development and approval process, including the time needed for approval. Proper documentation of changes are to be submitted in red- line form. City Attorney and Department Director approval are required. Requests for changes must provide sufficient background analysis to support the recommendation prior to submitting to the City Manager or City Council for approval.
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Vendor Signature
The Project Manager shall receive the approved, attorney-signed agreement, and send the agreement for the vendor to sign and provide two (2) original signed agreements as per the Vendor Signature Requirements. An original signed agreement refers to either a physical, printed original agreement with wet signatures from vendor signatories or to a credible, electronically signed agreement document. An electronic signature must comply with all laws and regulations and shall be reviewed and deemed acceptable by the City Clerk’s Office. A Project Manager shall also request any necessary Certificate of Insurance or additional documents required to execute the agreement.
Route and Execute Agreement
The City’s Contract Administrator shall assign an agreement number to the prepared agreement and shall prepare a Processing Form used by the City Clerk’s Office to track agreements being routed for execution and for record-keeping purposes. The Contract Administrator shall provide the Processing Form to the Project Manager and update the City’s contract tracking software to include the new agreement.
Upon receipt of the Processing Form, vendor-signed agreements, and approved memo or agenda report, the Project Manager will combine all documents and route the agreement for execution, following the Routing and Executing Instructions.
The compiled contract routing package shall be sent through the City Clerk’s office for routing and execution. If an agreement requires City Council approval, the agreement and supporting documentation shall be submitted prior to the respective City Council Meeting date and time.
Figure 9 represents the Contract Development Process and includes a timeline for the execution of a contract. The process generally takes approximately three (3) to four (4) weeks.
Project Managers should submit their contract requests no later than three (3) weeks in advance and should remember to account for potential delays. For new contracts to be approved by the City Council, the contract preparation deadline is approximately 26 calendar days prior to the date of the corresponding City Council meeting. Contract amendments generally take approximately fourteen (14) days to process.
Important Note: If federal funding will be used, it is the Project Manager’s responsibility to inform the Contract Administrator and to ensure all applicable requirements of the respective funding are included in the procurement process and any resulting contract, agreement, amendment, or change order.
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Figure 9: Contract Processing Timeline
ROUTE AND EXECUTE AGREEMENT
(approx. 5-10 Business days, varies based on availablity of City signatories)
1. Project Manager compiles Processing Form, memo or
agenda report with attachments, signed contracts, and
insurance documents to route and execute through the City Clerk's Office
2. City Clerk routes and executes Agreement and will send an electronic copy to Project Manager and City Attorney, mail an original copy to the vendor, and file an original copy for City records.
VENDOR SIGNATURE
(approx. 5-7 Business days)
1. Contract Administrator sends
attorney-approved contract to Project
Manager with signing instructions and
City Clerk Processing Form
2. Project Manager sends attorney-
approved contract to the vendor for
review and signature
3. Vendor or consultant returns two
(2) signed originals to the Project
Manager
ATTORNEY REVIEW
(approx. 5 Business days)
1. City Attorney approves contract as
to form
2. City Attorney provides Attorney
Signature and sends to Contract
Administrator
Note: Review period may be more
than 5 business days (e.g. Utilizing a
non-City contract or a software Master
Services Agreement)
CONTRACT DRAFTING
(1-2 Business days)
1. Contract Administrator prepares Contract 2. Contract Administrator sends Contract to City Attorney for Review
REQUEST A CONTRACT
(1-2 Weeks Post-Procurement)
1. Project Manager prepares all
information in the Agreement Request
Form
2. Project Manager prepares Agenda
Report or Memo to the City Manager
or Department Director
3. Project Manager submits a request
to Contract Administrator to prepare
contract (Provide contract information
and Agenda Report or Memo)
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Stage 3: Contract Management
After an agreement has been executed, the management of the agreement becomes the Project Manager’s responsibility. Contract management is the stage of the process through which a Project Manager monitors a vendor’s compliance with an agreement and ensures that the City is receiving adequate service levels for the correct compensation. Active contract management ensures that laws, regulations, and contract terms and conditions are followed.
Maintaining contract compliance is an essential function of contract management and is required to ensure that the City follows applicable laws and regulations and ultimately remains in good fiscal and legal standing. Figure 10 demonstrates the Contract Management process.
Figure 10: Stage 3 – Contract Management
V
endor Relationship
The Project Manager is responsible for communicating with the selected consultant, contractor, or vendor. The Project Manager shall set work expectations that align with the contract scope of work, schedule of services, and compensation schedule. For this reason, it is especially important that the Project Manager provide a SOW Exhibit and Compensation Schedule Exhibit that fits the needs and requirements of the department or division requesting the services.
VENDOR RELATIONSHIP
Communicate
with the Vendor
Set Expectations
CONTRACT SPENDING
Monitor
Spending and
Invoicing
Request
Changes as
Needed
CONTRACT MONITORING
Ensure SOW is
followed and is
adequate
Request
Changes as
Needed
AMENDMENTS
Request for
Amendment
(Follows
Contract
Development
Process)
ASSESSMENTS
Conduct Vendor
Assessments
Include with
Amendment
Requests
Important Note: It is especially important for a Project Manager to actively review scopes of work and compensation schedules to structure these key exhibits for a new contract agreement, amendment, or change order . The Project Manager should clearly communicate with a recommended vendor or contracted vendor, for amendments, what the expectations would be and how they would be incorporated into an agreement prior to executing the agreement. Section VI. Contract Management provides further guidance on contract management practices.
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Contract Spending and Contract Monitoring
The Project Manager is responsible for the spending under a contract and should monitor the authorization of spending as well as the receipt and payment of invoices to ensure that all spending is accurately tracked and attributed to the correct contract agreement or services under the scope of an agreement. In addition, it is important to make sure that a Project Manager ensures that the invoicing, spending, and tracking is in accordance with the compensation payments and practices in the executed contract.
Executed contracts include compensation exhibits, scopes of services, and schedules of services. If the spending or scope change from the original content in an executed agreement, the Project Manager is responsible for requesting agreement amendments or change orders to ensure that the agreement accurately reflects the spending under the agreement, the scope of services, and total compensation due for those services.
Amendments
When changes to an existing contract or agreement are necessary, the Project Manager would follow the procedures in Section V. to request and execute an amendment or change order. The process for the approval of an amendment generally follows that of executing a new agreement.
An amendment does not typically require procurement if the original agreement allows for the addition of the current services or the extension of the current contract term. However, the addition of services to the SOW and/or the addition of compensation for services in the SOW are subject to specific approval levels and dollar limits for amendments as detailed in Section V.
Important Note: Contract spending and invoicing are different . Invoices are authorized to be paid out of a Department’s budget. In a decentralized purchasing model, project managers in each Department are responsible for m onitoring the amounts budgeted for spending under a contract. In addition, a Project Manager is responsible for ensuring that all spending under the contract abides by the terms of the contract, including compensation exhibits, performance payment structures, and invoicing terms.
Important Note: Section V. includes important details regarding changes to scope and compensation for existing contracts. It is important to note that all approval levels must be respected when requesting and executing an amendment or change order. Contract s must be actively monitored to accurately reflect the services being performed under an agreement and shall be modified if there are any changes to the term, frequency, cost, or levels of ser vices under an agreement. Any changes that impact total compensation or how compensation is structured must be documented and modified in the amendment or change order.
Changes to the structure of an agreement’s compensation can impact approval levels and may require a higher approval level than the original approval level by which the original agreement was authorized.
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Vendor Assessments
A Project Manager will periodically conduct vendor assessments. Vendor assessments are used to evaluate a currently contracted vendor and help staff determine if it is in the best interest of the City to continue contracting with a vendor. Vendor Assessments are included with any request for an amendment to an existing agreement. A synopsis of a vendor assessment shall be included with a memo or agenda report requesting an amendment to an agreement.
Documentation
A Project Manager shall be responsible for filing all relevant records of an agreement, including procurement documents, and shall abide by the City’s Document Retention Policy. Based on this policy, the Project Manager may be required to provide certain original documents to the City Clerk for filing. The Project Manager is encouraged to keep a copy of an agreement and any relevant supporting documentation for the life of the agreement to facilitate the contract management process.
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I. INFORMAL CONTRACTING AND PURCHASING: SMALL DOLLAR
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Section II. Informal Contracting and Purchasing: Small Dollar Contracts, Agreements, and Purchases
Overview
S
mall dollar purchases are defined as the services or goods that may be procured through the informal contract and purchasing process, according to the approval levels defined in the Lake Forest Municipal Code (LFMC Sections 3.12 and 3.13).
Types of contracts, agreements, and purchases that can be procured through the small dollar contracting and purchasing process include:
W
hen procuring these types of agreements or purchases, the following contract templates may be used depending on the types of services:
Agreement Template
Non-
Professional
Services
Equipment
and Supplies
Professional
Services
Public
Projects
Letter of Agreement X X X
Maintenance Services
Agreement X X
Agreement for Goods X
Agreement for Design
Services X
Agreement for
Professional Services X
Short Form
Construction Contract X
Contract, Agreement, or
Purchase Type
Dollar Threshold Approval Level
Authorization Process Detail
Non-Professional
Services, Equipment,
and Supplies
Up to $10,000 Department Director Open Market
$10,000.01 - $50,000 City Manager QDF
Professional Services
$10,000 or less Department Director Open Market
$10,000.01 - $50,000 City Manager QDF
Public Projects
Up to $10,000 Department Director Open Market
$10,000.01 - $60,000 City Manager Open Market
$60,000 - $200,000 City Manager Informal Bids
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Exceptions
Proposals or bids are not required if at least one of the following conditions is met:
• The City Manager determines emergency circumstances require the immediate purchase of the merchandise or contract of the services. • The cost is $10,000 or less.
• The merchandise or service is unique because of its quality, durability, proprietary nature, availability, or fitness for a particular use. All dollar approval limits must be followed.
• The merchandise or service is available from only one source. All dollar approval limits must be followed.
• The merchandise or service is provided by an independent contractor who has a contract with the City to provide labor and materials for projects other than a public project (i.e., office supply contract which is in place for one year and purchases of supplies are made periodically based on the contract).
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Open Market Informal Purchasing Procedures
Open market informal purchasing is the process used when written proposals are not required in the procurement of purchases. These types of purchases may be approved by a Department Director. Purchases and agreements that qualify for this process are:
• Non-Professional Services, Equipment, and Supplies costing up to $10,000 • Professional Services costing up to $10,000
• Public Projects costing up to $60,000
Stage 1: Procurement – Open Market
1. Research and Preparation, Crafting Procurement, Active Procurement: Project Manager develops a scope of work (if applicable), confirm sufficient funds exist for the proposed purchase or agreement, and receives Department Director approval for a purchase or agreement.
a. The scope of work (SOW) documents the tasks and duties to be performed by the vendor and is one of the key performance measures for the vendor.
2. Evaluation: Project Manager selects a consultant/contractor/vendor to provide the service/product.
a. If purchase is over $5,000 it is recommended that 3 written quotes be obtained.
Use Quote Documentation Form (QDF), if applicable.
3. Selection: Project Manager prepares a memo to the Department Director (Approval Memo Template)
Stage 2: Contract Development – Open Market
4. Request for Contract: Project Manager submits request for agreement to Contract Administrator (Agreement Request Form), as applicable.
5. Contract Drafting: Contract Administrator verifies vendor business registration upon receipt of request for contract and memo to Department Director and prepares contract for review by City Attorney. Contract Administrator creates entry for new agreement in Contract Management software, if applicable.
6. Attorney Review: City Attorney reviews and returns agreement with approval as to form.
7. Vendor Signature: Contract Administrator sends agreement with signing instructions and City Clerk’s Office Processing Form to Project Manager. Project Manager sends approved agreement to vendor for signature to obtain two (2) original signed agreements as per the signing instructions (Vendor Signature Requirements).
8. Route and Execute Agreement: Project Manager compiles and submits agreement and supporting documentation to the City Clerk’s Office following the Routing and Executing Instructions.
The City Clerk shall finish routing the agreement for approval and execution. a. The City Clerk’s Office shall review agreements and insurance documents to update agreement entry in Contract Management software. b. One fully executed original contract/agreement is sent to the vendor via mail and one is filed. The QDF (if applicable) for Professional and Non-Professional Services is filed with the respective contract. The QDF for procurement of Item: 9
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equipment and supplies is returned to the Project Manager to attach to the invoice for payment.
c. An electronic copy of the fully executed agreement is sent to the Project Manager, City Attorney, and Contract Administrator.
Stage 3: Contract Management – Open Market
9. Vendor Relationship: Project Manager authorizes vendor to commence work or initiates process to purchase goods.
10. Contract Spending and Invoicing: Project Manager oversees all spending under the agr
eement, ensuring that not-to-exceed amounts and compensation schedules are f
ollowed.
11. Contract Monitoring: Project Manager monitors the SOW, schedule of services and c
ompensation, and makes note of any necessary changes. Project Manager also m
onitors the contract expiration and ensures all services or goods provided by a vendor are covered by the correct agreement or have been approved by the correct approving aut
hority.
12. Amendments: Project Manager shall request contract amendments or change orders as needed.
13. Vendor Assessment: Project Manager documents the performance of a vendor over the lif
e of the contract and shall complete a vendor assessment when requesting a contract amendment.
14. Documentation: Project Manager shall maintain all records of an agreement, including pr
ocurement documents, and shall abide by the City’s Document Retention Policy. a. Based on the Policy, the Project Manager may be required to provide certain or
iginal documents to the City Clerk for filing.
b. The Project Manager is encouraged to keep a copy of an agreement and any relevant supporting documentation for the life of the contract. c. The City Clerk will monitor certificates of insurance and follow up with Projec t
M
anager as appropriate.
d. Once a contract or agreement is completed, the Project Manager shall notify the C
ontract Administrator via email so the associated records (e.g., entry in C
ontract Management software) may be updated.
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Informal Purchasing and Contracting Procedures
Informal small dollar agreements and purchases require three documented quotes as well as Department Director and City Manager approval. Purchases and agreements that qualify for this process are:
• Non-Professional Services, Equipment, and Supplies costing up to $50,000 • Professional Services costing up to $50,000
• Public Projects costing up to $200,000
Stage 1: Procurement – Informal
1. Research and Preparation, Crafting Procurement, Active Procurement: Project Manager develops a scope of work (if applicable), confirms sufficient funds exist for the proposed purchase or agreement, and receives Department Director approval for a purchase or agreement.
a. The scope of work (SOW) documents the tasks and duties to be performed by the vendor and is one of the key performance measures for the vendor.
2. Evaluation: Project Manager solicits and receives a minimum of (3) written proposals from prospective consultants/contractors/vendors.
a. For public projects, notify all qualified contractors on the City’s vendor list as well as all construction trade journals as required through the online bids and proposals portal, unless the product or service is proprietary. i. The notices shall be posted not less than ten (10) calendar days before the opening date of the bids.
3. Selection: Project Manager reviews proposals and identifies the best qualified vendor and completes a Quote Documentation Form (QDF).
a. A QDF is required for the Informal Procurement Process as it documents quotes and proposals received by the Project Manager. The QDF must be signed by the Project Manager and Department Director prior to requesting and routing an agreement and must include all quotes and proposals as attachments to be considered complete.
i. Please read all the instructions of the QDF form and ensure it is complete prior to routing an agreement for approval. (QDF Templates:
Professional/Non-Professional and Public Projects).
b. If procurement is more complex, Project Manager may use the evaluation criteria for a formal RFP to evaluate informal proposals. If formal evaluation criteria are used, the results would replace the QDF.
4. Project Manager prepares a memo to the City Manager.
Stage 2: Contract Development – Informal
5. Request for Contract: Project Manager submits request for agreement to Contract Administrator (Agreement Request From).
6. Contract Drafting: Contract Administrator verifies vendor business registration upon receipt of request for contract and memo to City Manager and prepares contract for review by City Attorney. Contract Administrator creates entry for new agreement in Contract Management software (if applicable).
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7. Attorney Review: City Attorney reviews and returns agreement with approval as to form.
8. Vendor Signature: Contract Administrator sends agreement with signing instructions and City Clerk’s Office Processing Form to Project Manager. Project Manager sends approved agreement to vendor for signature to obtain two (2) original signed agreements as per the signing instructions (Vendor Signature Requirements).
9. Route and Execute Agreement: Project Manager compiles and submits agreement and supporting documentation to the City Clerk’s Office following the Routing and Executing Instructions.
The City Clerk shall finish routing the agreement for approval and execution. a. The City Clerk’s Office shall review agreements and insurance documents to update agreement entry in Contract Management software. b. One fully executed original contract/agreement is sent to the vendor via mail and one is filed. The QDF (if applicable) for Professional and Non-Professional Services is filed with the respective contract. The QDF for procurement of equipment and supplies is returned to the Project Manager to attach to the invoice for payment.
c. An electronic copy of the fully executed agreement is sent to the Project Manager, City Attorney, and Contract Administrator.
Stage 3: Contract Management – Informal
10. Vendor Relationship: Project Manager authorizes vendor to commence work or initiates process to purchase goods.
11. Contract Spending and Invoicing: Project Manager oversees all spending under the agreement, ensuring that not-to-exceed amounts and compensation schedules are followed.
12. Contract Monitoring: Project Manager monitors the scope of work, schedule of services and compensation and makes note of any changes that need to happen. Project Manager also monitors the contract expiration and ensures all services or goods provided by a vendor are covered by the correct agreement or have been approved by the correct approving authority.
13. Amendments: Project Manager shall request contract amendments or change orders as needed.
14. Vendor Assessment: Project Manager documents the performance of a vendor over the life of the contract and shall complete a vendor assessment when requesting a contract amendment.
15. Documentation: Project Manager shall maintain all records of an agreement, including procurement documents, and shall abide by the City’s Document Retention Policy. a. Based on the Policy, the Project Manager may be required to provide certain original documents to the City Clerk for filing.
b. The Project Manager is encouraged to keep a copy of an agreement and any relevant supporting documentation for the life of the contract. c. The City Clerk will monitor certificates of insurance and follow up with Project Manager as appropriate.
d. Once a contract or a contract or agreement is completed, the Project Manager shall notify the Contract Administrator via email so the associated records (e.g., entry in Contract Management software) may be updated.
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i. Public Projects: Contract/ Agreement Completion Procedures
1. Project Manager prepares Notice of Completion (Consult with Fi
nance Director).
2. Project Manager prepares a memo to the City Manager
documenting the background of the project and requesting sign-off of the Notice of Completion.
3. City Manager signs Notice of Completion.
4. City Clerk sends Notice of Completion to the County Clerk Recorder for recordation.
5. City Clerk sends Project Manager executed and recorded copy of Notice of Completion after receipt from County Clerk Recorder.
6. Allow 30 days to pass as required.
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III
. F
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Section III. Formal Contracting and Purchasing Process: Large Dollar Professional Services, Non-Professional Services, Equipment, and Supplies
Overview
Lar
ge dollar purchases are defined as the services or goods that may be procured through the Formal contract and purchasing process, according to the approval levels defined in the Lake Forest Municipal Code (LFMC Section 3.12).
Types of contracts, agreements, and purchases that can be procured through the formal non- professional services, equipment, and supplies contracting and purchasing process include:
W
hen procuring these types of agreements or purchases, the following contract templates may be used depending on the types of services:
Agreement Template
Non-
Professional
Services
Equipment and
Supplies
Professional
Services
Letter of Agreement X X
Maintenance Services
Agreement X X X
Agreement for Goods X
Agreement for Design
Services X
Agreement for Professional
Services X
Contract, Agreement, or
Purchase Type
Dollar Threshold Approval Level
Authorization Process Detail
Non-Professional
Services, Equipment,
and Supplies
Over $50,000 City Council Bid or RFP
Professional Services Over $50,000 City Council RFP
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Exceptions
Proposals or bids are not required if at least one of the following conditions is met. Staff must document all exceptions when seeking City Council approval (except under emergency circumstances):
• The City Manager determines emergency circumstances require the immediate purchase of the merchandise or contract of the services. • The merchandise or service is unique because of its quality, durability, proprietary nature, availability, or fitness for a particular use. All dollar approval limits must be followed.
• The merchandise or service is available from only one source. All dollar approval limits must be followed.
• The merchandise or service is provided by an independent contractor who has a contract with the City to provide labor and materials for projects other than a public project (i.e., office supply contract which is in place for one year and purchases of supplies are made periodically based on the contract).
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Non-Professional Services, Equipment, and Supplies – Formal Contracting and Purchasing Procedures
Thi
s sub-section focuses on the procurement of non-professional services, equipment, and supplies only. For the procurement of large dollar professional services (formal process) see the next sub-section, Professional Services – Formal Contracting and Purchasing Procedures. For the procurement of large dollar public projects (formal process) see Section IV. Formal Contracting Process for Public Projects.
Formal large dollar agreements and purchases require formal bids and proposals for approval.
The City Manager and the City Council provide approval. Purchases and agreements that qualify for this process are:
• Non-Professional Services, Equipment, and Supplies costing up to $50,000 with City Manager approval
• Non-Professional Services, Equipment, and Supplies costing over $50,000 with City Council approval.
Stage 1: Procurement – Formal Non-Professionals Services, Equipment, and Supplies
1. Research and Preparation:
e. Project Manager develops a scope of work (if applicable), confirms sufficient funds exist for the proposed purchase or agreement, and receives Department Director approval for a purchase or agreement.
i. The scope of work (SOW) documents the tasks and duties to be per
formed by the vendor and is one of the key performance measures for the vendor.
2. Crafting Procurement:
a. RFB: Project Manager prepares and sends a notice inviting sealed bids (NIB Template)
OR
b. RFP: Project Manager requests for Purchasing Coordinator to post the draft SOW on the City’s website for 7 calendar days.
i. The draft scope must contain a “draft” watermark on all pages. Posting a dr
aft SOW is optional.
ii. Posting the draft scope of work utilizing the online bidding/proposal portal will send notification to vendors who have registered with the City.
AND
c. Project Manager prepares a memo to the City Manager (Memo for Solicitation Tem
plate).
3. Active Procurement:
a. U
pon the City Manager’s approval, Project Manager will provide the finalized R
FB or RFP documents to the Purchasing Coordinator and request to solicit proposal/bid on the City’s website for a minimum of three (3) weeks for proposals and ten (10) days for bids.
i. This time period is used as a guideline; therefore, a Project Manager may opt to post the notice beyond three (3) weeks for proposals and beyond ten (10) days for bids.
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b. Purchasing Coordinator will post solicitation for the allotted time frame and provide access to questions submitted through the City’s electronic procurement platform (Linked to City’s website to comply with the required advertisement of solicitations).
c. Project Manager shall send RFB/RFP to vendors notified during the comment stage.
d. For Bids, Project Manager shall prepare and send the Notice Inviting Bids (“NIB”) as detailed in the Bid (RFB) Process.
4. Evaluation: City Clerk opens and reviews bids with Project Manager, in accordance with the City’s Bid Opening Procedures for sealed Bids, or Project Manager opens and
r
eviews proposals in accordance with RFP Evaluation Process for Proposals.
5. Selection:
a. RFB: After opening of sealed bids by the City Clerk, Project Manager reviews the qual
ifications and references of the lowest responsive and responsible bidder(s) using the Bid (RFB) Process.
b. RFP: After opening sealed proposals, Project Manager and Selection Committee review qualifications and references of the best qualified vendor using the RFP/RFQ Process.
c. Project Manager negotiates contract or agreement with the recommended vendor (if applicable).
d. Project Manager prepares an agenda report to the to the City Council (Agreement Approval Agenda Report Template).
Stage 2: Contract Development – Formal Non-Professionals Services, Equipment, and Supplies
6. Request for Contract: Project Manager submits request for agreement to Contract Administrator (Agreement Request Form).
7. Contract Drafting: Contract Administrator verifies vendor business registrati on upon
r
eceipt of request for contract and memo to City Manager and prepares contract for review by City Attorney. Contract Administrator creates entry for new agreement in C
ontract Management software (if applicable).
8. Attorney Review: City Attorney reviews and returns agreement with approval as to form.
9. Vendor Signature: Contract Administrator sends agreement with signing instructions and City Clerk’s Office Processing Form to Project Manager. Project Manager sends approved agreement to vendor for signature to obtain two (2) original signed agreements as per the signing instructions (Vendor Signature Requirements). a. Project Manager requests Finance Department prepare and process a purchas e
r
equisition for a purchase order only if necessary
10. Route and Execute Agreement: Project Manager compiles and submits agreement and supporting documentation to the City Clerk’s Office following the Routing and Executing I
nstructions.
The City Clerk shall finish routing the agreement for approval and execution. a. The City Clerk shall publish the agenda item once it has been reviewed and appr
oved by the Department Director, Director of Finance, and City Manager. b. The City Clerk’s Office shall review agreements and insurance documents to update agreement entry in Contract Management software.
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c. The City Clerk is responsible for completing the execution of an agreement following its approval by the City Council.
d. One fully executed original contract/agreement is sent to the vendor via mail and one i
s filed.
e. An electronic copy of the fully executed agreement is sent to the Project Manager, City Attorney, and Contract Administrator.
Stage 3: Contract Management – Formal Non-Professionals Services, Equipment, and Supplies
11. Vendor Relationship: Project Manager authorizes vendor to commence work or initiates process to purchase goods.
12. Contract Spending and Invoicing: Project Manager oversees all spending under the agr
eement, ensuring that not-to-exceed amounts and compensation schedules are f
ollowed.
13. Contract Monitoring: Project Manager monitors the scope of work, schedule of services and compensation, and makes note of any necessary changes. Project Manager als o
m
onitors the contract expiration and ensures all services or goods provided by a vendor are covered by the correct agreement or have been approved by the correct approving aut
hority.
14. Amendments: Project Manager shall request contract amendments or change orders as needed.
15. Vendor Assessment: Project Manager documents the performance of a vendor over the l
ife of the contract and shall complete a vendor assessment when requesting a contract amendment.
16. Documentation: Project Manager shall maintain all records of an agreement, including pr
ocurement documents, and shall abide by the City’s Document Retention Policy. a. Based on the Policy, the Project Manager may be required to provide certain or
iginal documents to the City Clerk for filing.
b. The Project Manager is encouraged to keep a copy of an agreement and any relevant supporting documentation for the life of the contract. c. The City Clerk will monitor certificates of insurance and follow up with Project Manager as appropriate.
d. Once a contract or a contract or agreement is completed, the Project Manager shall notify the Contract Administrator via email so that the associated records (e.g., entry in Contract Management software) may be updated.
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Professional Services – Formal Contracting and Purchasing Procedures
This sub-section focuses on the procurement of professional services only. For the procurement of large dollar non-professional services, equipment, and supplies (formal process) see the previous sub-section. For the procurement of large dollar public projects (formal process) see Section IV.
Formal large dollar agreements and purchases require formal proposals for approval. The City Manager and the City Council provide approval. Purchases and agreements that qualify for this process are:
• Professional Services costing up to $50,000 with City Manager approval • Professional Services costing over $50,000 with City Council approval.
A Request for Proposal (“RFP”) or Request for Qualifications (“RFQ”) is required if the service is greater than $50,000 (RFP Process). All consultants must execute the City’s applicable standardized agreement/contract unless approved otherwise by the City Attorney. Any changes to the standard form agreement/contract must be submitted in red-line form to the City Attorney for review and approval prior to scheduling the item for City Council consideration. Any professional service agreement/contract submitted to the City Council for approval must provide sufficient background analysis to support the recommendation.
In the event of a vacant City employee position previously approved by the City Council, the City Manager shall have the authority to award any and all contracts for the same or substantially similar services to independent contractors or consultants. Such contracts shall be awarded using the appropriate procurement procedures associated with the informal or formal procurement process associated with the dollar amount to be awarded. The cost of such an agreement shall not exceed the salary, including benefits, of the City employee position.
Stage 1: Procurement – Formal Professional Services
1. Research and Preparation:
a. Project Manager develops a scope of work (if applicable), confirms sufficient funds exist for the proposed purchase or agreement, and receives Department Director approval for a purchase or agreement.
i. The scope of work (SOW) documents the tasks and duties to be performed by the vendor and is one of the key performance measures for the vendor.
2. Crafting Procurement:
a. Project Manager requests for Purchasing Coordinator to post the draft SOW on the City’s website for 7 calendar days.
i. The draft scope must contain a “draft” watermark on all pages. Posting a draft SOW is optional.
ii. Posting the draft scope utilizing the online bidding/proposal portal will send notification to vendors who have registered with the City. b. Following the 7-calendar day comment period, Project Manager shall finalize the RFP and prepare for City Manager Approval.
c. Project Manager prepares a memo to the City Manager (Memo for Solicitation Template).
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3. Active Procurement:
a. U
pon the City Manager’s approval, the Project Manager will provide the finalized R
FP documents to the Purchasing Coordinator
b. Purchasing Coordinator helps prepare standard form agreement to attach to finalized RFP.
c. Project Manager will ask to solicit proposals on the City’s website for a minimum of three (3) weeks for proposals.
i. This time period is used as a guideline; therefore, a Project Manager may opt to post the notice beyond three (3) weeks for proposals. d. Purchasing Coordinator will post solicitation for the allotted time frame and provide access to questions submitted through the City’s procurement tracking s
oftware, electronic procurement platform (Linked to City’s website to comply with the required advertisement of solicitations).
e. Project Manager shall send RFP to vendors notified during the comment stage.
4. Evaluation: Project Manager opens and reviews proposals in accordance with the City’s RFP Evaluation Process for Proposals.
5. Selection:
a. After opening sealed proposals, the Project Manager and Selection Committee r
eview qualifications and references to select and verify best qualified vendor using the RFP/RFQ Process.
i. Project Manager receives recommendation of best qualified consultant from RFP Selection Committee
ii. Project Manager and Purchasing Coordinator organize and retain all documents related to the evaluation of proposals based on the City’s Document Retention Schedule.
b. Project Manager negotiates contract or agreement with the recommended vendor (if applicable)
c. Project Manager prepares an agenda report to the City Council (Agreement Approval Agenda Report Template).
Stage 2: Contract Development – Formal Professional Services
6. Request for Contract: Project Manager submits request for agreement to Contract Administrator (Agreement Request From).
7. Contract Drafting: Contract Administrator verifies vendor business registrati on upon
r
eceipt of request for contract and memo to City Manager and prepares contract for review by City Attorney. Contract Administrator creates entry for new agreement in C
ontract Management software (if applicable).
8. Attorney Review: City Attorney reviews and returns agreement with approval as to form.
9. Vendor Signature: Contract Administrator sends agreement with signing instructions and City Clerk’s Office Processing Form to Project Manager. Project Manager sends approved agreement to vendor for signature to obtain two (2) original signed agreements as per the signing instructions (Vendor Signature Requirements). a. Project Manager requests Finance Department to prepare and process a purchase requisition for a purchase order only if necessary
10. Route and Execute Agreement: Project Manager compiles and submits to the City Clerk’s Office following the Routing and Executing Instructions.
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The City Clerk shall finish routing the agreement for approval and execution. a. The City Clerk shall publish the agenda item (as applicable) once it has been reviewed and approved by the Department Director, Director of Finance, and City Manager.
b. The City Clerk’s Office shall review agreements and insurance documents to update agreement entry in Contract Management software. c. The City Clerk is responsible for completing the execution of an agreement following its approval by the City Council.
d. One fully executed original contract/agreement is sent to the vendor via mail and one is filed.
e. An electronic copy of the fully executed agreement is sent to the Project Manager, City Attorney, and Contract Administrator.
Stage 3: Contract Management – Formal Professional Services
11. Vendor Relationship: Project Manager authorizes vendor to commence work or initiates process to purchase goods.
12. Contract Spending and Invoicing: Project Manager oversees all spending under the agreement, ensuring that not-to-exceed amounts and compensation schedules are followed.
13. Contract Monitoring: Project Manager monitors the scope of work, schedule of services and compensation, and makes note of any necessary changes. Project Manager also monitors the contract expiration and ensures all services or goods provided by a vendor are covered by the correct agreement or have been approved by the correct approving authority.
14. Amendments: Project Manager shall request contract amendments or change orders as needed.
15. Vendor Assessment: Project Manager documents the performance of a vendor over the life of the contract and shall complete a vendor assessment when requesting a contract amendment.
16. Documentation: Project Manager shall maintain all records of an agreement, including procurement documents, and shall abide by the City’s Document Retention Policy. a. Based on the Policy, the Project Manager may be required to provide certain original documents to the City Clerk for filing.
b. The Project Manager is encouraged to keep a copy of an agreement and any relevant supporting documentation for the life of the contract. c. The City Clerk will monitor certificates of insurance and follow up with Project Manager as appropriate.
d. Once a contract or a contract or agreement is completed, the Project Manager shall notify the Contract Administrator via email so the associated records (e.g., entry in Contract Management software) may be updated.
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SECTION IV. FORMAL CONTRACTING AND PURCHASING: PUBLIC PROJECTS Last Reviewed: 43 Last Edited: March 7, 2022
Section IV. Formal Contracting Process for Public Projects
Overview
Public Projects are defined projects for the construction, reconstruction, erection, alteration, renovation, improvement, demolition, painting, repainting, or repair of any publicly owned, leased, or operated facility. Public Projects may be procured through the Formal contracting process to award to the lowest responsible bidder at the approval levels defined in the Lake Forest Municipal Code (LFMC Section 3.13).
Types of contracts, agreements, and purchases that can be procured through the formal non- professional services, equipment, and supplies contracting and purchasing process include:
When procuring these types of agreements or purchases, the following contract templates may be used depending on the types of services:
Agreement Template Public Project
Construction Contract X
Exceptions
All contractors must execute the City’s standardized contract/agreement/amendment/change order unless approved otherwise by the City Attorney. Any changes to the standard form contract/agreement/amendment/change order must be submitted in red-line form to the City Attorney for review and approval prior to scheduling the item for City Council consideration. Any contract/agreement/amendment/change order submitted to the City Council for approval must provide sufficient background analysis to support the recommendation.
If federal funding will be used, it is the Project Manager’s responsibility to inform the Contract Administrator, so all applicable requirements of that funding are included in any contract/agreement/amendment/change order.
Bids are not required if the following condition is met:
If all the bids received under an informal bid process are in excess of $200,001.00, the City Council may, by adoption of resolution by a four-fifths (4/5) vote, award the contract at $212,500 or less, to the lowest responsible bidder, if it determines the cost estimate of the City reasonable. (Per Section 3.13.070 of the Lake Forest Municipal Code Pub. Contract Code Section 22032(b).)
Contract, Agreement, or
Purchase Type
Dollar Threshold Approval Level
Authorization Process Detail
Public Projects Over $200,000 City Council Formal Bid (LFMC
3.13.080)
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SECTION IV. FORMAL CONTRACTING AND PURCHASING: PUBLIC PROJECTS Last Reviewed: 44 Last Edited: March 7, 2022
Public Projects – Formal Contracting and Purchasing Procedures Thi
s sub-section focuses on the formal procurement of public projects only.
Public Projects require formal bids for approval, to be approved by City Council. Projects that qualify for this process are:
• Public Projects costing over $200,000 with City Council approval.
Stage 1: Procurement – Public Projects Formal Bids
1. Research and Preparation:
a. Project Manager develops a scope of work (if applicable), confirms sufficient funds exist for the proposed agreement, and receives Department Director approval for agreement.
b. Project Manager may use the Prequalification Process for Public Projects.
2. Crafting Procurement:
a. Project Manager prepares a Notice Inviting Bids (“NIB”) and the template for m
c
ontract for the Bid Package (NIB Template and Construction Contract Template wit
h Instructions).
b. Project Manager prepares a memo to the City Manager (Memo for Solicitation Tem
plate).
3. Active Procurement:
a. U
pon the City Manager’s approval, the Project Manager will send the NIB to all applicable contractors and trade journals.
b. Project Manager will provide NIB to Purchasing Coordinator to publish as required unless the project or service is proprietary.
i. NIB shall be published at least fourteen (14) days before the opening date of
the bids. The NIB shall be published twice (2x), at least five (5) days apart.
ii. Distinctly describe the project and state the time and place for submission and opening of bids.
c. Project Manager shall prepare the Notice Inviting Bids (“NIB”) as detailed in the Bid (RFB) Process.
4. Evaluation: City Clerk opens and reviews bids or proposals with Project Manager, in accordance with the City’s Bid Opening Procedures for sealed Bids.
5. Selection:
a. After opening of sealed bids by the City Clerk, the Project Manager reviews qualifications and references of the lowest responsive and responsible bidder(s) using the Bid (RFB) Process.
i. The City’s policy is to contract with the lowest responsive and responsible bidder. Project Manager shall review qualifications and references and verify registration with the Department of Industrial Relations of the lowest responsive and responsible bidder(s). The City may not award a
C
ontract/Agreement to, or accept a bid from, any contractor or subcontractor that is not registered.
b. Project Manager negotiates contract or agreement with the recommended vendor (if applicable).
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SECTION IV. FORMAL CONTRACTING AND PURCHASING: PUBLIC PROJECTS Last Reviewed: 45 Last Edited: March 7, 2022
c. Project Manager prepares an agenda report to the City Council (Agreement Approval Agenda Report).
Stage 2: Contract Development – Public Projects Formal Bids
6. Request for Contract: Project Manager submits request for agreement to Contract Administrator (Agreement Request Form).
7. Contract Drafting: Contract Administrator verifies vendor business registration upon receipt of request for contract and memo to City Manager and prepares contract for review by City Attorney. Contract Administrator creates entry for new agreement in Contract Management software (if applicable).
8. Attorney Review: City Attorney reviews and returns agreement with approval as to form.
9. Vendor Signature: Contract Administrator sends agreement with signing instructions and City Clerk’s Office Processing Form to Project Manager. Project Manager sends approved agreement to vendor for signature to obtain two (2) original signed agreements as per the signing instructions (Vendor Signature Requirements). a. Project Manager requests Finance Department to prepare and process a purchase requisition for a purchase order only if necessary b. If necessary, prepare and process a purchase requisition for a purchase order. c. Project Manager shall complete the required PWC-100 Form to be filed within five (5) days of awarding a public works contract.
10. Route and Execute Agreement: Project Manager compiles and submits agreement and supporting documentation to the City Clerk’s Office following the Routing and Executing Instructions.
The City Clerk shall finish routing the agreement for approval and execution. a. The City clerk shall publish the agenda item once it has been reviewed and approved by the Department Director, Director of Finance, and City Manager. b. The City Clerk’s Office shall review agreements and insurance documents to update agreement entry in Contract Management software. c. The City Clerk is responsible for completing the execution of an agreement following its approval by the City Council.
d. The City Clerk is responsible for notifying contractors whose bids were not accepted and return bid bonds following execution of City Council approved contract.
e. The City Clerk maintains copies of the losing bids in accordance with the City’s document retention schedule.
f. One fully executed original contract/agreement is sent to the vendor via mail and one is filed.
g. An electronic copy of the fully executed agreement is sent to the Project Manager, City Attorney, and Contract Administrator.
Stage 3: Contract Management – Public Projects Formal Bids
11. Vendor Relationship: Project Manager authorizes vendor to commence work or initiates process to purchase goods.
a. Project Manager issues Notice to proceed to Contractor/Vendor.
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SECTION IV. FORMAL CONTRACTING AND PURCHASING: PUBLIC PROJECTS Last Reviewed: 46 Last Edited: March 7, 2022
12. Contract Spending and Invoicing: Project Manager oversees all spending under the agreement, ensuring that not-to-exceed amounts and compensation schedules are followed.
a. Project Manager communicates with contractor, manages day-to-day operations, and processes payments according to the terms of the contract.
13. Contract Monitoring: Project Manager monitors the scope of work, schedule of services, and compensation, and makes note of any necessary changes. Project Manager also monitors the contract expiration and ensures all services or goods provided by a vendor are covered by the correct agreement or have been approved by the correct approving authority.
14. Amendments/Change Orders: Project Manager shall request contract amendments or change orders as needed.
15. Vendor Assessment: Project Manager documents the performance of a vendor over the life of the contract and shall complete a vendor assessment when requesting a contract amendment.
16. Documentation: Project Manager shall maintain all records of an agreement, including procurement documents, and shall abide by the City’s Document Retention Policy. a. Based on the Policy, the Project Manager may be required to provide certain original documents to the City Clerk for filing.
b. The Project Manager is encouraged to keep a copy of an agreement and any relevant supporting documentation for the life of the contract. c. The City Clerk will monitor certificates of insurance and follow up with Project Manager as appropriate.
d. Once a contract or a contract or agreement is completed, the Project Manager shall notify the Contract Administrator via email so that the associated records (e.g., entry in Contract Management software) may be updated. e. Contract/ Agreement Completion Process for Public Projects:
i. Project Manager meets with Director of Finance to review project budget. ii. Project Manager prepares Notice of Completion.
1. Notice of Completion is signed at the same approval level as the signer of the contract/ agreement (City Manager or City Council). iii. Project Manager prepares a memo to the City Manager or agenda report to the City Council documenting the background of the project and requests sign-off of the Notice of Completion. Report should include:
1. Background of project
2. Fiscal Impact
3. Request for sign-off of Notice of Completion
iv. City Manager or Mayor signs Notice of Completion.
v. City Clerk sends Notice of Completion to the County Clerk Recorder for recordation.
vi. City Clerk sends Project Manager executed and recorded copy of Notice of Completion.
vii. Allow thirty (30) days to pass as required.
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SECTION V. CONTRACT AMENDMENTS AND CHANGE ORDERS
Last Reviewed: 47 Last Edited: March 7, 2022
Section V. Contract Amendments and Change Orders
Overview
A
n agreement may be amended pursuant to the agreement documents by the issuance of an amendment or change order, provided the change is reasonably related to the scope of the original agreement.
When executing these types of agreements, the following contract templates may be used depending on the types of services:
Agreement Template Non- Professional
Services
Professional
Services
Public
Project
First (or Respective Number)
Amendment to the Agreement X X X
I
f executing an amendment or change order, vendors must execute the City’s standardized amendment or change order unless approved otherwise by the City Attorney. Any changes to the standard form amendment or change order must be submitted in red-line form to the City Attorney for review and approval prior to scheduling the item for City Council consideration.
Any amendment or change order submitted to the City Council for approval must provide sufficient background analysis to support the recommendation. Any significant change to the Scope of Services (Exhibit A) in an amendment or change order, including added or reduced scope, and must be discussed in the agenda report to the City Council.
If federal funding will be used, it is the Project Manager’s responsibility to inform the Contract Administrator, so all applicable requirements of that funding are included in any agreement, amendment, or change order.
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SECTION V. CONTRACT AMENDMENTS AND CHANGE ORDERS
Last Reviewed: 48 Last Edited: March 7, 2022
Contract Amendment and Change Order Process
The following process applies to requesting and executing an Agreement Amendment or Change Order:
1. Preparation: Project Manager confirms with the Director of Finance that sufficient funds exist for the proposed amendment or change order. Project Manager seeks and receives Department Director approval for amendment or change order. a. Project Manager prepares a memo to the City Manager or agenda report to the City Council documenting the background of the project, the reason for the requested amendment or change order, and request for approval (Amendment Approval Template Memo and Agenda Report).
2. Request a Contract: Project Manager submits request for amendment to Contract Administrator. Project Manager shall include in request for amendments as applicable – term of contract, compensation amount, scope of work, schedule of services, hourly rates, and memo to City Manager/agenda report to City Council.
3. Contract Drafting: Upon receipt of request from Project Manager, Contract Administrator prepares amendment for review by City Attorney.
4. City Attorney Review: City Attorney reviews and approves as to form. a. Upon receipt of City Attorney approval as to form, Contract Administrator sends amendment and signing instructions to Project Manager.
5. Vendor Signature: Upon receipt of approved amendment, Project Manager sends to vendor for review and signature to obtain two (2) original contracts signed by the vendor following the Vendor Signature Requirements.
6. Route and Execute Agreement: Following the City’s Routing and Executing Instructions, Project Manager submits vendor-signed contract to City Clerk along with memo to City Manager or agenda report to the City Council and Certificate of Insurance.
The City Clerk shall finish routing the agreement for approval and execution. a. The City clerk shall publish the agenda item (if appliable) once it has been reviewed and approved by the Department Director, Director of Finance, and City Manager.
b. The City Clerk’s Office shall review agreements and insurance documents to update agreement entry in Contract Management software. c. The City Clerk is responsible for completing the execution of an agreement following its approval by the City Manager or City Council. d. One fully executed original contract/agreement is sent to the vendor via mail and one is filed.
e. An electronic copy of the fully executed agreement is sent to the Project Manager, City Attorney, and Contract Administrator.
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SECTION V. CONTRACT AMENDMENTS AND CHANGE ORDERS
Last Reviewed: 49 Last Edited: March 7, 2022
Amendments and Change Orders Non-Professional and Professional Services The f
ollowing conditions apply when requesting and approving amendments and change orders for non-professional and professional services:
1. Any amendment or change order with a total agreement cost in the amount of $50,000 or
less, or which does not affect compensation, may be approved by the City Manager.
2. The City Manager may approve amendments or change orders to an agreement greater than $50,000 as long as the aggregate of the additional compensation added by the City Manager to the agreement does not exceed 10% of the original compensation.
3. Any amendments or change orders to a large dollar agreement (total compensation is greater than $50,000), which involve amendments to the agreement compensation in ex
cess of 10% of the original compensation, shall be approved by the City Council.
4. Any amendments or change orders to an agreement, which involve significant changes such as additions or reductions to scope or reductions to compensation shall be appr
oved by the City Council if the City Council originally approved the agreement and/or amendments or change orders. Otherwise, amendments or change orders shall be appr
oved by the City Manager. The change to the scope of work (Exhibit A) and/or compensation must be discussed in the agenda report to the City Council.
5. Any amendments or change orders to an agreement, which involve the change of the Agreement term beyond the City’s standard contract terms shall be approved by the City Council. Extensions beyond the standard agreement terms (Contract Durations) may not be us
ed to address extenuating circumstances or as a result of poor planning or to am
eliorate a delinquent agreement or service provided under an agreement.
6. Amendment or change orders approved by the City Manager for all large dollar contracts/agreements (greater than $50,000) will be noticed to City Council on a monthly basis.
7. There will be instances where exceptions to the City Manager’s extra work authority are authorized (e.g., County contract with Sheriff’s Department) upon approval by the City Council. In these instances, the exceptions will be noted and documented accordingly in the agreement and agenda report.
8. All requests for amendments or change orders must be reviewed by the Director of Finance to ensure available budget and/or identify need for an additional appropriation.
9. Software Agreements: The initial term for software agreements is up to five (5) years.
Council approval is required for all amendments to software agreements when the aggr
egate cost is greater than $50,000.
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SECTION V. CONTRACT AMENDMENTS AND CHANGE ORDERS
Last Reviewed: 50 Last Edited: March 7, 2022
Figure 11: Amendments and Change Orders for Non-Professional and Professional Services *A Department Director and/or Project Manager are required to discuss the agreement with the City Manager prior to agreement preparation.
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SECTION V. CONTRACT AMENDMENTS AND CHANGE ORDERS
Last Reviewed: 51 Last Edited: March 7, 2022
Amendments and Change Orders for Public Projects
The f
ollowing conditions apply when requesting and approving amendments and change orders for non-professional and professional services:
1. Any amendment or change order with a total contract cost in the amount of $200,000 or less, or which does not affect compensation, may be approved by the City Manager.
2. The City Manager may approve amendments or change orders to a contract greater than $200,000 as long as the aggregate of the additional compensation added by amendments approved by the City Manager does not exceed 10% of the original compensation.
3. Any amendments or change orders to a large dollar agreement (greater than $200,000), w
hich involve amendments to the agreement compensation in excess of 10% of the or
iginal compensation, shall be approved by the City Council.
4. Any amendments or change orders to an agreement, which involve significant changes such as additions or reductions to scope or reductions to compensation, shall be appr
oved by the City Council if the City Council originally approved the agreement and/or amendments or change orders. Otherwise, amendments or change orders shall be appr
oved by the City Manager. The change to the Scope of Services (Exhibit A) must be discussed in the agenda report to the City Council.
5. Any amendments or change orders to an agreement, which involve the change of the Agreement term beyond the City’s standard contract terms shall be approved by the City Council. Extensions beyond the standard agreement terms (Contract Durations) may not be used to address extenuating circumstances or as a result of poor planning or to am
eliorate a delinquent agreement or service provided under an agreement.
6. Amendments or change orders approved by the City Manager for all large dollar contracts/agreements (greater than $200,000), will be noticed to City Council on a monthly basis.
10. There will be instances where exceptions to the City Manager’s extra work authority are authorized upon approval by the City Council. In these instances, the exceptions will be not
ed and documented accordingly in the agreement and agenda report.
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SECTION V. CONTRACT AMENDMENTS AND CHANGE ORDERS
Last Reviewed: 52 Last Edited: March 7, 2022
Figure 12: Amendments and Change Orders for Public Projects
*A Department Director and/or Project Manager are required to discuss the agreement with the City Manager prior to agreement preparation.
Approval
Additional
Compensaiton (Total
Added by All
Executed
Amendments/
Change Orders to
date and by Approval
Authority)
Original
Compensation
Amendments/
Change OrdersTypes of Services
Public Projects
Change Affects Key
Personnel or SOW
(Minor)
Any No Change in
Compensation City Manager
Change SOW and/or
Reduces
Compensation
Any No Change in
Compensation
City Manager
Discretion*
Change Affects Term Any No Change in
Compensation City Manager
Change Affects
Compensation
DOES NOT exceed
$200,000
Change DOES NOT
cause Total
Compensation to
exceed $200,000
City Manager
Exceeds $200,000
per year
Change DOES NOT
exceed 10% of
Original
Compensation
City Manager
Exceeds $200,000
Change Exceeds 10%
of Original
Compensation
City Council
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224
SECTION VI. CONTRACT MANAGEMENT
Last Reviewed: 53 Last Edited: March 7, 2022
Section VI. Contract Management
Authorizations to Commence Contract Services
A Department Director and/or Project Manager may not give authorization to a contractor/consultant/vendor to proceed until a contract has been fully executed.
A contract is required in order to authorize spending and a Department Director and/or Project Manager shall not process payment for a service until a contract has been fully executed. The Department Director and/or Project Manager are encouraged to confirm the status of a contract with the Contract Administrator prior to processing any invoices.
Budget Tracking
A Budget Tracking Form is available as a tool and template for a Department Director/Project Manager to monitor and track a contract budget. The form can be modified as necessary. A Project Manager is responsible to ensure spending is within the contract compensation amount and within the available department operating or CIP budget amount.
Key Contract Elements
A Department Director and/or the Project Manager should monitor contract elements to ensure a contract is executed and carried out appropriately. These elements are key components of a contract and should be provided to the Contract Administrator when requesting to prepare or amend a contract. Refer to the Model Agreement Checklist or the Agreement Request Form for a complete list.
• Contract Term – Monitor the term of the contract and track contract expiration dates.
Request a contract amendment for a term extension, if needed. • Compensation – Monitor the contract budget and request a contract amendment for changes in compensation, if needed.
• Scope of Work – Ensure the work performed is within the scope identified in the contract. Request a contract amendment for changes (additions to or reductions to the scope) in the scope of work.
• Insurance – Coordinate with the consultant/contractor/vendor to ensure all insurance certificates and documents are received by the City prior to start of work. For existing vendors, updated documentation may need to be submitted, as insurance coverage may have expired during the term of the contract/agreement.
Item: 9
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SECTION VI. CONTRACT MANAGEMENT
Last Reviewed: 54 Last Edited: March 7, 2022
Terms for all Agreements, Purchases, and Services
C
ompleted and Acceptable Deliveries
The initiating Department is responsible for providing point of contact information (i.e., first name, last name, department, phone number) for deliveries. Those deliveries without point of contact information will not be accepted. The initiating department is responsible for receiving incoming goods or services, inspecting them as to quality and condition, and confirming the quantities received. Documentation confirming receipt and inspection of the merchandise should accompany the invoice when it is sent to the Finance Department for payment.
Satisfactory Services
If a purchase order has been issued for services, the Initiator will prepare the invoice for payment, noting on the Purchase Order Check Request Form that the services were provided in a satisfactory manner.
Partial and Unacceptable Deliveries
Partial deliveries should be documented and attached to the invoice for payment. If merchandise is unacceptable, the Initiator or Project Manager will arrange for replacement, return, or credit of the defective items. Many vendors will not give credit for returned merchandise unless a return authorization is obtained prior to returning the items. The vendor should be contacted for their specific requirements to expedite the return and credit or replacement. The Finance Department should also be notified.
Vendor Assessments
A
performance review is to be completed during the process of requesting a contract amendment. The vendor assessment is completed by the Project Manager and included in the Approval memo or Agenda Report for review by the Department Director, City Manager, or City Council.
The Project Manager shall include the standard language in an agenda report to the City Council at project completion or during a contract amendment to reflect the periodic assessment of a vendor under an active agreement (Agreement Approval Memo or Agreement Approval Agenda Report).
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SECTION VII. MISCELLANEOUS PURCHASING
Last Reviewed: 55 Last Edited: March 7, 2022
Section VII. Miscellaneous Purchasing
A
centralized purchasing process, coordinated through a single department, division, or point of contact, is used for all Information Technology (IT) related purchases, office supply purchases, and general printing services.
A decentralized purchasing/contracting process is used for the purchasing of all other goods, capital goods, and the contracting of non-professional and professional services. The person requesting the goods or service (“Initiator”) seeks out potential vendors, obtains the proposals and interacts with the vendor.
Budget Accountability: Department Directors are responsible for ensuring their budgets stay within authorized funding levels.
Approval Levels: The following approval levels apply to the purchasing and contracting process for any non-public project and apply to the centralized and decentralized, miscellaneous purchasing processes in this section, and are not applicable to the previous sections in these Guidelines. These approval levels must also abide by the procurement requirements unless explicitly exempt from them in the Lake Forest Municipal Code. Any exceptions to procurement requirements are subject to scrutinous review.
Approval
Level Amount
Department Directors or Designee $0 - $10,000
City Manager
(Limited to Single Year or Single Project) $10,000 - $50,000 City Manager
(Multi-Year Agreements) Up to $50,000 per year
City Council
(Single Year or Project) Over $50,000
City Council
(Multi-Year Agreements) Over $150,000
Item: 9
227
SECTION VII. MISCELLANEOUS PURCHASING
Last Reviewed: 56 Last Edited: March 7, 2022
CAL-Card Program
The following section provides an overview of the CAL-Card purchase program. Prior to issuance of a CAL-Card, employees will be provided with training, a CAL-Card Receipt Acknowledgement form, and a Cardholder Agreement outlining the CAL-Card’s uses, procedures, rules, and forms. Employees must read all training documents carefully and thoroughly. The employee’s signature on the Cardholder Agreement indicates that he/she understands the intent of the program and agrees to follow the established guidelines. Misuse of the CAL-Card will result in disciplinary action, up to and including termination.
CAL-Card Program
The CAL-Card program, a State purchase VISA card program administered by US Bank, is offered to designated City employees as a streamlined way to procure and pay for City-related goods and services while reducing reimbursement, invoice, and check processing costs. Usage of the CAL-Card is not intended to circumvent or replace the procedures outlined in the Purchasing and Contracting Guidelines, per the City’s Municipal Code.
CAL-Card Issuance
CAL-Cards will be issued by the Finance Department upon City Manager approval and are issued under an employee’s name. Each CAL-Card has a customized dollar limit (single purchase limit and 30-day purchase limit), merchant limit, and commodity limit.
CAL-Card Usage
All purchases must follow the City’s Purchasing and Contracting Guidelines.
Employees may not use the CAL-Card for personal expenses under any circumstances, even if the intent is to reimburse the City at a later date. If a CAL-Card is used for personal expenses, it will be considered a misuse of City funds and will result in disciplinary action, up to and including termination.
Only City employees may use a CAL-Card. Contractors or consultants working closely with City employees may not use a CAL-Card issued to a City employee. Contractors or consultants who are conducting a purchase for the City, may purchase using their own personal or their agency’s own method of payment and request reimbursement from the City following the completion of a purchase. A request for reimbursement may be completed following the City’s Check Request Form.
For all CAL-Card purchases, employees must retain all proper documentation in the form of receipts or invoices. Receipts or invoices should reflect the following information:
• Description of goods or services purchased
• Quantity purchased
• Price per item
• Sales tax
• Total purchase amount
• Shipping and handling charges, if any
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SECTION VII. MISCELLANEOUS PURCHASING
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All documentation must be submitted with the monthly billing statement. Employees who fail to provide the proper documentation may be subject to a 30-day suspension of CAL-Card usage or loss of CAL-Card privileges.
It is required that a CAL-Card Transaction Summary be maintained by the Cardholder and attached to the monthly billing statement upon submission to the Finance Department.
Prohibited Uses
The CAL-Card program excludes 12 merchant categories identified by the State of California Department of General Services
1. Financial institution/manual cash
2. Financial institution/auto cash
3. Financial institution/merchandise
4. Non-financial institution/Foreign Currency/Money Order/Travelers Checks
5. Security brokers and dealers
6. Timeshares
7. Fines
8. Bail and bond payments
9. Wire transfer – money order
10. Dating and escort services
11. Massage Parlors
12. Betting/Track/Casino/Lotto
CAL-Card Monthly Statement of Account
At the close of each billing cycle, the cardholder will receive a monthly Statement of Account itemizing each transaction charged to the cardholder’s CAL-Card. Upon receipt of the statement, cardholders are responsible for the following:
1. Review the statement for accuracy
2. Attach all receipts/invoices to the statement
3. Attach CAL-Card Transaction Summary
4. Sign the Transaction Summary, statement, and receipts/invoices and forward to Department Head for approval
5. Submit Transaction Summary, statement, and receipt/invoices to the Finance Department for payment
Lost or Stolen Cards
Cardholders are responsible for immediately notifying their Department Director and the Finance Department for lost or stolen cards.
Return of CAL-Card upon Request or Termination
Cardholders will surrender their card upon request or upon termination of employment with the City.
For more detailed information, refer to the CAL-Card Cardholder Guide.
Item: 9
229
SECTION VII. MISCELLANEOUS PURCHASING
Last Reviewed: 58 Last Edited: March 7, 2022
Cooperative Purchasing, Piggybacking, and Multiple Award Schedules The C
ity may purchase goods or services through contracts established by other public agencies, utilizing either cooperative purchase contracting, piggyback contracting, or multiple award schedules, provided those services were competitively procured by the other public agency.
The City may complete purchases or acquire services through an existing cooperative or piggy- backable agreement. The City may enter into an agreement for services with, or complete a purchase from, another public agency or agencies.
E
mployee Vacancies
P
ursuant to LFMC Section 3.12.160, the City may award a contract for professional services to an independent consultant or contractor in order to perform the same or substantially similar services as a vacant City employee position. In the event of a vacant City employee position previously approved by the City Council, the City Manager shall have the authority to award any and all contracts for the same or substantially similar services to independent contractors or consultants. Such contracts shall be awarded using the appropriate procurement procedures associated with the informal or formal procurement process associated with the dollar amount to be awarded. The cost of such an agreement shall not exceed the salary, including benefits, of the City employee position.
Federal Funded Projects and Purchases
P
rocurements that are federally funded must adhere to the following:
• No employee, 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. • Time and material type contracts may be used only after a determination that no other contract is suitable.
o A time and material type contract is 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 expenses, and profit. o Each time and material contract will set a ceiling price that the contractor exceeds at its own risk.
o A higher degree of oversight is required in order to obtain reasonable assurances that the contractor is using efficient methods and effective cost controls. • All procurement transactions must be conducted in a manner providing full and open competition.
o In order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, Item: 9
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SECTION VII. MISCELLANEOUS PURCHASING
Last Reviewed: 59 Last Edited: March 7, 2022
requirements, statements of work, and invitations for bids or requests for proposals will be excluded from competition for such procurements. • All solicitations will incorporate a clear and accurate description of the technical requirements for the material, product, or service to be provided. o Such descriptions must not, in competitive procurements, contain features which unduly restrict competition.
o 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. • In addition to the City’s purchasing policy approval limits, one of the following methods should be used:
o Micro-purchase: Purchases where the aggregate dollar amount does not exceed $10,000 or the current limitations set by the Federal Acquisition Regulation (“FAR”) Subpart 2.1, where this threshold is periodically adjusted for inflation. No required bid process or price quotes.
Non-federal entity should distribute micro-purchases equitably among qualified suppliers.
Purchase cards may be used if procedures are documented. Non-federal entity is responsible to determine and document an appropriate micro-purchase threshold.
Non-federal entity may establish a threshold higher than the federal threshold defined by the FAR ($10,000).
o Small Purchase: Purchases up to the Simplified Acquisition threshold which is currently $250,000. Informal purchasing procedures are acceptable, but price or rate quotes must be obtained from an adequate number of sources. A lower threshold can be used, when authorized and not prohibited by other laws. o Sealed Bid: Purchases over the Simplified Acquisition threshold, which is currently $250,000. Under this purchase method, formal solicitation is required, and the fixed price is awarded to the responsible bidder who conformed to all material terms and offers the lowest price.
Specifications need to be fully pre-defined.
Two (2) or more bidders are considered an adequate amount. Selection is based on price.
Public Solicitation and Fixed Pricing Contract.
Preferred Method for Construction Contracts (Federal). o Competitive Proposals: Purchases over the Simplified Acquisition threshold, which is currently $250,000. This procurement method required 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. This method may be used with architectural and engineering contracts
Item: 9
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SECTION VII. MISCELLANEOUS PURCHASING
Last Reviewed: 60 Last Edited: March 7, 2022
Information Technology Purchasing
A centralized purchasing process, coordinated through a single department or division, is used for City-wide Information Technology (IT) related purchases. IT equipment purchases (phones, computers, printers, etc.) are centralized through the IT Division. Procurement of software licenses and other digital products and services shall be reviewed by the IT Division during the procurement process and may be centralized through the IT Division based on their scope and effect. Centralized IT purchases and contracts are subject to these Guidelines and may be subject to the following exceptions in this subsection. While there may be some exceptions to competitive procurement, all exempted purchases or agreements are still subject to the remaining provisions in these Guidelines and not all IT purchases or agreements may be exempt from competitive procurement or the procedures outlined in these Guidelines.
If equipment, hardware, software, or licenses are purchased through the IT Support Services contracted vendor; competitive quotes are not required even if the purchase exceeds the dollar limit in the Guidelines. The approval authority and purchasing limits apply to all IT purchasing/contracting, regardless of the supplier.
Digital Products involve the procurement of software licenses and subscriptions, as well as the use of online products such as Software-as-a-Service (SaaS), infrastructure as a service, cloud data services, and internet service providers (ISPs). Typically, these products use the contract supplied by the vendor. The Contract Administrator determines whether a digital product will be procured using Maintenance or Professional Services protocols, based on its overall cost, scope, and risk, on a case-by-case basis.
Recommended software contract standard terms are three (3) years but may be up to five (5) years. The contract can be renewed for an unlimited number of three (3) year terms based on performance and if the product continues to meet the needs of the City. The initial term for software agreements is up to five (5) years. Council approval is required for all amendments to software agreements when the aggregate cost is greater than $50,000. See Software Agreements for more information of the approval and procedures for software agreements.
Refer to Section V. Contract Amendments and Change Orders to review requirements, agreement duration, and extension options for the different types of agreements.
As noted in Section VI. Contract Management, a performance review is to be completed during the annual budget preparation cycle, at project completion, and during a contract amendment.
All IT related purchases not made through the IT Support Services contract vendor are required to follow the Purchasing and Contracting Guidelines.
Item: 9
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SECTION VII. MISCELLANEOUS PURCHASING
Last Reviewed: 61 Last Edited: March 7, 2022
Instructor Agreements – Recreation Vendors and Contracted Instructors
Classes, programs, and activities are typically listed in the City’s recreational programing advertisement which is typically released four times per year in quarterly sessions or seasons.
A season refers to the time frame covered by the City’s recreational programing advertisement.
The selection of instructors and terms of Instructor Agreements shall align with seasonal terms using the selection and procurement procedures in this section. All classes, programs, and activities are subject to the open market selection and formal procurement procedures of this section whether or not they are included in a seasonal recreational programing advertisement.
Classes, programs, and activities are offered with varying times and days based on the current activity schedules and availability. The City shall provide prospective instructors with deadlines and timeframes to submit proposals to offer classes, programs, or activities during upcoming seasons.
Selection of contract instructors is at the discretion of the City, based on several factors including popularity, type of class, and availability of instructor and City facilities. Class schedules are created for each season, year, or multi-year term and are considered separate purchases for purposes of approval authority. The selection of a contract instructor is subject to the Department Director approval limit up to $10,000 per Recreation Class Instruction Contract Agreement (“Instructor Agreement”) and, in such cases, does not require a competitive procurement or quote process. A new Instructor Agreement shall be signed per season, year, or at the beginning of a multi-year term so that the beginning of an agreement term aligns with the start of a season. In order to enter into an Instructor Agreement, the instructor shall provide all proof of necessary and sufficient insurance coverage to the City. By signing the agreement, an instructor shall be made aware of their responsibilities when contracting with the City. An executed Instructor Agreement does not guarantee a vendor will be scheduled for a class.
If it is anticipated that the seasonal compensation to the instructor will exceed $10,000, staff will conduct a competitive and formal procurement following the procedures outlined below. The City Manager may approve an agreement for up to $50,000 per term, if the agreement is competitively procured through the procurement process below. When seasonal compensation to an instructor is anticipated to exceed $50,000 per term, based on prior information such as demand for a class in prior seasons or costing models provided by the vendor, the Community Services Department shall request City Council approval of the instructor agreement after conducting the Recreation and Contract Instructor Procurement Process outlined below.
Recreation and Contract Instructors Procurement Process This Recreation Vendor and Contract Instructors Procurement Process includes the minimum requirements for formal procurement of nonprofessional services per the Lake Forest Municipal Code.
When Community Services staff anticipates compensation will exceed $10,000 for the term of an Instructor Agreement (season, year, or multi-year term), staff will post a request for applications from organizations who wish to offer the requested instructor services. Applications shall function as formal proposals in the formal procurement process for Instructor Agreements.
The application will require information such as instructor experience and expertise, desired class schedule, and other basic information about the organization, vendor, or instructor. This Item: 9
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SECTION VII. MISCELLANEOUS PURCHASING
Last Reviewed: 62 Last Edited: March 7, 2022
process requires an open and public posting of procurement opportunities and shall be posted by the City for a period of no less than 14 days.
After a posting has closed, a committee of Community Services staff will review applications received. If necessary, interviews may be conducted for additional information gathering. Staff will select and recommend recreation vendors and instructors who best fit the needs of City and the demands of the community. Staff shall submit their recommended vendor and Instructor Agreement for approval by the City Manager or the City Council in accordance with the approval level thresholds summarized in Figure 13. The term of the contract may be up to three years.
For details regarding vendor requirements, the application process, and procurement procedures for Instructor Agreements, please refer to the Recreational Vendor and Contract Instructor Manual.
Figure 13: Recreation Vendor and Contract Instructor Procurement Types and Process
5. Obtain Required Approval Level
4. Determine Approval Level
Signing Authority based on
Compensation and Term
3. Conduct Type of Procurement
as required
2. Determine Procurement
Method Required
1. Determine approximate Total
Compensation to vendor.
Note: Consider the term of the
Instuctor Agreement (no less than
1 season, no more than 3 years)
More or Less than
$10,000?
Up to $10,000 Total
Compensation for
Term
Open Market
Selection
Up to $10,000 per
season or per year
Department Director
Over $10,000 for
Selected Term
Recreation and
Contract Instructors
Procurement
Process
Up to $50,000 per
term, up to 3 year
term
City Manager
Over $50,000 per
term, up to 3 year
term
City Council
Item: 9
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SECTION VII. MISCELLANEOUS PURCHASING
Last Reviewed: 63 Last Edited: March 7, 2022
Office Supplies and Business Cards
Office supplies are ordered by submitting an order form, including the account number, to the Finance Department. All orders must be approved by the requesting Department Director.
When purchasing office supplies, Resolution 2003-28, Recycled Content Purchasing Policy, and the City’s Recovered Organic Waste Product Procurement Policy should be considered in product selection.
Business cards are ordered by written request of the Department Director with a sample of the cards to be ordered (Business Card Order Template). Requests are given to the Finance Department. Delivery times may vary.
Petty Cash Reimbursement and Advance Request Process
The Petty Cash fund is used to reimburse purchases paid out-of-pocket by a City official or employee, or as an advance for an expected purchase. If the amount is $50.00 or less, the reimbursement or advance will be paid in cash. Amounts greater than $50.00 will be paid by check. The petty cash fund is maintained by the Finance Department.
Petty Cash Procedures ($50.00 or less)
Receipts should be initialed by the Department Director and coded with appropriate account numbers. Receipts are submitted to the Finance Department for reimbursement from the petty cash box.
Petty Cash Procedures ($50.01 - $100.00)
Completion of a Check Request Form is required, including the account number to be charged, description, date requested, and amount. Supporting documentation should be attached to the check request and Department Director or Designee approval is required. The documents are submitted to the Director of Finance or his/her designee for approval. The Check Request Form and supporting documentation are given to the Finance Department for processing.
Purchase Requisitions and Purchase Orders
Purchases and Contracts may or may not require a purchase order or purchase requisition depending on a vendor’s preference.
A purchase requisition is only required when the vendor requires a purchase order.
A purchase requisition is a form designed to document vendor information, order information, purchase approval, and budget compliance. A completed purchase requisition allows a purchase order to be generated.
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SECTION VII. MISCELLANEOUS PURCHASING
Last Reviewed: 64 Last Edited: March 7, 2022
When a purchase order is printed, funds are encumbered. An encumbrance is a commitment to spend budgeted funds on unperformed contracts/purchases for goods or services. If properly used, encumbrances can help to ensure budgetary compliance.
When an invoice associated with a purchase order is presented for payment, the encumbrance will be reduced by the invoice amount upon payment. It is important that the Initiator identify whether a payment request represents a partial payment or a final payment when submitting the Purchase Order Check Request Form.
Grant expenditures may be subject to different and more stringent rules, thus grant documents must be reviewed by the Department Director prior to preparing a purchase requisition.
Open purchase orders (i.e., funds encumbered by a purchase order) may be carried forward to the next fiscal year, pursuant to the carryover appropriations policy.
Purchases and contracts only require a purchase requisition or purchase order if required by the vendor. If a vendor requires a purchase order, use the following procedures to request a purchase order.
Steps to Requesting and Processing a Purchase Requisition or Purchase Order
1. Complete a purchase requisition form and have it signed by the Department Director. a. Receive Department Director approval for purchase/contract.
2. Submit a signed purchase requisition to the Accounting Manager for review along with the following supporting information:
• Vendor name
• Documentation of the purchase price (i.e., contract, quote, proposal, order form, etc.) • If the purchase requisition is for a first-time vendor, you must also submit a completed “Request for Taxpayer Identification Number and Certification” (IRS Form W-9). Checks will not be mailed to a new vendor until the form is completed and received by the Finance Department.
3. After review by the Accounting Manager, the purchase requisition will be submitted to the Finance Director for approval. Once approved, a purchase order is prepared, causing funds to be encumbered.
4. Finance sends the original purchase order to the Initiator and retains a copy. The Initiator transmits the original to the vendor and retains a copy.
5. The merchandise or service is received; the invoice is received, checked, and approved by the Initiator.
6. Submit Purchase Order Check Request Form along with the following supporting information:
• Invoice (noting whether an invoice represents partial payment or final payment) • Invoice number
• Purchase order number
7. The invoice is approved, noting the purchase order number, and is submitted along with all supporting documents, including a Purchase Order Check Request Form, to the Finance Department (Accounts Payable) for payment.
8. A check is prepared by Finance, authorized by City Council, signed, sent to the vendor, and the encumbrance is reduced by the payment amount.
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SECTION VII. MISCELLANEOUS PURCHASING
Last Reviewed: 65 Last Edited: March 7, 2022
Recovered Organic Waste Product Procurement Policy
All purchases shall comply with the City of Lake Forest City Council Policy titled Recovered Organic Waste Product Procurement Policy.
Software Agreements
The City may enter into software or licensing agreements that use vendor templates instead of the City’s general templates. Some of these agreements for services or purchases may be centralized through the IT Division while others may be procured and managed by a specific department. The initial term for software agreements may be up to five (5) years. All City approval levels and procurement processes must be followed.
Council approval is required for all amendments to software agreements when the aggregate cost is greater than $50,000 under the same agreement.
In situations in which an agreement for software or software as service is auto-renewing, the proper approval authority must be given proper notice prior to renewal date to be able to cancel or continue services with the contracted vendor. In order to do so, the proper approval authority for the City must be noticed and provide approval for a renewal, or denial of renewal, with sufficient time to cancel services that may auto renew.
If the City determines that it would no longer like to continue the services under agreement with the vendor, the City should document that it is choosing to terminate the auto-renewing agreement and provide notice to the vendor as per the terms of the software agreement. This only applies to auto renewing agreements which truly allow the City to exit an agreement without consequences prior to the renewal date. A Project Manager shall request the necessary information well in advance of the time frame the agreement provides for the parties to terminate the agreement. The necessary information needed may include and is not limited to the following:
1. Quote or quotes for the next year or term extension of services;
2. Insurance;
3. Draft Notice of termination (if terminating services); and,
4. Memo requesting approval to continue services or to request approval to terminate services from the proper approval level Approval Levels Summary.
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Last Reviewed: 66 Last Edited: March 7, 2022
Vehicle Maintenance, Replacements, and Purchases
V
ehicle Maintenance
The Fleet Manager and Police Services shall be tasked with implementing a preventative maintenance program for their respective vehicles and coordinating vehicle repairs and maintenance with qualified vehicle repair/maintenance contractors. A vehicle repair and maintenance service contract shall be procured through a competitive bid process.
Vehicle Replacement
Replacement of individual City vehicles shall occur if the vehicle has been in service for a minimum of ten years and 100,000 miles, or the annual cost for maintenance and repairs exceeds 50% of the vehicle’s Kelly Blue Book trade-in value, whichever comes first. Police Vehicles (excluding motorcycles) may be considered for replacement at seven years or 100,000 miles. Police motorcycles shall remain in service for a minimum of three years and 60,000 miles or unless the annual cost for maintenance and repairs exceeds 50% of the motorcycle’s Kelly Blue Book trade-in value, whichever comes first. Police motorcycles are eligible, but not required, to be replaced after three years and 60,000 miles. The Police Services Department shall evaluate the condition and maintenance history of each motorcycle reaching this milestone to determine if it can be kept in service longer prior to making a recommendation to the City Manager for surplus.
The City’s Fleet Manager shall evaluate the condition of each City vehicle and maintenance history and document the vehicle’s Blue Book trade-in value each year. This evaluation and documentation shall continue every year thereafter until such time the vehicle is eligible for replacement based on the criteria noted above. The City’s Fleet Manager, and Police Services for motorcycles, shall implement and maintain a preventative maintenance program to keep existing vehicles in service for as long as practical. Major mechanical failures related to the vehicle’s drivetrain not covered under a manufacturer’s warranty, or vehicle damage as a result of a major collision, could result in a need to replace the vehicle prior to the completion of the vehicle’s life cycle. The Fleet Manager shall analyze the cost of repairs for major mechanical failures or collisions versus the wholesale value of the vehicle, to determine if replacing the vehicle is cost effective and warranted. The City Manager, or his/her designee, will make the final determination as to the disposition of vehicles in these circumstances.
Vehicle Purchase
Vehicle purchase requests, regardless of value, shall be subject to City Council approval as part of the annual budget process. The approved budget is the gross sales price of a new vehicle, regardless of any trade-in value. Therefore, a vehicle purchase, including sales tax and other applicable charges, may not exceed the budgeted amount.
During the normal course of business, it may become necessary to purchase a new vehicle without replacing an existing one. These instances would occur should the City Council implement new or expanded programs and services which require the use of a City vehicle and the existing fleet resources are insufficient to support them. In addition, should the City Council approve the addition of a new City employee that primarily works in the field, a new City-owned vehicle may need to be purchased for the employee’s work-related duties. Vehicle purchases Item: 9
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under these circumstances ordinarily would be considered by the City Council on a case-by- case basis during the annual or mid-year budget adoption.
Council approval of a vehicle purchase through the annual budget process shall serve as authorization for staff to solicit at least three bids from vehicle dealers, and the purchase shall be made from the dealer providing the lowest bid. Bids shall be documented on a Quote Documentation Form and submitted to Finance. The City Manager shall be authorized to approve a purchase order for a replacement vehicle, in an amount not-to-exceed the City Council-approved budget allocation amount. Vehicle purchases that would exceed the City Council-approved budget allocation shall require City Council approval. The vehicle(s) to be replaced shall be traded to the dealer from which the replacement vehicle is purchased or sent to auction consistent with the Kelly Blue Book trade-in value for used vehicles.
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Section VIII. Project Management Resources
Approval Levels Summary
The Approval Levels listed show the three different approval levels and the required procurement methods for each type of purchase or agreement for services or projects.
The lighter the color, the less restrictive or formal the procurement. Procurement methods range from small-dollar informal or open market procurements to formal requests for bids or proposals.
APPROVAL
LEVEL
EQUIPMENT,
GOODS, AND
SUPPLIES
NON-
PROFESSIONAL
SERVICES
PROFESSIONAL
SERVICES
PUBLIC
PROJECTS
DEPARTMENT
DIRECTOR
Up to $10,000
Informal
Process
(Open Market)
Up to $10,000
Informal Process
(Open Market)
Up to $10,000
Informal Process
(Open Market)
Up to $10,000
Informal Process
(Open Market)
CITY
MANAGER
Up to $50,000
Informal
Process
(3 Documented
Quotes)
Up to $50,000
Informal Process
(3 Documented
Quotes or
Proposals)
Up to $50,000
Informal Process
(3 Documented
Proposals)
Up to $60,000
Informal Process
(Open Market)
Up to $200,000
Informal Bid
Process
(3 Written Bids) *
CITY
COUNCIL
Over $50,000
Formal Process
(RFB or RFP)
Over $50,000
Formal Process
(RFB or RFP)
Over $50,000
Formal Process
(RFP)
Over $200,000
Formal Bid
Process
(RFB)
*If all bids received through the Informal Bid Process, the City Council may, by adoption of resolution by a four-fifths (4/5) vote, award a Public Projects contract at $212,500 or less to the lowest responsible bidder if it determines the cost estimate of the City reasonable (Lake Forest Municipal Code, Section 3.13.070).
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Contract Durations
For each type of agreement, there is generally a standard initial duration for the original agreement term, as well as a maximum duration for any extension of the agreement. In some cases, exceptions may be granted, however those must be discussed with the Department Director and City Manager prior to requesting any extension or contract duration not listed.
The City Council may extend an agreement beyond the standard maximum duration of an agreement term in the event that it determines it is in the best interest of the City. Extensions beyond the standard agreement terms below may not be used to address extenuating circumstances or as a result of poor planning or to ameliorate a delinquent agreement or service provided under an agreement.
Contract/ Agreement Type Initial Duration Maximum Extension Duration
Standard 3 years Two 1-year extensions
Maintenance 1 year or 3 years Two 1-year extensions
Government Contracts Including:
1. Street Maintenance
2. Police Services
3. Recreation
4. Animal Control
1 year; No more than 5
years Not applicable
Project Specific Equal to Specific
Project Duration
Only if project duration
extended
Requiring Significant Capital
Investment
Sufficient to
reasonably amortize
the capital investment
One 2-year extension
Single Service Provider 3 years One 2-year extension
Software 3 to 5 years Not applicable
Insurance Requirements
The City Clerk maintains a system which verifies that the appropriate insurance coverage is secured by the vendor and maintained throughout the term of the agreement. Prior to expiration of the insurance, the consultant is notified of the pending expiration.
If appropriate documentation has not been received prior to expiration, the City Clerk notifies the vendor. In the event the vendor fails to provide updated insurance policy information and the required insurance expiration has exceeded thirty (30) days, checks to the vendor may be withheld until appropriate insurance documentation is in place.
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Templates and Detailed Process Guides
Contract Templates
Follow this link to access a folder with the current agreement templates.
Informal Process
The following links provide access to templates and instructions related to an Informal Procurement Process:
Memo for Agreement Approval
QDF for Goods, Equipment, Supplies, Nonprofessional Services, and Professional Services
QDF for Public Projects
Agreement Request Form
Formal Process
The following links provide access to templates and instructions related to a Formal Procurement Process:
Memo for Solicitation
RFP Templates
NIB/RFB Templates
Agreement Request Form
Agreement Approval Agenda Report Template
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Bid (RFB) Process
INFORMAL
Publication Procedures and Requirements
For Informal Bids, Project Manager shall prepare the Notice Inviting Bids (NIB). The notice for bids should include the following:
1. General description of the item to be purchased/service to be contracted;
2. Statement indicating where proposal or bid forms and specifications can be obtained;
3. Statement specifying the time and place for the opening of proposals or bids;
4. Statement describing the bid security required, if any (Example: A bid bond equal to 10% of the amount of the bid);
5. Statement describing payment/performance bond requirements if the contractor/vendor is selected, if applicable;
6. Publication cover sheet with attached notice inviting sealed proposals or bids;
7. City Clerk’s signature on the cover sheet;
8. Submi ssion to the Orange County Register and/or Saddleback Valley News for publication; and
9. Completed “Public Works Projects Submission Forms”, available on the Intranet, to post to the City’s website no later than ten (10) calendar days before the submission date.
10. City Clerk posting the notice on the public bulletin board at City Hall.
FORMAL
Prequalification Process for Public Projects
For Formal Bids, if it is determined to be in the best interest of a Public Project, contractors may be required to prequalify to bid on a project. This may be preferred due to the technical nature of the work and ensure the firm selected has the requisite experience and financial viability for the project. The prequalification process, establishing contractors who meet the objective criteria as defined in the Prequalification of Bidders Package, is as follows:
1. Project Manager receives Department Director approval for utilizing the prequalification pr
ocess;
2. Project Manager prepares Prequalification of Bidders Package for posting and will modify as necessary and determine the passing score;
3. Project Manager will provide the Prequalification of Bidders Package to the Purchasi ng
C
oordinator to post on the City’s online RFP/Bid portal and notify registered vendors;
4. Project Manager will review and score Prequalification of Bidders Package to determine w
hich firms receive a passing score. Firms that receive a passing score are eligible to bi
d on the associated bid package; and
5. Project Manager will include list of prequalified contractors in associated bid package. If bid package is released at the same time as the prequalification, a list of prequalifi ed
v
endors should be posted as an Addendum to the bid.
Publication Procedures and Requirements
For Formal Bids, the notice for formal bids should include the following and follows the NIB/RFB Template:
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1. General description of the item to be purchased/service to be contracted;
2. Statement indicating where proposal or bid forms and specifications can be obtained;
3. Statement specifying the time and place for the opening of proposals or bids
4. Statement describing the bid security required, if any (Example: A bid bond equal to 10% of the amount of the bid);
5. Statement describing payment/performance bond requirements if the contractor/vendor is selected, if applicable;
6. Publication cover sheet with attached notice inviting bids;
7. City Clerk’s signature on the cover sheet;
8. The following trade journals (which have been currently identified by the California Un
iform Public Construction Cost Accounting Commission and are subject to change) must be notified. The notification is facilitated through the City’s online RFP/Bid portal:
a. BidAmerica
b. Southern California Builders Association
c. Associated General Contractors of America;
9. Submi ssion to the Orange County Register, Saddleback Valley News, and trade journals for publication;
10. Posting to the City’s website at www.lakeforestca.gov/proposals for at least fourteen (14) days. This time period is used as a guideline; therefore, a Project Manager may opt to pos
t the notice beyond the fourteen (14) days. Project Manager will provide the finalized R
FB documents to the Purchasing Coordinator and request to solicit proposal/bid on the Cit
y’s website (RFP/RFB Portal), with notifications sent to contractors on the list as well as to all construction trade journals, at least ten (10) calendar days before the date of opening bids; and
11. Purchasing Coordinator will post solicitation for the allotted time frame and provide ac
cess to questions submitted through the City’s electronic procurement platform (Linked to City’s website to comply with the required advertisement of solicitations).
Bid Opening Process
The Bid Opening Process is primarily led by the City Clerk.
City Clerk Responsibilities for Bid Opening:
1. Sign the publication cover sheet for bids;
2. Post the notice on the public bulletin board at City Hall, if applicable;
3. Open sealed proposals/bids at the time and place stated in the public notice;
4. Prepare a tabulation of all proposals/bids available for public inspection for at least thirty (30) day
s after the proposal/bid opening;
5. Notify contractors/vendors whose proposals or bids were not accepted and return bid bonds, i
f applicable; and
6. Maintain copies of the losing proposals or bids in accordance with the City’s document retention schedule.
Project Manager Responsibilities for Bid Opening:
1. Be Present at Bid Opening; and
2. With City Clerk, check submitted Bid Documents for completion during Bid Opening, using Bid Opening Checklist to determine which bidders were responsive.
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RFP Process
The purpose of this section is to detail the phases associated with the formal contracting process for large dollar professional services, including RFP requirements and procedures.
I. Request For Proposal
A standard form RFP Template has been developed for use in selection of a consultant, which includes the City’s standard form agreement provided by the Purchasing Coordinator to the responsible department.
The standard form RFP has been written for flexibility and fits most services. However, if needed, a modified RFP can be developed dependent upon approval by the Purchasing C
oordinator, City Attorney, and City Manager. Modifications may include additional requirements, such as product demonstrations or site visits, necessary for a thorough under
standing of the proposal. Any changes to the standard form RFP must be submitted in red-line form to the City Attorney for review and approval prior to sending to the City Manager for approval.
The R
FP will require information relating to a professional services provider’s qualifications as they relate to the project, in addition to the prequalification information. If no prequalification has occurred, the RFP will require general and project-specific qual
ifications. A Project Manager may choose to publicly release a draft scope of work for comments and questions from prospective vendors prior to drafting and finalizing the RFP and summitting it for City Manager approval to release the solicitation.
I
I. Request to Solicit RFP
Following the drafting of the RFP, the Project Manager shall solicit City Manager approval to post the solicitation. The memorandum should include the components in the Memo for Solicitation Template.
Solicit Proposals from Qualified Consultants
In some instances, a department may decide to establish a list of prequalified consultants.
In those instances, an RFP is distributed to prequalified consultants at the time the service is required. The RFQ / Prequalification Process specifies the proceed of selecting pr
equalified consultant and distributing an RFP to fulfill the formal procurement requirements per the Lake Forest Municipal Code.
In all other cases, notice of the RFP shall be disseminated by the broadest means possible.
For example, notices should be sent to previous consultants used by the City (provided t
heir performance meets the requirements of the City), firms shown in listings or ads in professional journals/magazines, listings, or ads in Western Cities, those who have sent a letter to the City or otherwise contacted the City, and those on the City’s vendor list. Notices shall be posted online and be accessible via the City’s website at www.lakeforestca.gov/proposals. The Finance and Public Works Departments keep a consultant list as an additional resource.
A copy of the RFP is posted on the City’s website at www.lakeforestca.gov/proposals for minimum of three (3) weeks, through the online bidding and proposal submission platform.
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for their service category. This period is used as a guideline; therefore, a Project Manager may opt to change the period beyond the three (3) weeks, subject to approval from the City Manager. A list of those who were sent the RFP should be maintained as documentation and in case of clarifications and/or changes to the RFP.
During the 3-week period prospective vendors may ask questions or seek clarification on the RFP. Any answers must be provided to all vendors who have an interest in the RFP as an addendum posted on the City’s website with notifications sent to all vendors who received the initial notification or subsequently contacted the City or answered through the Q & A Portal of the online bidding and proposal platform. If the scope is complex, the Project Manager may require a proposer meeting to answer questions or provide additional details with all prospective vendors present.
The standard form RFP requires the responders to state any requested exceptions or changes to the RFP and the City’s standard form agreement. Exceptions or changes not identified in the response to the RFP will not be considered by the City.
III. Review of Proposals and Selection
All proposals are to be received by the submission deadline by either the City Clerk or a designated representative. Most proposals consist of a main or technical proposal and a cost proposal. The cost proposal shall be submitted in a separate and sealed envelope or using the sealed cost file feature on the e-procurement software to remain sealed until the qualitative review is completed.
The City Clerk retains one copy, paper or electronic, of the proposal from each consultant.
The Project Manager’s department, which shall supervise and evaluate the services, takes all other copies, and begins the evaluation process. The sealed cost proposals are given to the Purchasing Coordinator and opened with the Project Manager at the end of the qualitative review. All documents generated during the evaluation process (i.e., proposal scoring sheets, interview scoring sheets, etc.) must be organized and retained according to the City’s document retention schedule.
A. General Review
With the assistance of the Purchasing Coordinator, the Project Manager will determine if the consultant submitted all required items, completed their response in the format specified in the RFP, and noted exceptions or changes to the RFP and/or agreement. If the consultant did not submit all required items or respond in the specified format, the consultant may be eliminated from further consideration. Additionally, based on the exceptions or changes to the RFP and/or agreement submitted by a proposer, staff may also eliminate the proposer from further consideration.
B. Proposal Review
A detailed analysis of each consultant’s qualifications and proposal is conducted by the City Manager approved, multi-department Selection Committee composed of a minimum of three (3) members. The Purchasing Coordinator does not score technical proposals but serves as an advisor to the Selection Committee. One of the panelists must be from the department issuing the RFP. If the estimated value of the contract exceeds $50,000, at least one Department Director must serve on the Selection Committee. If the value of the Item: 9
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contract is less than $50,000, and there is reason to believe the results of the evaluation process will be contested or discussed at a City Council meeting, at least one Department Director must serve on the Selection Committee. Prior to evaluation by the Selection Committee, the Project Manager and Purchasing Coordinator will ensure the mandatory elements were met (licenses, absence of conflicts of interest, letter of transmittal and conformance to the RFP instructions). Each person selected to perform the review is to thoroughly read the proposals and score each firm considered for qualitative review, pursuant to the Project Proposal Evaluation Criteria in the approved RFP, which includes:
i. Key Personnel: Quality of the firm’s professional personnel assigned to the engagement and references on similar projects;
ii. Project Management/Schedule: Allocation of resources and project management tools and resources;
iii. Scope of Services: Understanding of the work to be done and appropriateness of services;
iv. Experience: Firm’s past experience and performance on prior similar engagements; and
v. Proposal Quality: Overall quality of the proposal documents.
Qualitative proposals will have a maximum score of 100 points. The Department Director or the Project Manager will assign the maximum weight of each criterion, i. through v., above, based upon the importance of each criterion with regard to the type of services required. The Proposal Evaluation Form may be customized by the Project Manager to fit the nature of the project or service required.
A minimum average score of 60 points is required to pass the Proposal Review and to qualify for an Oral Presentation or Interview.
C. Oral Presentations/Interviews and Final Qualitative Evaluation The Selection Committee shall request oral presentations of all firms with a minimum average score of 60 points (60%) points from the qualitative review. Oral presentations will provide firms with an opportunity to answer any questions the Selection Committee may have on the firm’s project proposal.
The maximum points assigned to interviews shall be 160 points. The interview process is a valuable tool to assess the communication skills and professional demeanor of proposed project personnel. The final qualitative evaluation score is arrived at independently from the Proposal Review score, and the two may differ significantly. The final Qualitative Evaluation Score does not include the Proposal Review score used to qualify firms for an interview. This final evaluation score is intended to address a firm’s overall approach, including technical knowledge, preparation, experience, and communication. Staff shall consider both the qualitative proposal and the oral presentation/interview in their evaluation of each firm and following the completion of vendor interviews.
Each member of the Selection Committee is to evaluate each interviewed firm’s approach based on the following criteria:
i. Vendor Communication: ability of firm’s team members to communicate to the Selection Committee clearly and concisely;
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ii. Project Understanding: Demonstration of firm’s understanding of the project; iii. Technical Knowledge: Demonstration of firm’s technical knowledge as it applies to the project;
iv. Key Personnel: Interpersonal skills of key personnel; and v. Meeting Preparation: Firm’s preparedness in answering questions and demonstrating knowledge of the project.
At the conclusion of each of the interviews, the Project Manager shall offer each interviewed firm the opportunity to submit a Revised Cost Proposal. This step is not intended to require the Project Manager to enter contract negotiations with each interviewed firm. Rather, this step is intended to provide each interviewed firm an opportunity to refine its cost proposal after oral presentations. Each firm will have at least three (3) business days from the date of their interview to submit a Revised Cost Proposal or to indicate in writing that their original cost proposal is to be opened and reviewed.
Depending on the complexity of the procurement, the Revised Cost Proposal time frame shall be determined by Project Manager and Purchasing Coordinator. Revised Cost Proposal submissions must be submitted to the Purchasing Coordinator only, to ensure that cost does not influence the final qualifications-based scores from Selection Committee members.
If one of the Selection Committee members is unable to attend the interview unexpectedly, an employee with subject knowledge of the project may act as a substitute for all interviews for the RFP and the original unavailable Selection Committee member will only score the technical proposal.
D. Review of Cost Proposal
The cost proposal (either the originally submitted proposal or the Revised Cost Proposal) is opened for each consultant who has received an average score of at least 60 (60%) points after the Proposal Review and that participated in the Oral Presentation/Interview Phase.
Cost proposals may not be opened until all firms have either submitted a Revised Cost Proposal, indicated in writing that its original cost proposal is to be opened and reviewed as the Revised Cost Proposal, or the Revised Cost Proposal submission deadline has passed.
In addition, the Purchasing Coordinator must receive all final Qualitative Evaluation Scores from the Selection Committee prior to the opening of cost proposals.
Cost proposals are scored following the completion of the Qualitative Evaluation portion of the RFP evaluation process. Cost proposals may not be opened prior to the receipt of final Qualitative Evaluations scores from each member of the Selection Committee. The cost proposal is weighted at 20% of the available 200 points and the firm with the lowest cost is assigned maximum point value. The remaining firms’ points are calculated by dividing the lowest cost proposal by the cost proposal being evaluated. That percentage is applied to the maximum number of points available for the cost proposal (40 points for each Selection Committee evaluator). Cost proposals should remain confidential and should not be disclosed to proposers.
Prior to submitting an agenda report to City Council, the department shall negotiate agreement terms with the recommended vendor and include such terms in the agreement submitted to City Council.
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E. Agreement Execution by Selected Consultant
The agreement, which is an exhibit to the RFP, is completed by the Contract Administrator, based on the contents provided by the Project Manager, and is approved by the City Attorney. The Project Manager is responsible for submitting all relevant and appropriate components for the agreement based on the RFP Scope of Work and the selected consultant’s proposal. The agreements (two [2] originals) are then submitted to the vendor for signature. Agreements requiring City Council approval must be executed by the consultant and accompanied by the appropriate insurance certificates prior to submission of the agenda report.
IV. Report to City Council
Once the vendor has been selected, all services greater than $50,000 require City Council approval before agreement execution by the City. The responsible department shall prepare an agenda report in accordance with the Agreement Approval Agenda Report Template
.
The C
ity Council retains the authority to:
1. Approve or reject the staff recommendation;
2. Reject all proposals;
3. Instruct staff to re-negotiate all or any portion of the proposed contract/agreement;
4. Seek supplemental information from any or all participating vendors; or
5. Instruct staff to reevaluate any staff determination made in the RFP process based on c
riteria contained in these Guidelines, as articulated by the City Council.
Internal Approvals
Prior to the consultant beginning the work, the City must verify that the required elements of the agreement are in place. The elements would include insurance and any other requirements that are within the agreement. The City Clerk is the last signatory to attest to the agreement and shall sign once the City has received the necessary components needed to execute the agreement, including necessary insurance documents and any other requirements in the agreement. Once the agreement is executed and all agreement requirements are resolved, the department issues the consultant a notice to proceed. The Routing and Executing Instructions shall be followed to execute the agreement.
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RFQ / Prequalification Process for Professional Services The purpose of this section is to detail the phases associated with the formal prequalification and procurement process for large dollar professional services. This section includes RFP requirements and procedures for projects utilizing a Prequalification Process.
The RFQ or Prequalification Process is most appropriate for professional services procurements that meet the following conditions:
a. Professional services are requested of consultants on an as needed basis i. Examples:
1. Peer review or completion of environmental technical studies for projects submitted to the City by external applicants
2. Capital Improvement Project and public project design services
3. Engineering services
b. Multiple projects exist or will exist that require a common and set general scope of services
c. Project-specific parameters are not known for all potential and future projects that require the common scope of services
d. Budget parameters for each project may change or fluctuate up until the project procurement process is initiated
e. Consultant team, key personnel, or consultant approach may change up until the project procurement process is initiated
The purpose of a prequalification process is to streamline the evaluation and selection process to award an agreement for the professional services required by a project.
The prequalification process should include a review of the Statement of Qualifications (“SOQs”), interviews (if necessary), and reference checks. Once a prequalification of professional service providers is conducted, notices for subsequent RFPs are sent only to the list of prequalified consultants. Standard form RFQ and RFP Templates may be used to solicit SOQs and the subsequent, project specific RFP.
I. Prequalification
A City department may establish a list of prequalified vendors for certain professional services in line with the development of the City’s budget development process. A list of Prequalified Consultants shall be approved by the City Council along with the City’s biennial operating and CIP budgets per the Financial Management and Budgetary Policy.
To generate a list of candidate vendors and select a list of prequalified vendors for a set of professional services, an RFQ shall be released publicly and open for all prospective vendors. The RFQ shall be released on the City’s e-procurement site, following the publication requirements of a formal procurement, per the Lake Forest Municipal Code.
A standard form RFQ Template has been developed for the solicitation of SOQs which shall include the City’s standard form agreement provided by the Purchasing Coordinator to the responsible department. The standard form RFQ has been written for flexibility and fits most services. However, if needed, a modified RFQ can be developed dependent upon approval by the Purchasing Coordinator, City Attorney, and City Manager. Modifications may include additional requirements, such as product demonstrations or site visits, necessary for a thorough understanding of the proposal. Any changes to the standard form Item: 9
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RFQ must be submitted in red-line form to the City Attorney for review and approval prior to sending to the City Manager for approval.
II. Request to Solicit RFQ
Following the drafting of the RFQ, the Project Manager shall solicit City Manager approval to post the solicitation. The memorandum should include the components in the Memo for Solicitation Template. The RFQ shall be released on the City’s e-procurement site, following the publication requirements of a formal procurement, per the Lake Forest Municipal Code.
Notice of the RFQ shall be disseminated by the broadest means possible. For example, notices should be sent to previous consultants used by the City (provided their performance meets the requirements of the City), firms shown in listings or ads in professional journals/magazines, listings, or ads in Western Cities, those who have sent a letter to the City or otherwise contacted the City, and those on the City’s vendor list. Notices shall be posted online and be accessible via the City’s website at www.lakeforestca.gov/proposals.
The Finance and Public Works Departments keep a consultant list as an additional resource.
A copy of the RFQ is posted on the City’s website at www.lakeforestca.gov/proposals for minimum of three (3) weeks, through the online bidding and proposal submission (e- procurement) platform. The system will send automatic notifications to vendors who have registered with the City for their service category. This period is used as a guideline; therefore, a Project Manager may opt to change the period beyond the three (3) weeks, subject to approval from the City Manager. A list of those who were sent the RFQ should be maintained as documentation and in case of clarifications and/or changes to the RFQ.
During the advertisement period prospective vendors may ask questions or seek clarification on the RFQ. Any answers must be provided to all vendors who have an interest in the RFQ as an addendum posted by the City with notifications sent to all vendors who received the initial notification or subsequently contacted the City or answered through the Q & A Portal of the online bidding and proposal platform. If the scope is complex, the Project Manager may require a proposer meeting to answer questions or provide additional details with all prospective vendors present.
The standard form RFQ requires the responders to state any requested exceptions or changes to the RFQ and the City’s standard form agreement. Exceptions or changes not identified in the response to the RFP will not be considered by the City.
The RFQ will require information relating to a professional services provider’s qualifications, rates, and costing as they relate to the professional services. Prospective vendors shall submit SOQs via the City’s e-procurement system.
III. Review of SOQ and Selection of Prequalified Consultants All SOQs are to be received by the submission deadline by either the City Clerk or a designated representative.
The City Clerk retains one copy, paper or electronic, of the SOQ from each consultant. The Project Manager’s department, which shall supervise and evaluate the services, takes all Item: 9
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other copies, and begins the evaluation process. All documents generated during the evaluation process (i.e., proposal scoring sheets, interview scoring sheets, etc.) must be organized and retained according to the City’s document retention schedule.
A. General Review
With the assistance of the Purchasing Coordinator, the Project Manager will determine if the consultant submitted all required items, completed their response in the format specified in the RFQ, and noted exceptions or changes to the RFQ and/or agreement. If the consultant did not submit all required items or respond in the specified format, the consultant may be eliminated from further consideration. Additionally, based on the exceptions or changes to the RFQ and/or agreement submitted by a proposer, staff may also eliminate the proposer from further consideration.
B. SOQ Review
A detailed analysis of each consultant’s SOQ is conducted by the City Manager approved, multi-department Selection Committee composed of a minimum of three (3) members. The Purchasing Coordinator does not score technical proposals but serves as an advisor to the Selection Committee. One of the panelists must be from the department issuing the RFP and at least one Department Director must serve on the Selection Committee.
Prior to evaluation by the Selection Committee, the Project Manager and Purchasing Coordinator will ensure the mandatory elements were met (licenses, absence of conflicts of interest, letter of transmittal, and conformance to the RFQ instructions). Each person selected to perform the review is to thoroughly read the proposals and score each firm, pursuant to the SOQ Evaluation Criteria in the approved RFQ, which includes:
a. Expertise and Experience:
i. The firm’s past experience and performance on comparable private or government engagements.
ii. The quality of the firm’s professional personnel to be assigned to the engagement.
iii. The quality of the firm’s management support personnel to be available for technical consultation.
SOQs will have a maximum score of 100 points. A minimum average score of 60 points is required to pass the SOQ Review and to qualify as a prospective Prequalified Vendor for a set of professional services.
Vendors receiving a prequalification score of 60 or above shall be recommended for the Prequalification List to be approved by the City Council prior to the beginning of the following Biennial Budget Cycle. A prequalification process must be initiated to allow enough time for the RFQ solicitation, the review of SOQ submissions, and the selection and vetting of vendors receiving a minimum average score. The Project Manager shall submit the list of recommended vendors to the City Council for approval and finalization of the Prequalified Vendor List. Approved Prequalified Vendor Lists are valid for the length of the City’s two-year budget cycle.
IV. RFP Process for Prequalified Vendors
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Should the City seek to solicit professional services from a Prequalified Vendor List, the Project Manager shall prepare and release an invitation only RFP per the following procedures.
1. RFP shall be drafted to include request for project-specific technical proposal and cost proposal.
2. R
FP does not require City Manager approval for solicitation unless the project is anticipated to cost more than $50,000.
3. All Approval levels shall be respected for each individual project agreement resulting f
rom an RFP.
4. RFP shall be posted for submission by invitation only (to include all Prequalified Vendors for the set of services) for a minimum of 10 calendar days.
5. Submission of technical proposal and cost proposal shall be separate with the cost proposal submitted in a separate and sealed envelope or using the sealed cost file f
eature on the e-procurement software.
6. A minimum of three (3) proposals are required to move forward with the invitation-only RFP process. If less than three (3) proposals are received, a public RFP shall be used t
o procure the services, following the standard RFP Process.
A standard form Invitation-Only RFP Template has been developed for the solicitation of RFPs from the City’s establish Prequalified Vendor List. The RFP shall include the City’s standard form agreement provided by the Purchasing Coordinator to the responsible department. The standard form Invitation-Only RFP Template has been written for flexibility and fits most appropriate professional services. However, if needed, a modified RFP can be developed dependent upon approval by the Purchasing Coordinator, City Attorney, and City Manager. Modifications may include additional requirements, such as product demonstrations or site visits, necessary for a thorough understanding of the proposal. Any changes to the standard form Invitation-Only RFP Template must be submitted in red-line form to the City Attorney for review and approval prior to sending to the City Manager for approval.
All proposals are to be received by the submission deadline by either the City Clerk or a designated representative. Proposals shall consist of a main or technical proposal and a sealed cost proposal. The cost proposal should be submitted in a separate and sealed envelope or using the sealed cost file feature on the e-procurement software.
The City Clerk retains one copy, paper or electronic, of the proposal from each consultant.
The Project Manager’s department, which shall supervise and evaluate the services, takes all other copies, and begins the evaluation process. The sealed cost proposals are given to the Purchasing Coordinator and opened with the Project Manager at the end of the qualitative review. All documents generated during the evaluation process (i.e., proposal scoring sheets, interview scoring sheets, etc.) must be organized and retained according to the City’s document retention schedule.
A. General Review
With the assistance of the Purchasing Coordinator, the Project Manager will determine if a consultant submitted all required items, completed their response in the format specified in the RFP, and noted exceptions or changes to the RFP and/or agreement. If the consultant did not submit all required items or respond in the specified format, the consultant may be Item: 9
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eliminated from further consideration. Additionally, based on the exceptions or changes to the RFP and/or agreement submitted by a proposer, staff may also eliminate the proposer from further consideration.
B. Proposal Review
A detailed analysis of each consultant’s qualifications and proposal is conducted by the Project Manager approved, intra-department Selection Committee composed of a minimum of three (3) members. The Purchasing Coordinator does not score technical proposals but may serve as an advisor to the Selection Committee. If the estimated value of the contract exceeds $50,000, at least one Department Director must serve on the Selection Committee. Each person selected to perform the review is to thoroughly read the proposals and score each prequalified firm considered for qualitative review, pursuant to the Project Proposal Evaluation Criteria in the approved RFP, which includes:
vi. Key Personnel: Quality of the firm’s professional personnel assigned to the engagement and references on similar projects;
vii. Project Management/Schedule: Allocation of resources and project management tools and resources;
viii. Scope of Services: Understanding of the work to be done and appropriateness of services;
ix. Experience: Firm’s past experience and performance on prior similar engagements; and
x. Proposal Quality: Overall quality of the proposal documents.
Qualitative proposals will have a maximum score of 160 points. The Department Director or the Project Manager will assign the maximum weight of each criterion, i. through v., above, based upon the importance of each criterion with regard to the type of services required. The Proposal Evaluation Form may be customized by the Project Manager to fit the nature of the project or service required.
A minimum average score of 96 points is required to pass the Proposal Review and to qualify for an Optional Oral Presentation or Interview. In the event that an Oral Presentation or Interview is not requested or required, the Proposal Review Score shall serve as the Final Qualitative Evaluation.
C. Oral Presentations/Interviews and Final Qualitative Evaluation The Selection Committee shall have the option to request oral presentations of all firms with a minimum average score of 96 points (60%) points from the qualitative proposal review. Oral presentations are required for projects that are estimated to cost more than $50,000. Oral presentations will provide firms with an opportunity to answer any questions the Selection Committee may have on the firm’s project proposal. Oral presentations or interviews are required for projects anticipated to be contested or discussed at a City Council Meeting.
The maximum points assigned to interviews shall be 160 points. The interview process is a valuable tool to assess the communication skills and professional demeanor of proposed project personnel. The final qualitative evaluation score is arrived at independently from the Proposal Review score, and the two may differ significantly. In the event that the Item: 9
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Selection Committee conducts Interviews, the final Qualitative Evaluation Score does not include the Proposal Review score used to qualify firms for an interview. This final evaluation score is intended to address a firm’s overall approach, including technical knowledge, preparation, experience, and communication. Staff shall consider both the qualitative proposal and the oral presentation/interview in their evaluation of each firm and following the completion of vendor interviews.
Each member of the Selection Committee is to evaluate each interviewed firm’s approach based on the following criteria:
vi. Vendor Communication: ability of firm’s team members to communicate to the Selection Committee clearly and concisely;
vii. Project Understanding: Demonstration of firm’s understanding of the project; viii. Technical Knowledge: Demonstration of firm’s technical knowledge as it applies to the project;
ix. Key Personnel: Interpersonal skills of key personnel; and x. Meeting Preparation: Firm’s preparedness in answering questions and demonstrating knowledge of the project.
At the conclusion of each of the interviews, the Project Manager shall offer each interviewed firm the opportunity to submit a Revised Cost Proposal. This step is not intended to require the Project Manager to enter contract negotiations with each interviewed firm. Rather, this step is intended to provide each interviewed firm an opportunity to refine its cost proposal after oral presentations. Each firm will have at least three (3) business days from the date of their interview to submit a Revised Cost Proposal or to indicate in writing that their original cost proposal is to be opened and reviewed.
Depending on the complexity of the procurement, the Revised Cost Proposal time frame shall be determined by Project Manager and Purchasing Coordinator. Revised Cost Proposal submissions must be submitted to the Purchasing Coordinator only, to ensure that cost does not influence the final qualifications-based scores from Selection Committee members.
If one of the Selection Committee members is unable to attend the interview unexpectedly, an employee with subject knowledge of the project may act as a substitute for all interviews for the RFP and the original unavailable Selection Committee member will only score the technical proposal.
D. Review of Cost Proposal
The cost proposal (either the originally submitted proposal or the Revised Cost Proposal) is opened for each consultant who has received an average score of at least 96 (60%) points after the Proposal Review and that participated in the Oral Presentation/Interview Phase. If no Interviews are conducted, then the cost proposals for all firms with an average score of 96 (60%) points after the Proposal review shall be opened and compared.
Cost proposals may not be opened until all firms have either submitted a Revised Cost Proposal following Interviews, indicated in writing that its original cost proposal is to be opened and reviewed as the Revised Cost Proposal, or the Revised Cost Proposal submission deadline has passed. In addition, the Purchasing Coordinator must receive all Item: 9
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final Qualitative Evaluation Scores from the Selection Committee prior to the opening of cost proposals.
Cost proposals are scored following the completion of the Qualitative Evaluation portion of the RFP evaluation process. Cost proposals may not be opened prior to the receipt of final Qualitative Evaluations scores from each member of the Selection Committee. The cost proposal is weighted at 20% of the available 200 points and the firm with the lowest cost is assigned maximum point value. The remaining firms’ points are calculated by dividing the lowest cost proposal by the cost proposal being evaluated. That percentage is applied to the maximum number of points available for the cost proposal (40 points for each Selection Committee evaluator). Cost proposals should remain confidential and should not be disclosed to proposers.
Prior to submitting an agenda report to City Council, the department shall negotiate agreement terms with the recommended vendor and include such terms in the agreement submitted to City Council.
E. Agreement Execution by Selected Consultant
The agreement, which is an exhibit to the RFP, is completed by the Contract Administrator, based on the contents provided by the Project Manager, and is approved by the City Attorney. The Project Manager is responsible for submitting all relevant and appropriate components for the agreement based on the RFP Scope of Work and the selected consultant’s proposal. The agreements (two [2] originals) are then submitted to the vendor for signature. Agreements requiring City Council approval must be executed by the consultant and accompanied by the appropriate insurance certificates prior to submission of the agenda report.
V. Report to City Council
Once the vendor has been selected, all services greater than $50,000 require City Council approval before agreement execution by the City. The responsible department shall prepare an agenda report in accordance with the Agreement Approval Agenda Report Template.
The City Council retains the authority to:
1. Approve or reject the staff recommendation;
2. Reject all proposals;
3. Instruct staff to re-negotiate all or any portion of the proposed contract/agreement;
4. Seek supplemental information from any or all participating vendors; or
5. Instruct staff to reevaluate any staff determination made in the RFP process based on criteria contained in these Guidelines, as articulated by the City Council.
Internal Approvals
Prior to the consultant beginning the work, the City must verify that the required elements of the agreement are in place. The elements would include insurance and any other requirements that are within the agreement. The City Clerk is the last signatory to attest to the agreement and shall sign once the City has received the necessary components needed to execute the agreement, including necessary insurance documents and any other Item: 9
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requirements in the agreement. Once the agreement is executed and all agreement requirements are resolved, the department issues the consultant a notice to proceed. The Routing and Executing Instructions shall be followed to execute the agreement.
Routing and Executing Instructions
To rou
te and execute an Agreement, Project Manager compiles and submits to the City Clerk’s Office (in order):
1. City Clerk’s Office Processing Form;
2. Documentation (refer to Approval Levels Summary to determine what documentation is needed based on the procurement process and approval level required for an agr
eement):
a. Memo to the Department Director
OR
b. Memo to the City Manager
OR
c. Agenda Report to City Council.
3. Attachments to support Procurement Documentation, which may include any one of t he
f
ollowing:
a. Completed and signed (by Department Director and Project Manager) QDF with at
tached quotes
b. Bid Tabulation Results
c. Request For Proposals Evaluation Summary
4. References Check (if applicable), and;
5. Two (2) vendor-signed agreements (following the Vendor Signature Requirements), and Certificates of Insurance (as applicable, if required by agreement).
The C
ity Clerk shall finish routing the agreement for approval and execution. a. The City clerk shall publish the agenda item once it has been reviewed an d appr
oved by the Department Director, Director of Finance, and City Manager. b. The City Clerk’s Office shall review agreements and insurance documents to update agreement entry in Contract Management software. c. The City Clerk is responsible for completing the execution of an agreement following its approval by the City Council.
d. The City Clerk is responsible for notifying contractors whose bids were not accepted and return bid bonds following execution of City Council approv ed
c
ontract.
e. The City Clerk maintains copies of the losing bids in accordance with the City’s document retention schedule.
f. The City Clerk sends one fully executed original contract/agreement to th e
v
endor via mail and one is filed.
g. The City Clerk sends an electronic copy of the fully executed agreement to the Project Manager, City Attorney, and Contract Administrator.
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Following the receipt of the executed agreement, the department authorizes the vendor to commence work or issues the consultant a notice to proceed. If a vendor requires a purchase order, a purchase requisition is to be prepared by the department administering the agreement and submitted to the Finance Department (see Purchase Requisitions and Purchase Orders).
Vendor Signature Requirements
The following listing includes the number and types of signatures needed for each type of vendor that may enter into an agreement with the City. The Project Manager is responsible for providing the appropriate information to determine the number and types of signatures needed, based on the types of vendor structures listed below. The Project Manager should communicate to the Contract Administrator if the vendor’s structure does not follow or is exempt from any of the structures listed below. The Contract Administrator shall draft the agreement with the appropriate spaces for vendor’s signature(s) based on the information provided by the Project Manager.
1. Corporation:
a. Two signatures required, one from each category as follows:
1) Chairman of the Board, President, or Vice President; and 2) Secretary, Assistant Secretary, Chief Financial Officer, or Assistant Treasurer.
2. Limited Liability Company:
a. Two signatures required, one from each category as follows:
1) Chairman of the Board, President, or Vice President; and 2) Secretary, Assistant Secretary, Chief Financial Officer, or Assistant Treasurer.
3. Partnership:
1) One signature from any partner of the Partnership.
4. Limited Partnership:
1) One signature from one of the General Partners of the Limited Partnership.
5. Sole Proprietorship:
1) One signature from the individual doing business under a fictitious name.
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3 ATTACHMENT 2
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3 ORDINANCE NO. _______
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF LAKE FOREST, CALIFORNIA, AMENDING
CHAPTERS 3.12 AND 3.13 OF THE LAKE FOREST
MUNICIPAL CODE CONCERNING THE PROCUREMENT
OF GOODS, SERVICES AND PUBLIC PROJECTS
WHEREAS, Chapter 3.12 of the Lake Forest Municipal Code (“LFMC”) sets forth certain procedures for the purchase of goods or services by the City; WHEREAS, Chapter 3.13 of the LMFC sets forth certain procedures for the procurement of public projects by the City;
WHEREAS, certain adjustments must be made to Chapters 3.12 and 3.13 of the LMFC to address the following: (1) electronic submission of responses to City solicitations; (2) clarifying the City Manager’s authority to approve extra work on City contracts; (3) increasing the informal purchasing threshold from $30,000 to $50,000 and (4) clarify the City’s cooperative purchasing authority; WHEREAS, the City Council desires to amend the LFMC to address the foregoing items;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAKE FOREST DOES ORDAIN AS FOLLOWS:
Section 1. Section 3.12.110 of Chapter 3.12 of the LFMC, is amended to read in full as follows (additions in underline and deletions in strikethrough):
3.12.110 Informal purchasing procedures—Supplies, equipment and non- professional services contracts.
Purchases of supplies, equipment, non-professional services, and sales of surplus property of an estimated value of ten thousand dollars ($10,000.00) to thirty fifty thousand dollars ($350,000.00) shall be made by informal procedures as described in this section.
A. The requesting department shall solicit proposals by telephone or written request to prospective vendors.
B. Informal purchases shall be based on at least three (3) proposals unless the product or service is proprietary. The order shall be awarded to the best qualified vendor, consistent with quality and delivery requirements and selection criteria set forth in Section 3.12.125 below.
C. The City Manager is authorized to award contracts and orders set forth herein.
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3 D. Proposals shall be submitted by vendors to the requesting department. The City Clerk shall keep a record of all informal orders and proposals for a period of six (6) months after placement of the order. This record, while so kept, shall be open to public inspection.
Section 2. Section 3.12.120 of Chapter 3.12 of the LFMC, is amended to read in full as follows (additions in underline and deletions in strikethrough):
3.12.120 Formal purchasing procedures—Supplies, equipment and non- professional services contracts.
Purchases of supplies, non-professional service contracts, equipment, and the sale of surplus property of estimated value of thirty fifty thousand one dollars ($350,001.00) or more shall be let by the formal procedures set forth herein.
A. Notices inviting formal proposals from vendors shall be mailed sent no later than ten (10) calendar days before the submission date for formal proposals. The notices shall describe the commodities or services in general terms, how to obtain more detailed information, and state the time and place for submission of sales proposals.
B. The notice shall be published at least ten (10) calendar days before the date of opening of the proposals, the method or detail of which shall be outlined in administrative regulations adopted by the City Council.
Notice shall be published in a newspaper of general circulation, printed and published in the City or, if there is none, it shall be posted in at least three (3) public places in the City that have been designated by ordinance as the places for placing public notices.
C. The City Clerk shall also post a notice of pending purchases or sales on a public bulletin board at City Hall.
D. Sealed sales proposals shall be submitted to the City Clerk and shall be identified as such on the envelope. Sales proposals shall be opened in public by the City Clerk or designee at the time and place stated in the public notices. A tabulation of all sales proposals shall be open for public inspection during regular business hours for a period of not less than thirty (30) calendar days after the opening.
EC. The City Manager is authorized to award contracts in an amount of fifty thousand dollars ($50,000.00) or less. For multi-year contracts, the fifty thousand dollar ($50,000.00) authority shall apply per year for the contract term, up to a maximum of one hundred fifty thousand dollars ($150,000.00). With the exception of the aforementioned multi-year contracts, all contracts in excess of fifty thousand dollars ($50,000.00) Item: 9
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3 shall be awarded by City Council.
FD. Contracts shall be awarded by the City Council to the best qualified vendor except as otherwise provided in this chapter. The decision of the City Manager/City Council shall be final.
GE. In its discretion, the City Manager/City Council may reject any sales proposals, abandon the purchase or readvertise. After rejecting all sales proposals, the City Council may either readvertise or adopt a resolution by a four-fifths majority declaring that the materials or supplies can be furnished at a lower price in the open market and may award the contract in the open market without further complying with this section.
HF. If two (2) or more sales proposals received are the same and lowest, the City Manager/City Council may accept the one it chooses.
IG. If no sales proposals are received, the contract may be let in the open market or by the informal procedures set forth in this chapter.
JH. The City Manager/City Council shall have the right to waive any defect or informality in the sales proposals or in the procedures set forth in this section. No defect or informality shall void any contract entered into.
Section 3. Section 3.12.135 of Chapter 3.12 of the LFMC, is amended to read in full as follows (additions in underline and deletions in strikethrough):
3.12.135 Cooperative purchases
The City may, subject to any applicable statutory or funding restrictions limits and policies set forth in this chapter, make purchases for any goods or services by contracts established by other public agencies, including, but not limited to, cooperative purchase agreements, piggyback contracting, and multiple award schedules, provided the contract was awarded or established following a competitive selection process. The City also, subject to any applicable statutory or funding restrictions, may make purchases for any good or services from another public agency or agencies.
Section 4. Section 3.12.140 of Chapter 3.12 of the LFMC, is amended to read in full as follows (additions in underline and deletions in strikethrough):
3.12.140 Amendments and change orders
Following the award of a procurement contract for materials, supplies, Item: 9
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3 equipment or nonprofessional service contracts pursuant to Sections
3.12.110 and 3.12.120, the contract may be amended by the issuance of a change order or amendment, provided the change which is the subject of the change order or amendment is reasonably related to the scope of the original contract. The requesting department will maintain control relative to the scoping, estimating, and negotiating of the proposed change(s) and the Director of Finance will certify the availability of funds for the proposed change in the event that the change order increases the contract cost.
Unless the City Council sets a separate limit, any change orders or amendments which result in a total contract price of fifty thousand dollars ($50,000.00) or less may be approved by the City Manager. Unless the City Council sets a lower limit separate limit, change orders or amendments for contracts pursuant to Section 3.12.120, which results in a total contract price not to in the aggregate do not exceed ten (10) percent of the original contract price may be approved by the City Manager. Any change orders or amendments for contracts pursuant to Section 3.12.120 which results in a total contract price in excess of the foregoing ten (10) percent of the original contract price threshold must be approved by the City Council.
Section 5. Section 3.12.165 of Chapter 3.12 of the LFMC, is amended to read in full as follows (additions in underline and deletions in strikethrough):
3.12.165 Amendments to professional service contracts
Contracts for professional services pursuant to Section 3.12.160 may be amended by the issuance of a written amendment, provided the change which is the subject of the amendment is reasonably related to the scope of the original contract. The requesting department will maintain control relative to the scoping, estimating, and negotiating of the proposed change(s), and the Director of Finance will certify the availability of funds for the proposed change in the event that the amendment increases the contract cost. Unless the City Council sets a lower limit separate limit, any amendment which results in a total contract price of fifty thousand dollars ($50,000.00) or less may be approved by the City Manager. Unless the City Council sets a separate limit, for amendments to contracts for professional services in excess of fifty thousand dollars ($50,000.00), any amendment which results in a total contract price not to in the aggregate do not exceed ten (10) percent of the original contract price may be approved by the City Manager. Any amendments which results in a total contract price in excess of are in excess of the foregoing ten (10) percent of the original contract price threshold must be approved by the City Council.
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3 Section 6. Section 3.12.150 of Chapter 3.12 of the LFMC, is amended to read in full as follows (additions in underline and deletions in strikethrough):
3.12.150 Exemptions from formal contract procedure.
A. Purchases of goods or nonprofessional service contracts in an amount of thirty fifty thousand one dollars ($350,001.00) or more which can be obtained from only one (1) source may be made by the City Manager without advertising and after approval by the City Council.
B. The City Council may authorize purchase of supplies, equipment and non-professional service contracts without complying with the above procedures when in the opinion of the City Council compliance with the procedures is not in the best interest of the City.
C. The City Manager may authorize emergency purchases of supplies, equipment or non-professional service contracts. For the purpose of this chapter, emergency purchases are those procurements required to prevent the immediate interruption or cessation of necessary City services or to safeguard life, property or the public health and welfare.
Section 7. A new Section 3.12.170 of Chapter 3.12 of the LFMC, is added as follows:
3.12.170 Electronic Submission
Wherever hard copy bids, proposals or other responses to City solicitations are required in this chapter, the City may elect to substitute in and allow for electronic and/or digital bid, proposal or alternative responses pursuant to instructions specified by the City in the solicitation document.
Section 8. Section 3.13.085 of Chapter 3.13 of the LFMC, is amended to read in full as follows (additions in underline and deletions in strikethrough):
3.13.085 Change orders
Following the award of a contract pursuant to this chapter, the contract may be amended by the issuance of a change order, provided the change which is the subject of amendment is reasonably related to the scope of the original contract. The requesting department will maintain control relative to the scoping, estimating, and negotiating of the proposed change(s) and the Director of Finance will certify the availability of funds for the proposed change in the event that the change order increases the contract cost. Unless the City Council sets a lower separate limit, change orders for projects pursuant to Section 3.13.070 which result in a total Item: 9
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3 contract price of two hundred thousand dollars ($200,000.00), or the informal bidding amount as increased pursuant to the California Uniform Construction Cost Accounting Act, or less may be approved by the City Manager. Any change orders for projects contracted for pursuant to Section 3.13.070 which results in a total contract price greater than two hundred thousand dollars ($200,000.00), or the informal bidding amount as increased pursuant to the California Uniform Construction Cost Accounting Act, shall be approved by the City Council. Unless the City Council sets a lower separate limit, change orders for projects contracted for pursuant to Section 3.13.080, which in the aggregate do not exceed ten (10) percent of the original contract price may be approved by the City Manager. Any change orders for projects pursuant to Section 3.13.080 which results in a total contract price are in excess of the foregoing ten (10) percent of the original contract price shall threshold must be approved by the City Council.
Section 9. A new Section 3.13.095 of Chapter 3.13 of the LFMC, is added as follows:
3.13.095 Electronic Submission
Wherever hard copy bids, proposals or other responses to City solicitations are required in this chapter, the City may elect to substitute in and allow for electronic and/or digital bid, proposal or alternative responses pursuant to instructions specified by the City in the solicitation document.
Section 10. The City Clerk shall certify as to the adoption of this Ordinance and shall cause a summary thereof to be published within fifteen (15) days of the adoption and shall post a certified copy of this Ordinance, including the vote for and against the same, in the Office of the City Clerk, in accordance with Government Code Section 36933.
PASSED, APPROVED, AND ADOPTED this ___ day of _______, 2022.
ROBERT PEQUENO
MAYOR
ATTEST:
LISA BERGLUND
CITY CLERK
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3 APPROVED AS TO FORM:
MATTHEW E. RICHARDSON
CITY ATTORNEY
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3 COUNTY OF ORANGE ) SS
CITY OF LAKE FOREST )
I, Lisa Berglund, City Clerk of the City of Lake Forest, California do hereby certify that the foregoing Ordinance No. ____ was duly introduced and placed upon its first reading at a regular meeting of the City Council on the ___ day of ___________ 2022, and thereafter, said Ordinance was duly adopted and passed at a regular meeting of the City Council, by the following vote, to wit:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
LISA BERGLUND, MPA
CITY CLERK
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ATTACHMENT 3
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October 2019
Purchasing and Contracting
Guidelines
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33 TABLE OF CONTENTS
1. INTRODUCTION TO PURCHASING AND CONTRACTING GUIDELINES ........................................... 5
2. INFORMAL CONTRACTING/PURCHASING PROCESS FOR SMALL DOLLAR CONTRACTS/AGREE- MENTS/PURCHASES .............................................................................................................................................15
3. FORMAL CONTRACTING/PURCHASING PROCESS FOR LARGE DOLLAR NON-PROFESSIONAL SERVICES/EQUIPMENT/SUPPLIES (PURCHASES OVER $30,000) AND VEHICLE MAINTENANCE/ REPLACEMENT/PURCHASE ...............................................................................................................................31
4. FORMAL CONTRACTING PROCESS FOR LARGE DOLLAR PROFESSIONAL SERVICES: RFP/RFQ REQUIREMENTS AND PROCEDURES .............................................................................................................41
5. FORMAL CONTRACTING PROCESS FOR PUBLIC PROJECTS ...................................................................56
6. CONTRACT AMENDMENT/CHANGE ORDERS .............................................................................................66
7. CONTRACT MANAGEMENT .............................................................................................................................78
8. MISCELLANEOUS PURCHASING .....................................................................................................................79 APPENDIX ................................................................................................86 STANDARD FORM CONTRACTS/AGREEMENTS ................................................................................................86 MODEL AGREEMENT CHECKLIST ..........................................................................................................................87 CITY MANAGER APPROV AL MEMO TEMPLATE ................................................................................................88 CITY MANAGER MEMO AUTHORIZATION TO SOLICIT TEMPLATE ..........................................................90
QUOTE DOCUMENTATION FORM
PROFESSIONAL & NON-PROFESSIONAL SERVICES/EQUIPMENT/SUPPLIES .....................................92
QUOTE DOCUMENTATION FORM
PUBLIC PROJECTS .................................................................................................................................................94 STANDARD FORM REQUEST FOR QUALIFICATIONS (RFQ) ...........................................................................96
PUBLIC WORKS DEPARTMENT
DESIGN TEAM CONSULTANT SELECTION PROCEDURE .........................................................................107 PROPOSAL EV ALUATION FORM ..............................................................................................................................111 CONTRACT TRACKING FORM................................................................................................................................. 112 CONTRACTOR/CONSULTANT/VENDOR ASSESSMENT ...................................................................................113 CONTRACT DURATIONS ...........................................................................................................................................115 Item: 9
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55 1
1. INTRODUCTION TO PURCHASING AND CONTRACTING GUIDELINES What are the goals of these Guidelines?
The Purchasing and Contracting Guidelines (“Guidelines”) document the procedures and associated roles and responsibilities for purchasing/contracting with consultants/contractors/ vendors for the provision of goods and services for the City of Lake Forest (“City”) and its residents. These guidelines aim to increase the accuracy and efficiency of implementing and monitoring the purchasing and contracting processes.
Who are these Guidelines for?
The Guidelines are distributed to all departments and should be used as a reference by anyone responsible for purchasing or contracting with consultants/contractors/vendors. The Lake Forest Municipal Code establishes the role of the Purchasing Officer in overseeing all purchasing functions. These Guidelines also define the roles and responsibilities of the Initiator/Project Manager, the Contract Administrator, the Purchasing Coordinator, and the City Clerk in the purchasing and contracting process.
• The City Manager has designated the Director of Finance as the “Purchasing Officer.” • The City Manager has designated the Director of Finance as the “Contract Administrator.” • Authority for establishing these policies and procedures is found in Chapters 3.12 and 3.13 of the Lake Forest Municipal Code.
How often are the Guidelines updated?
The Guidelines are reviewed regularly and updated as needed. All changes to the Guidelines are subject to the written approval of the City Manager and the City Council.
What are the Purchasing/Contracting processes covered in the Guidelines? A decentralized purchasing/contracting process is used for the purchasing of all non-IT related goods, capital goods, equipment, and the contracting of non-professional services, professional services, and public projects. The person requesting the goods or service (“Initiator”) seeks out potential vendors, obtains the proposals and interacts with the vendor. All IT related purchasing/ contracting is centralized through the IT Division and is subject to the Guidelines, except as noted in Chapter 8 Section F.
Budget accountability resides with the Department Directors who are responsible for ensuring their budgets stay within authorized funding levels.
Approval levels for each purchasing/contracting process are defined at the beginning of each chapter. Note that purchases/contracts/agreements only require a purchase requisition/purchase order if required by the vendor.
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What is the City’s Purchasing Philosophy?
The City’s purchasing philosophy is procuring goods and services that represent the best quality and value in an open and competitive market. The City strongly encourages broad participation in the procurement process and invites all businesses to register with the City to be notified of upcoming bids and proposals. Opportunities are advertised regularly through the City’s website and other means to encourage a wide range of respondents.
How does the City select the best qualified vendor for commodities (i.e., equipment and supplies) and non-professional services?
In determining the best qualified vendor, the Lake Forest Municipal Code (“LFMC”) specifies consideration will be given to quality and performance of the equipment or supplies or non- professional services. LFMC 3.12.125 also lists criteria to be considered including but not limited to the following:
• Cost
• Ability, capacity and skill to perform the contract or provide the supplies or services • Ability to provide the commodity or services promptly without delay or interference • Character, integrity, reputation, judgment, experience and efficiency of the vendor • Performance on previous purchases or contracts with the City • Ability to provide future maintenance repair parts and services • Current compliance with Federal and State law
In some cases, the City participates in cooperative purchasing, piggybacking, and multiple award schedule contracts, such as CALNET 2 for telecommunications services, to obtain reduced pricing.
How does the City determine the best qualified vendor for professional services? The City is required by State law (GC § 4526) to select vendors for architectural, landscape architectural, engineering, environmental services, land surveying, and construction project management services based on demonstrated competence and professional qualifications, rather than competitive bidding, and at fair and reasonable prices.
The LFMC specifies that the City shall use a request for proposal (“RFP”) procedure to determine the best qualified vendor for professional services, including those listed above, by using the procedures outlined in these Purchasing and Contracting Guidelines. Vendors are evaluated based upon four criteria which are consistent with state law:
1. Mandatory Elements - the firm is properly licensed to practice in California, has no conflict of interest, adheres to the proposal instructions and includes a Letter of Transmittal
2. Qualitative Evaluation - expertise and experience, response to the scope of work, and allocation of resources as expressed in the written proposal
3. Oral Presentation/Interview
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4. Cost
Once firms are ranked based upon quality, the staff reviews cost proposals and assigns points based on the allocation and formula as described in the RFP.
How does the City determine the best qualified vendor for public projects? (i.e., public works projects)
A Public Project is defined as construction, reconstruction, erection, alteration, renovation, painting, repainting, improvement, demolition and repair work involving any publicly owned, leased or operated facility. The City elected to become subject to the Uniform Public Construction Cost Accounting Act, set forth in Public Contract Code Sections 22000 et seq. Accordingly, LFMC 3.13.060 allows public projects of $45,000 or less to be performed by City employees by force account, negotiated contract or purchase order. For public projects between $45,001 and $175,000, the City selects the lowest responsible bidder after obtaining bids using the informal bid procedures outlined in LFMC 3.13.070. For public projects in excess of $175,000, contracts shall be awarded by the City Council to the lowest responsible bidder after obtaining bids using the formal bid process, except as otherwise provided in LFMC 3.13.
Do Lake Forest businesses receive special consideration? The City does not have a formal local preference policy as federal and state law limit the City’s ability to afford local businesses special consideration in the award of its contracts. While the City recognizes that utilizing Lake Forest vendors to provide goods and services can result in increased local economic activity and other benefits, the City’s primary goal is to obtain the best combination of quality and price in an open, competitive purchasing process.
A vendor’s location may be a factor in determining its ability to provide the commodity or service efficiently and promptly without delay. Therefore, once quality and price are assessed, Lake Forest businesses may realize some advantage of being able to provide a non-professional service promptly without delay, due to proximity.
For most professional services, State law requires the City to primarily consider experience and professional qualifications when selecting a vendor. While a vendor’s location is sometimes apparent when evaluating other factors, such as price (e.g., the extent travel expenses will add to the overall project cost), and ability to perform the services (e.g., ability to respond within a specified time period), location is not a primary selection factor. However, in situations where multiple vendors demonstrate comparable qualifications and offer identical or highly similar pricing, and/or other stated selection criteria, the City may consider the location of a business, as appropriate.
For most public works projects, the City is required by State law to select the lowest responsible, responsive bidder. As such, the City may not grant a local preference because of the clear statutory requirement that public works projects be let to the lowest responsible, responsive bidder.
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What do these Guidelines contain and how can they be used?
The guidelines are divided into the following chapters:
Chapter 1. Introduction to Purchasing and Contracting Guidelines Chapter 2. Informal Contracting/Purchasing Process for Small Dollar Contracts/Agreements/Purchases
Chapter 3. Formal Contracting/Purchasing Process for Large Dollar Non-Professional Services/Equipment/Supplies
(Purchases over $30,000) and Vehicle Maintenance/Replacement/Pur chase
Chapter 4. Formal Contracting Process for Large Dollar Professional Services: Request for Proposal (RFP)/Request for Qualifications (RFQ) Requirements and Procedures
Chapter 5. Formal Contracting Process for Public Projects
Chapter 6. Contract Amendments/Change Orders
Chapter 7. Contract Management
Chapter 8. Miscellaneous Purchasing
For users familiar with the purchasing and contracting processes, the Guidelines may be used as a checklist. For users requiring more detailed information, the Guidelines can be used as a step-by-step manual.
The Guidelines use the terms “contract” and “agreement” interchangeably throughout this document. It is intended that both terms have the same meaning.
The following icons are used throughout the Guidelines to identify sections pertaining to non- professional services/equipment/supplies, professional services, information technology, and public projects.
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Non-professional services/equipment/supplies include those activities which do not require a high degree of professional certification, specialized expertise, or unique skill, such as maintenance services.
When purchasing/contracting non-professional services/equipment/ supplies, the contract/agreement is awarded to the best qualified consultant/contractor/vendor (as outlined in Section 3.12.125 of the Lake Forest Municipal Code).
Professional services are those activities to be performed by specially trained persons or firms who provide services in connection with financial, economic, accounting, engineering, administrative or other matters involving specialized expertise or unique skills.
There is no bidding requirement for this type of service, since the person or firm is being hired based on their qualifications, not lowest price. The price, however, should be reasonable.
Information Technology (IT) related purchases (i.e. equip- ment, hardward, software, licenses, etc.) are centralized through the IT Division.
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1 A “public project”, as defined by the California Public Contract Code, is a project for the construction, reconstruction, erection, alteration, renovation, improvement, demolition, painting, repainting, or repair of any publicly owned, leased or operated facility.
In the case of a publicly owned utility system, “public project” shall include only the construction, erection, improvement, or repair of dams, reservoirs, powerplants, and electrical transmission lines of 230,000 volts and higher. “Public project” does not include maintenance work. For purposes of this section, “maintenance work” includes all of the following: (1) Routine, recurring, and usual work for the preservation or protection of any publicly owned or publicly operated facility for its intended purposes. (2) Minor repainting. (3) Resurfacing of streets and highways at less than one inch. (4) Landscape maintenance, including mowing, watering, trimming, pruning, planting, replacement of plants, and servicing of irrigation and sprinkler systems. (5) Work performed to keep, operate, and maintain publicly owned water, power, or waste disposal systems, including, but not limited to, dams, reservoirs, powerplants, and electrical transmission lines of 230,000 volts and higher.
When contracting for public projects, the contract is awarded to the lowest responsible bidder (as outlined in Section 3.13 of the Lake Forest Municipal Code).
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1 $10,000.01 to
$60,000
$60,000.01 -
$200,000
Over
$200,000*
Informal Small Dollar Process
• No bid information required (open market)
• Requires Department Director approval
• See Chapter 2
Informal Small Dollar Process
• No bid information required (open market)
• Requires City Manager approval
• See Chapter 2
Public
Projects Informal Bid Process
• Three (3) written bids documented on QDF
• Requires Department Director approval prior to
submission to City Manager
• Requires City Manager approval
• See Chapter 2
Formal Bid Process
• Formal bids required
• Requires City Council approval
• See Chapter 5
Up to $10,000
Non-Professional
Services/Equipment/
Supplies
and
Professional Services
Over $30,000
$10,000.01 -
$30,000
Informal Small Dollar Process
• No proposal information required (open market)
• Requires Department Director approval
• See Chapter 2
Informal Small Dollar Process
• Three (3) written proposals or bids documented
on QDF
• Requires Department Director approval prior to
submission to City Manager
• Requires City Manager approval
• For those services where the scope of work is
complex and involves risk to the City, use the
regular contract option
• See Chapter 2
Formal Process
• Formal proposals required
• Requires City Manager/City Council approval
• See Chapter 3 (Non-Professional Services/Equip-
ment/Supplies)
• See Chapter 4 (Professional Services)
Up to $10,000
PURCHASING/CONTRACTING OVERVIEW
* up to $212,500 if certain conditions apply, see Chapter 5 Item: 9
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1 THE CONTRACT PROCESS
Sun Mon Tue Wed Thu Fri Sat
1 2 3 4 5
6 7 8 9 10 11 12
13 14 15 16 17 18 19
20 21 22 23 24 25 26
27 28 29 30 31
How long does the process take?
About 3-4 weeks
Project Managers must should submit
their contract request at least 3 weeks in
advance.
Remember to account for potential
delays
Provide all information on the
Model Checklist (Appendix 2) and a
Staff Report or Memo to the City
Manager
Submit a request to the Contract
Administrator to prepare the
contract
Contract Administrator prepares the
contract
Contract Administrator sends the
contract to City Attorney for review
Review period may be more than 5 business
days. Ex) Utilizing a non-City contract
City Attorney approves as to form
Contract Administrator sends
attorney-approved contract to the
Project Manager w/signing
instructions
Project Manager sends attorney-
approved contract to the
vendor/consultant
Vendor/consultant reviews contract.
If applicable, negotiations and
contract changes occur
Project Manager returns contracts,
insurance documents (if applicable) and a
signed City Manager memo (if applicable)
to the Contract Administrator
Contract Administrator reviews
insurance and routes for signature to
Mayor/City Manager/Department
Head, City Attorney, and City Clerk
The time to route contracts for signature may
vary depending on availability of Mayor &
City Attorney
City Clerk sends a copy of the
executed contract to the vendor,
project manager, and file
- Professional Services
- Non-Professional Services
- Equipment & Supplies
- Public Projects
Vendor/consultant returns 3 original
contracts to the Project Manager
Note:
- For new contracts, the contract preparation deadline
is approximately 26 calendar days prior to the date of
a Council meeting.
- Contract amendments generally take approximately
14 days.
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1 ADMINISTRATIVE REVIEW AND PROCESS FOR RFP/RFB/RFQ OVER $30,000 (Process may take a minimum of 8 weeks)
Prepare draft scope of work
* Send draft scope to vendors Post draft scope on website apply “draft” watermark
Review and respond to proposer
comments (if any). Accept or reject
comments for draft RFP/RFB/RFQ
Prepare City Manager memo with
final RFP/RFB/RFQ attached
Project Manager addresses com-
ments and returns to City Manager
for approval
Review proposals/scores and
conduct interviews
Review bids and determine
lowest responsible bidder
Memo returned to City Clerk for reten-
tion. Clerk notifies project manager to
procees with advertisement
City Manager approves final
RFP/RFB/RFQ
City Manager denies final
RFP/RFB/RFQ
Submit memo and RFP/RFB/RFQ to Contract Administra-
tor for review and routing slip. Contract Administrator and Finance Director initials required for processing
Post RFP/RFB/RFQ on website and send to vendors
Select consultant/vendor, request contract, prepare
agenda report for City Council approval
Contract award, provide proposals/bids and scoring
sheets to City Clerk for retention, services begin
Send RFP/RFB/RFQ information to
Contract Administrator before noon on
Wednesday for City Manager’s Update
* Target goal: A minimum of 5 vendors must be identified to receive propoosals/bids Item: 9
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2 2. INFORMAL CONTRACTING/PURCHASING PROCESS FOR SMALL DOL-
LAR CONTRACTS/AGREEMENTS/PURCHASES
Chapter Highlights:
Types of Informal Small Dollar Contracts/Agreements/Purchases p. 15 Approval Levels for Informal Small Dollar Contracts/Agreements/ Purchases p. 1 7
Exceptions p. 19
Informal Purchasing/Contracting Process for Small Dollar Contracts/ Agreements/Purchases (open market) p. 20
Phase I - Development p. 20
Phase II - Selection and Execution of Consultant/Contractor/ Vendor, Approval, and Execution of Contract/Agreement p. 22 Phase III - Contract/Agreement Operation p. 23 Phase IV - Contract/Agreement Completion p. 23 Informal Purchasing/Contracting Process for Small Dollar Contracts/ Agreements/Purchases (Subject to City Manager approval) p. 24 Phase I - Development p. 24
Phase II - Selection and Execution of Consultant/Contractor/ Vendor, Approval, and Execution of Contract/Agreement p. 26 Phase III - Contract/Agreement Operation p. 27 Phase IV - Contract/Agreement Completion p. 28 Recreation Vendor Contract Instructors p. 29
Agreements you can use:
• Letter of Agreement
• Maintenance Services Agreement
• Short Form Construction Contract
• Agreement for Design Services
• Agreement for Professional Services
• Contract Class Agreement
A. Types of Informal Small Dollar Contracts/Agreements/Purchases
Non-professional services/equipment/supplies include those activities which do not require a high degree of professional certification, specialized expertise, or unique skill, such as maintenance services.
When purchasing/contracting non-professional services/equipment/ supplies, the contract/agreement is awarded to the best qualified consultant/contractor/vendor (as outlined in Section 3.12.125 of the Lake Forest Municipal Code).
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2 Professional services are those activities to be performed by specially trained persons or firms who provide services in connection with financial, economic, accounting, engineering, administrative or other matters involving specialized expertise or unique skills.
There is no bidding requirement for this type of service, since the person or firm is being hired based on their qualifications, not lowest price. The price, however, should be reasonable.
A “public project”, as defined by the California Public Contract Code, is a project for the construction, reconstruction, erection, alteration, renovation, improvement, demolition, painting, repainting, or repair of any publicly owned, leased or operated facility.
In the case of a publicly owned utility system, “public project” shall include only the construction, erection, improvement, or repair of dams, reservoirs, powerplants, and electrical transmission lines of 230,000 volts and higher. “Public project” does not include maintenance work. For purposes of this section, “maintenance work” includes all of the following: (1) Routine, recurring, and usual work for the preservation or protection of any publicly owned or publicly operated facility for its intended purposes. (2) Minor repainting. (3) Resurfacing of streets and highways at less than one inch. (4) Landscape maintenance, including mowing, watering, trimming, pruning, planting, replacement of plants, and servicing of irrigation and sprinkler systems. (5) Work performed to keep, operate, and maintain publicly owned water, power, or waste disposal systems, including, but not limited to, dams, reservoirs, powerplants, and electrical transmission lines of 230,000 volts and higher.
When contracting for public projects, the contract is awarded to the lowest responsible bidder (as outlined in Section 3.13 of the Lake Forest Municipal Code).
If executing a contract, all consultants/contractors/vendors must execute the City’s standardized contract/agreement/amendment/change order unless approved otherwise by the City Attorney. Any changes to the standard form contract/agreement/amendment/ change order must be submitted in red-line form to the City Attorney for review and approval prior to submitting the item for City Manager consideration. Any contract/agreement/ amendment/change order submitted to the City Manager for approval must provide sufficient background analysis to support the recommendation. If federal funding will be used, it is the Project Manager’s responsibility to inform the Contract Administrator so all applicable requirements of that funding are included in any contract/agreement/ amendment/change order. No contract/agreement/amendment/change order is required for the purchase of standard goods where no customization is required or for emergency response services facilitated through the Sheriff’s Department.
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2 B. Approval Levels for Informal Small Dollar Contracts/Agreements/Purchases Non-Professional Services/Equipment/Supplies
and Professional Services
$10,000 or less
(1)
Small Dollar Contract/Agreement/Informal Purchasing Process:
- No proposal information required (open market)
- Informal quotes recommended for purchases between $5,000 and $10,000
- Required Department Director approval
$10,000.01 -
$30,000
Small Dollar Contract/Agreement/Informal Purchasing Process:
− Requires three (3) written proposals documented on Quote Documentation Form (QDF) (Appendix 5), signed by the De- partment Director and Project Manager
− Submit quotes, QDF, and memo* for City Manager approval − For those services where the scope of work is complex and/or involves risk to the City, the formal contracting process should be used (see Chapter 4).
$30,000.01 -
$50,000
Formal purchasing contracting process
- Requires City Manager approval
- For more information see Chapter 3 (non-professional Services/ Equipment/Supplies) or Chapter 4 (Professional Services) Over $50,000 Formal purchasing/contracting process:
− Requires City Council approval
− For more information see Chapter 3 (Non-Professional Services/ Equipment/Supplies) or Chapter 4 (Professional Services)
*Memo must be signed by the Department Director and Director of Finance (1) Procurement by micro-purchases is the acquisition of supplies or services, the aggregate dollar amount of which does not exceed $3,500 (or $2,000 in the case of acquisitions for construction subject to the Davis-Bacon Act). To the extent practicable, the non-Federal entity must distribute micro-purchases equitably among qualified suppliers.
Micro-purchases may be awarded without soliciting competitive quotations if the non-Federal entity considers the price to be reasonable. Note: federal thresholds, including the micro purchase and simplified acquisition threshold, are subject to adjustment as reflected in the Federal Acquisition Regulation (FAR).
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2 Public Projects
$60,000 or less (1)
Small Dollar Contracts:
- No bid information required (open market)
- $10,000 or less, requires Department Director approval - Over $10,000, requires City Manager approval
$60,000.01 -
$200,000
Informal bid process per Section 3.13.070 of the Lake Forest Municipal Code
- Requires Department Director* approval prior to submission to the City Manager
- Requires City Manager approval (see chapter 2)
Over $200,000 Formal bid process per Section 3.13.080 of the Lake Forest Municipal Code
- Requires City Council approval
- For more information see Chapter 5 (Public Projects)
*Memo must be signed by the Department Director and Director of Finance (1) Procurement by micro-purchases is the acquisition of supplies or services, the aggregate dollar amount of which does not exceed $3,500 (or $2,000 in the case of acquisitions for construction subject to the Davis-Bacon Act). To the extent practicable, the non-Federal entity must distribute micro-purchases equitably among qualified suppliers.
Micro-purchases may be awarded without soliciting competitive quotations if the non-Federal entity considers the price to be reasonable. Note: federal thresholds, including the micro purchase and simplified acquisition threshold, are subject to adjustment as reflected in the Federal Acquisition Regulation (FAR).
If all the bids received under an informal bid
process are in excess of $200,001.00, the
City Council, may, by adoption of resolution by a
four-fifths (4/5) vote, award the contract, at
$212,500 or less, to the lowest responsible bidder,
if it determines the cost estimate of the City
reasonable. (Per Section 3.13.070 of the Lake Forest
Municipal Code; Pub. Contract Code § 22032(b).)
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2 C. Exceptions
Proposals or bids are not required if at least one of the following conditions is met:
a. The City Manager determines emergency circumstances require the immediate purchase of the merchandise or contract of the service.
b. The cost is $10,000 or less.
c. The merchandise or service is unique because of its quality, durability, proprietary nature, availability or fitness for a particular use. However, all dollar approval limits outlined in Section B must be followed.
d. The merchandise or service is available from only one source. However, all dollar ap- proval limits outlined in Section B must be followed.
e. The merchandise or service is provided by an independent contractor who has a contract with the City to provide labor and materials for projects other than a public project (i.e., office supply contract which is in place for one year and purchases of supplies are made periodically based on the contract).
The cost is $60,000 or less.
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2 D. Informal Purchasing/Contracting Process for Small Dollar Contracts/Agreements/Purchases (Open Market)
Non-Professional Services/Equipment/Supplies
and Professional Services
Purchases $10,000 or less
Public Projects
Purchases $60,000 or less
The responsibilities for the Informal Purchasing/Contracting procress are shared by the Initiator, the Contract Administrator, and the City Clerk
Informal Purchasing/Contracting Process for Small Dollar Contracts/Agreements/ Purchases (Open Market)
Phase 1 - Development
Step 1. Develop a scope of work (if applicable), confirm sufficient funds exist for the proposed purchase/contract/agreement, and receive Department Director approval for purchase/contract/agreement.
• The scope of work documents the tasks and duties to be per- formed by the consultant/contractor/vendor and is one of the key performance measures for the consultant/contractor/vendor.
Step 2. Select a consultant/contractor/vendor to provide the service/product.
If purchase if over $5,000 it is recommended that 3 written quotes be obtained.
Step 3. Prepare a memo to the Department Director including the project description, fiscal impact, term of contract/agreement (if applicable), compensation amount and request for approval.
Step 4. Submit request for contract/agreement to Contract Administrator (if applicable)
• Include consultant/contractor/vendor name, address, point of con- tact, term of contract/agreement, compensation amount, scope of work/schedule of services, hourly rates (if applicable), insurance certificates and written quote.
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2 Phase 1 Responsibilities
Initiator:
Confirm sufficient funds exist for the purchase/contract/agreement Receive Department Director approval for purchase/contract/agreement Select a vendor and obtain a written quote-if requesting quote for professional ser- vices send professional services contract template to determine if the vendor will require changes to the standard agreement If purchase is greater than $5,000 it is recommended that 3 telephone quotes be obtained.
Prepare memo to Department Director which should include:
• Project description
• Fiscal impact
• Term of contract/agreement (if applicable)
• Compensation amount
• Request for approval
Submit request for contract/agreement to Contract Administrator for the purchase of services (contracts are not required for the purchase of standard goods) • Consultant/contractor/vendor name
• Consultant/contractor/vendor address
• Consultant/contractor/vendor point of contact
• Term of contract/agreement
• Compensation amount
• Scope of work/schedule of services (if applicable)
• Hourly rates (if applicable)
• Current insurance certificate
• Memo to Department Director
Contract Administrator:
Upon receipt of request from Initiator, verify consultant/contractor/vendor business registration
Prepare contract/agreement for review by City Attorney • Signature Requirements
Corporation:
Two signatures required, one from each category as follows:
(1) Chairman of the Board, President or Vice President; and (2) Secretary, Assistant Secretary, Chief Financial Officer or Assistant Treasurer.
Limited Liability Company:
Two signatures required, one from each category as follows:
(1) Chairman of the Board, President or Vice President; and (2) Secretary, Assistant Secretary, Chief Financial Officer or Assistant Treasurer.
Partnership: One signature from any partner of the Partnership.
Limited Partnership: One signature from one of the General Partners of the Limited Partnership.
Sole Proprietorship: From the individual doing business under a fictitious name.
Upon receipt of City Attorney approval as to form, send contract/agreement and signing instructions to Initiator.
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2 Informal Purchasing/Contracting Process for Small Dollar Contracts/Agreements/Pruchases (Open Market)
Phase II - Selection of Consultant/Contractor/Vendor, Approval, and Execution of Contract/ Agreements/Purchases
Step 1. Upon receipt of approved contract/agreement, send to proposed consultant/contractor/vnedor and obtain three (3) original contracts/agreements signed by the consultant/contractor/vendor
Step 2. Submit consultant/contractor/vendor signed contract/agreement, Quote Documentation Form (if applicable) and memo requesting authorizaiton for purchase to Department Director for signature.
Step 3. Submit consultant/contractor/vendor and Department Director signed contract/agreement to Contract Administrator, Quote Documentation Form (if used), memo to Department Director requesting authorization, and insurance (if applicable)
Phase II Responsibilities
Initiator:
Send approved contract/agreement to consultant/contractor/vendor for signature three (3) original signed contracts/agreements
Send approved contrct/agreement to Department Director for signature three (3) original signed contracts/agreements
Submit three (3) original consultant/contractor/vendor-signed contracts/agreements, and insurance certificate if applicable, to Contract Administrator along with memo initialed by the Department Director
Contract Administrator:
Initial three (3) consultant/contractor/vendor-signed contracts/agreements indicating City Attorney’s approval as to form
Verify insurance (if applicable)
Submit signed agreement to City Clerk for routing of signatures City Clerk:
Route three (3) consultant/contractor/vendor-signed contracts/agreements for signature (City Attorney and City Clerk) One fully executed original contract/agree- ment is sent to the consultant/contractor/vendor, one to the City Attorney, and one is filed. The QDF (if applicable) for Professional and Non-Professional Services is filed with the respective contract. The QDF for procurement of equpiment and supplies is returned to the Project Manager to attach to the invoice for payment. Send a copy of the fully executed contract/agreement and certificate of insurance to the Initiator
Enter consultant/contractor/vendor data, contract/agreement data, insurance data into Contracts Assistant
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2 Phase III Responsibilities