Agenda packet, regular meeting — Madera City Council, December 6, 2023 (part 1 of 2)

Update 11/30/2023 at 5:31 p.m. Madera City Council Agenda Page 1 of 5 December 6, 2023

Regular Meeting of the Madera City Council
205 W. 4th Street, Madera, California 93637

NOTICE AND AGENDA
Wednesday, December 6, 2023 Council Chambers
6:00 p.m. City Hall
The Madera City Council meetings are open to the public. This meeting will also be available for public viewing and participation through Zoom. Members of the public may also observe the live streamed meeting on the City’s website at www.madera.gov/live. Members of the public may comment on agenda items at the meeting or remotely through an electronic meeting via phone by dialing (669) 900-6833 enter ID: 885 3371 0251#. Comments will also be accepted via email at [email protected] or by regular mail at 205 W. 4th Street, Madera, CA 93637.

CALL TO ORDER:

ROLL CALL: Mayor Santos Garcia
Mayor Pro Tem Elsa Mejia, District 5
Councilmember Cece Gallegos, District 1
Councilmember Jose Rodriguez, District 2
Councilmember Steve Montes, District 3
Councilmember Anita Evans, District 4
Councilmember Artemio Villegas, District 6
INVOCATION: Pastor John Pursell, Believer’s Church
PLEDGE OF ALLEGIANCE:

APPROVAL OF AGENDA:

PUBLIC COMMENT:

The first 15 minutes of the meeting are reserved for members of the public to address the Council on items which are within the subject matter jurisdiction of the Council. Speakers shall be limited to three minutes.

Speakers will be asked, but are not required, to identify themselves and state the subject of their comments. If the subject is an item on the Agenda, the Mayor has the option of asking the speaker to hold the comment until that item is called. Comments on items listed as a Public Hearing on the Agenda should be held until the hearing is opened. The Council is prohibited by law from taking any action on matters discussed that are not on the agenda, and no adverse conclusions should be drawn if the Council does not respond to public comment at this time.

WRITTEN COMMUNICATIONS: None
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PRESENTATIONS: None
INTRODUCTIONS: None
A. WORKSHOP: None
B. CONSENT CALENDAR:

Matters listed under the Consent Calendar are considered routine and will be enacted by one motion and one vote. There will be no separate discussion of these items. If discussion is desired, a member of the public or a member of the Council may request an item be removed from the Consent Calendar and it will be considered separately.

B-1 Minutes – November 15, 2023
Recommendation: Approve the City Council Minutes of November 15, 2023 (Report by Alicia Gonzales)
B-2 Informational Report on Register of Audited Demands Recommendation: Review Register of Audited Demands Report for November 4, 2023 – November 24, 2023 (Report by Michael Lima)
B-3 Madera Unified School District MULES Event Fee Waiver Request Recommendation: Adopt a Resolution waiving the rental fees of the Lions Town & Country Park related to the Madera Unified School District’s Madera Unified League of Elementary Sports Elementary Cross Country District Championship request for utilization on December 8, 2023, in the amount of $375 (Report by Joseph Hebert)
B-4 Piggyback purchase agreements for Fleet Division-related purchases Recommendation: Adopt a Resolution approving Sourcewell piggyback agreements for the purchase of a Chip Truck with Aerial Boom for $199,998.91 from 72 Hour LLC and a Ball Field Groomer from the Toro Company for $37,597.90 (Report by Michael Lima)
B-5 Co-Locator Lease Agreement with Teaching Fellows
Recommendation: Adopt a Resolution Approving a Two-Year Co-Locator Lease Agreement between the City of Madera and Teaching Fellows for the Occupation and Use of Facilities at the John Wells Youth Center and Authorize the Mayor to Execute the Co-Locator Lease Agreement (Report by Joseph Hebert)
B-6 Request by Mary Lou Munoz and Leonard Perez for connection to the City’s water system Recommendation: Adopt a Resolution approving an Agreement for Outside City Limits Water Connection for 28551 Avenue 14 (APN 035-222-022) (Report by Keith Helmuth)
B-7 Acceptance of Apron & Taxiway Drainage Project at the Madera Municipal Airport Recommendation: Staff recommends that the City Council approve Minute Order approving:

1. Acceptance of AIP 0031 Apron & Taxiway Drainage project; and

2. The Recording of Notice of Completion; and
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3. The Release of Retention 35 days after recording the Notice of Completion (Report by Ismael Hernandez)
B-8 Reimbursement to DMP Development, Inc, a California Corporation for Improvements Associated with Carmel III Subdivision
Recommendation: Adopt a Resolution approving a budget amendment increase of $25,379.89 for the purpose of reimbursing DMP Development for improvements completed in connection to the Agreement for the Construction of Improvements for Carmel Homes III Subdivision (Agreement) (Report by Keith Helmuth)
C. PUBLIC HEARINGS: None
D. PETITIONS, BIDS, RESOLUTIONS, ORDINANCES, AND AGREEMENTS:

D-1 Outdoor Equity Grant Program Application Authorizing Resolution Recommendation: Adopt a Resolution Approving the Submittal of the Outdoor Equity Grants Program due December 14, 2023 in the amount of $279,600 (Report by Joseph Hebert)
D-2 Master Agreement Between the Madera County Transportation Commission and the City of Madera for the Regional Early Action Planning (REAP) 1.0 Grants Program Adopt a Resolution of the City Council (Council) of the City of Madera approving a Master Agreement between the Madera County
Transportation Commission (MCTC) and the City of Madera (City) for the REAP 1.0 Grants Program (Agreement); authorizing application for, and receipt of, REAP Program funds in the amount of $125,399; and, granting the City Manager authorization to make non-material revisions or refinements, and signature authority, to execute the Agreement to secure REAP Program funds (Report by Will Tackett)
D-3 Fourth Amendment to the City Clerk At-Will Employment Agreement Recommendation: This report has been prepared at the direction of the City Council (Council); therefore, there is no staff recommendation provided. Council is asked to consider and determine whether to adopt the Resolution approving a Fourth Amendment to the City Clerk At-Will Employment Agreement. (Report by Wendy Silva)
E. ADMINISTRATIVE REPORTS:

E-1 Consideration of Selection of Mayor Pro Tem to serve a One-year Term Recommendation: Approve a Minute Order Accepting the nomination for Mayor Pro-Tem and making the appointment of Mayor Pro Tem to serve a one-year term (Report by Alicia Gonzales)
E-2 Seek Direction Regarding the Regular City Council Meetings Scheduled 2024 Recommendation: Deliberation and Direction Given from Council (Report by Arnoldo Rodriguez)
Update 11/30/2023 at 5:31 p.m. Madera City Council Agenda Page 4 of 5 December 6, 2023
E-3 Informational Report on Laws and Regulations Surrounding Panhandling Recommendation: This report is submitted for informational purposes only and there is no formal action requested from the City Council (Report by Giachino Chiaramonte)
F. COUNCILMEMBER REPORTS/ANNOUNCEMENTS/FUTURE AGENDA ITEMS:

This portion of the meeting is reserved for the Mayor and Councilmembers (i) to make brief reports on boards, committees, and other public agencies, and at public events, (ii) to request updates, (iii) to initiate future agenda items., and (iv) to take action on matters initiated under this section of the agenda. Under this section the Council may take action only on items specifically agendized and which meet other requirements for action.

G. CLOSED SESSION:

G-1 Conference with Labor Negotiators pursuant to Government Code §54957.6 Agency Designated Representatives: Arnoldo Rodriguez and Wendy Silva Employee Organizations: Madera Police Officers’ Association G-2 Public Employee Performance Evaluation - Pursuant to Government Code Section §54957(b)(1)
Title: City Manager
G-3 Conference with Legal Counsel – Anticipated Litigation Deciding Whether to Initiate Litigation Pursuant to Government Code Section 54956.9(d)(4) (One Case)
ADJOURNMENT:

UPCOMING MEETING DATES:
 Saturday, December 9, 2023 – Special Meeting
 Wednesday, December 13, 2023 – Special Meeting
 Wednesday, December 20, 2023

 The meeting room is accessible to the physically disabled. Requests for accommodations for persons with disabilities such as signing services, assistive listening devices, or alternative format agendas and reports needed to assist participation in this public meeting may be made by calling the City Clerk’s Office at (559) 661-5405 or emailing [email protected] . Those who are hearing impaired may call 711 or 1-800-735-2929 for TTY Relay Service. Requests should be made as soon as practicable as additional time may be required for the City to arrange or provide the requested accommodation.

Requests may also be delivered/mailed to: City of Madera, Attn: City Clerk, 205 W. 4th Street, Madera, CA 93637. At least seventy-two (72) hours’ notice prior to the meeting is requested but not required.

When making a request, please provide sufficient detail that the City may evaluate the nature of the request and available accommodations to support meeting participation. Please also provide appropriate contact information should the City need to engage in an interactive discussion regarding the requested accommodation.
 The services of a translator can be made available. Please contact the City Clerk’s Office at (559) 661- 5405 or emailing [email protected] to request translation services for this meeting. Those who are hearing impaired may call 711 or 1-800-735-2929 for TTY Relay Service. Requests should be submitted in advance of the meeting to allow the City sufficient time to provide or arrange for the Update 11/30/2023 at 5:31 p.m. Madera City Council Agenda Page 5 of 5 December 6, 2023
requested services. At least seventy-two (72) hours’ notice prior to the meeting is requested but not required.
 Please silence or turn off cell phones and electronic devices while the meeting is in session.  Regular meetings of the Madera City Council are held the 1st and 3rd Wednesday of each month at 6:00 p.m. in the Council Chambers at City Hall.
 Any writings or documents provided to a majority of the City Council within 72 hours of the meeting regarding any item on this agenda will be made available for public inspection at the City Clerk’s office located at 205 W. 4th Street, Madera, CA 93637 and on the City website at www.madera.gov  Questions regarding the meeting agenda or conduct of the meeting, please contact the City Clerk’s Office at (559) 661-5405.
 Para asistencia en español sobre este aviso, por favor llame al (559) 661-5405.

I, Alicia Gonzales, City Clerk for the City of Madera, declare under penalty of perjury that I posted the above agenda for the Regular Meeting of the Madera City Council for December 6, 2023, near the front entrances of City Hall and on the City’s website www.madera.gov at 6:15 p.m. on November 30, 2023. _______________________
Alicia Gonzales, City Clerk

Minutes of a Regular Meeting of the Madera City Council November 15, 2023 Council Chambers
6:00 p.m. City Hall
The Madera City Council meetings are open to the public. This meeting will also be available for public viewing and participation through Zoom. Members of the public may also observe the live streamed meeting on the City’s website at www.madera.gov/live. Members of the public may comment on agenda items at the meeting or remotely through an electronic meeting via phone by dialing (669) 900-6833 enter ID: 811 6624 2263#. Comments will also be accepted via email at [email protected] or by regular mail at 205 W. 4th Street, Madera, CA 93637.

CALL TO ORDER: Meeting was called to order at 6:00 p.m.

ROLL CALL:

Present: Mayor Santos Garcia
Mayor Pro Tem Elsa Mejia, District 5
Councilmember Cece Gallegos, District 1
Councilmember Jose Rodriguez, District 2
Councilmember Steve Montes, District 3
Councilmember Artemio Villegas, District 6

Absent: Councilmember Anita Evans, District 4
Others present were City Manager Arnoldo Rodriguez, City Clerk Alicia Gonzales, City Attorney Shannon L. Chaffin, Chief Building Official Rafael Magallan, City Engineer Keith Helmuth, Community Development Director Will Tackett, Director of Financial Services Michael Lima, Division Fire Chief Justin McCombs, Fire Battalion Chief Ralph Duran, Grants Administrator Marcela Zuniga, Director of Human Resources Wendy Silva, Director of Parks and Community Services Joseph Hebert, Planning Manager Gary Conte, Chief of Police Giachino Chiaramonte, Public Works Director Ismael Hernandez, Senior Civil Engineer Steve Bettencourt, Assistant Engineer Jonathan Gramajo, Wastewater Treatment Plant Manager Gabriel Bostan, and Communication Specialist Joseph Carrello.

INVOCATION: Pam Grewal, Madera Sikh Temple
PLEDGE OF ALLEGIANCE: Mayor Pro Tem Mejia
APPROVAL OF AGENDA:

ON MOTION BY COUNCILMEMBER VILLEGAS AND SECONDED BY MAYOR PRO TEM MEJIA, THE AGENDA WAS APPROVED BY A 6/0 VOTE. NOES: NONE. ABSENT: COUNCILMEMBER EVANS. ABSTAIN: NONE.

PUBLIC COMMENT:

Speakers will be asked, but are not required, to identify themselves and state the subject of their Item: B-1
Minutes for: 11/15/2023
Adopted: 12/06/2023 I
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comments. If the subject is an item on the Agenda, the Mayor has the option of asking the speaker to hold the comment until that item is called. Comments on items listed as a Public Hearing on the Agenda should be held until the hearing is opened. The Council is prohibited by law from taking any action on matters discussed that are not on the agenda, and no adverse conclusions should be drawn if the Council does not respond to public comment at this time.

No Public Comment was presented. Public Comment was closed.

WRITTEN COMMUNICATIONS: None
PRESENTATIONS: 1. Madera City Fire and Madera City Council Recognition from Heroico Cuerpo Bomberos Rurales Del Rio Colorado A.C.

2. Proclamation Recognizing Small Business Saturday – Six Star Madera Tire & Services Inc.

3. Proclamation Recognizing Small Business Saturday – Rocio’s Bridal & XV
INTRODUCTIONS: None
A. WORKSHOP: None
B. CONSENT CALENDAR:

ON MOTION BY COUNCILMEMBER GALLEGOS AND SECONDED BY COUNCILMEMBER MONTES, THE CONSENT CALENDAR WAS APPROVED BY A 6/0 VOTE. NOES: NONE. ABSENT:

COUNCILMEMBER EVANS. ABSTAIN: NONE.

B-1 Minutes – November 1, 2023
Recommendation: Approve the City Council Minutes of November 1, 2023 (Report by Alicia Gonzales)
B-2 Informational Report on Register of Audited Demands Recommendation: Review Register of Audited Demands Report October 21, 2023 to November 3, 2023 (Report by Michael Lima)
B-3 Informational Report on Personnel Activity
Recommendation: No Action Required (Report by Wendy Silva) B-4 Local State of Emergency Related to the Closure of Madera Community Hospital Recommendation: Adopt a Resolution Continuing to Support Madera County’s Proclamation of a Local Emergency due to the closure of Madera Community Hospital for 30 days (Report by Arnoldo Rodriguez) RES 23-184 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA

SUPPORTING THE COUNTY'S PROCLAMATION OF THE EXISTENCE OF A

LOCAL EMERGENCY DUE TO THE CLOSURE OF MADERA COMMUNITY
HOSPITAL FOR A PERIOD OF 30 DAYS
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B-5 Letter of Support for Madera County Transportation Commission Recommendation: Consider a Minute Order Approving a Letter of Support for Madera County Transportation Commission for the inclusion of specified projects into the 2024 Interregional Transportation Improvement Program (Report by Arnoldo Rodriguez)
B-6 Extend Declaration Proclaiming the Existence of a Local Emergency – January 2023 Winter Storms
Recommendation: Adopt a Resolution Extending the Declaration Proclaiming the Existence of a Local Emergency-January 2023 Winter Storms in accordance with Madera Municipal Code Title III, Chapter 2 (Report by Wendy Silva) RES 23-185 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA, CONTINUING THE DECLARATION PROCLAIMING THE
EXISTENCE OF A LOCAL EMERGENCY-JANUARY 2023 WINTER STORMS IN ACCORDANCE WITH MADERA MUNICIPAL CODE TITLE Ill, CHAPTER 2 B-7 Approval to Procure Telecommunications Services through California Network and Telecommunications (CALNET) Program NextGen contract
Recommendation: Adopt a Resolution Approving the City of Madera’s Participation in the CALNET NextGen Contract to Procure Telecommunications Services and Authorizing the City Manager to Execute Necessary Documents to Participate in the Program (Report by Wendy Silva)
RES 23-186 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA

APPROVING THE CITY OF MADERA'S PARTICIPATION IN THE CALNET

NEXTGEN CONTRACT TO PROCURE TELECOMMUNICATIONS SERVICES B-8 Ordinance Updating Certain Fines Detailed in the Madera Municipal Code Adopt an Ordinance of the City Council of the City of Madera Amending Sections 1-9.06(A) and (B), 3-2.08, 5-3.31, and 5-4.06 (I) of the Madera Municipal Code to Update Various Fines (Report by Michael Lima) ORD 1004 C.S. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF MADERA AMENDING SECTIONS 1-9.0G(A) AND (B), 3-2.08, 5-3.31, AND 5-4.06(1)

OF THE MADERA MUNICIPAL CODE TO UPDATE VARIOUS FINES
B-9 Rejection of Bids Received for the Request for Proposals # 20223-09 for Intelligent Transportation System Conversion Services
Recommendation: Adopt a Resolution Rejection of All Four Proposals Received for RFP No. 20223-09 (Report by Michael Lima)
RES 23-187 A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF MADERA, CALIFORNIA, REJECTING ALL PROPOSALS FOR CITY OF MADERA RFP NO. 20223-09 INTELLIGENT TRANSPORTATION SYSTEMS CONVERSION
B-10 City-wide Piggyback Purchase Agreement for Temporary Staffing Services Recommendation: Adopt a Resolution Approving City-wide use of Maricopa County’s Piggyback Agreement for the Procurement of Temporary Staffing Services with ACRO Service Corporation’s Contract 16111 for Fiscal Year 2023/24 (Report by Michael Lima)
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RES 23-188 RESOLUTION APPROVING CITY-WIDE USE OF MARICOPA COUNTY'S

PIGGYBACK AGREEMENT FOR THE PROCUREMENT OF TEMPORARY

STAFFING SERVICES WITH ACRO SERVICE CORPORATION'S CONTRACT 16111 FOR FISCAL YEAR 2023/2024
B-11 Pacific Gas & Electric (PG&E) Better Together Giving Program Contribution Recommendation: 1. Adopt a Resolution Accepting Pacific Gas & Electric Company’s Better Together Giving Program charitable donation of $3,000.

2. Adopt a Resolution Amending the City’s Fiscal Year 2023/24 Budget approving a related expenditure line item relating to the appropriation of PG&E’s $3,000 charitable donation amount. (Report by Joseph Hebert)
RES 23-189 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA ACCEPTING $3,000 IN CHARITABLE DONATION FUNDS FROM

PACIFIC GAS & ELECTRIC COMPANY'S BETTER TOGETHER GIVING

PROGRAM
RES 23-190 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA AMENDING THE FISCAL VEAR 2023/24 BUDGET APPROVING

RELATED EXPENDITURE LINE ITEM RELATED TO THE PG&E CHARITABLE DONATION OF $3,000
B-12 Acceptance of Playground Equipment and Park Amenities Installation at McNally Park Recommendation: Staff recommends that the City Council Approve Minute Order Approving:

1. Acceptance of the Playground and Park Amenities Installation at McNally Park located at 825 A Street, Madera, CA 93638; and

2. The Recording of Notice of Completion; and

3. The release of retention 35 days after the recording of the Notice of Completion (Report by Joseph Hebert)
B-13 Facility Rental Fee Waiver Request by the Madera County Master Gardeners Recommendation: Adopt a Resolution waiving the rental fees of the Frank Bergon Senior Center related to the Madera County Master Gardeners request for utilization on January 27, 2024, in the amount of $545 (Report by Joseph Hebert)
RES 23-191 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA WAIVING RENTAL FEES FOR FRANK BERGON SENIOR

CENTER RELATED TO THE MADERA COUNTY MASTER GARDENERS
B-14 Madera Elk’s Lodge Hoop Shoot Event Fee Waiver Request Recommendation: Adopt a Resolution waiving the rental fees of the John Wells Youth Center related to the Madera Elk’s Lodge Hoop Shoot request for utilization on December 2, 2023, in the amount of $540 (Report by Joseph Hebert)
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RES 23-192 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA WAIVING RENTAL FEES FOR JOHN WELLS YOUTH CENTER

RELATED TO THE MADERA ELK'S LODGE HOOP SHOOT COMMITTEE
B-15 Consider an Amendment to the Professional Services Agreement with Fire Safety Solutions Recommendation: Adopt a resolution of the Council of the City of Madera approving a First Amendment to the Professional Services Agreement with Fire Safety Solutions, INC. for Building and Fire Plan Review and Inspection Services (Report by Will Tackett)
RES 23-193 A RESOLUTION OF THE COUNCIL OF THE CITY OF MADERA, CALIFORNIA,

APPROVING A FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH FIRE SAFETY SOLUTIONS, INC. FOR BUILDING AND FIRE PLAN REVIEW AND INSPECTION SERVICES.

B-16 Traffic Signal Modification at the Intersections of Howard Road & Pine Street, Howard Road & Yosemite Avenue/Q Street, New Signal Installations at Intersections of Cleveland Avenue & Granada Drive and E South Street & N D Street
Recommendation: Adopt a Resolution of the City Council of the City of Madera Rejecting all Bids Received for the City Projects TS-23, TS-24, and TS-32 (Traffic Signals) (Report by Keith Helmuth)
RES 23-194 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA REJECTING ALL BIDS RECEIVED FOR CITY PROJECTS TS-23, TS-24, AND TS-32 (TRAFFIC

SIGNALS)
C. PUBLIC HEARINGS:

C-1 Consideration of the Mitigated Negative Declaration prepared for Environmental Assessment (EA) No. SCH 2023090606 for the Westberry Bridge Project, City Project B-02 Recommendation: Adopt a Resolution adopting the Mitigated Negative Declaration and Mitigation Monitoring and Reporting Program prepared for the Westberry Bridge Project, City Project B-02 (EA No. SCH 2023090606) (Report by Keith Helmuth)

ON MOTION BY COUNCILMEMBER MONTES AND SECONDED BY COUNCILMEMBER GALLEGOS, ITEM C-1 WAS APPROVED BY A 6/0 VOTE. NOES: NONE. ABSENT:

COUNCILMEMBER EVANS. ABSTAIN: NONE.

RES 23-195 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA ADOPTING A MITIGATED NEGATIVE DECLARATION AND

MITIGATION MONITORING AND REPORTING PROGRAM FOR THE

WESTBERRY BRIDGE PROJECT
C-2 Public Hearing No. 1 for Updating of City Councilmember District Boundaries for Annexed Property
Recommendation: 1. Receive a report on the redistricting process and permissible criteria to be considered to redraw district boundaries; and

2. Conduct a Public Hearing to receive public input on district boundaries to account for property annexed to the City (Report by Alicia Gonzales)
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D. PETITIONS, BIDS, RESOLUTIONS, ORDINANCES, AND AGREEMENTS:

D-1 New Police Department Parking Lot, City Project PD-01 Recommendation: Adopt a Resolution approving the contract award for the New Police Department Parking Lot, City Project PD-01 for $ 518,700to Terra West Construction Inc. and a contingency of 10 percent of the contract amount, and a CEQA Class 1 Categorical Exemption (Existing Facilities) (Report by Keith Helmuth)

ON MOTION BY COUNCILMEMBER MONTES AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM D-1 WAS APPROVED BY A 6/0 VOTE. NOES: NONE. ABSENT: COUNCILMEMBER EVANS.

ABSTAIN: NONE.

RES 23-196 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA APPROVING THE CONTRACT AWARD FOR THE NEW POLICE DEPARTMENT PARKING LOT, CITY PROJECT PD-01 IN THE AMOUNT OF $518,700.00 TO TERRA WEST CONSTRUCTION INC AND AUTHORIZING

CONSTRUCTION CONTINGENCIES RELATING TO THE CONTRACT AND A CEQA CLASS 1 CATEGORICAL EXEMPTION (EXISTING FACILITIES) D-2 Agreement for Vernon McCullough River Trail Restoration Project Recommendation: Adopt a Resolution awarding a contract under Invitation for Bids (IFB) No. 202324-07 to Witbro Inc. dba Seal Rite Paving and Grading for trail seal coating and repairs at the Vernon McCullough River Trail in the amount of $190,116 (Report by Joseph Hebert)

ON MOTION BY COUNCILMEMBER MONTES AND SECONDED BY COUNCILMEMBER VILLEGAS, ITEM D-2 WAS APPROVED BY A 6/0 VOTE. NOES: NONE. ABSENT: COUNCILMEMBER EVANS.

ABSTAIN: NONE.

RES 23-197 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA, CALIFORNIA APPROVING AWARDING IFB NO. 202324-07 TO WITBRO INC., OBA SEAL RITE PAVING & GRADING FOR SEAL COATING & REPAIR OF THE VERNON MCCULLOUGH RIVER TRAIL FOR $190,116.00
E. ADMINISTRATIVE REPORTS:

E-1 Consideration of Special Meeting dates and Phase IV City Council Interviews and Final Decision Procedures for Commercial Cannabis Business Permits in the City of Madera Recommendation: Receive a summary report and provide direction on the scheduling of Special Meeting(s) of the City Council, as well as the final procedures and steps to conduct the Phase IV City Council interviews to make final determinations pertaining to the award of Commercial Cannabis Business Permits in the City of Madera (Report by Will Tackett)
Mayor Garcia recused himself from this item and returned to his seat after the discussion.

F. COUNCILMEMBER REPORTS/ANNOUNCEMENTS/FUTURE AGENDA ITEMS:

This portion of the meeting is reserved for the Mayor and Councilmembers (i) to make brief reports on boards, committees, and other public agencies, and at public events, (ii) to request updates, (iii) to initiate future agenda items., and (iv) to take action on matters initiated under City of Madera City Council Minutes
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this section of the agenda. Under this section the Council may take action only on items specifically agendized and which meet other requirements for action.

Councilmember Gallegos gave a shout out to Staff for their participation in the grand opening for Smart & Final. She also wished staff and residents a safe and Happy Thanksgiving.

Councilmember Rodriguez noted his attendance at the Madera Municipal Golf Course advisory meeting and that a committee member will provide an update for Council and the public at a future Council meeting. He also mentioned the Golf Course is hosting an Ag Expo in April 2024.

He highlighted three Madera County Transportation Commission projects that will impact Madera and expressed his appreciation that the City of Madera has provided its support for these projects. He offered his condolences to Brett Frazier and his family, for the passing of his father, Steven Frazier.

Councilmember Montes thanked Staff for their work with Smart & Final and offered his condolences to the Frazier family for the passing of Steven Frazier.

Mayor Pro Tem Mejia mentioned her attendance at the Day of the Dead celebration at Courthouse Park and thanked County Supervisor Leticia Gonzalez and the City for their support.

She also attended the Veterans Day Memorial event to honor Madera Veterans and she also attended the Triqui celebration in honor of the patron saint, San Martin Caballero.

Councilmember Villegas mentioned his attendance at the Veterans Day celebration and expressed his appreciation for those veterans who have risked their lives fighting for the freedom of their country. He stated the Smart & Final grand opening was a successful event and he is happy the store is open for business. He attended a lecture hosted by Senator Anna Caballero about strategic solutions to reduce pollution in the Central Valley.

Mayor Garcia mentioned the Pomegranate Festival was well attended and proved to be another successful event. He highlighted a Veterans Day breakfast hosted by the NAACP in conjunction with Councilmember Evans. He mentioned a Thanksgiving food distribution event held by Latinas Unidas, the Madera County Food Bank, and Assemblywoman Soria in which 250 turkeys were provided to Madera families. He also attended a lecture held by Senator Caballero about the carbon capture and the effects of carbon dioxide and mitigation strategies. Mayor Garcia stated he and Mayor Pro Tem Mejia visited Madera High South High School to present certificates to parents who are involved in a non-profit organization called PIQE that offers educational resources to further the education of our youth.

G. CLOSED SESSION:

G-1 Public Employee Performance Evaluation - Pursuant to Government Code Section §54957(b)(1)
Title: City Clerk
G-2 Conference with Labor Negotiators - Pursuant to Government Code, Section 54957.6 Agency Designated Representatives: Mayor Santos Garcia
Unrepresented Employee: City Clerk
G-3 Conference with Legal Counsel – Anticipated Litigation Deciding Whether to Initiate Litigation Pursuant to Government Code Section 54956.9(d)(4)
(One Case)
City Attorney Shannon Chaffin made the closed session announcement at 7:48 p.m. Mr. Chaffin and Council returned from Closed Session at 9:54 p.m. with all members of Council present City of Madera City Council Minutes
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except Councilmember Evans who was absent. Mr. Chaffin stated there was no reportable action.

ADJOURNMENT: Meeting was adjourned at 9:54 p.m.

UPCOMING MEETING DATES:
 Wednesday, December 6, 2023
 Saturday, December 9, 2023 @ 9:00 a.m. (Special Meeting)  Wednesday, December 13, 2023 @ 6:00 p.m. (Special Meeting)  Wednesday, December 20, 2023

ALICIA GONZALES, City Clerk SANTOS GARCIA, Mayor
_______________________________________

MINUTES PREPARED BY
ZELDA LEÓN, Deputy City Clerk

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: December 6, 2023
_________________________________ Agenda Number: B-2
Michael Lima, Director of Financial Services
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Informational Report on Register of Audited Demands
RECOMMENDATION:

Review Register of Audited Demands Report for November 4, 2023 to November 24, 2023 SUMMARY:

The Register of Audited Demands for the City covering obligations paid during the period of November 4, 2023 to November 24, 2023 is summarized in the following tables. Attachment A contains Warrants while Table 2 is a summary of the wire transfers.

Table 1: Warrant Distribution Summary
Description Check #’s Amount
General Warrants 37816 – 37945 $1,911,261.57
Table 2: Wire Transfer Summary
Description Vendor Amount
Payroll and Taxes Union Bank $1,545,515.69
SDI EDD $4,931.42
CalPERS Payment CalPERS $138,160.91
DISCUSSION:

Warrant requests are processed weekly based on the Fiscal Year 2023/2024 Adopted Budget and released for payment every Monday. Each demand has been audited and the Finance Director hereby certifies as to their accuracy and that there were sufficient funds for their payment. Per the request of City Council, we have included the departments from which each of the respective warrants were requested as well as the fund/division description from which they were paid.

FINANCIAL IMPACT:

Demands for payments are made within the constraints of the Fiscal Year 2023/2024 Adopted Budget.

ALTERNATIVES:

Informational only.

ATTACHMENTS:

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 37816 11/06/2023 ENGINEERING ENGINEERING ACRO SERVICE CORPORATION TEMP SERVICES - ENGINEERING 2,240.00 $ 37816 11/06/2023 HR/RISK MGT COMPUTER MAINT ACRO SERVICE CORPORATION TEMP SERVICES - NETWORK ADMIN 4,875.12 $ 37817 11/06/2023 GRANTS PROP 1B PTMISEA RRM DESIGN GROUP PROFESSIONAL ENG DESIGN - INTERMODAL FACILITY 5,209.35 $ 37818 11/06/2023 PARKS ADMIN SPORTS PROGRAMS J & D MANUFACTURING TINY TIKES MULTISPORT 207.84 $ 37819 11/06/2023 PD OPS PD OPS DIEBERTS CREATIVE COPY INC STAMPS 217.97 $ 37820 11/06/2023 FINANCE FINANCE SEABURY COPLAND & ANDERSON INSURANCE CRIME POLICY RENEWAL - ONE YEAR PREMIUM 5,388.00 $ 37821 11/06/2023 PARKS ADMIN GENERAL TRUST GLOBAL PAYMENTS, INC CHARGEBACK 1008200.002 50.00 $ 37821 11/06/2023 PARKS ADMIN PARKS GLOBAL PAYMENTS, INC CHARGEBACK 1008200.002 60.00 $ 37821 11/06/2023 PARKS ADMIN PARKS ADMIN GLOBAL PAYMENTS, INC CHARGEBACK 1008200.002 25.00 $ 37822 11/06/2023 PD OPS PD OPS TIM J LAW EMPLOYMENT BACKGROUND 700.00 $ 37823 11/06/2023 HR/RISK MGT HR/RISK MGT ANDREW J. MEDELLIN STREET BANNER 1,081.42 $ 37823 11/06/2023 PD OPS PD OPS ANDREW J. MEDELLIN STREET BANNER 1,297.92 $ 37824 11/06/2023 CITY ADMIN CITY ATTORNEY MONTOY LAW CORPORATION CITY ATTORNEY CONTRACTED LEGAL SERVICES 1,440.00 $ 37825 11/06/2023 GRANTS TRANS - FIXED MV TRANSPORTATION, INC. 09/23 TRANSIT OPERATOR 96,928.26 $ 37825 11/06/2023 GRANTS TRANS - DAR MV TRANSPORTATION, INC. 09/23 TRANSIT OPERATOR 66,166.92 $ 37826 11/06/2023 PD OPS PD OPS CRISCOM PUBLIC RELATIONS, INC. GRANT RESEARCH & WRITING SERVICES - NOV 2023 4,000.00 $ 37827 11/06/2023 PLANNING PLANNING HINDERLITER, DE LLAMAS AND ASSOCIATES CANNABIS MGMT CONSULTING 500.00 $ 37828 11/06/2023 PD OPS GENERAL FUND GERALD BUUS HORSE BOARDING 10/01/23-09/30/24 525.00 $ 37828 11/06/2023 PD OPS PD OPS GERALD BUUS HORSE BOARDING 10/01/23-09/30/24 1,575.00 $ 37829 11/06/2023 FINANCE AIRPORT OPS VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 165.86 $ 37829 11/06/2023 FINANCE ANIMAL CONTROL VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 144.01 $ 37829 11/06/2023 FINANCE ANIMAL CONTROL VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 358.56 $ 37829 11/06/2023 FINANCE BUILDING VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 309.68 $ 37829 11/06/2023 FINANCE BUILDING VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 53.63 $ 37829 11/06/2023 FINANCE CODE ENF VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 340.66 $ 37829 11/06/2023 FINANCE CODE ENF VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 135.10 $ 37829 11/06/2023 FINANCE DRAINAGE VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 1,231.92 $ 37829 11/06/2023 FINANCE DRAINAGE VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 1,039.40 $ 37829 11/06/2023 FINANCE ENGINEERING VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 240.59 $ 37829 11/06/2023 FINANCE ENGINEERING VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 98.66 $ 37829 11/06/2023 FINANCE FACILITIES MAINT VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 295.56 $ 37829 11/06/2023 FINANCE FACILITIES MAINT VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 267.91 $ 37829 11/06/2023 FINANCE FLEET MAINT VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 89.27 $ 37829 11/06/2023 FINANCE FLEET MOTOR POOL VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 136.33 $ 37829 11/06/2023 FINANCE GRAFFITI ABATE VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 452.64 $ 37829 11/06/2023 FINANCE GRAFFITI ABATE VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 336.81 $ 37829 11/06/2023 FINANCE LMD SERVICES VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 656.23 $ 37829 11/06/2023 FINANCE PARKS VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 3,388.91 $ 37829 11/06/2023 FINANCE PARKS VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 2,799.16 $ 37829 11/06/2023 FINANCE STREETS VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 1,930.28 $ 37829 11/06/2023 FINANCE STREETS VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 1,954.30 $

CITY OF MADERA
REGISTER OF AUDITED DEMANDS FOR BANK #1 - US BANK GENERAL ACCOUNT December 6, 2023

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 37829 11/06/2023 FINANCE SEWER OPS VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 1,437.70 $ 37829 11/06/2023 FINANCE SEWER OPS VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 856.17 $ 37829 11/06/2023 FINANCE STREET CLEANING VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 2,225.55 $ 37829 11/06/2023 FINANCE STREET CLEANING VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 2,024.98 $ 37829 11/06/2023 FINANCE TRANS - FIXED VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 3,502.56 $ 37829 11/06/2023 FINANCE TRANS - FIXED VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 2,836.26 $ 37829 11/06/2023 FINANCE TRANS - DAR VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 3,186.82 $ 37829 11/06/2023 FINANCE TRANS - DAR VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 2,580.58 $ 37829 11/06/2023 FINANCE WATER OPS VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 2,932.84 $ 37829 11/06/2023 FINANCE WATER OPS VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 1,886.14 $ 37829 11/06/2023 FINANCE WATER QUALITY CONTROL VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 624.53 $ 37829 11/06/2023 FINANCE WATER QUALITY CONTROL VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 101.80 $ 37829 11/06/2023 FINANCE WWTP VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 122.78 $ 37829 11/06/2023 FINANCE WWTP VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 124.37 $ 37829 11/06/2023 FINANCE PD OPS VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 09/16/23-09/30/23 8,964.38 $ 37829 11/06/2023 FINANCE PD OPS VAN DE POL ENTERPRISES, INC. FUEL CITY VEHICLES - 10/01/23-10/15/23 7,397.29 $ 37829 11/06/2023 WWTP WWTP VAN DE POL ENTERPRISES, INC. FUEL WWTP - BULK FUEL 1,977.76 $ 37830 11/06/2023 WWTP WWTP JM SQUARED ASSOCIATES, IN.C IMPELLER & RING PUMP #3 43,481.52 $ 37831 11/06/2023 HR/RISK MGT HR/RISK MGT ALLIANT INSURANCE SERVICES, INC. CONSULTING SERVICES - HEALTH AND WELFARE BENEFITS 3,750.00 $ 37832 11/06/2023 PD OPS PD OPS LAW DOG K9 K9 VENDOR TRAINING 300.00 $ 37833 11/06/2023 PD OPS PD OPS RODRIGUEZ REUBEN REIMBURSEMENT - PARKING PASS 30.00 $ 37834 11/06/2023 PD OPS PD OPS CINTAS CORPORATION MEDICAL SUPPLIES 76.11 $ 37835 11/06/2023 FLEET ACQUISITION FLEET ACQUISITION 72 HOUR LLC 2022 FORD F150 37,436.80 $ 37836 11/06/2023 PD OPS CODE ENF O&E TRANSPORTATION LLC FRESNO RIVER LITTER ABATEMENT 24,150.00 $ 37837 11/06/2023 FINANCE AIRPORT OPS PRUDENTIAL OVERALL SUPPLY 09/23 UNIFORM SERVICES 155.15 $ 37837 11/06/2023 FINANCE CENTRAL ADMIN PRUDENTIAL OVERALL SUPPLY 09/23 UNIFORM SERVICES 159.55 $ 37837 11/06/2023 FINANCE COMM & REC PRUDENTIAL OVERALL SUPPLY 09/23 UNIFORM SERVICES 642.30 $ 37837 11/06/2023 FINANCE COMPUTER MAINT PRUDENTIAL OVERALL SUPPLY 09/23 UNIFORM SERVICES 21.65 $ 37837 11/06/2023 FINANCE ENGINEERING PRUDENTIAL OVERALL SUPPLY 09/23 UNIFORM SERVICES 116.30 $ 37837 11/06/2023 FINANCE FACILITIES MAINT PRUDENTIAL OVERALL SUPPLY 09/23 UNIFORM SERVICES 541.10 $ 37837 11/06/2023 FINANCE FLEET MAINT PRUDENTIAL OVERALL SUPPLY 09/23 UNIFORM SERVICES 540.85 $ 37837 11/06/2023 FINANCE PARKS PRUDENTIAL OVERALL SUPPLY 09/23 UNIFORM SERVICES 829.05 $ 37837 11/06/2023 FINANCE STREETS PRUDENTIAL OVERALL SUPPLY 09/23 UNIFORM SERVICES 1,231.26 $ 37837 11/06/2023 FINANCE SEWER OPS PRUDENTIAL OVERALL SUPPLY 09/23 UNIFORM SERVICES 443.87 $ 37837 11/06/2023 FINANCE UB - WATER PRUDENTIAL OVERALL SUPPLY 09/23 UNIFORM SERVICES 53.25 $ 37837 11/06/2023 FINANCE WATER OPS PRUDENTIAL OVERALL SUPPLY 09/23 UNIFORM SERVICES 700.20 $ 37837 11/06/2023 FINANCE WATER QUALITY CONTROL PRUDENTIAL OVERALL SUPPLY 09/23 UNIFORM SERVICES 238.70 $ 37837 11/06/2023 FINANCE WWTP PRUDENTIAL OVERALL SUPPLY 09/23 UNIFORM SERVICES 732.34 $ 37837 11/06/2023 FINANCE PD OPS PRUDENTIAL OVERALL SUPPLY 09/23 UNIFORM SERVICES 159.25 $ 37838 11/06/2023 PD OPS PD OPS EVANS FEED & LIVESTOCK SUPPLY, INC. SUPPLIES FOR BUBBLES 28.04 $ 37839 11/06/2023 ENGINEERING SEWER CAPITAL OUTLAY CENTRAL VALLEY ENGINEERING & SURVEYING INC LAND APPRAISAL FOR WWTP20-01 5,250.00 $ 37840 11/06/2023 ENGINEERING TRANSPORTATION IMPACT FEE CORNERSTONE STRUCTURAL ENG GROUP, INC. B-02 DESIGN SERVICES FOR WESTBERRY BRIDGE 39,510.12 $ 37841 11/06/2023 ENGINEERING ENGINEERING INSTITUTE OF TRANSPORTATION ENGINEERS, INC. ANNUAL MEMBERSHIP - 2024 177.50 $ 37841 11/06/2023 ENGINEERING GENERAL FUND INSTITUTE OF TRANSPORTATION ENGINEERS, INC. ANNUAL MEMBERSHIP - 2024 177.50 $

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 37842 11/06/2023 FINANCE WATER CONSERV CITY OF MADERA TOILET REBATE - 9926031 100.00 $ 37843 11/06/2023 PW ADMIN AIRPORT OPS MADERA COUNTY TAX COLLECTOR 2023 PROPERTY TAX APN - 013-220-005-000 1,027.92 $ 37843 11/06/2023 PW ADMIN AIRPORT OPS MADERA COUNTY TAX COLLECTOR 2023 PROPERTY TAX APN - 013-220-003-000 1,812.00 $ 37843 11/06/2023 PW ADMIN AIRPORT OPS MADERA COUNTY TAX COLLECTOR 2023 PROPERTY TAX APN - 013-220-002-000 1,293.00 $ 37844 11/06/2023 ENGINEERING AFFORDABLE HOUSING O'DELL ENGINEERING, INC. DESIGN SVS 08/23 - SIDEWALK IMPROVEMENTS 4,456.25 $ 37844 11/06/2023 PARKS PROP 68 GRANT O'DELL ENGINEERING, INC. PARKS DESIGN SERVICES - OLIVE PARK 20,967.77 $ 37845 11/06/2023 PD OPS PD OPS ASSET FORFEITURE/OTHER PD TOLL FEE 82.78 $ 37846 11/06/2023 FINANCE GENERAL FUND OVERPAYMENTS REIMBURSEMENT - TOT Q1 FY 22/23 72,017.98 $ 37847 11/06/2023 PW ADMIN WATER CONSERV OTP- REBATES TURF REPLACEMENT REBATE - 9918011 2,690.00 $ 37848 11/06/2023 PW ADMIN WATER CONSERV OTP- REBATES TURF REPLACEMENT REBATE - 9921147 2,850.00 $ 37849 11/06/2023 PW ADMIN WATER CONSERV OTP- REBATES TURF REPLACEMENT REBATE - 4455101 3,000.00 $ 37850 11/06/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - PANAM GYM 200.00 $ 37851 11/06/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 $ 37852 11/06/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - PANAM GYM 200.00 $ 37853 11/06/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 $ 37854 11/06/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 $ 37855 11/06/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 $ 37856 11/06/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - ROTARY SHELTER 2 50.00 $ 37857 11/06/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 $ 37858 11/06/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 $ 37859 11/06/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - ROTARY SHELTER 1 50.00 $ 37860 11/06/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 $ 37861 11/06/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 $ 37862 11/06/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - ROTARY PAVILION 50.00 $ 37863 11/06/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - POOL 100.00 $ 37864 11/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9924313 24.54 $ 37865 11/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9924183 56.22 $ 37866 11/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9909680 16.20 $ 37867 11/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 8668714 22.18 $ 37868 11/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 6325009 17.30 $ 37869 11/06/2023 UB - WATER WATER FUND OTP- UB REFUNDS UB TERM REFUND 9917533 383.74 $ 37870 11/14/2023 PW ADMIN AIRPORT OPS SERVICEMASTER BY J&C BROWN 10/23 JANITORIAL SERVICES 347.82 $ 37870 11/14/2023 PW ADMIN CENTRAL ADMIN SERVICEMASTER BY J&C BROWN 10/23 JANITORIAL SERVICES 3,683.20 $ 37870 11/14/2023 PW ADMIN COMM & REC SERVICEMASTER BY J&C BROWN 10/23 JANITORIAL SERVICES 7,099.08 $ 37870 11/14/2023 PW ADMIN ENGINEERING SERVICEMASTER BY J&C BROWN 10/23 JANITORIAL SERVICES 2,578.10 $ 37870 11/14/2023 PW ADMIN FINANCE SERVICEMASTER BY J&C BROWN 10/23 JANITORIAL SERVICES 219.87 $ 37870 11/14/2023 PW ADMIN INTERMODAL BLDG SERVICEMASTER BY J&C BROWN 10/23 JANITORIAL SERVICES 526.23 $ 37870 11/14/2023 PW ADMIN SEWER OPS SERVICEMASTER BY J&C BROWN 10/23 JANITORIAL SERVICES 679.37 $ 37870 11/14/2023 PW ADMIN SOLID WASTE SERVICEMASTER BY J&C BROWN 10/23 JANITORIAL SERVICES 679.37 $ 37870 11/14/2023 PW ADMIN TRANS - FIXED SERVICEMASTER BY J&C BROWN 10/23 JANITORIAL SERVICES 878.65 $ 37870 11/14/2023 PW ADMIN TRANS - DAR SERVICEMASTER BY J&C BROWN 10/23 JANITORIAL SERVICES 878.65 $ 37870 11/14/2023 PW ADMIN UB - GARBAGE SERVICEMASTER BY J&C BROWN 10/23 JANITORIAL SERVICES 219.87 $ 37870 11/14/2023 PW ADMIN UB - SEWER SERVICEMASTER BY J&C BROWN 10/23 JANITORIAL SERVICES 219.87 $ 37870 11/14/2023 PW ADMIN UB - WATER SERVICEMASTER BY J&C BROWN 10/23 JANITORIAL SERVICES 439.76 $

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 37870 11/14/2023 PW ADMIN WATER QUALITY CONTROL SERVICEMASTER BY J&C BROWN 10/23 JANITORIAL SERVICES 219.84 $ 37870 11/14/2023 PW ADMIN WWTP SERVICEMASTER BY J&C BROWN 10/23 JANITORIAL SERVICES 979.48 $ 37870 11/14/2023 PW ADMIN MEAS K - PD SERVICEMASTER BY J&C BROWN 10/23 JANITORIAL SERVICES 589.52 $ 37870 11/14/2023 PW ADMIN PD OPS SERVICEMASTER BY J&C BROWN 10/23 JANITORIAL SERVICES 4,276.13 $ 37871 11/14/2023 CITY ADMIN CITY ATTORNEY MONTOY LAW CORPORATION CITY ATTORNEY CONTRACTED LEGAL SVS 29,311.65 $ 37872 11/14/2023 ENGINEERING LTF - STREETS MARK THOMAS & COMPANY, INC. ENGINEERING AND GRANT WRITING SERVICES 3,164.69 $ 37873 11/14/2023 PD OPS MEAS K - PD LAW DOG K9 K9 PURCHASE & TRAINING 9,500.00 $ 37873 11/14/2023 PD OPS PD OPS LAW DOG K9 K9 PURCHASE & TRAINING 10,000.00 $ 37874 11/14/2023 PARKS ADMIN CDBG PUB IMPR SUPERIOR INTERNATIONAL INDUSTRIES, INC. CONSTRUCTION SERVICES - MCNALLY PARK 228,726.15 $ 37875 11/14/2023 PD OPS MEAS K - PD ANTHRO INTERNATIONAL, INC. OFFICE CHAIR REPLACEMENT 4,052.93 $ 37876 11/14/2023 FINANCE UB - GARBAGE SAFEGUARD BUSINESS SYSTEMS, INC. UB CASH BAGS 81.59 $ 37876 11/14/2023 FINANCE UB - SEWER SAFEGUARD BUSINESS SYSTEMS, INC. UB CASH BAGS 81.60 $ 37876 11/14/2023 FINANCE UB - WATER SAFEGUARD BUSINESS SYSTEMS, INC. UB CASH BAGS 163.19 $ 37877 11/14/2023 PD OPS PD OPS ANTHONY PENA REIMBURSEMENT - EQUIPMENT 1,000.00 $ 37878 11/14/2023 PURCHASING SOLID WASTE TELEPHONE DOCTOR INC UB ONLINE LEARNING 249.17 $ 37878 11/14/2023 PURCHASING UB - GARBAGE TELEPHONE DOCTOR INC UB ONLINE LEARNING 498.33 $ 37878 11/14/2023 PURCHASING UB - SEWER TELEPHONE DOCTOR INC UB ONLINE LEARNING 498.33 $ 37878 11/14/2023 PURCHASING UB - WATER TELEPHONE DOCTOR INC UB ONLINE LEARNING 996.66 $ 37878 11/14/2023 PURCHASING WATER FUND TELEPHONE DOCTOR INC UB ONLINE LEARNING 498.34 $ 37878 11/14/2023 PURCHASING SEWER FUND TELEPHONE DOCTOR INC UB ONLINE LEARNING 249.17 $ 37879 11/14/2023 FIRE MEAS K - FIRE LAWSON PRODUCTS, INC MISC SUPPLIES 991.63 $ 37880 11/14/2023 PD OPS PD OPS JEREMY MCCOOL REIMBURSEMENT - PARKING PERMIT 30.00 $ 37881 11/14/2023 HR/RISK MGT HR/RISK MGT MARIO SOLIS HEATH BENEFITS FAIR FOOD & BEVERAGES 1,948.50 $ 37882 11/14/2023 PD OPS PD OPS BRIAN ROSAS REIMBURSEMEBT - VEST PER MOU 350.00 $ 37883 11/14/2023 CITY ADMIN COMMUNITY PROMO MADERA COUNTY SUPERINTENDENT OF SCHOOLS MADERA COMPACT MEMBERSHIP 23/24 200.00 $ 37884 11/14/2023 WWTP WWTP DELLAVALLE LABORATORY,INC. MONIT. WELL TESTING 1,696.00 $ 37885 11/14/2023 PD OPS PD OPS AT&T 09/23 CALNET 3 SERVICE 9391031566 154.88 $ 37885 11/14/2023 PD OPS PD OPS AT&T 09/23 CALNET 3 SERVICE 9391031578 166.39 $ 37886 11/14/2023 ENGINEERING SEWER CAPITAL OUTLAY AECOM TECHNICAL SERVICES, INC. AECOM ON-CALL ENG SVCS FAIRGOUND LIFT STATION 8,145.00 $ 37887 11/14/2023 WWTP WWTP BSK ASSOCIATES PERMIT COMPLIANCE LAB 4,795.00 $ 37887 11/14/2023 WWTP WWTP BSK ASSOCIATES WWTP COMPLIANCE LAB 1,516.00 $ 37888 11/14/2023 WWTP WWTP BSK ASSOCIATES PERMIT COMPLIANCE LAB 713.50 $ 37888 11/14/2023 WWTP WWTP BSK ASSOCIATES WWTP COMPLIANCE LAB 91.00 $ 37889 11/14/2023 ENGINEERING SEWER CAPITAL OUTLAY BLAIR CHURCH & FLYNN PROFESSIONAL ENGINEERING SERVICES 73,512.50 $ 37890 11/14/2023 PD OPS PD OPS CA DEPARTMENT OF JUSTICE 09/23 FINGERPRINT APPS 416.00 $ 37890 11/14/2023 PD OPS PD OPS CA DEPARTMENT OF JUSTICE 09/23 BLOOD ALCOHOL ANALYSIS 1,225.00 $ 37891 11/14/2023 FINANCE PAYROLL TRUST COLONIAL LIFE & ACCIDENT INSURANCE CO #E700482-3 FOR 10/27/2023 PAYROLL 911.08 $ 37892 11/14/2023 PD OPS PD OPS COMCAST 09/23 SVS 8155500320092096 180.61 $ 37893 11/14/2023 PD OPS PD OPS COMMUNITY MEDICAL CENTER SAFE EXAM - 23M-06738 800.00 $ 37894 11/14/2023 HR/RISK MGT HR/RISK MGT OCCUPATIONAL HEALTH CENTERS OF CA, A MEDIC PRE-EMPLOYMENT PHYSICAL 709.00 $ 37894 11/14/2023 HR/RISK MGT MUSD AFTER SCHOOL PROGRAM OCCUPATIONAL HEALTH CENTERS OF CA, A MEDIC PRE-EMPLOYMENT PHYSICAL 287.00 $ 37895 11/14/2023 ENGINEERING ENGINEERING CPS HR CONSULTING WRITTING COURSE 150.00 $ 37895 11/14/2023 HR/RISK MGT HR/RISK MGT CPS HR CONSULTING RECRUITMENT TEST 401.50 $ 37896 11/14/2023 PD OPS CODE ENF CORELOGIC INFORMATION SOLUTIONS INC REALQUEST SERVICES 09/23 87.50 $

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 37896 11/14/2023 PD OPS UB - GARBAGE CORELOGIC INFORMATION SOLUTIONS INC REALQUEST SERVICES 09/23 21.88 $ 37896 11/14/2023 PD OPS UB - SEWER CORELOGIC INFORMATION SOLUTIONS INC REALQUEST SERVICES 09/23 21.88 $ 37896 11/14/2023 PD OPS UB - WATER CORELOGIC INFORMATION SOLUTIONS INC REALQUEST SERVICES 09/23 43.74 $ 37897 11/14/2023 PD OPS GENERAL FUND CYRUN ALLIANCE MAINTENANCE & SUPPORT 20,833.34 $ 37897 11/14/2023 PD OPS PD OPS CYRUN ALLIANCE MAINTENANCE & SUPPORT 29,166.66 $ 37898 11/14/2023 FIRE MEAS K - FIRE DIAMOND COMMUNICATIONS FIRE ALARM INSPECTION - FIRE 58 936.97 $ 37898 11/14/2023 PW ADMIN COMPUTER MAINT DIAMOND COMMUNICATIONS SECURITY ALARM MONITORING - PW 50.00 $ 37898 11/14/2023 PW ADMIN FACILITIES MAINT DIAMOND COMMUNICATIONS SECURITY ALARM MONITORING - PW 146.24 $ 37898 11/14/2023 PW ADMIN FLEET MAINT DIAMOND COMMUNICATIONS SECURITY ALARM MONITORING - PW 95.00 $ 37898 11/14/2023 PW ADMIN STREETS DIAMOND COMMUNICATIONS SECURITY ALARM MONITORING - PW 146.24 $ 37898 11/14/2023 PW ADMIN SEWER OPS DIAMOND COMMUNICATIONS SECURITY ALARM MONITORING - PW 146.26 $ 37898 11/14/2023 PW ADMIN TRANS - FIXED DIAMOND COMMUNICATIONS SECURITY ALARM MONITORING - PW 40.00 $ 37898 11/14/2023 PW ADMIN TRANS - DAR DIAMOND COMMUNICATIONS SECURITY ALARM MONITORING - PW 40.00 $ 37898 11/14/2023 PW ADMIN WATER OPS DIAMOND COMMUNICATIONS SECURITY ALARM MONITORING - PW 146.26 $ 37899 11/14/2023 CITY ADMIN COMMUNITY PROMO ECONOMIC DEVELOPMENT COMMISSION Q1 EDC CONTRIBUTION FY 23/24 45,359.47 $ 37900 11/14/2023 FIRE FIRE EPPLER TOWING TOWING SERVICE 750.00 $ 37901 11/14/2023 PD OPS PD OPS FRESNO CITY COLLEGE REGISTRATION FEE - POLICE ACADEMY 4,100.00 $ 37902 11/14/2023 FINANCE FINANCE GOVERNMENT FINANCE OFFICERS ASSOC. GFOA MEMBERSHIP RENEWAL 347.08 $ 37902 11/14/2023 FINANCE GENERAL FUND GOVERNMENT FINANCE OFFICERS ASSOC. GFOA MEMBERSHIP RENEWAL 247.92 $ 37903 11/14/2023 PARKS ADMIN COMM & REC CHARLES LUECKER, AUTHORIZED SIGNER CHLORINE FOR POOL 2,093.38 $ 37904 11/14/2023 GRANTS INTERMODAL BLDG CITY OF MADERA 10/23 UTILITY SERVICE - 3040421 51.66 $ 37904 11/14/2023 GRANTS INTERMODAL BLDG CITY OF MADERA 10/23 UTILITY SERVICE - 3040431 125.31 $ 37904 11/14/2023 GRANTS INTERMODAL BLDG CITY OF MADERA 10/23 UTILITY SERVICE - 3040441 179.53 $ 37905 11/14/2023 FINANCE PAYROLL TRUST M.C.E.A. 10/23 MONTHLY DUES 290.00 $ 37906 11/14/2023 FINANCE PD OPS MADERA COUNTY TAX COLLECTOR 08/23 COUNTY'S PORTION OF PARK 175.50 $ 37907 11/14/2023 FINANCE PAYROLL TRUST M P O A 10/23 MONTHLY DUES 6,413.92 $ 37908 11/14/2023 GRANTS CDBG ADMIN MADERA TRIBUNE PUBLIC COMMENTS 435.50 $ 37908 11/14/2023 HR/RISK MGT HR/RISK MGT MADERA TRIBUNE JOB ADVERSTISEMENT - PARKS PROJECT MGR 87.40 $ 37908 11/14/2023 HR/RISK MGT HR/RISK MGT MADERA TRIBUNE JOB ADVERSTISEMENT - WATER & SEWER OP MGR 121.60 $ 37908 11/14/2023 HR/RISK MGT HR/RISK MGT MADERA TRIBUNE JOB ADVERSTISEMENT - ENGINEER 155.80 $ 37908 11/14/2023 PLANNING PLANNING MADERA TRIBUNE INTENT TO ADOPT ORDINANCE 221.00 $ 37908 11/14/2023 PLANNING PLANNING MADERA TRIBUNE PUBLIC HEARING NOTICE 630.50 $ 37909 11/14/2023 PD OPS MEAS K - PD MADERA UNIFORM & ACCESSORIES UNIFORM ACCESSORIES 1,291.05 $ 37910 11/14/2023 PARKS ADMIN AQUATICS PROGRAM MAMMOTH OXYGEN CO2 FOR POOL 219.60 $ 37911 11/14/2023 PD OPS PD OPS MALLORY CO POLICE BARRICADE TAPE 284.65 $ 37912 11/14/2023 PW ADMIN STREETS MID VALLEY DISPOSAL INC. WASTE DISPOSAL 10,753.78 $ 37912 11/14/2023 PW ADMIN WWTP MID VALLEY DISPOSAL INC. WASTE DISPOSAL 812.04 $ 37913 11/14/2023 HR/RISK MGT HR/RISK MGT OCCU-MED, LTD. EXAM SERVICES 248.00 $ 37913 11/14/2023 PD OPS MEAS K - PD OCCU-MED, LTD. EXAM SERVICES 1,046.00 $ 37914 11/14/2023 ENGINEERING RSTP - FED EX PACIFIC GAS & ELECTRIC TRAFFIC SIGNAL INSTALLATION-LAKE ST/SHERWOOD WAY 3,000.00 $ 37914 11/14/2023 FINANCE AIRPORT OPS PACIFIC GAS & ELECTRIC 09/23 SERVICE 9920095153-3 8.11 $ 37914 11/14/2023 FINANCE CENTRAL ADMIN PACIFIC GAS & ELECTRIC 09/23 SERVICE 9920095153-3 59.23 $ 37914 11/14/2023 FINANCE COMM & REC PACIFIC GAS & ELECTRIC 09/23 SERVICE 9920095153-3 2,853.95 $ 37914 11/14/2023 FINANCE DRAINAGE PACIFIC GAS & ELECTRIC 09/23 SERVICE 9920095153-3 368.34 $

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 37914 11/14/2023 FINANCE FACILITIES MAINT PACIFIC GAS & ELECTRIC 09/23 SERVICE 1013877191-9 83.89 $ 37914 11/14/2023 FINANCE FACILITIES MAINT PACIFIC GAS & ELECTRIC 09/23 SERVICE 9920095153-3 5,545.30 $ 37914 11/14/2023 FINANCE FACILITIES MAINT PACIFIC GAS & ELECTRIC 09/23 SERVICE 1715785853-5 1,942.17 $ 37914 11/14/2023 FINANCE FACILITIES MAINT PACIFIC GAS & ELECTRIC 09/23 SERVICE 4318089701-9 40.82 $ 37914 11/14/2023 FINANCE FACILITIES MAINT PACIFIC GAS & ELECTRIC 09/23 SERVICE 1598348280-1 85.34 $ 37914 11/14/2023 FINANCE FACILITIES MAINT PACIFIC GAS & ELECTRIC 09/23 SERVICE 5225647713-5 15.77 $ 37914 11/14/2023 FINANCE FACILITIES MAINT PACIFIC GAS & ELECTRIC 09/23 SERVICE 5207933925-6 62.45 $ 37914 11/14/2023 FINANCE FACILITIES MAINT PACIFIC GAS & ELECTRIC 09/23 SERVICE 9787342989-4 141.80 $ 37914 11/14/2023 FINANCE FIRE PACIFIC GAS & ELECTRIC 09/23 SERVICE 9920095153-3 74.08 $ 37914 11/14/2023 FINANCE PARKING DIST OPS PACIFIC GAS & ELECTRIC 09/23 SERVICE 9920095153-3 80.78 $ 37914 11/14/2023 FINANCE PARKS PACIFIC GAS & ELECTRIC 09/23 SERVICE 9920095153-3 144.37 $ 37914 11/14/2023 FINANCE PARKS PACIFIC GAS & ELECTRIC 09/23 SERVICE 8675479583-8 18.57 $ 37914 11/14/2023 FINANCE RECREATION PACIFIC GAS & ELECTRIC 09/23 SERVICE 9920095153-3 34.64 $ 37914 11/14/2023 FINANCE SEWER OPS PACIFIC GAS & ELECTRIC 09/23 SERVICE 9920095153-3 25.55 $ 37914 11/14/2023 FINANCE SOLID WASTE PACIFIC GAS & ELECTRIC 09/23 SERVICE 9920095153-3 8.19 $ 37914 11/14/2023 FINANCE SR CITIZEN COMM PACIFIC GAS & ELECTRIC 09/23 SERVICE 9920095153-3 8.10 $ 37914 11/14/2023 FINANCE WATER OPS PACIFIC GAS & ELECTRIC 09/23 SERVICE 9920095153-3 54,604.49 $ 37914 11/14/2023 FINANCE ZONE 24 ACTIVITIES PACIFIC GAS & ELECTRIC 09/23 SERVICE 9920095153-3 62.33 $ 37914 11/14/2023 FINANCE ZONE 26 ACTIVITIES PACIFIC GAS & ELECTRIC 09/23 SERVICE 9920095153-3 9.85 $ 37914 11/14/2023 FINANCE ZONE 31A ACTIVITIES PACIFIC GAS & ELECTRIC 09/23 SERVICE 9920095153-3 19.97 $ 37914 11/14/2023 FINANCE PD OPS PACIFIC GAS & ELECTRIC 09/23 SERVICE 9920095153-3 7,790.37 $ 37915 11/14/2023 PD OPS PD OPS PECK'S PRINTERY PD - ASSESSMENT/EVALUATION FORM 955.31 $ 37915 11/14/2023 PD OPS PROP 64 HLTH & PUBLIC SAFETY PECK'S PRINTERY PD - RED RIBBON WEEK FLYERS 178.61 $ 37916 11/14/2023 ENGINEERING LTF - STREETS PETERS ENGINEERING GROUP PROFESSIONAL ENGINEERING SERVICES 9,903.75 $ 37917 11/14/2023 FINANCE FINANCE PHOENIX GROUP INFO SYS 08/23 CITATIONS 277.29 $ 37918 11/14/2023 FINANCE CFD DEBT FUND - 2006 BONDS PITNEY BOWES, INC. POSTAGE MACHINE LEASE 06/30/23-09/29/23 54.24 $ 37918 11/14/2023 FINANCE WATER OPS PITNEY BOWES, INC. POSTAGE MACHINE LEASE 06/30/23-09/29/23 271.23 $ 37918 11/14/2023 FINANCE WWTP PITNEY BOWES, INC. POSTAGE MACHINE LEASE 06/30/23-09/29/23 108.49 $ 37919 11/14/2023 WWTP WWTP POLYDYNE INC. SLUDGE DEWATERING POLYMER 19,220.88 $ 37920 11/14/2023 ENGINEERING WATER CAPITAL OUTLAY PROVOST & PRITCHARD CONSULTING PROFESSIONAL ENGINEERING SERVICES 2,855.10 $ 37920 11/14/2023 ENGINEERING WATER CAPITAL OUTLAY PROVOST & PRITCHARD CONSULTING WATER MAIN REPLACEMENT - W-39, W-40, & W-41 64,077.71 $ 37921 11/14/2023 ENGINEERING WATER CAPITAL OUTLAY REAL PROPERTY ANALYSTS APPRAISAL SERVICES - 16564 N LAKE ST 2,700.00 $ 37922 11/14/2023 WWTP WWTP SAFETY-KLEEN CORP OIL SERVICE 151.80 $ 37923 11/14/2023 WWTP WWTP SJVAPCD FEE FOR FLARE 87.00 $ 37924 11/14/2023 ENGINEERING WATER CAPITAL OUTLAY SJVAPCD PERMIT TO OPERATE - WELL 37 87.00 $ 37925 11/14/2023 ENGINEERING FAU CMAQ SEAL RITE PAVING ASPHALT PAVING 134,785.32 $ 37925 11/14/2023 ENGINEERING MEAS T - ENVIRO SEAL RITE PAVING ASPHALT PAVING 90,239.54 $ 37926 11/14/2023 PARKS ADMIN PARKS SERGIO'S WELDING SUNRISE ROTARY - ELECTRICITY PANEL CAGE 5,110.89 $ 37927 11/14/2023 ENGINEERING WWTP SPARKLETTS DRINKING WATER ENGINEERING 239.78 $ 37928 11/14/2023 PW ADMIN WATER QUALITY CONTROL STATE WATER RESOURCES CONTROL BOARD CERTIFICATION RENEWAL D4 - BARKER 80.00 $ 37929 11/14/2023 FINANCE PAYROLL TRUST STATE OF CALIFORNIA FRANCHISE TAX DEDUCTIONS FOR 10/13/23 PAYROLL 25.00 $ 37930 11/14/2023 FINANCE PAYROLL TRUST STATE OF CALIFORNIA FRANCHISE TAX DEDUCTIONS FOR 10/27/23 PAYROLL 25.00 $ 37931 11/14/2023 PD OPS PD OPS THE RADAR SHOP RECERTIFIED RADAR/LIDAR UNITS 1,030.00 $ 37932 11/14/2023 PARKS ADMIN COMM & REC TK ELEVATOR CORPORATION YC ELEVATOR MAINTENANCE 304.51 $

CHECK PAY DATE DEPARTMENT PAID FROM ORG ISSUED TO DESCRIPTION AMOUNT 37933 11/14/2023 PD OPS PD OPS TRANSUNION RISK & ALTERNATIVE DATA SOL. DATABASE ACCESS 09/23 210.00 $ 37934 11/14/2023 PW ADMIN FACILITIES MAINT UNDERGROUND SERVICE ALERT MEMBERSHIP FEE FY 23/24 221.87 $ 37934 11/14/2023 PW ADMIN STREETS UNDERGROUND SERVICE ALERT MEMBERSHIP FEE FY 23/24 221.87 $ 37934 11/14/2023 PW ADMIN SEWER OPS UNDERGROUND SERVICE ALERT MEMBERSHIP FEE FY 23/24 221.87 $ 37934 11/14/2023 PW ADMIN WATER OPS UNDERGROUND SERVICE ALERT MEMBERSHIP FEE FY 23/24 266.25 $ 37935 11/14/2023 PD OPS PD OPS BE PREPARED CPR/FIRST AID INSTRUCTION CPR/AED TRAINING 2,640.00 $ 37936 11/14/2023 ENGINEERING ENGINEERING YAMABE & HORN ENGINEERING MAP REVIEW - 23-209 PM 23-P-03 102.50 $ 37936 11/14/2023 ENGINEERING ENGINEERING YAMABE & HORN ENGINEERING PLAN CHECK - 22-110 2,592.50 $ 37936 11/14/2023 ENGINEERING ENGINEERING YAMABE & HORN ENGINEERING MAP REVIEW - 23-293 PM 23-P-04 820.00 $ 37937 11/14/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS RENTAL CANCELLATION REFUND 50.00 $ 37937 11/14/2023 PARKS ADMIN PARKS OTP- PARKS REFUNDS RENTAL CANCELLATION REFUND 150.00 $ 37938 11/14/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PICNIC AREA 1 50.00 $ 37939 11/14/2023 PARKS ADMIN SPORTS PROGRAMS OTP- PARKS REFUNDS DEPOSIT REFUND - MULTI-CHILD DISCOUNT 21.00 $ 37940 11/14/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PAVILION 50.00 $ 37941 11/14/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - PANAM MULTI-ROOM 100.00 $ 37942 11/14/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - LTC PICNIC AREA 1 50.00 $ 37943 11/14/2023 PARKS ADMIN GENERAL TRUST OTP- PARKS REFUNDS DEPOSIT REFUND - ROTARY PAVILION 50.00 $ 37944 11/14/2023 PARKS ADMIN SPECIAL EVENTS OTP- PARKS REFUNDS ACTIVITY CANCELLATION REFUND 65.00 $ 37945 11/14/2023 PARKS ADMIN SPECIAL EVENTS OTP- PARKS REFUNDS ACTIVITY CANCELLATION REFUND 65.00 $ 366 11/16/2023 FINANCE PAYROLL TRUST NAVIA BENEFIT SOLUTIONS INC FSA SECTION 125 DISBURSEMENT 11/01/2023 865.68 $ 367 11/06/2023 HR/RISK MGT CITY CLERK EMPLOYEE BENEFIT SPECIALISTS, INC. 11/23 BENEFIT PREMIUMS 923.00 $ 367 11/06/2023 HR/RISK MGT PAYROLL TRUST EMPLOYEE BENEFIT SPECIALISTS, INC. 11/23 BENEFIT PREMIUMS 377,824.09 $ 367 11/06/2023 HR/RISK MGT PD OPS EMPLOYEE BENEFIT SPECIALISTS, INC. 11/23 BENEFIT PREMIUMS 2,123.00 $ 368 11/07/2023 FINANCE PAYROLL TRUST NAVIA BENEFIT SOLUTIONS INC FSA SECTION 125 DISBURSEMENT 11/07/2023 184.31 $ 369 11/08/2023 FINANCE PAYROLL TRUST NAVIA BENEFIT SOLUTIONS INC SECTION 125 PLAN YEAR FEE & PARTICIPANT FEE 104.00 $ 370 11/09/2023 FINANCE PAYROLL TRUST MISSION SQUARE - 302351 PLAN #302351 CONTRIBS FOR 11/09/23 PAYROLL 28,928.75 $ 371 11/10/2023 FINANCE PAYROLL TRUST NPC-ORCHARD TRUST COMPANY PLAN #340227-01 FOR 11/09/2023 PAYROLL 12,436.39 $ 372 11/10/2023 FINANCE PAYROLL TRUST NPC-ORCHARD TRUST COMPANY PLAN #340227-02 FOR 11/09/2023 PAYROLL 3,331.80 $ 373 11/14/2023 FINANCE PAYROLL TRUST NAVIA BENEFIT SOLUTIONS INC FSA SECTION 125 DISBURSEMENT 11/14/2023 599.85 $ BANK #1 - US BANK GENERAL ACCOUNT TOTAL $ 1,911,261.57

REPORT TO CITY COUNCIL
Approved by: Council Meeting of: December 6, 2023
_________________________________ Agenda Number: ___________ Joseph Hebert, Parks & Community Services Director
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Madera Unified School District MULES Event Fee Waiver Request RECOMMENDATION:

Adopt a Resolution waiving the rental fees of the Lions Town & Country Park related to the Madera Unified School District’s Madera Unified League of Elementary Sports Elementary Cross Country District Championship request for utilization on December 8, 2023, in the amount of $375
SUMMARY:

Madera Unified School District (MUSD) is requesting that the City waive rental fees for the use of the entire Lions Town & Country Park on Friday, December 8, 2023 from 6:30 a.m. – 1:00 p.m., to host the Madera Unified League of Elementary Sports (MULES) Elementary Cross Country District Championship event.

DISCUSSION:

MUSD’s Director of Athletics, Marty Bitter, has submitted a written letter requesting the waiver of fees for the Lions Town & Country Park for their MULES Elementary Cross Country District Championship event. The event is set to take place on Friday, December 8, 2023, with MUSD requesting access to the park by 6:30 a.m. and the event estimated to end at 1:00 p.m.

Per the written letter submitted, the MULES Elementary Cross Country District Championship will attract over 800 of our local elementary school-aged students, from grades 4 – 8, who will give their best effort to become a district champion. There are no anticipated road closures or security for this event. MUSD is committed to leaving the park clean, with students encouraged to properly dispose of their lunches and drinks with trash bags provided to them.

B-3
Staff would like to note this event has taken place at Lions Town & Country Park in the past years, for numerous years, with no rental fees being associated with the use of the park by MUSD. In past years, the approval for the waiver of fees had not been presented to the Council for consideration, with the Parks & Community Services Director having the discretion to approve/deny such requests.

FINANCIAL IMPACT:

The applicable costs associated with the rental of the Lions Town & Country Park, as a Special Event, are summarized in Table 1. Staff would like to note these costs can be found on page 65 of the 2018-2019 City of Madera Master Fee Schedule. Due to the large, anticipated turnout of about 800 students, the City is taking into consideration the additional clean-up efforts park maintenance staff will have to complete after the event. This would include the additional collection of trash receptacles, bathroom restocking, litter pick-up, and a walk-through of the parking lot and park to ensure the park is left in prime condition.

Table 1: Financial Impact to the City
Administrative Fee $25
Special Event Max Program Fee $250
Parks Maintenance at 2 staff x 27.35/Hourly at

1.83 hours for Clean-Up After Event
$100
Total $375
MUSD has been informed the event must still abide by all rental insurance requirements and public event requirements.

ALTERNATIVES:

Council may elect to reject the fee waiver and require Madera Unified School District to pay any associated fees for the rental of the Lions Town & Country Park on the date being requested.

ATTACHMENTS:

1. Resolution – Waiving Rental Fees for Lions Town & Country Park related to MUSD’s MULES Elementary Cross Country District Championship Event

2. Page 65 of the Parks & Community Services Facility Rental Fee Schedule

3. Request Letter Authored by Marty Bitter, MUSD Director of Athletics ATTACHMENT 1
Resolution – Waiving Rental Fees for Lions Town & Country Park related to MUSD’s MULES Elementary Cross Country District Championship Event
RESOLUTION NO. 23-______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MADERA,

CALIFORNIA WAIVING RENTAL FEES FOR LIONS TOWN & COUNTRY PARK RELATED TO MADERA UNIFIED SCHOOL DISTRICT’S MADERA UNIFIED

LEAGUE OF ELEMENTARY SPORTS ELEMENTARY CROSS COUNTRY
DISTRICT CHAMPIONSHIP EVENT IN THE AMOUNT OF $375
WHEREAS, Madera Unified School District (MUSD) has submitted a written request for waiving of fees for the Lions Town & Country Park; and
WHEREAS, the date being requested is Friday, December 8, 2023 from 6:30 a.m. to 1 p.m.; and
WHEREAS, MUSD plans to utilize the facility for a Madera Unified League of Elementary Sports (MULES) Elementary Cross Country District Championship; and WHEREAS, the fees for such event are calculated based off the 2018-2019 City of Madera Master Fee Schedule; and
WHEREAS, the fees for the event are calculated at $375; and WHEREAS, the event organizers are still subject to providing insurance documentation for City facility rentals that meets City requirements.

NOW, THEREFORE, THE COUNCIL OF THE CITY OF MADERA hereby resolves, finds, determines and orders as follows:

1. The foregoing recitals are true and correct and incorporated herein by reference.

2. The Council finds that the waiver of fees as set forth in this resolution serves a valid public purpose in that MUSD is a public entity within the City of Madera providing educational and life training to the youth of the community, and the Elementary Cross Country District Championships is an annual event held within the City that directly benefits the community by providing activities for youth, encouraging physical fitness, promoting sportsmanship and cooperation, and providing an opportunity for younger students to experience on a course used by their middle and high school peers

3. The City Council does hereby waive the City fees requested by Madera Unified School District for Rental Fees of the Lions Town & Country Park on December 8, 2023, subject to confirmation of insurance.

4. This resolution is effective immediately upon adoption. * * * * * * * *
ATTACHMENT 2:

Parks & Community Services Facility Rental Fee Schedule Admin. Fees
NonRefundable Program (min.) Program (max.) Late Reg. Fee Tournament Fees (see Note 5) $ 35.00 $ 150.00 $ 600.00
Camps (see Note 6) $ 5.00 to $15.00 40.00 $ $ 200.00 $ 10.00Camps Junior Counselor $ 5.00 to $15.00 30.00 $ $ 190.00 $ 10.00 T-ball (See Note 7) $ 5.00 $ 45.00 $ 65.00 $ 10.00Youth Basketball (See Note 7) $ 5.00 $ 45.00 $ 65.00 $ 10.00 Youth Sports Prog. (1 day clinics to multi-week leagues) (See Note 7) $ 5.00 $ 5.00 $ 75.00 $ 10.00 Adult Leagues (Basketball, Softball, Football, Soccer, etc.) $ 35.00 $ 250.00 $ 400.00 $ 25.00 Group Swimming Lessons (See Note 7) $ 5.00 $ 45.00 $ 10.00 Private Swimming Lessons $ 5.00 $ 85.00 $ 10.00Public Swim - Youth Per Day $ 1.00Public Swim Season Pass - Youth $ 5.00 $ 35.00Public Swim-Adults Per Day $ 2.00Public Swim Season Pass - Adult $ 5.00 $ 80.00Recreation Class/Program (See Note 7) $ 5.00 to $20.00 25.00 $ $ 250.00 $ 10.00Drop-In Programs $ 2.00 $ 25.00Field Trips $ 5.00 to $25.00 5.00 $ $ 400.00 $ 10.00Hosted Parties $ $5/guest $60/guest 25.00Special Event $ 25.00 $ 100.00 $ 250.00 Hourly Daily (min.) Daily (max.) Deposit
Movie Screen $ 100.00 $ 300.00 $ 800.00 $ 300.00
Movie Licensing
Horseshoes - 2 pair $ 12.00 $ 12.00 $ 40.00
Baseball Bases (set) $ 25.00 $ 25.00 $ 40.00Soccer Goals (set) $ 25.00 $ 25.00 $ 40.00 Volleyball Net $ 12.00 $ 12.00 $ 40.00
Chairs $ 0.50 $ 0.50 $ 50.00
Tables $ 5.00 $ 5.00 $ 50.00T-Shirts (for purchase) $15.00 (See Note 8) Hourly Overtime/ Hr.

Movie Projectionist/Sound Tech. - 2 Required with Rental of Screen $18.32 each $27.48 eachAfter-School Program Staff $27.35 each $41.02 eachClean-Up After Event (See Note 9) $27.35 each $41.02 each

PROGRAM FEES
Program Fees
NOTES
EQUIPMENT RENTALS/PURCHASE Rental Fees
Actual cost plus $50.00
STAFF
Fees

1. Indoor facilities have a minimum rental charge of 3 xthe hourly rate, outdoor facilities (including the pool) have a minimum rental charge of 4 x the hourly rate unless otherwise noted. 2. Facility clean-up costing more than the General Deposit will be billed to the renter at hourly labor cost plus materials. All damages will be billed to the renter.3. 50% of total rental fee (including admin. fee and deposit) is due at time of reservation; balance is due 45 days prior to event. Cancellation before 45 days prior toevent is eligible for full refund minus admin. fee. Cancellations and reservations not paid in full 45 days or less prior to event are subject to loss of all funds deposited (50% of total rental including admin. fee).4. Based on availability and the Parks Department Director's approval, certain community-based non-profit organizations may use Parks Department meeting rooms for business meetings at no charge5. Non-City hosted tournaments are required to pay theCity $100 in addition to all other applicable charges. 6. Registered non-profits may be eligible for a 15% reduction of rental charges. 7. 2nd child in the household registered at the same time as the 1st child is eligible for a 10% reduction in activity fee (administrative fee not included). 3rd and subsequent children registered at the same time as the1st and 2nd child are eligible for a 20% reduction in the activity fee. 8. Some programs (example T-ball) include a T-Shirt in the Program Fee . For programs not including a T-Shirt or for extra shirts the cost is $15.00/ shirt.9. Renters are expected to leave fields, picnic areas and facilities clean after their rental, renters may be chargeda fee for excessive trash or other clean-up. 10. Applicable programs, when advertised as such, will have an early-bird registration period which will consist of a 10% reduction of fees for early registration.

Parks and Community Services Fees
65 I I I I
I
I I I
I
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ATTACHMENT 3:

Request Letter Authored by Marty Bitter, MUSD Director of Athletics

DIRECTOR of ATHLETICS

MARTY BITTER
[email protected]

COORDINATOR OF
PHYSICAL ED. & ATHLETICS
Jaime Brown
[email protected]

ADMINISTRATIVE

ASSTISTANT
Cristina Khan
[email protected]
r

ATHLETIC DIRECTORS
Madera High – John Fernandez
[email protected]
Administrative Assistant
Bianca Ramirez
[email protected]
Madera South - Andrea Devine
[email protected]
Administrative Assistant
Amber Jaurique
[email protected]
Matilda Torres High School
Jordan Murphy
[email protected]
Administrative Assistant
Diana Flores
[email protected]
Thomas Jefferson – Scott Brown
[email protected]
Desmond - Nick Burns
[email protected]
Martin Luther King - Alex Smith
[email protected]

SUPERINTENDENT
Todd Lile

11.28.23 Greetings,
Madera Unified has long-standing relationships with the City of Madera and the Parks and Recreation Department. We have been so grateful that you have allowed us to use Town and Country Park for our MULES (Madera Unified League of Elementary Sports) Elementary Cross Country District Championships for as long as I can remember. We provide our students with a memorable experience on a course that their peers and our middle and high school students compete on.

We hope to apply for the fee waiver for our event-taking place on December 8, where over 800 of our elementary students from grades 4 - 8 will give their best effort to become a district champion. We want to begin setting up the park around 6:30 am and will conclude at approximately 1:00 pm. We will not need road closures or security for this event, as Madera Unified provides that. We also do our best to leave the park free of trash by giving each of our schools' trash bags for their lunches and drinks to be put into.

Please consider our request, and again, thank you so much for all you have provided for us in the past.

Thank you,
Marty Bitter, Director of Athletics
Madera Unified School District

Madera Unified School District
District Athletics

2401 W Almond Ave. Madera, CA 93637 * 559.664.9701
11 REPORT TO CITY COUNCIL
Approved by: Council Meeting of: December 6, 2023
_________________________________ Agenda Number: ___________ Michael Lima, Director of Financial Services
_________________________________
Arnoldo Rodriguez, City Manager
SUBJECT:

Piggyback purchase agreements for Fleet Division-related purchases RECOMMENDATION:

Adopt a Resolution approving Sourcewell piggyback agreements for the purchase of a Chip Truck with Aerial Boom for $199,998.91 from 72 Hour LLC and a Ball Field Groomer from the Toro Company for $37,597.90
SUMMARY:

The Fiscal Year (FY) 2023/24 Adopted Budget for the Fleet Replacement Program (Org Unit 3070- 1250), approved by the Council on August 24, 2023, included appropriations for equipment, notably two items for the Parks Department: a chip truck with an aerial boom and a ball field groomer. Staff recommends employing the piggyback process for the acquisition of these assets due to its advantageous nature. Leveraging existing contracts from other agencies enables streamlined procurement, ensuring cost-effectiveness, compliance, and adherence to standards.

DISCUSSION:

Council approved Ordinance 996 C.S. on December 21, 2022, which amended the City’s Municipal Code by adding Title II, Section 4 - Purchasing Procedures. This section allows the City to utilize piggyback purchasing procedures through the Procurement Services Manager to purchase supplies, equipment, or services without completing the City’s bidding or proposal process. A piggyback contract can be executed via another entity’s agreement when the items or services have already been bid by other governmental agencies or special cooperative agreements, provided such contracts are the result of a competitive bidding process, that the competitive bidding process used and all terms and conditions are substantially the same as those used by the City, and that the competitive bidding process and terms and conditions contain a clause allowing piggybacking by other public agencies.

B-4
The Fleet Division consistently engages in purchasing various commodities throughout the year essential for its daily operations, ranging from vehicles and equipment to miscellaneous goods and services. Given the diversity and volume of procurements managed by the Fleet Division, it is well-suited to efficiently utilize the piggyback procurement process.

In line with this framework, staff recommends leveraging the Sourcewell piggyback purchase agreement to acquire a chip truck with an aerial boom and a ball field groomer. These assets are intended for utilization by the Parks Department, facilitating tree trimming/removal operations and the maintenance of baseball fields.

The Sourcewell agreement aligns with the criteria specified in the ordinance and presents an optimal opportunity to procure necessary equipment efficiently and effectively.

FINANCIAL IMPACT:

The purchases under the recommended cooperative purchase agreement will be made from the Fleet Acquisition Program (Org 3070-1250). These purchases are budgeted in the 2023/2024 fiscal year budget.

ALTERNATIVES:

An alternative to the piggyback process involves the direction of staff to prepare a Request for Proposals (RFP) to solicit quotes from vendors on a per-item basis or the issuance of separate RFPs per item. While these alternatives are feasible, it's important to note that they would necessitate significant staff resources and entail an uncertain outcome regarding the competitiveness of prices obtained compared to those secured through piggybacking.

Choosing this alternative approach would likely require extensive staff dedication, time, and resources for the preparation, administration, and evaluation of RFPs. However, there remains no guarantee that the prices obtained through this process would surpass those acquired through the piggybacking method.

ATTACHMENTS:

1. Resolution approving Sourcewell piggyback purchases

2. Sourcewell contract with 72 Hour, LLC.

3. Sourcewell contract with Toro Company
RESOLUTION NO. _______

RESOLUTION APPROVING SOURCEWELL PIGGYBACK AGREEMENT FOR

THE PURCHASE OF A CHIP TRUCK WITH AERIAL BOOM AND A BALL FIELD

GROOMER
WHEREAS, a piggyback contract can be executed via another entity’s agreement when the items or services have already been bid by other governmental agencies or special cooperative agreements, provided such contracts are the result of competitive bidding, and that the competitive bidding process used and all terms and conditions are substantially the same as the City’s competitive bidding process and terms and conditions; and WHEREAS, the City Council (‘Council’) approved Ordinance 996 C.S. on December 21, 2022, which added Title II Section 4 Purchasing Procedures to City’s Municipal Code; and WHEREAS, Ordinance 996 C.S. allows the City to utilize piggyback purchasing procedures to purchase supplies, equipment, or services without completing the City’s bidding or proposal process, from any supplier who offers the goods or services at the same or better price, terms, and/or conditions as the supplier previously offered to another public; and WHEREAS,staff has conducted a due diligence and determined that a piggyback purchase through Sourcewell best meets the City’s interests.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MADERA does hereby resolve, find, and order as follows:

1. The above recitals are true and correct and are incorporated herein by this reference.

2. The Council finds that the use of piggyback purchases per the City’s Municipal Code, Title II, Section 4 - Purchasing Procedures is appropriate, and is in the best interest of the City.

3. The Council approves the Sourcewell piggyback agreements for purchase of the following:
a. Chip truck with aerial boom from 72 Hour LLC, dba National Auto Fleet Group, in the amount of $199,998.11
b. Ball field groomer from The Toro Company in the amount of $37,597.90

4. The City Manager is authorized to enter into agreements(s) for each of the items listed above, consistent with the material terms of the Soucewell agreements and California law, and subject to approval as to legal form by the City Attorney.

5. This Resolution shall take effect immediately upon its adoption. * * *
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Solicitation Number: RFP #091521

CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and 72 Hour LLC dba: National Auto Fleet Group, 490 Auto Center Drive, Watsonville, CA 95076 (Supplier).

Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.

Sourcewell issued a public solicitation for Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories from which Supplier was awarded a contract.

Supplier desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).

1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.

B. EXPIRATION DATE AND EXTENSION. This Contract expires November 8, 2025, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended one additional year upon the request of Sourcewell and written agreement by Supplier.

C. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all payment obligations incurred prior to expiration or termination will survive, as will the following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All rights will cease upon expiration or termination of this Contract.

2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.

Sourcewell ~
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Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.

All Equipment and Products provided under this Contract must be new and the current model.

Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.

This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.

B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.

In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Supplier’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that extends beyond the expiration of the Supplier’s warranty will be passed on to the Participating Entity.

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout the Contract term, Supplier must provide to Sourcewell a current means to validate or authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment, Products, and Services offered under this Contract, which will be incorporated into this Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most current information.

3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price stated in Supplier’s Proposal.

When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.

Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase.

A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Supplier must permit the Equipment and Products to be

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returned within a reasonable time at no cost to Sourcewell or its Participating Entities.

Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and the Supplier will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.

Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally delivers substandard or inferior Equipment or Products.

B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid taxexemption certification(s). When ordering, a Participating Entity must indicate if it is a taxexempt entity.

C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.

When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.

Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.

4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Supplier Development Administrator. This approved form is available from the assigned Sourcewell Supplier Development Administrator.

At a minimum, the request must:
x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change;

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x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.

A fully executed Sourcewell Price and Product Change Request Form will become an amendment to this Contract and will be incorporated by reference.

5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS

A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.

The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Supplier understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.

Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.

B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at governmentowned facilities, including schools. Supplier’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.

6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell

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contract number. All Participating Entity orders under this Contract must be issued prior to expiration or cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.

Supplier’s acceptable forms of payment are included in its attached Proposal. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.

B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Supplier, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entities may require the use of a Participating Addendum; the terms of which will be negotiated directly between the Participating Entity and the Supplier. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.

C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements not addressed in this Contract (such as ecommerce specifications, specialized delivery requirements, or other specifications and requirements), the Participating Entity and the Supplier may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.

D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Supplier in the event of any of the following events:

1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the equipment, products, or services to be purchased; or

2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements.

E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.

7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:

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x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.

B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, sales data reports, supply issues, customer issues, and any other necessary information.

8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a contract sales activity report (Report) to the Sourcewell Supplier Development Administrator assigned to this Contract. Reports are due no later than 45 days after the end of each calendar quarter. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were made).

The Report must contain the following fields:
x Participating Entity Name (e.g., City of Staples Highway Department); x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Supplier may not charge Participating Entities more than the contracted price to offset the Administrative Fee.

The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased

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by Participating Entities under this Contract during each calendar quarter. Payments should note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.

Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.

In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.

9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.

Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If Supplier’s Authorized Representative changes at any time during this Contract, Supplier must promptly notify Sourcewell in writing.

10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Agreement are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.

B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under this Contract without the prior written consent of the other party and a fully executed assignment agreement. Such consent will not be unreasonably withheld. Any prohibited assignment will be invalid.

C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been duly executed by the parties.

D. WAIVER. Failure by either party to take action or assert any right under this Contract will not be deemed a waiver of such right in the event of the continuation or repetition of the circumstances giving rise to such right. Any such waiver must be in writing and signed by the parties.

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E. CONTRACT COMPLETE. This Contract represents the complete agreement between the parties. No other understanding regarding this Contract, whether written or oral, may be used to bind either party.For any conflict between the attached Proposal and the terms set out in Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.

F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.

11. INDEMNITY AND HOLD HARMLESS

Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any act or omission in the performance of this Contract by the Supplier or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications. Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.

12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Supplier under this Contract.

13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT A. INTELLECTUAL PROPERTY

1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and license to use thetrademark(s) provided to Supplier by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Supplier’s trademarks in advertising and promotional materials for the purpose of marketing Supplier’s relationship with Sourcewell.

2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to their respective subsidiaries, distributors, dealers,

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resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article. Each party will be responsible for any breach of this Article by any of their respective sublicensees.

3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided and must comply with removal requests as to specific uses of its trademarks or logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s trademarks only in good faith and in a dignified manner consistent with such party’s use of the trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.

4. As applicable, Supplier agrees to indemnify and hold harmless Sourcewell and its Participating Entities against any and all suits, claims, judgments, and costs instituted or recovered against Sourcewell or Participating Entities by any person on account of the use of any Equipment or Products by Sourcewell or its Participating Entities supplied by Supplier in violation of applicable patent or copyright laws.

5. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of suppliers which may be used until the next printing). Supplier must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.

B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Supplier individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.

C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development Administrator assigned to this Contract.

D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment, Products, or Services.

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14. GOVERNING LAW, JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.

15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.

16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal, unenforceable, or void then both parties will be relieved from all obligations arising from that provision. If the remainder of this Contract is capable of being performed, it will not be affected by such determination or finding and must be fully performed.

17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:

1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Supplier will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.

2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher level of management. The Supplier will have 30 calendar days to cure an outstanding issue.

3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Supplier must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Supplier fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, the Supplier will bear any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed.

B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:

1. Nonperformance of contractual requirements, or

2. A material breach of any term or condition of this Contract.

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The party claiming default must provide written notice of the default, with 30 calendar days to cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.

18. INSURANCE

A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:

1. Workers’ Compensation and Employer’s Liability.

Workers’ Compensation: As required by any applicable law or regulation.

Employer's Liability Insurance: must be provided in amounts not less than listed below:

Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease

2. Commercial General Liability Insurance. Supplier will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.

Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate

3. Commercial Automobile Liability Insurance. During the term of this Contract, Supplier will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms

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no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.

Minimum Limits:
$1,000,000 each accident, combined single limit

4. Umbrella Insurance. During the term of this Contract, Supplier will maintain umbrella coverage over Employer’s Liability, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000

5. Network Security and Privacy Liability Insurance. During the term of this Contract, Supplier will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Supplier’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.

Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.

B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf.

Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in this Contract.

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Supplier’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Supplier, and products and completed operations of Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is

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primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.

D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Supplier or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention.

19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.

B. LICENSES. Supplier must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Supplier conducts with Sourcewell and Participating Entities.

20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in writing.

Supplier certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Supplier certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Supplier further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.

091521-NAF
Rev. 3/2021 14

21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER

UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional requirements based on specific funding source terms or conditions. Within this Article, all references to “federal” should be interpreted to mean the United States federal government.

The following list only applies when a Participating Entity accesses Supplier’s Equipment, Products, or Services with United States federal funds.

A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-

1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.

B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by nonfederal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Supplier must be in compliance with all applicable Davis-Bacon Act provisions.

091521-NAF
Rev. 3/2021 15
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).

Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

Supplier certifies that during the term of this Contract will comply with applicable requirements as referenced above.

091521-NAF
Rev. 3/2021 16
of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file any required certifications. Suppliers must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Suppliers must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).

H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.

I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.

K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Supplier’s personnel for the purpose of interview and discussion relating to such documents.

091521-NAF
Rev. 3/2021 17
and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier not use the seal(s), logos, crests, or reproductions of flags or likenesses of Federal agency officials without specific pre-approval.

N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to this Contract or any purchase by an Participating Entity and is not subject to any obligations or liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter resulting from the Contract or any purchase by an authorized user.

O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and Statements) applies to the Supplier’s actions pertaining to this Contract or any purchase by a Participating Entity.

P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowance, and benefit overpayments.

Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services, Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to the anticipated work under this Contract raises an actual or potential conflict of interest (as described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and Participating Entity are able to assess the actual or potential conflict; and provide any additional information as necessary or requested.

R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S. Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources and support to individuals and organizations associated with terrorism.

S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it will comply with applicable requirements of 2 C.F.R. § 200.216.

T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies that during the term of this Contract will comply with applicable requirements of 2 C.F.R. § 200.322.

091521-NAF
Rev. 3/2021 18

22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Supplier’s Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.

Sourcewell 72 Hour LLC dba: National Auto
Fleet Group
By: __________________________ By: __________________________ Jeremy Schwartz Jesse Cooper
Title: Chief Procurement Officer Title: Fleet Manager
Date: ________________________ Date: ________________________ Approved:

By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________

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Bid Number: RFP 091521 Vendor Name: 72 HOUR LLC

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031121-TTC
Rev. 10/2020 1
Solicitation Number: RFP #031121

CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and The Toro Company, 8111 Lyndale Avenue South, Bloomington, MN 55420 (Vendor).

Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.

Sourcewell issued a public solicitation for Grounds Maintenance Equipment, Attachments, and Accessories with Related Services from which Vendor was awarded a contract.

Vendor desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).

1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.

B. EXPIRATION DATE AND EXTENSION. This Contract expires April 30, 2025, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended up to one additional one-year period upon request of Sourcewell and with written agreement by Vendor.

C. SURVIVAL OF TERMS. Articles 11 through 14 survive the expiration or cancellation of this Contract.

2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Vendor will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.

Vendor’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.

Sourcewell ~
031121-TTC
Rev. 10/2020 2
All Equipment and Products provided under this Contract must be new/current model. Vendor may offer close-out or refurbished Equipment or Products if they are clearly indicated in Vendor’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.

This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.

B. WARRANTY. Vendor warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.

In addition, Vendor warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended for the duration of Vendor’s written warranty for such item. Other than the warranties in this paragraph and Vendor’s express written warranty for its product, Vendor expressly disclaims all other warranties, express or implied. Vendor agrees to work with its dealers and distributors to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that is effective past the expiration of the Vendor’s warranty will be passed on to the Participating Entity.

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution, Vendor will make available to Sourcewell a means to validate or authenticate Vendor’s authorized dealers, distributors, and/or resellers relative to the Equipment, Products, and Services related to this Contract. This list may be updated from time-to-time and is incorporated into this Contract by reference. It is the Vendor’s responsibility to ensure Sourcewell receives the most current version of this list.

3. PRICING
All Equipment, Products, or Services under this Contract will be priced as stated in Vendor’s Proposal.

A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Vendor must permit the Equipment and Products to be

031121-TTC
Rev. 10/2020 3
returned within a reasonable time at no cost to Sourcewell or its Participating Entities.

Vendor must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.

Sourcewell may declare the Vendor in breach of this Contract if the Vendor intentionally delivers substandard or inferior Equipment or Products. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Vendor as soon as possible and the Vendor will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

B. SALES TAX. Each Participating Entity is responsible for supplying the Vendor with valid taxexemption certification(s). When ordering, a Participating Entity must indicate if it is a taxexempt entity.

C. HOT LIST PRICING. At any time during this Contract, Vendor may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.

When Vendor determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.

4. PRODUCT AND PRICING CHANGE REQUESTS
Vendor may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Contract Administrator. This form is available from the assigned Sourcewell Contract Administrator. At a minimum, the request must:
x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change; x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and

031121-TTC
Rev. 10/2020 4
x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.

A fully executed Sourcewell Price and Product Request Form will become an amendment to this Contract and be incorporated by reference.

5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS

The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Vendor understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.

Vendor is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.

B. PUBLIC FACILITIES. Vendor’s employees may be required to perform work at governmentowned facilities, including schools. Vendor’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.

6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Vendor that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Vendor. Typically, a Participating Entity will issue an order directly to Vendor. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration of this Contract; however, Vendor performance,

031121-TTC
Rev. 10/2020 5
Participating Entity payment, and any applicable warranty periods or other Vendor or Participating Entity obligations may extend beyond the term of this Contract.

Vendor’s acceptable forms of payment are included in Attachment A. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.

B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Vendor, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entitles may require the use of a Participating Addendum; the terms of which will be worked out directly between the Participating Entity and the Vendor. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.

C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements (such as e-commerce specifications, specialized delivery requirements, or other specifications and requirements) not addressed in this Contract, the Participating Entity and the Vendor may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.

D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Vendor in the event of any of the following events:

1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the goods to be purchased;

2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements; or

3. Vendor commits any material breach of this Contract or the additional terms agreed to between the Vendor and a Participating Entity.

E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.

7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Vendor will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:

031121-TTC
Rev. 10/2020 6
x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.

B. BUSINESS REVIEWS. Vendor must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, supply issues, customer issues, and any other necessary information.

8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Vendor must provide a contract sales activity report (Report) to the Sourcewell Contract Administrator assigned to this Contract. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Vendor must submit a report indicating no sales were made).

The Report must contain the following fields:
x Customer Name (e.g., City of Staples Highway Department); x Customer Physical Street Address;
x Customer City;
x Customer State/Province;
x Customer Zip Code;
x Customer Contact Name;
x Customer Contact Email Address;
x Customer Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Vendor.

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Vendor will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Vendor may not charge Participating Entities more than the contracted price to offset the Administrative Fee.

The Vendor will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased by Participating Entities under this Contract during each calendar quarter. Payments should note the Vendor’s name and Sourcewell-assigned contract number in the memo; and must be

031121-TTC
Rev. 10/2020 7
mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.

Vendor agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.

In the event the Vendor is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Vendor in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.

9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.

Vendor’s Authorized Representative is the person named in the Vendor’s Proposal. If Vendor’s Authorized Representative changes at any time during this Contract, Vendor must promptly notify Sourcewell in writing.

B. ASSIGNMENT. Neither the Vendor nor Sourcewell may assign or transfer any rights or obligations under this Contract without the prior consent of the parties and a fully executed assignment agreement. Such consent will not be unreasonably withheld.

C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been fully executed by the parties.

D. WAIVER. If either party fails to enforce any provision of this Contract, that failure does not waive the provision or the right to enforce it.

E. CONTRACT COMPLETE. This Contract contains all negotiations and agreements between Sourcewell and Vendor. No other understanding regarding this Contract, whether written or oral, may be used to bind either party. For any conflict between the attached Proposal and the terms set out in Articles 1-22, the terms of Articles 1-22 will govern.

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F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.

11. LIABILITY

Vendor must indemnify, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including injury or death to persons or property and attorneys’ fees, alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications and operating instructions.

12. GOVERNMENT DATA PRACTICES
Vendor and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Vendor under this Contract.

If the Vendor receives a request to release the data referred to in this article, the Vendor must immediately notify Sourcewell and Sourcewell will assist with how the Vendor should respond to the request.

13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT A. INTELLECTUAL PROPERTY

1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Vendor a royalty-free, worldwide, non-exclusive right and license to use theTrademark(s) provided to Vendor by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Vendor.
b. Vendor grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Vendor’s Trademarks in advertising and promotional materials for the purpose of marketing Vendor’s relationship with Sourcewell.

2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to its and their respective distributors, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article.

Each party will be responsible for any breach of this Article by any of their respective sublicensees.

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3. Use; Quality Control.
a. Sourcewell must not alter Vendor’s Trademarks from the form provided by Vendor and must comply with Vendor’s removal requests as to specific uses of its trademarks or logos.
b. Vendor must not alter Sourcewell’s Trademarks from the form provided by Sourcewell and must comply with Sourcewell’s removal requests as to specific uses of its trademarks or logos.
c. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s Trademarks only in good faith and in a dignified manner consistent with such party’s use of the Trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.

4. As applicable, Vendor agrees to indemnify and hold harmless Sourcewell and its Participating Entities against any and all suits, claims, judgments, and costs instituted or recovered against Sourcewell or Participating Entities by any person on account of the use of any Equipment or Products by Sourcewell or its Participating Entities supplied by Vendor in violation of applicable patent or copyright laws.

5. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of vendors which may be used until the next printing). Vendor must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.

B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Vendor individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.

C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Materials should be sent to the Sourcewell Contract Administrator assigned to this Contract.

D. ENDORSEMENT. The Vendor must not claim that Sourcewell endorses its Equipment, Products, or Services.

14. GOVERNING LAW, JURISDICTION, AND VENUE
Minnesota law governs this Contract. Venue for all legal proceedings out of this Contract, or its breach, must be in the appropriate state court in Todd County or federal court in Fergus Falls, Minnesota.

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16. SEVERABILITY
If any provision of this Contract is found to be illegal, unenforceable, or void then both Sourcewell and Vendor will be relieved of all obligations arising under such provisions. If the remainder of this Contract is capable of performance, it will not be affected by such declaration or finding and must be fully performed.

17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:

1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Vendor will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.

2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Vendor may escalate the resolution of the issue to a higher level of management. A Party will have 30 calendar days to cure an outstanding issue.

3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Vendor must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Vendor fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed will be borne by the Vendor.

B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:

1. Nonperformance of contractual requirements, or

2. A material breach of any term or condition of this Contract.

Written notice of default and a reasonable opportunity to cure must be issued by the party claiming default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:

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x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.

18. INSURANCE

A. REQUIREMENTS. At its own expense, Vendor must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:

1. Workers’ Compensation and Employer’s Liability.

Workers’ Compensation: As required by any applicable law or regulation.

Employer's Liability Insurance: must be provided in amounts not less than listed below:

Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease

2. Commercial General Liability Insurance. Vendor will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.

3. Commercial Automobile Liability Insurance. During the term of this Contract, Vendor will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.

Minimum Limits:
$1,000,000 each accident, combined single limit

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4. Umbrella Insurance. During the term of this Contract, Vendor will maintain umbrella coverage over Workers’ Compensation, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000
Failure of Vendor to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.

B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Vendor must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Contract Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf.

Failure to request certificates of insurance by Sourcewell, or failure of Vendor to provide certificates of insurance, in no way limits or relieves Vendor of its duties and responsibilities in this Contract.

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Vendor agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Vendor’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Vendor, and products and completed operations of Vendor. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.

D. WAIVER OF SUBROGATION. Vendor waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Vendor or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Vendor or its subcontractors. Where permitted by law, Vendor must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

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B. LICENSES. Vendor must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Vendor conducts with Sourcewell and Participating Entities.

20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Vendor certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Vendor declares bankruptcy, Vendor must immediately notify Sourcewell in writing.

Vendor certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Vendor further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.

21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER

UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may also require additional requirements based on specific funding specifications. Within this Article, all references to “federal” should be interpreted to mean the United States federal government.

The following list only applies when a Participating Entity accesses Vendor’s Equipment, Products, or Services with United States federal funds.

A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-

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regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.

B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by nonfederal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Vendor must be in compliance with all applicable Davis-Bacon Act provisions.

C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).

Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above.

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D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor must comply with applicable requirements as referenced above.

F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Vendor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Vendors must file any required certifications. Vendors must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Vendors must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Vendors must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).

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H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Vendor must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Vendor further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.

I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Vendor must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Vendor must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.

K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Vendor agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Vendor that are directly pertinent to Vendor’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Vendor’s personnel for the purpose of interview and discussion relating to such documents.

L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

22. CANCELLATION
Sourcewell or Vendor may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Vendor’s Proposal.

Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.

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Sourcewell The Toro Company
By: __________________________ By: __________________________ Jeremy Schwartz Brad Hamilton
Title: Chief Procurement Officer Title: Group VP
Date: ________________________ Date: ________________________ Approved:

By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________

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Bid Number: RFP 031121 Vendor Name: The Toro Company

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Sourcewell Contract #031121-TTC | Amendment #1

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Madera City CouncilDecember 6, 2023

Madera City Council
December 6, 2023