AGENDA
REGULAR MEETING OF THE MAYWOOD CITY COUNCIL AND THE
SUCCESSOR AGENCY TO THE MAYWOOD COMMUNITY
REDEVELOPMENT AGENCY
WEDNESDAY, APRIL 23, 2025 AT 6:00 PM
Maywood City Council Chambers
4319 E. Slauson Avenue, Maywood, CA 90270
www.cityofmaywood.com
I. CALL TO ORDER/ROLL CALL
CALL TO ORDER
ROLL CALL
II. CITY OFFICIALS
MAYOR
Mayra Aguiluz
MAYOR PRO TEM
Heber Marquez
COUNCIL MEMBERS
Eddie De La Riva
Frank Garcia
Jaime Flores
CITY CLERK
Jennifer E. Vasquez
CITY TREASURER
Jennifer E. Vasquez
CITY MANAGER
Jennifer E. Vasquez
CITY ATTORNEY
Roxanne Diaz
III. MEETING PROCEDURES
THIS MEETING WILL BE HELD IN PERSON.
THE MEETING WILL BE AVAILABLE FOR VIEWING VIA ZOOM:
https://us02web.zoom.us/j/84333495770 AND VIA THE CITY'S FACEBOOK PAGE.
Public Participation Options:
1. In-Person: Council Chambers located at 4319 E. Slauson Avenue, Maywood, CA
2. Before the Meeting: Public comment will be accepted for the record in advance by 4:30 p.m. the day of the meeting by email to
[email protected]; or if you are unable to email, please call the City Clerk's Office at (323) 562-5714. Your comment will be made part of the written record but will NOT be read verbally at the meeting.
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in the Council Meeting, please contact the City Clerk’s Office (323) 562- 5714 within 72 hours of the meeting.
IV. MAYOR, COUNCILMEMBERS AND STAFF COMMENTS
V. PUBLIC PARTICIPATION (Agenda Items; Time allotted: 3 minutes) Speakers wishing to address the City Council on an item on the agenda may use the instructions provided in section III. MEETING PROCEDURES beginning on page 1 of this agenda.
VI. PRESENTATIONS
CITY OF MAYWOOD PROCLAIMS MAY AS MENTAL HEALTH MATTERS MONTH
LOS ANGELES COUNTY PUBLIC WORKS PRESENTATION ON SEWER RATE INCREASES LOS ANGELES COUNTY SHERIFF'S DEPARTMENT: CITY UPDATE
VII. CONSENT CALENDAR
All matters listed under CONSENT CALENDAR are considered to be routine and can be acted on by one roll call vote. There will be no separate discussion of these items unless members of the City Council request specific items to be removed from the Consent Calendar for separate discussion or action.
1. MINUTES FOR THE MARCH 26, 2025, REGULAR CITY COUNCIL MEETING
2. REVENUE REPORT MARCH 2025
3. MONTHLY CASH AND INVESTMENT REPORT MARCH 2025
4. CONSIDERATION OF ADOPTING RESOLUTION NO. 6409 OF THE CITY
COUNCIL OF THE CITY OF MAYWOOD AND SUCCESSOR AGENCY TO THE
MAYWOOD COMMUNITY REDEVELOPMENT AGENCY APPROVING THE
WARRANTS FOR PAYMENT
5. CONSIDERATION OF ADOPTING RESOLUTION NO. 6410 AUTHORIZING THE
DESTRUCTION OF OBSOLETE CITY RECORDS
6. CONSIDERATION OF AWARDING A PROFESSIONAL SERVICES AGREEMENT
FOR THE IMPLEMENTATION OF THE MAYWOOD DISTRACTED DRIVING
PREVENTION AND EDUCATION PROGRAM TO IMPACT TEEN DRIVERS IN THE AMOUNT NOT TO EXCEED $77,165 AND AN APPROPRIATION OF $21,165
FROM THE GENERAL FUND
7. CONSIDERATION OF APPROVAL FOR ISSUANCE OF A SPECIAL EVENT PERMIT TO ST. ROSE OF LIMA LOCATED AT 4422 E. 60TH STREET FOR AN
ANNUAL FUNDRAISER AND DIRECTION REGARDING CONDITIONS OF
APPROVAL AS RECOMMENDED IN THE STAFF REPORT
8. REJECTION OF BIDS FOR THE SLAUSON AVENUE AND ATLANTIC BOULEVARD CONGESTION RELIEF AND HSIP CYCLE 11 FUNDED TRAFFIC SIGNAL
IMPROVEMENTS AT VARIOUS LOCATIONS PROJECT
VIII. PUBLIC PARTICIPATION (Non-Agenda Items; Time allotted: 3 minutes) Speakers wishing to address the City Council on a non- agenda item you may use the instructions provided in section III. MEETING PROCEDURES beginning on page 1 of this agenda.
IX. ADJOURNMENT - The next Regular Meeting of the Maywood City Council is scheduled for May 28, 2025, at 6:00 p.m. in the City Council Chambers.
PUBLIC ACCESS TO MEETING AGENDA AND AGENDA PACKETS
I, _______________________________, City Clerk / Deputy City Clerk, hereby certify that this agenda was duly posted by law at 4319 E.
Slauson Avenue, Maywood, CA 90270 and the City Website. Any public record, relating to an open session agenda item, that is distributed within 72 hours prior to the meeting is available for public inspection at the Maywood City Hall, 4319 E. Slauson Avenue, Maywood CA 90270.
If you challenge in court any discussion or action taken concerning an item on this Agenda, you may be limited to rising only those issues you or someone else raised during the meeting or in written correspondence delivered to the City at or prior to the City's consideration of the item at the meeting. In compliance with the ADA, if you need special assistance for the meeting, call (323) 562-5723 within 72 hours prior to the meeting so the City can make reasonable arrangements to ensure accessibility.
MEETING MINUTES
REGULAR MEETING OF THE MAYWOOD CITY COUNCIL AND THE
SUCCESSOR AGENCY TO THE MAYWOOD COMMUNITY
REDEVELOPMENT AGENCY
WEDNESDAY, MARCH 26, 2025 AT 5:30 PM
Maywood City Council Chambers
4319 E. Slauson Avenue, Maywood, CA 90270
www.cityofmaywood.com
I. CALL TO ORDER/ROLL CALL
Mayor Aguiluz called the meeting to order at approximately 5:33 p.m.
II. CITY OFFICIALS
MAYOR
Mayra Aguiluz (present)
MAYOR PRO TEM
Heber Marquez (present)
COUNCIL MEMBERS
Eddie De La Riva (present)
Frank Garcia (present)
Jaime Flores (present)
CITY CLERK
Jennifer E. Vasquez (present)
CITY TREASURER
Jennifer E. Vasquez (present)
CITY MANAGER
Jennifer E. Vasquez (present)
CITY ATTORNEY
Roxanne Diaz (present)
III. MEETING PROCEDURES
THIS MEETING WAS HELD IN PERSON AND WAS AVAILABLE FOR VIEWING VIA ZOOM:
https://us02web.zoom.us/j/83237230730 AND VIA THE CITY'S FACEBOOK PAGE.
IV. CLOSED SESSION - City Attorney Diaz read the City Council into closed session. Upon return she informed the public that there was no reportable action.
CONFERENCE WITH LEGAL COUNSEL, EXISTING LITIGATION
GOVERNMENT CODE SECTION 54956.9(D)(1)
JOSE MENDOZA, AN INDIVIDUAL; LA LABS INC., V. CITY OF MAYWOOD, ET AL, LOS ANGELES SUPERIOR COURT CASE NO. 20NWCV00592
V. MAYOR, COUNCILMEMBERS AND STAFF COMMENTS
Mayor and City Council provided their comments.
VI. PUBLIC PARTICIPATION (Agenda Items; Time allotted: 3 minutes) The following provided a public comment:
1. David Perez
VII. PRESENTATIONS
MAYWOOD URBAN FORESTRY MANAGEMENT PLAN UPDATE BY AMIGOS DE LOS RIOS Claire Robinson from Amigo de los Rios provided the City Council with the presentation.
DECLARING APRIL AS "ARTS, CULTURE & CREATIVITY" MONTH IN THE CITY OF MAYWOOD Mayor Aguiluz presented the proclamation to Eduardo Robles from California for the Arts.
LOS ANGELES COUNTY SHERIFF'S DEPARTMENT: CITY UPDATE
Deputy Peña provided the City Council with crime statistics update and overall LASD efforts.
VIII. CONSENT CALENDAR – Mayor Pro Tem Marquez motioned to approve consent items 1-10 and there was a second by Council Member Garcia. AYES: Aguiluz, Marquez, De La Riva, Garcia, Flores. Motion approved 5-0.
1. MINUTES FOR THE FEBRUARY 26, 2025, REGULAR CITY COUNCIL MEETING
2. REVENUE REPORT FEBRUARY 2025
3. MONTHLY CASH AND INVESTMENT REPORT TO THE CITY COUNCIL FEBRUARY 2025
4. CONSIDERATION OF ADOPTING RESOLUTION NO. 6406 OF THE CITY COUNCIL OF THE CITY
OF MAYWOOD AND SUCCESSOR AGENCY TO THE MAYWOOD COMMUNITY REDEVELOPMENT
AGENCY APPROVING THE WARRANTS FOR PAYMENT
5. SECOND READING AND CONSIDERATION TO ADOPT ORDINANCE NO. 25-04, "AN ORDINANCE OF THE CITY OF MAYWOOD ADDING CHAPTER 47 (CONTRACTORS-PERMITS FOR LARGE PROJECTS) TO TITLE 5 (PUBLIC WELFARE, MORALS, AND CONDUCT) TO THE MAYWOOD
MUNICIPAL CODE TO REQUIRE CONTRACTORS TO APPLY FOR A PERMIT FOR CERTAIN LARGE PROJECTS TO DISCLOSE LABOR VIOLATIONS"
6. CONSIDERATION OF AWARD FOR CITY-WIDE TRAFFIC SIGNAL, SIGN AND STREETLIGHT MAINTENANCE SERVICE AGREEMENT TO CROSSTOWN ELECTRICAL AND DATA, INC. IN A TOTAL CONTRACT AMOUNT NOT-TO-EXCEED $361,050
7. CONSIDERATION OF ADOPTING RESOLUTION NO. 6407 OF THE CITY OF MAYWOOD CITY
COUNCIL TO APPROVE A WAIVER OF FILM ACTIVITIES APPLICATION FEES IN THE AMOUNT OF $450, FOR A STUDENT FILM PRODUCTION TO BE CONDUCTED AT 4747 EAST 56TH STREET
LED BY A STUDENT FROM LOYOLA MARYMOUNT UNIVERSITY SCHOOL OF FILM AND
TELEVISION
8. ACCEPTANCE OF MAYWOOD CITY HALL WINDOW REPLACEMENT PROJECT, CITY PROJECT NO. 6106
9. ACCEPTANCE OF MAYWOOD PARK PLAYGROUND IMPROVEMENT PROJECT
10. CONSIDERATION OF REAPPROPRIATION OF FUNDS FOR PAVEMENT REHABILITATION PROGRAM FY 2024-2025 PROJECT NO. 6224
IX. DISCUSSION/ACTION ITEMS
11. DISCUSSION AND DIRECTION REGARDING DEVELOPMENT OF A QUALIFIED VS. NONQUALIFIED CLIMATE ACTION PLAN (CAP) City Manager Vasquez provided the City Council with a brief report and introduced the City’s Consultants from ESA and ILG to provide a presentation and answer the City Council’s questions. Jeff Caton (ESA) and Karalee Browne (ILG) answered the City Council’s questions and provided further recommendations.
Per the discussion and City Council consensus, City Manager Vasquez informed the City Council that staff would bring back this item with a more concrete cost estimate for a Qualified Climate Action Plan.
12. CONSIDERATION OF RESOLUTION NO. 6408 TO AMEND THE CITY'S CLASSIFICATION
PLAN TO ESTABLISH THE MANAGEMENT POSITION, DEPUTY DIRECTOR OF BUILDING
AND PLANNING AND ADOPT THE CORRESPONDING SALARY RANGE FOR THE POSITION FROM $125,375.34 to $160,014.23
City Manager Vasquez provided the City Council with a report. There was a motion by Council Member De La Riva to approve Resolution No. 6408 and a second by Council Member Garcia. AYES: Aguiluz, Marquez, De La Riva, Garcia, Flores. Motion approved 5-
0. 13. DISCUSSION AND DIRECTION REGARDING THE IMPLEMENTATION OF THE CITY OF
MAYWOOD LEADERSHIP ACADEMY PROGRAM
City Manager Vasquez provided the City Council with a report. Mayor Pro Tem Marquez and Council Member Flores will be part of the Committee to further discuss this new program and establish a curriculum.
X. PUBLIC PARTICIPATION (Non-Agenda Items; Time allotted: 3 minutes) The following provided a public comment:
1. Gary Anderson
2. David Perez
3. Juana Huerta
XI. ADJOURNMENT – Mayor Aguiluz adjourned the meeting at approximately 8:00 p.m. The next Regular Meeting of the Maywood City Council is scheduled for Wednesday, April 23, 2025, at 6:00 p.m. in the City Council Chambers.
AGENDA REPORT
CITY OF MAYWOOD
AGENDA ITEM NO. 2.
DATE: April 23, 2025
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JENNIFER VASQUEZ, CITY MANAGER
BY: RIMO HANSON, FINANCE DIRECTOR
SUBJECT: REVENUE REPORT MARCH 2025
RECOMMENDATION:
Staff recommends that the City Council receive and file the Revenue Report for the months of July 2024-March 2025.
BACKGROUND:
In an efforts to maintain transparency, the City's Finance Department prepares a monthly Revenue Report for the City's Council's review.
DISCUSSION:
General Fund revenues are not received evenly throughout the fiscal year. During the first half of the fiscal year, there is always an issue of timing difference whereby cash receipts do not align with the projected budget forecast, but during the second half of the year the cash receipts gradually begin to align with the projected budget. See attachment 1 and 2 for revenue details comparison between July 2023- March 2024 and July 2024-March 2025 and explanations in the "Comments" column.
LEGAL REVIEW:
The City Attorney has reviewed this report.
FISCAL IMPACT:
There is no fiscal impact with this action.
ATTACHMENT(S)
1. July 2024 - March 2025 City of Maywood FY 2024-2025 - General Fund
2. July 2024 - March 2025 City of Maywood FY 2024-2025 - Special Revenue Fund
Acct # Account Description
Adopted
Budget
FY 2024-25 July - March 2024
July - March
2025 Variance
% YTD
Revenue
Received to
Adopted
Budget Comments
A B C =(C-B) =(C/A)
Taxes:
Various Property Taxes 814,022 $ 372,882 $ 422,939 $ 50,057 $ 51.96% Major payments receive in December and
March. Variance is due to normal increases
and higher property tax valuations.
4203/
4302 Franchise & Collectors Fee 570,000 204,273.00 207,532 3,259 36.41% Received Quarterly. 4211 Utility Users Tax 1,400,000 925,595.00 1,032,944 107,349 73.78% Received in the following month. Variance is
based on normal annual increases and usage
by the consummers.
4206 Property Transfer Tax 16,000 9,981.00 14,966 4,985 93.54% Based on activities. 4202 Transient Occupancy Tax (TOT) 105,000 56,262.00 52,759 (3,503) 50.25% Received Quarterly. 4212 Cannabis Sales Tax 1,750,000 440,050.00 548,446 108,396 31.34% Received Quarterly. The variance is due to
some quarterly tax payments were received
late and there are some installment
payments catching up.
4201 Sales and Use Tax (Retail Sales Tax) 2,335,201 1,445,685.00 1,171,774 (273,911) 50.18% Received in the following month. Overall,
Sales and Use Tax is lower than prior year.
Bases on the analyst from HDL, City's Sales
Tax consultant, the decrease in Sales and
Use Tax is happening statewide. Sales and
Use Tax for the City is expected to decrease
by $178,901 in FY 24-25.
Taxes Total 6,176,201 3,081,846 3,451,360 (53,425) 55.88% Licenses & Permits:
4301 Compliance Program Fee 45,000 45,000 - (45,000) 0.00% Payment is generally received in March.
Various
Plumbing, Electrical &
Conditional/Land Used Permits 13,600 9,450 11,952 2,502 87.88% Permits fluctuate based on activities. 4305 Public Works Permit Fees 150,000 82,608 115,379 32,771 76.92% Fees fluctuate based on activities. Higher
activities in the current year.
Various Other Fees & Permits 24,154 19,691 22,778 3,087 94.30% Fees fluctuate based on activities. 4320 Occupancy Permits 600 597 1,166 569 194.33% Fees fluctuate based on activities. 4313 Building Permits 50,000 36,246 54,351 18,105 108.70% Fees fluctuate based on activities. Higher
activities in the current year.
Year-To-Date Revenue Report-General Fund
FY 2024-2025
As of March 31, 2025
Acct # Account Description
Adopted
Budget
FY 2024-25 July - March 2024
July - March
2025 Variance
% YTD
Revenue
Received to
Adopted
Budget Comments
A B C =(C-B) =(C/A)
Year-To-Date Revenue Report-General Fund
FY 2024-2025
As of March 31, 2025
4751 Rental Registry Program Fees - - 53,458 53,458 0.00% This is the first year of collection. The City
started collecting the fees in January 2025.
4307
Commercial Cannabis Renewal
Fees 74,250 59,400 29,700 (29,700) 40.00%
Five business licenses: one due in December
and four due in April.
4322 Parking Permits 63,000 55,640 55,642 2 88.32% Parking Permits issued during Sept. 4311 Apartment License 20,000 15,671 22,257 6,586 111.29% Majority of payments are received in JanuaryMarch. Variance is due to timing difference of the receipts.
4205 Business License Tax 240,000 203,192 251,869 48,677 104.95% Majority of payments are received in JanuaryMarch. More business licenses issued than prior year.
4110 Vehicle License Fees Excess 31,000 31,047 39,619 8,572 127.80% State Allocation. 4107
Motor Vehicle License Fee (VLF) in
lieu 3,639,513 1,770,019 1,833,789 63,770 50.39%
City receives two payments per year:
January and May. The increase is due to
higher activities, normal increases and new
vehicle registrations increased by 4.8%
statewide in fourth quarter 2024.
Licenses and Permits Total 4,351,117 2,328,561 2,491,960 163,399 57.27% 4704 Plan Check Fees 58,000 59,234 48,399 (10,835) 83.45% Fees fluctuate based on activities. 4702 Rents & Concessions 23,800 19,848 18,165 (1,683) 76.32% Monthly payments. Variance is due to prior
year City received March payment in
February 2024.
81,800 79,082 66,564 (12,518) 81.37%
Fines and Forfeitures:
4401 Penalties: Apartment & Business Lic 9,000 8,231 11,315 3,084 125.72% Penalties generally occur after February.
Variance fluctuates based on the number of
penalties.
4404
Southeast Municipal Court
(SEMC)/ Court Collections 220,000 170,207 157,831 (12,376) 71.74% Monthly Payments from the Los Angeles
County. Amount received fluctuates.
4403 Citations: Administrative 5,000 2,700 4,600 1,900 92.00% Code Enforcement Citations fluctuate based
on activities.
4402 Citations: Parking 412,000 260,067 278,202 18,135 67.52% Fees fluctuate based on activities. Payments
are received two months after the citations
are paid to third party.
Charges for Services Total
Charges for Services:
Acct # Account Description
Adopted
Budget
FY 2024-25 July - March 2024
July - March
2025 Variance
% YTD
Revenue
Received to
Adopted
Budget Comments
A B C =(C-B) =(C/A)
Year-To-Date Revenue Report-General Fund
FY 2024-2025
As of March 31, 2025
646,000 441,205 451,948 10,743 69.96%
Leases and Concessions:
4501 Leased Property Rental Income 61,400 41,837 42,504 667 69.22% Payments received monthly. 61,400 41,837 42,504 667 69.22%
Miscellaneous:
4817 Good Corporate Citizen Program 20,000 20,000 - (20,000) 0.00% Payment is generally received in March. 4803 Interest Income 475,000 298,469 308,821 10,352 65.01% This account mainly included City's LAIF
investment earned quarterly and other
miscellaneous interest earning. The increase
is primarily due to investment earning in
current year is higher at (4.62%-4.71%)
compared to prior year ranging from 3.59%
to a low 4%-4.55% at year end.
4809 Miscellaneous Revenue 10,000 9,036 9,190 154 91.90% Amount received varies from year to year. 4814 Refunds & Overpayments-Reimb 10,000 29,483 47,629 18,146 476.29% Amount received varies from year to year. 4816 Rebates & Insurance Claims Pymts 400 301 1,400 1,099 350.00% Amount received varies from year to year. 4819 Donations 50,000 4,250 73,352 69,102 146.70% Donations for centennial celebration. 4850 Parks & Rec Revenues 2,500 - - - 0.00%
Baseball field rental for March-May. Fees
collection at the end of May.
4800 Transfer In -General 495,705 - 2,484,491 2,484,491 501.20% The variance is due to one time transfer to
General Fund from the Local Fiscal Recovery
Fund, 273 (ARPA) to comply with Treasury
regulation.
Miscellaneous Revenue Total 1,063,605 361,539 2,924,883 2,563,344 275.00% 4830 Retiree Pension Levy 1,300,000 610,000 627,404 17,404 48.26% Majority of payments are received in January
& June.
Retiree Pension Levy Total 1,300,000 610,000 627,404 17,404 48.26% General Fund Revenue Total $ 6,944,070 13,680,123 $ 10,056,623 $ 2,689,614 $ 73.51% Fines and Forfeitures Total
Leases and Concessions Total
Pension/Retirement Fund:
Fund # Fund Description
Adopted
Budget
FY 2024-25
July - March
2024
July - March
2025 Variance
% YTD
Revenue
Received to
Adopted
Budget Comments
A B C =(C-B) =(A/C)
212 Gas Tax Fund $ 477,099 721,127 $ 506,936 $ 29,837 $ 70.30% Received montly. Variance is due to normal
increases annually.
214 Transportation Development Act (TDA) Bikeway 81 25,213 $ - $ (81) 0.00% Reimbursement based on actual expenditures. 216 SB-1 Road Maintenance Rehabilitation Act Fund 367,319 643,264 $ 291,174 $ (76,145) 45.27% Received monthly. 221 Proposition A Transit Fund 503,056 690,396 $ 483,541 $ (19,515) 70.04% Received monthly. 222 Proposition C Transit Fund 426,078 582,762 $ 410,377 $ (15,701) 70.42% Received monthly. 223 Air Quality Management District (AQMD) Fund 16,450 35,300 $ 16,330 $ (120) 46.26% Received quarterly. 224 Measure R Transit Fund 288,908 429,999 $ 313,692 $ 24,784 72.95% Received monthly. 225 Measure M Transit Fund 498,766 324,317 $ 353,533 $ 29,216 70.88% Received monthly. 232
Supplemental Law Enforcement Services Fund (SLESF)
Grant 186,159 100,000 $ 194,663 $ 8,504 194.66% Received monthly. 243 Community Development Block Grant (CDBG) 273,954 625,365 $ 239,569 $ (34,385) 38.31% Reimbursement based on actual expenditures. 251 Street Lighting Fund 117,943 174,520 $ 119,400 $ 1,457 68.42% Payments start in November. 261 Federal / State / County Grants 390,040 18,732,814 $ 672,035 $ 281,995 3.59% Reimbursement based on actual expenditures. 272 Measure A Park Fund 48,503 784,903 $ - $ (48,503) 0.00% Reimbursement based on actual expenditures. 280 Measure W Safe Clean Water Program Fund 174,728 198,061 $ - $ (174,728) 0.00% Payment received normally by December. Staff is
monitoring.
412 Sewer Enterprise Fund 216,903 326,000 $ 215,920 $ (983) 66.23% Payment starts in November. 501 PLHA Fund (Permanent Local Housing Allocation) - 655,794 $ 234,873 $ 234,873 35.82% Reimbursement based on actual expenditures. 611 Redevelopment Successor Agency Fund 286,875 - $ 274,058 $ (12,817) 0.00% Special Revenue Funds Total $ 25,224,284 $ 4,326,101 4,098,413 $ $ 17.15% 240,505 Year-To-Date Revenue Report-Special Revenue Funds
FY 2024-2025
As of March 31, 2025
AGENDA REPORT
CITY OF MAYWOOD
AGENDA ITEM NO. 3.
DATE: April 23, 2025
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JENNIFER VASQUEZ, CITY MANAGER
BY: RIMO HANSON, FINANCE DIRECTOR
SUBJECT: MONTHLY CASH AND INVESTMENT REPORT MARCH 2025
RECOMMENDATION:
Staff recommends that the City Council receive and file the attached cash and investment report for March 2025.
BACKGROUND:
In accordance with the City of Maywood's Adopted Investment Policy and to provide information to the City Council, the City's Finance Department prepares a Monthly Cash and Investment Report for the City Council's review.
DISCUSSION:
The cash and investment balances are across all funds of the City. The purpose of this report is to show the cash and investment balances at the end of the month. The investments are in compliance with California State code 503600 and the City of Maywood Investment Policy.
The City maintains cash in a General Account, Investments in the Local Agency Investment Fund (LAIF), investments in the California Employers' Retiree Benefit Trust (CERBT) a Section 115 trust fund dedicated to prefunding other Post-Employment Benefits (OPEB), and investments in the California Employers' Pension Prefunding Trust (CEPPT). The attached report shows the cash and investments balances as of March 31, 2025.
LEGAL REVIEW:
The City Attorney has reviewed this report.
FISCAL IMPACT:
There is no fiscal impact involved with approving this report.
ATTACHMENT(S)
1. Cash & Investment Balance March 2025
Description Type Ending Balance as of
3/31/2025
A - Non-Investment Cash Accounts
US Bank - Corporate Checking Cash $ 3,020,445.77
Total Cash Accounts $ 3,020,445.77
B - Investment Accounts
Local Agency Investment Fund (LAIF) Pooled Money Investment Account (PMIA) $ 16,181,635.03
California Public Employees' Retirement System (CalPERS) California Employers' Retiree Benefit Trust (CERBT) Title 26 - U.S.C. 115 - Income of States, Municipalities, etc., Trusts
$ 1,104,876.12
California Public Employees' Retirement System (CalPERS) California Employers' Pension Prefunding Trust (CEPPT) Title 26 - U.S.C. 115 - Income of States, Municipalities, etc., Trusts
$ 1,038,082.19
Total Investment Accounts $ 18,324,593.34
Total Cash and Investments $ 21,345,039.11
City of Maywood, California
Cash and Investments Report
As of March 31, 2025
AGENDA REPORT
CITY OF MAYWOOD
AGENDA ITEM NO. 4.
DATE: April 23, 2025
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JENNIFER VASQUEZ, CITY MANAGER
BY: RIMO HANSON, FINANCE DIRECTOR
LUZ MARIA, ACCOUNTING SPECIALIST
SUBJECT: CONSIDERATION OF ADOPTING RESOLUTION NO. 6409 OF THE CITY COUNCIL
OF THE CITY OF MAYWOOD AND SUCCESSOR AGENCY TO THE MAYWOOD
COMMUNITY REDEVELOPMENT AGENCY APPROVING THE WARRANTS FOR
PAYMENT
RECOMMENDATION:
Staff recommends that the City Council receive, approve, and file the warrant ACH registers and payroll wire transfers dated 3/14/2025 through 4/10/2025 and adopt Resolution No. 6409 approving the Warrants for Payment.
BACKGROUND:
Staff provides warrant registers and wire transfers to City Council as part of Management Controls. The City utilizes resolutions for approving warrants for payment to comply with Section 3-2.06 of the Municipal Code regarding Warrants for Payments. Exhibit A entitled Summary of Warrants and Wire Transfers/ Automated Clearing House (ACH) Transactions serves as a Management Control for complying with Section 3-2.06.
Exhibit B entitled Detail of Warrants serves as evidence of Internal Controls utilized by City Finance staff that support these Management Controls for payments made by the City. These controls are carried out through the submission of all required documents supporting the invoices submitted for payment. Prior to payment, the Finance staff reviews all disbursement documents to ensure that they meet the approval requirements and adequate support documentation.
DISCUSSION:
A - PAYMENT APPROVAL - Pursuant to paragraph 37202 of the California Government Code, demands (called Warrant Demand) against the City for payment shall be audited and thereafter submitted to the City Council for approval or rejection prior to payment, either separately or in a register of audited demands and shall have attached thereto affirmation of the City Treasurer and City Finance Director certifying the accuracy of the demands and the availability of funds for payment. This is accomplished using:
A1 - Warrants Registers or checks certified or approved by the City Treasurer and Finance Director as conforming to authorized expenditures set forth in the City Council's adopted City Budget.
A1.1 Prepayment - pre-paying allows the City to take advantage of allowable prompt payment discounts and make payments on due dates of invoices. This involves the issuance of checks prior to final warrant approval.
Automated Clearing House (ACH) transactions are made using a network that electronically moves money
between the City's bank accounts to a payee's bank account. This is reflected in the Summary Warrants for Payment and Wire Transfers/AcH Transactions as Accounts Payable prepaid warrants for payment. Wire Transfer is a method of electronic funds transfer from the City of Maywood to one person or organization (payrolls and fees for electronic transfers).
A1.2 Regular Payment- To avoid late fees for payments made beyond due dates of invoices, checks are prepared prior to final warrant approval by the City Council. This is reflected in the Summary Warrants for Payment and Wire Transfers/AcH Transactions as Accounts Payable regular warrants for payment. After City Council approval, the checks are signed and distributed.
B - DOCUMENTATION - The City uses a Management Control by producing a summary document (Exhibit ASummary Warrants for Payment and Wire Transfers/ACH transactions) that represents the cash disbursements required and the City uses an Internal Control by producing a detailed document (Exhibit BDetail Warrants for Payment) that details information about each check issued for Prepaid and or to-be-paid for Regular Payments. These "disbursements" are accounted for in the FY 2024-25 budget.
B1- SUMMARY WARRANTS FOR PAYMENT and WIRE TRANSFERS/ACH TRANSACTIONS provide an accounting of the Accounts Payable Registers, wire transfers (method of electronic funds transfer from the City of Maywood to one person or organization), and Automated Clearing House (ACH) transactions.
B2 - DETAIL WARRANTS FOR PAYMENTS provides the detailed information of approved payments made to the City's vendors and contractors by check number, identification of prepaid, date of warrant, vendor name, check amount, transaction description, and fund source. Wire transfers also enable the City to send electronic funds to the bank accounts of the City's vendors and contractors. The warrant registers, wire transfers, and net payrolls reflect the financial obligations of the City for the above-referenced dates.
LEGAL REVIEW:
The City Attorney has reviewed this report.
FISCAL IMPACT:
The total disbusements for Warrant Registers are $1,363,993.12 for the period from 2/4/2025 to 4/9/2025. This amount consists of Warrant Registers of $1,045,813.47, ACH registers of $194,007.54, and Payroll Wire Transfers of $124,172.11.
ATTACHMENT(S)
1. Resolution No.6409 Approving the Warrants for Register 4.23.25
2. Exhibit A Summary Warrant Demand 4.23.25
3. Exhibit B Warrant Register Detail 4.23.25
RESOLUTION NO. 6409
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MAYWOOD, CALIFORNIA, AND SUCCESSOR AGENCY TO
THE MAYWOOD COMMUNITY REDEVELOPMENT AGENCY
APPROVING THE WARRANTS FOR PAYMENT
WHEREAS, the following listed demands have been reviewed by the Director of Finance, and
WHEREAS , the Director of Finance has certified to the accuracy and availability of funds for payment thereof, and
WHEREAS, the register of audited demands is hereby submitted to the City Council of the City of Maywood and Successor Agency to the Maywood Community Redevelopment Agency for approval.
NOW, THEREFORE, BE IT RESOLVED, that the listed Warrants and Wire Transfers/Automated Clearing House (ACH) Transactions for $1,363,993.12 are hereby ratified:
• Exhibit A – Summary of Warrants and Wire Transfers/ACH Transactions • Exhibit B – Detail of Warrants
PASSED, APPROVED AND ADOPTED THIS 23rd day of April 2025. __________________________
Mayra Aguiluz, Mayor
ATTEST: APPROVED AS TO FORM:
___________________________ __________________________
Daisy Guerrero, Deputy City Clerk Roxanne Diaz, City Attorney
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
CITY OF MAYWOOD
I, Daisy Guerrero, Deputy City Clerk of the City of Maywood, County of Los Angeles, State of California, do hereby certify that the foregoing Resolution, being Resolution No.6409, was duly passed, approved by not less than three members of the City Council of the City of Maywood, signed by the Mayor of said City, and attested by the Deputy City Clerk, all at a regular meeting of the City Council held on the 23rd day of April, 2025, that it was duly posted and that the same was passed and adopted by the following vote, to wit:
AYES:
NAYES:
ABSENT:
ABSTAINED:
___________________________
Diasy Guerrero, Deputy City Clerk
Wednesday, April 23, 2025
Accounts Payable Amount
$ (8,650.00)
$ 1,054,463.47
$ 194,007.54
Sub-total $ 1,239,821.01
Payroll /Wire Transfer
03/27/25 Payroll Pay Period 3/9/2025 - 3/22/2025 $ 61,789.39 04/10/25 Payroll Pay Period 3/23/2025 - 4/05/2025 $ 62,382.72 Sub-total $ 124,172.11
Total Demands $ 1,363,993.12
Accounts Payable regular warrants for payment: ACH No. 276 - 310 City of Maywood
Summary Warrants for Payment and Wire Transfers/ACH Transactions Council Meeting Date
Accounts Payable prepaid warrants for payment: Checks No. 093223 - 093306 Accounts Payable regular warrants for payment:
Accounts Payable void warrants for payment: 093297
City of Maywood
ACH/ Payroll/ Warrant Register
From 2/4/2025 Through 4/9/2025
Check NO. Prepaid (P) Date Name Check Amount Transaction Description Fund Title Fund # 093223 P 3/26/2025 ACC Business $ 829.96 Internet Svcs 2/11/25 -3/10/25 General Fund 100 093224 P 3/26/2025 Alicia Rodriquez 1,000.00
C & D Recycling Compliance Deposit Refund
10/17/24 General Fund 100
093225 P 3/26/2025 Amazon Capital Services 29.96 Fin Dept - Interoffice Envelope 3/20/25 General Fund 100 093226 P 3/26/2025 AT&T 97.01 CY Internet Svcs 3/19/25-4/18/25 General Fund 100 3/26/2025 AT&T 31.66 Emergency Elevator Phone Svcs 2/10/25-3/9/25 General Fund 100 093227 P 3/26/2025 Benefit Coordinators Corporation (BCC) 1,586.16 Dental and Vision Benefits for Apr 2025 General Fund 100 3/26/2025 Benefit Coordinators Corporation (BCC) 137.60 Dental and Vision Benefits for Apr 2025 Gas Tax Fund 212 3/26/2025 Benefit Coordinators Corporation (BCC) 10.61 Dental and Vision Benefits for Apr 2025 Proposition A Fund 221 3/26/2025 Benefit Coordinators Corporation (BCC) 31.88 Dental and Vision Benefits for Apr 2025 Proposition C Fund 222 3/26/2025 Benefit Coordinators Corporation (BCC) 17.20 Dental and Vision Benefits for Apr 2025 Proposition R Fund 224 3/26/2025 Benefit Coordinators Corporation (BCC) 51.60 Dental and Vision Benefits for Apr 2025 Measure M Fund 225 3/26/2025 Benefit Coordinators Corporation (BCC) 133.30 Dental and Vision Benefits for Apr 2025 CDBG 243 3/26/2025 Benefit Coordinators Corporation (BCC) 6.45 Dental and Vision Benefits for Apr 2025 Street Lighting Fund 251 3/26/2025 Benefit Coordinators Corporation (BCC) 129.00 Dental and Vision Benefits for Apr 2025 Local Fiscal Recovery Fund 273 3/26/2025 Benefit Coordinators Corporation (BCC) 17.20 Dental and Vision Benefits for Apr 2025 Redevelopment Successor
Agency Fund 611
093228 P 3/26/2025 Brent Talmo 1,005.00 Retiree Medical Reimb Apr 2025 General Fund 100 093229 P 3/26/2025 Brinks Inc. 298.09 Armored Truck Svcs Mar 2025 General Fund 100 3/26/2025 Brinks Inc. 48.68 Cash Handling Svcs Feb 2025 General Fund 100 093230 P 3/26/2025 Bruce Leflar 769.72 Retiree Medical Reimb Apr 2025 General Fund 100 093231 P 3/26/2025 Christine M. Locher 426.70 Retiree Medical Reimb Apr 2025 General Fund 100 093232 P 3/26/2025 Daily Journal Corporation 520.00 Notice Inviting Bids EPA Sewer 2/27/25 Sewer Enterprise Fund 412 093233 P 3/26/2025 ENL Building Service Inc. 62,379.88 CH Window Replacement Project 2/18/25 Local Fiscal Recovery Fund 273 093234 P 3/26/2025 HdL Software LLC 1,091.00 Business License Processing Svcs Feb 2025 General Fund 100 093235 P 3/26/2025 JMG Security System 567.50 CH Access Control Cards 3/10/25 General Fund 100 Date: 4/15/2025 10:01:02 AM Page: 1
City of Maywood
ACH/ Payroll/ Warrant Register
From 2/4/2025 Through 4/9/2025
093236 P 3/26/2025
Gregory Kiley dba Kiley & Associates
LLC 3,900.00
Federal Legislative Advocacy Srvs 2/16/25-
3/14/25 General Fund 100
093237 P 3/26/2025 Maywood Car Wash 209.80 City Vehicles Fuel & Car Wash Feb 2025 General Fund 100 093238 P 3/26/2025 Phoenix Group Information Systems 191.31 Admin Citations Processing Fee Feb 2025 General Fund 100 3/26/2025 Phoenix Group Information Systems 4,531.29 Citations Processing Fees Jan 2025 General Fund 100 3/26/2025 Phoenix Group Information Systems 1,996.66 Parking Permit Processing Fees Feb 2025 General Fund 100 093239 P 3/26/2025 QDoxs 49.28 Copier Base Charge 3/5/25-4/31/25 General Fund 100 093240 P 3/26/2025 Revueltas Landscape Inc 4,500.00 Dodger Dream Field Maint Svcs Jan 2025 General Fund 100 093241 P 3/26/2025 Robert Leach 1,005.00 Retiree Medical Reimb Apr 2025 General Fund 100 093242 P 3/26/2025 Ronald Lindsey 1,690.43 Retiree Medical Reimb Apr 2025 General Fund 100 093243 P 3/26/2025
SHERIFF'S DEPT COUNTY OF LOS
ANGELES 490,860.55 Municipal Law Enforcement Svcs Feb 2025 General Fund 100 093244 P 3/26/2025
Stantec Planning & Landscape
Architecture 7,471.00
Slauson Ave & Atlantic Blvd Congestion Relief
Improv 2/21/25 Grant Fund 261
093245 P 3/26/2025 Staples Business Advantage 94.59 Various Office Supplies 3/15/25 General Fund 100 093246 P 3/26/2025 The House of Printing, Inc. 375.67 Business Cards- HD Council 3/18/25 General Fund 100 3/26/2025 The House of Printing, Inc. 375.67 Business Cards- HD Council 3/18/25 Local Fiscal Recovery Fund 273 093247 P 3/26/2025 Tierra West Advisors, Inc 8,585.00
Consultant Svcs 5102 & 5110 District Blvd Feb
2025 General Fund 100
093248 P 3/26/2025 Quadient Finance USA Inc. 496.50 Postage Usage 2/13/25-3/12/25 General Fund 100 093249 P 3/26/2025 U.S. Bank Corporate Payment System 7,629.44 Cred Crd- 3/17/25 stmt General Fund 100 3/26/2025 U.S. Bank Corporate Payment System 7,629.44 Cred Crd- 3/17/25 stmt Local Fiscal Recovery Fund 273 093250 P 3/26/2025 UniFirst Corporation 81.40 Building Mat Svcs 3/21/25 General Fund 100 093251 P 3/27/2025 Jose Alejandro Barajas 18,865.00 Rental Assistance Program Apr 2025 - Feb 2026 Permanent Local Housing
Allocation 501
093252 P 3/27/2025 Jose Estrada 19,650.00 Rental Assistance Program Apr 2025 - Jun 2026 Permanent Local Housing
Allocation 501
093253 P 3/27/2025 Juan Carlos Montoya 18,900.00 Rental Assistance Program Apr 2025 - May 2026 Permanent Local Housing
Allocation 501
093254 P 3/27/2025 Pedro Vargas 20,000.00 Rental Assistance Program Apr 2025 - Apr 2027 Permanent Local Housing
Allocation 501
093255 P 3/27/2025 Ruben Sanchez 19,550.00 Rental Assistance Program Apr 2025 - Aug 2026 Permanent Local Housing
Allocation 501
Date: 4/15/2025 10:01:02 AM Page: 2
City of Maywood
ACH/ Payroll/ Warrant Register
From 2/4/2025 Through 4/9/2025
093256 P 4/3/2025 Lock Em Door Solutions LLC 4,970.48
Sherrif Station - Install Sally Port Roll Up Gate
Door General Fund 100
093257 P 4/9/2025 A-A Backflow Testing 373.80 Backflow Device Testing 3/10/25 General Fund 100 093258 P 4/9/2025 AFSCME District Council 36 605.07 Union Dues February 2025 General Fund 100 093259 P 4/9/2025 Amazon Capital Services 21.21 Admin Dept- Calendar 12/13/24 General Fund 100 4/9/2025 Amazon Capital Services 6.50 Admin Dept- Various Supplies 12/11/24 General Fund 100 4/9/2025 Amazon Capital Services 33.15 Admin Dept- Various Supplies 12/12/24 General Fund 100 4/9/2025 Amazon Capital Services 163.16 BP Dept-Printer 12/2/24 General Fund 100 4/9/2025 Amazon Capital Services 878.91 Com Benefit Fund - Nimitz Middle Sch 2/27/25 General Fund 100 4/9/2025 Amazon Capital Services 262.78 Com Benefit Fund - Nimitz Middle Sch 3/20/25 General Fund 100 4/9/2025 Amazon Capital Services 242.79 CS Dept- Recreation Supplies 3/10/25 General Fund 100 4/9/2025 Amazon Capital Services 68.56 CS Dept-Office Supplies 3/14/25 General Fund 100 4/9/2025 Amazon Capital Services 110.49 CS Dept-Recreational Supplies 3/21/25 General Fund 100 093260 P 4/9/2025
Modern IT, Inc. dba Advanced
Microcomputing Concepts, Inc. 8,378.96 Desktop Computer & Laptop Hardware 4/3/25 General Fund 100 4/9/2025
Modern IT, Inc. dba Advanced
Microcomputing Concepts, Inc. 2,439.86 IT Software Subscriptions Apr 2025 General Fund 100 4/9/2025
Modern IT, Inc. dba Advanced
Microcomputing Concepts, Inc. 3,630.00 IT Svcs Apr 2025 General Fund 100 093261 P 4/9/2025 American Marker 132.30 Council Member-Embroidery 3/25/25 General Fund 100 4/9/2025 American Marker 524.79 Sport Shirts & Jackets 4/15/24 General Fund 100 093262 P 4/9/2025 AT&T 31.65 Emergency Elevator Phone Svcs Mar 2025 General Fund 100 093263 P 4/9/2025 Base Hill Inc. 6,172.97 CH Janitorial Svcs-Mar 2025 General Fund 100 093264 P 4/9/2025 Belinda Murillo 50.00 Youth Commissioner Stipend 3/12/25 General Fund 100 093265 P 4/9/2025 BPR Consulting Group LLC 20,915.62 Professional Svcs Dec 2024 General Fund 100 4/9/2025 BPR Consulting Group LLC 16,490.10 Professional Svcs Feb 2025 General Fund 100 093266 P 4/9/2025 Brinks Inc. 297.34 Armored Truck Svcs Apr 2025 General Fund 100 4/9/2025 Brinks Inc. 38.04 Cash Handling Svcs Mar 2025 General Fund 100 093267 P 4/9/2025
Bureau Veritas Technical Assessments
LLC 1,760.51
ADA Self Evaluation and Transition Plan Mar
2025 Local Fiscal Recovery Fund 273
093268 P 4/9/2025 Burke, Williams & Sorensen, LLP 2,738.00 Legal and Professional Svcs Dec 2024 General Fund 100 Date: 4/15/2025 10:01:02 AM Page: 3
City of Maywood
ACH/ Payroll/ Warrant Register
From 2/4/2025 Through 4/9/2025
4/9/2025 Burke, Williams & Sorensen, LLP 1,761.25 Legal and Professional Svcs Feb 2025 General Fund 100 4/9/2025 Burke, Williams & Sorensen, LLP 4,776.58 Legal and Professional Svcs Jan 2025 General Fund 100 4/9/2025 Burke, Williams & Sorensen, LLP 367.25 Legal and Professional Svcs Nov 2024 General Fund 100 4/9/2025 Burke, Williams & Sorensen, LLP 8,885.20 Legal and Professional Svcs Oct 2024 General Fund 100 093269 P 4/9/2025 California Consulting Inc. 3,725.00 Grant Writing Svcs Apr 2025 General Fund 100 093270 P 4/9/2025 Arturo Sanchez dba Calmex Graphics 1,193.77 BP Dept- Notice Forms 3/24/25 General Fund 100 093271 P 4/9/2025 Cat Specialties Inc. 918.60 PW Dept-Banners 3/14/25 General Fund 100 093272 P 4/9/2025 Charter Communications Holdings, LLC 643.19 CH Internet and Phone Svcs Apr 2025 General Fund 100 4/9/2025 Charter Communications Holdings, LLC 325.00 CY Internet and Phone Svc Apr 2025 General Fund 100 093273 P 4/9/2025 CM Amusement 2,700.00
CS Dept-Family Fun Night - Game booths
3/31/25 General Fund 100
093274 P 4/9/2025 Occupational Health Centers of CA 354.00 Pre-Employment Physical 2/20/25 General Fund 100 4/9/2025 Occupational Health Centers of CA 354.00 Pre-Employment Physical 3/12/25 General Fund 100 093275 P 4/9/2025 County of L.A. Dept. of Animal Control 17,697.24 Animal Control for Feb 2025 General Fund 100 093276 P 4/9/2025 Crosstown Electrical & Data Inc. 8,855.40 Holiday Decorations Removal 1/7/25 General Fund 100 4/9/2025 Crosstown Electrical & Data Inc. 442.77 3614 58th 3/13/25 Gas Tax Fund 212 4/9/2025 Crosstown Electrical & Data Inc. 688.42 Maywood Ave & 55th 1/31/25 Gas Tax Fund 212 4/9/2025 Crosstown Electrical & Data Inc. 1,936.51 Slauson Ave & Alamo Ave 1/31/25 Gas Tax Fund 212 4/9/2025 Crosstown Electrical & Data Inc. 1,252.34 Slauson Ave & Alamo Ave 3/7/25 Gas Tax Fund 212 4/9/2025 Crosstown Electrical & Data Inc. 309.25 Slauson Ave & Corona Ave 1/30/25 Gas Tax Fund 212 093277 P 4/9/2025 Daily Journal Corporation 520.00 Notice Inviting Bids EPA Sewer 3/27/25 Sewer Enterprise Fund 412 093278 P 4/9/2025 Dapeer, Rosenblit & Litvak, LLP 460.00 Municipal Code Enforcement Professional Svcs
Feb 2025 General Fund 100
093279 P 4/9/2025 Dave and Frank Automotive 65.70 Vehicle Repair VIN# 08062 3/12/25 General Fund 100 093280 P 4/9/2025 Diana Cho & Associates 1,628.00 CDBG Code Enforcement Consulting Feb 2025 CDBG 243 4/9/2025 Diana Cho & Associates 308.00
Consulting Svcs Park Impv Proj FY24-25 Feb
2025 CDBG 243
4/9/2025 Diana Cho & Associates 264.00
Consulting Svcs Sidewalk Rehab Proj FY24-25
Feb 2025 CDBG 243
4/9/2025 Diana Cho & Associates 704.00 Consulting Svcs Rental Asst Prog Feb 2025 Permanent Local Housing
Allocation 501
093281 P 4/9/2025 Eliud James Gonzalez 50.00 Youth Commissioner Stipend 3/12/25 General Fund 100 Date: 4/15/2025 10:01:02 AM Page: 4
City of Maywood
ACH/ Payroll/ Warrant Register
From 2/4/2025 Through 4/9/2025
093282 P 4/9/2025 GameTime 31,400.94
Maywood Park Playground Improvement Project
12/8/24 Grant Fund 261
093283 P 4/9/2025 George Hills Company 89.10 City Claims/Adjuster Feb 2025 General Fund 100 093284 P 4/9/2025 Graffiti Protective Coatings Inc. 6,448.40 Citywide Graffiti Removal Feb 2025 General Fund 100 4/9/2025 Graffiti Protective Coatings Inc. 9,005.20 Citywide Graffiti Removal Feb 2025 Gas Tax Fund 212 093285 P 4/9/2025 HD Supply formerly Home Depot Pro 1,010.43 PW Dept-Various Supplies 3/20/25 General Fund 100 093286 P 4/9/2025 Myers & Sons Hi-Way Safety Inc. 1,186.61 PW Dept -Signs 3/10/25 Gas Tax Fund 212 4/9/2025 Myers & Sons Hi-Way Safety Inc. 191.91 PW Dept-Signs 3/25/25 Gas Tax Fund 212 093287 P 4/9/2025 Hub Cities Career Center Corporation 5,653.82 Rental Assistance Program Feb 2025 Permanent Local Housing
Allocation 501
093288 P 4/9/2025 IDS Group, Inc. 53,264.50 Teen Center Improv Proj Sept 2024-Feb 2025 Grant Fund 261 093289 P 4/9/2025 Innovative Fence Inc. 314.90 PW Dept-Fence Rental 2/9/25-3/9/25 General Fund 100 093290 P 4/9/2025 Irene C Villapania 100.00
CS Dept-Family Fun Night Face Painting Deposit
3/31/25 General Fund 100
093291 P 4/9/2025 JMG Security System 3,570.00 CH Access Control Installation Svcs 3/7/25 General Fund 100 093292 P 4/9/2025 L.B. Johnson Hardware #1 65.45 BP Dept- Supplies 3/21/25 General Fund 100 4/9/2025 L.B. Johnson Hardware #1 19.70 PW Dept- Bldg Maint Supplies 3/17/25 General Fund 100 4/9/2025 L.B. Johnson Hardware #1 21.86 PW Dept- Keys 3/10/25 General Fund 100 4/9/2025 L.B. Johnson Hardware #1 86.44 PW Dept- PPE Supplies 3/10/25 General Fund 100 4/9/2025 L.B. Johnson Hardware #1 93.00 PW Dept- Supplies 3/13/25 General Fund 100 4/9/2025 L.B. Johnson Hardware #1 24.07 PW Dept- Supplies 3/14/25 General Fund 100 4/9/2025 L.B. Johnson Hardware #1 28.46 PW Dept-Cable 3/21/25 General Fund 100 4/9/2025 L.B. Johnson Hardware #1 42.67 PW Dept-Concrete Mix 3/17/25 Gas Tax Fund 212 4/9/2025 L.B. Johnson Hardware #1 28.45 PW Dept-Concrete Mix 3/18/25 Gas Tax Fund 212 4/9/2025 L.B. Johnson Hardware #1 49.22 PW Dept-Premium Polyurethane 3/28/25 Gas Tax Fund 212 4/9/2025 L.B. Johnson Hardware #1 25.15 PW Dept-Supplies 3/12/25 Gas Tax Fund 212 093293 P 4/9/2025 Tri-City Mutual Water Company 382.00 4800 Slauson 12/18/24-2/26/25 General Fund 100 4/9/2025 Tri-City Mutual Water Company 104.70 5000 Slauson Ave Mar 2025 General Fund 100 4/9/2025 Tri-City Mutual Water Company 2,372.00 5950 Walker Ave Mar 2025 General Fund 100 093294 4/9/2025 Nationwide Environmental Services 7,537.00 Street Sweeping Services Mar 2025 Measure W Safe Clean
Water Program Fund 280
093295 4/9/2025 Olivarez Madruga Law Organization, LLP 5,016.00 Legal & Professional Svcs Feb 2025 General Fund 100 Date: 4/15/2025 10:01:02 AM Page: 5
City of Maywood
ACH/ Payroll/ Warrant Register
From 2/4/2025 Through 4/9/2025
093296 4/9/2025 Quadient Leasing USA, Inc. 970.63 Postage Meter Lease 4/22/25- 7/21/25 General Fund 100 093297 VOID 4/9/2025 Revueltas Landscape Inc (8,650.00) Landscaping Svcs Mar 2025 General Fund 100 4/9/2025 Revueltas Landscape Inc 0.00 Landscaping Svcs Mar 2025 Gas Tax Fund 212 093298 P 4/9/2025 Roy Alexande Hernandez 50.00 Youth Commissioner Stipend 3/12/25 General Fund 100 093299 P 4/9/2025 Richards Watson & Gershon 7,265.08 Legal Services-0001 Feb 2025 General Fund 100 4/9/2025 Richards Watson & Gershon 1,403.60 Legal Services-0010 Feb 2025 General Fund 100 4/9/2025 Richards Watson & Gershon 6,621.21 Legal Services-0015 Feb 2025 Grant Fund 261 093300 P 4/9/2025 Sparkletts Drinking Water Corp 192.74 CH Drinking Water Apr 2025 General Fund 100 093301 P 4/9/2025 T-MOBILE 586.27 Cell Phone Svcs 2/21/25-3/20/25 General Fund 100 093302 P 4/9/2025 Transtech Engineers Inc 15,518.75 General City Engineering Svcs Jan 2025 General Fund 100 4/9/2025 Transtech Engineers Inc 3,992.00 General City Engineering Svcs Jan 2025 Gas Tax Fund 212 4/9/2025 Transtech Engineers Inc 3,782.00 CIP Management Svcs Jan 2025 LACMTA Funds 227 4/9/2025 Transtech Engineers Inc 3,747.50 CIP Management Svcs Jan 2025 CDBG 243 4/9/2025 Transtech Engineers Inc 13,310.00 CIP Management Svcs Jan 2025 Grant Fund 261 4/9/2025 Transtech Engineers Inc 11,200.50 CIP Management Svcs Jan 2025 Local Fiscal Recovery Fund 273 4/9/2025 Transtech Engineers Inc 1,224.00 CIP Management Svcs Jan 2025 Sewer Enterprise Fund 412 093303 4/9/2025 U.S. Bank Trust National Assoc 3,500.00 COP 2022 Series A Lease - Admin Fees 3/1/25-
2/28/26 General Fund 100
093304 4/9/2025 UniFirst Corporation 81.40 Building Mat Svcs 3/28/25 General Fund 100 4/9/2025 UniFirst Corporation 81.40 Building Mat Svcs 4/4/25 General Fund 100 093305 4/9/2025 Vernon City of 82.71 Acct. #414 Slauson/Downey 01/15/25-02/13/25 General Fund 100 93306 4/9/2025 Revueltas Landscape Inc 6,020.00 Landscaping Svcs Mar 2025 General Fund 100 4/9/2025 Revueltas Landscape Inc 4,325.00 Landscaping Svcs Mar 2025 Gas Tax Fund 212 ACH-276 2/28/2025
California Public Employees' Retirement
System 8,190.18 CalPERS Contribution 1/26/2025-2/8/2025 General Fund 100 2/28/2025
California Public Employees' Retirement
System 836.00 CalPERS Contribution 1/26/2025-2/8/2025 Gas Tax Fund 212 2/28/2025
California Public Employees' Retirement
System 90.44 CalPERS Contribution 1/26/2025-2/8/2025 Proposition A Fund 221 2/28/2025
California Public Employees' Retirement
System 333.38 CalPERS Contribution 1/26/2025-2/8/2025 Proposition C Fund 222 2/28/2025
California Public Employees' Retirement
System 77.09 CalPERS Contribution 1/26/2025-2/8/2025 Proposition R Fund 224 Date: 4/15/2025 10:01:02 AM Page: 6
City of Maywood
ACH/ Payroll/ Warrant Register
From 2/4/2025 Through 4/9/2025
2/28/2025
California Public Employees' Retirement
System 295.63 CalPERS Contribution 1/26/2025-2/8/2025 Measure M Fund 225 2/28/2025
California Public Employees' Retirement
System 490.02 CalPERS Contribution 1/26/2025-2/8/2025 CDBG 243 2/28/2025
California Public Employees' Retirement
System 24.07 CalPERS Contribution 1/26/2025-2/8/2025 Street Lighting Fund 251 2/28/2025
California Public Employees' Retirement
System 444.68 CalPERS Contribution 1/26/2025-2/8/2025 Local Fiscal Recovery Fund 273 2/28/2025
California Public Employees' Retirement
System 190.12 CalPERS Contribution 1/26/2025-2/8/2025
Redevelopment Successor
Agency Fund 611
ACH-277 2/21/2025 Automatic Data Processing 523.90 Payroll Fees Feb 2025 General Fund 100 ACH-278 2/21/2025 Southern California Edison 25.84 4805 E 58th St 1/9/2025-2/6/2025 General Fund 100 ACH-279 2/21/2025 Southern California Edison 64.70 5317 Atlantic Ave PED 1/14/2025-2/12/2025 Gas Tax Fund 212 ACH-280 2/26/2025 Automatic Data Processing 264.60 Payroll Fees Feb 2025 General Fund 100 ACH-281 2/28/2025 Colonial Life 90.12 Colonial Life February 2025 General Fund 100 ACH-282 3/3/2025 US Bank Fees 25.00 Bank Merchant Fees Feb 2025 General Fund 100 ACH-283 3/3/2025 US Bank Fees 38.00 Bank Merchant Fees Feb 2025 General Fund 100 ACH-284 3/3/2025 US Bank Fees 687.63 Bank Merchant Fees Feb 2025 General Fund 100 ACH-285 2/28/2025 U.S. Bank Trust National Assoc 25,945.40 Certificates of Participation, 2022 Series A -
Interest General Fund 100
ACH-286 3/4/2025 State Compensation Insurance Fund 4,771.79 Workers Comp Insurance - Feb 2025 General Fund 100 ACH-287 3/6/2025
California Joint Powers Insurance
Authority 22,355.58 CJPIA March 2025 General Fund 100
ACH-288 3/4/2025 8x8 Inc. 469.47 Telephone Srvs Feb 2025 General Fund 100 ACH-289 3/3/2025
California Public Employees' Retirement
System 8,191.89 CalPERS Contribution 2/9/2025-2/22/2025 General Fund 100 3/3/2025
California Public Employees' Retirement
System 584.99 CalPERS Contribution 2/9/2025-2/22/2025 Gas Tax Fund 212 3/3/2025
California Public Employees' Retirement
System 90.44 CalPERS Contribution 2/9/2025-2/22/2025 Proposition A Fund 221 3/3/2025
California Public Employees' Retirement
System 300.66 CalPERS Contribution 2/9/2025-2/22/2025 Proposition C Fund 222 3/3/2025
California Public Employees' Retirement
System 77.09 CalPERS Contribution 2/9/2025-2/22/2025 Proposition R Fund 224 3/3/2025
California Public Employees' Retirement
System 216.72 CalPERS Contribution 2/9/2025-2/22/2025 Measure M Fund 225 3/3/2025
California Public Employees' Retirement
System 490.02 CalPERS Contribution 2/9/2025-2/22/2025 CDBG 243 3/3/2025
California Public Employees' Retirement
System 444.68 CalPERS Contribution 2/9/2025-2/22/2025 Local Fiscal Recovery Fund 273 Date: 4/15/2025 10:01:02 AM Page: 7
City of Maywood
ACH/ Payroll/ Warrant Register
From 2/4/2025 Through 4/9/2025
3/3/2025
California Public Employees' Retirement
System 190.12 CalPERS Contribution 2/9/2025-2/22/2025
Redevelopment Successor
Agency Fund 611
ACH-290 3/19/2025
California Public Employees' Retirement
System 8,103.99 CalPERS Contribution 2/23/2025-3/8/2025 General Fund 100 3/19/2025
California Public Employees' Retirement
System 731.89 CalPERS Contribution 2/23/2025-3/8/2025 Gas Tax Fund 212 3/19/2025
California Public Employees' Retirement
System 90.44 CalPERS Contribution 2/23/2025-3/8/2025 Proposition A Fund 221 3/19/2025
California Public Employees' Retirement
System 320.65 CalPERS Contribution 2/23/2025-3/8/2025 Proposition C Fund 222 3/19/2025
California Public Employees' Retirement
System 47.28 CalPERS Contribution 2/23/2025-3/8/2025 Proposition R Fund 224 3/19/2025
California Public Employees' Retirement
System 208.22 CalPERS Contribution 2/23/2025-3/8/2025 Measure M Fund 225 3/19/2025
California Public Employees' Retirement
System 490.02 CalPERS Contribution 2/23/2025-3/8/2025 CDBG 243 3/19/2025
California Public Employees' Retirement
System 24.07 CalPERS Contribution 2/23/2025-3/8/2025 Street Lighting Fund 251 3/19/2025
California Public Employees' Retirement
System 444.68 CalPERS Contribution 2/23/2025-3/8/2025 Local Fiscal Recovery Fund 273 3/19/2025
California Public Employees' Retirement
System 160.31 CalPERS Contribution 2/23/2025-3/8/2025
Redevelopment Successor
Agency Fund 611
ACH-291 3/14/2025 US Bank Fees 120.00 Analysis Svc Charges March 2025 General Fund 100 ACH-292 3/24/2025 Southern California Edison 29.23 4805 E 58th St 2/7/2025-3/10/2025 General Fund 100 ACH-293 3/24/2025 Southern California Edison 243.88
5916 King Ave/5913 Mayflower Ave 2/5/2025-
3/6/2025 Gas Tax Fund 212
ACH-294 3/17/2025 Southern California Edison 8,240.34 Everett Ave 2/1/2025-2/28/2025 Gas Tax Fund 212 ACH-295 3/17/2025 Southern California Edison 2,466.88 Various Locations Feb 2025 General Fund 100 3/17/2025 Southern California Edison 2,482.14 Various Locations Feb 2025 Gas Tax Fund 212 3/17/2025 Southern California Edison 10,271.56 Various Locations Feb 2025 Street Lighting Fund 251 ACH-296 3/19/2025
American Family Life Assurance
Company of Columbus (AFLAC) 438.38 Aflac payment February 2025 General Fund 100 ACH-297 3/19/2025
California Public Employees' Retirement
System 30,058.11 Health Contribution March 2025 General Fund 100 3/19/2025
California Public Employees' Retirement
System 2,764.28 Health Contribution March 2025 Gas Tax Fund 212 3/19/2025
California Public Employees' Retirement
System 277.96 Health Contribution March 2025 Proposition A Fund 221 3/19/2025
California Public Employees' Retirement
System 844.29 Health Contribution March 2025 Proposition C Fund 222 3/19/2025
California Public Employees' Retirement
System 423.06 Health Contribution March 2025 Proposition R Fund 224 Date: 4/15/2025 10:01:02 AM Page: 8
City of Maywood
ACH/ Payroll/ Warrant Register
From 2/4/2025 Through 4/9/2025
3/19/2025
California Public Employees' Retirement
System 1,027.87 Health Contribution March 2025 Measure M Fund 225 3/19/2025
California Public Employees' Retirement
System 2,547.93 Health Contribution March 2025 CDBG 243 3/19/2025
California Public Employees' Retirement
System 112.63 Health Contribution March 2025 Street Lighting Fund 251 3/19/2025
California Public Employees' Retirement
System 2,408.94 Health Contribution March 2025 Local Fiscal Recovery Fund 273 3/19/2025
California Public Employees' Retirement
System 513.23 Health Contribution March 2025
Redevelopment Successor
Agency Fund 611
ACH-298 3/28/2025 Colonial Life 90.12 Colonial Life March 2025 General Fund 100 ACH-299 3/28/2025 Automatic Data Processing 523.90 Payroll Fees March 2025 General Fund 100 ACH-300 2/4/2025 US Bank Fees 270.00 Bank Merchant Fees Feb 2025 General Fund 100 ACH-301 4/2/2025
California Public Employees' Retirement
System 8,190.18 CalPERS Contribution 3/9/2025-3/22/2025 General Fund 100 4/2/2025
California Public Employees' Retirement
System 836.00 CalPERS Contribution 3/9/2025-3/22/2025 Gas Tax Fund 212 4/2/2025
California Public Employees' Retirement
System 90.44 CalPERS Contribution 3/9/2025-3/22/2025 Proposition A Fund 221 4/2/2025
California Public Employees' Retirement
System 333.38 CalPERS Contribution 3/9/2025-3/22/2025 Proposition C Fund 222 4/2/2025
California Public Employees' Retirement
System 77.09 CalPERS Contribution 3/9/2025-3/22/2025 Measure R Fund 224 4/2/2025
California Public Employees' Retirement
System 295.63 CalPERS Contribution 3/9/2025-3/22/2025 Measure M Fund 225 4/2/2025
California Public Employees' Retirement
System 490.02 CalPERS Contribution 3/9/2025-3/22/2025 CDBG 243 4/2/2025
California Public Employees' Retirement
System 24.07 CalPERS Contribution 3/9/2025-3/22/2025 Street Lighting Fund 251 4/2/2025
California Public Employees' Retirement
System 444.68 CalPERS Contribution 3/9/2025-3/22/2025 Local Fiscal Recovery Fund 273 4/2/2025
California Public Employees' Retirement
System 190.12 CalPERS Contribution 3/9/2025-3/22/2025
Redevelopment Successor
Agency Fund 611
ACH-302 4/1/2025 US Bank Fees 25.00 Bank Merchant Fees March 2025 General Fund 100 ACH-303 4/1/2025 US Bank Fees 35.00 Bank Merchant Fees March 2025 General Fund 100 ACH-304 4/1/2025 US Bank Fees 862.79 Bank Merchant Fees March 2025 General Fund 100 ACH-305 4/1/2025 State Compensation Insurance Fund 5,437.16 Workers Comp Insurance - March 2025 General Fund 100 ACH-306 4/1/2025 The Gas Company 64.58 4319 Slauson Ave 2/6/25-3/10/25 General Fund 100 ACH-307 4/1/2025 The Gas Company 121.32 4317 Slauson Ave 2/6/25-3/10/25 General Fund 100 ACH-308 4/7/2025 8x8 Inc. 469.48 Telephone Srvs March 2025 General Fund 100 ACH-309 4/7/2025
California Joint Powers Insurance
Authority 22,355.58 CJPIA April 2025 General Fund 100
ACH-310 3/31/2025 Southern California Edison 68.49 5317 Atlantic Ave PED 2/13/2025-3/16/2025 Gas Tax Fund 212 Total ACH and Warrant Registers 1,239,821.01
Date: 4/15/2025 10:01:02 AM Page: 9
City of Maywood
ACH/ Payroll/ Warrant Register
From 2/4/2025 Through 4/9/2025
3/27/2025 Payroll Transfer 61,789.39 Payroll Pay Period 3/9/2025 - 3/22/2025 4/10/2025 Payroll Transfer 62,382.72 Payroll Pay Period 3/23/2025 - 4/05/2025 Total ACH, Warrant Registers and Payroll $ 1,363,993.12 Date: 4/15/2025 10:01:02 AM Page: 10
AGENDA REPORT
CITY OF MAYWOOD
AGENDA ITEM NO. 5.
DATE: April 23, 2025
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JENNIFER VASQUEZ, CITY MANAGER
BY: DAISY GUERRERO, DEPUTY CITY CLERK/ASSISTANT TO THE CITY MANAGER SUBJECT: CONSIDERATION OF ADOPTING RESOLUTION NO. 6410 AUTHORIZING THE
DESTRUCTION OF OBSOLETE CITY RECORDS
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 6410 authorizing the destruction of obsolete records.
BACKGROUND:
State law allows public agencies to purge and destroy obsolete public records. The Government Code sets a two-year minimum as a starting point for retention of records. However, other laws and regulations impose longer retention periods for certain records.
Government Code Section 34090 et. seq. sets forth the process for permissibly destroying obsolete City records and provides that unless otherwise provided by law, “with the approval of the legislative body by resolution and the written consent of the City Attorney, the head of a City Department may destroy any City record, document, instrument, book or paper, under his charge, without making a copy thereof, after the same is no longer required.” However, Section 34090 does not permit destruction of: (a) records affecting the title to real property or liens thereon; (b) court records; (c) records required to be kept by statute; (d) records less than two years old; and (e) the minutes, ordinances, or resolutions of the legislative body or of a City board or commission. Other laws and regulations impose specific retention periods for certain records. If a public officer or employee does not have proper authorization, Government Code Sections 6200 and 6201 make it a crime to destroy a City record.
Unless a law specifically requires a particular type of document to be kept, the general rule is that a City record falls under the minimum two-year retention rule or a longer retention period as specified in a retention schedule if so adopted by the public entity.
DISCUSSION:
In 2009, the City Council adopted Resolution No. 5478 adopting a “Records Retention and Destruction Policy” (“Policy”) for the retention and destruction of City records. The Policy also includes a request form for the destruction of obsolete records and a records retention schedule. The retention schedule is organized by categories of records with the retention period for each category. The following procedure is outlined in the policy:
• The Department Head completes and signs a request form, listing the date and description of
documents to be destroyed, and submits the form to the City Clerk. • The City Clerk's Office staff checks the documents listed on the form to confirm the documents are not required to be permanently retained and that the document has been retained for the legally required period of time. City Clerk also confirms the applicable reproduction of the documents is complete and that the documents must not be retained for any other reason, such as being relevant to a lawsuit in progress or reasonably anticipated.
• The City Clerk's Office staff submits the form to the City Attorney to review, sign, and return. • The City Clerk's Office staff submits the form and a resolution to the City Council for approval to destroy the documents.
• After City Council approval, the City Clerk's Office oversees the destruction, indicating method of destruction on the form and singing the form.
• The City Clerk's Office staff retains all original signed request forms for a minimum of two years. • The City Clerk's Office staff keeps a master log of all destroyed documents.
Staff has determined that the records set forth in Exhibit A of Resolution No. 6410, fall under the category of Parking Citations described on page 29 of the destruction schedule, are obsolete and are older than the applicable retention period as set forth in the City’s Records Retention Schedule. Accordingly, in order to destroy such records, the proposed Resolution is required to be approved by the City Council.
LEGAL REVIEW:
The City Attorney has reviewed this report.
FISCAL IMPACT:
Funds for the shredding of city records are included in the annual budget and are charged to the individual department.
ATTACHMENT(S)
1. Record Retention Policy
2. Resolution No. 6410 Destruction of Obsolete Documents - Parking Enforcement
3. Exhibit A - Description of Records Considered for Destruction - Parking Enforcement
EXHIBIT "A"
CITY OF MAYWOOD
RECORDS RETENTION AND DESTRUCTION POLICY
[See Attached:
Records Retention and Destruction Policy
(Pages 1 through 11)
Attachment "A" to Policy -Request for Destruction of Obsolete Records (sample form) (1 Page)
Attachment "B" to Policy -Records Retention Schedule
(Pages 1 through 3~
.All Dated 04-28-091
ORANGE~RMOIM55813.1
CITY OF MAYWOOD
RECORDS RETENTION AND DESTRUCTION POLICY
PURPOSE
The purpose of this Policy is to provide guidelines to staff regarding the retention and destruction of obsolete and unnecessary records of the City of Maywood ("City"); provide for the identification, maintenance, safeguarding and destruction of records in the normal course of business; ensure prompt and accurate retrieval of records; and ensure compliance with 1ega1 and regulatory requirements.
II AIITHnR17ATIt~N
Pursuant to Government Code section 34090, staff must receive approval from the City Council by resolution and written consent from the City Attorney before destroying any City records. ill. PROCEDURE
A.. The Department Head completes and signs a "Request for Destruction of Obsolete Records" form, listing the date and description of each document to be destroyed. A sample form is attached to this Policy as Attachment "A" and incorporated herein by reference, and the City Clerk or his or her designee shall have the authority to make all changes to this form which he or she deems necessary from time to time. The Department Head submits the form to the City Clerk.
B. The City Clerk checks the documents listed on the submitted form to confirm that each 'document is: (1) not required to be permanently retained, or (2) has been retained for the legally required period of time. The City Clerk also confirms that any applicable reproduction requirements (i.e., electronic imaging, etc.) for each ent are com lete. The City Clerk also verifies that the documents are not relevant to a lawsuit, administrative charge or roves iga ion, or si proceeding, which is in progress or which can reasonably be anticipated.
C;. ThP City Clerk suhmits the fnrrn t~ the ('ity Att~rnay, who reviews and signs the form and then returns the signed farm to the City Clerk.
D. After receiving the signed form, the City Clerk submits the form and a resolution to the City Council for approval to destroy the documents.
E. After the City Council approves destruction, the City Clerk oversees the destruction of the documents, indicates the method of destruction on the form and signs the form.
PAGE i OF 11
E. The City Clerk will retain all original signed forms requesting destruction of records for a minimum period of two (2J years.
F. The City Clerk will keep a maser !og of all destroyed documents which includes .the titles or brief descriptions or the documents that were destroyed, the method of destruction and the date of destruction.
IV. GENERAL GUIDEL,WES
A. Unless otherwise provided by law or this Policy, the obsolete and unnecessary records of the City are authorized to bs destroyed as provided by Government Code sections 34090 — 3409Q.7 and as -those sections may be added to and amended from time to time by the California legislature. However, the following cuiiciiiions apply to~all C;~ty records: (7) no record may be dPstrnyecf with~~it prior approval of the City Council and the City Attorney, and (2) no record may be destroyed if it is relevant to a lawsuit, administrative charge or investigation, ~r similar proceeding which is in progress or which can reasonably be anticipated.
B. The City Clerk shall be responsible for the administration of this Policy and shall assist all City personnel to comply with the provisions or' this Policy and with the Records Retention Schedule, set forth in Attachment "B" attached hereto ancJ incorporated herein by reference. The City Council shall approve all substantial changes to the Records Retention Schedule; provided, however, that the City Manager andlor City Attorney shall have ongoing authority, without further approval by the City Council, to make minor amendments from time fo time, in accordance with changes to State and federal laws and regulations which may affect retention periods for City records.
C. The following general guidelines apply to all City records:
pursuant to Government Code section 34090, the City shall not destroy any of the following records:
(a) Records affecting the title to real property or liens thereon. (b) Court records.
(r.) Records required to be kept ~y statutA.
(d) Records less thin two years old.
(e) The minutes, ordinances, or resolutions ~of-;he City or of a City board or commission.
2. The City Clerk may authorize the destruction ..of any duplicate records less than two (21 years old at any time, pwsua~f to the procedures listed in this Policy. (Gov. Code § 34097.7.)
3. Unless otherwise provided by State or ;ederal I~aw, the City may authorize the destruction of any original document wh+ch is more than fi~+ro (2) years PAGE 2 OF 1 I
old, with the approval of the City Council and written cflnsent from the City Attorney, without retaining a copy of the document as long as the retention and destruction of the document complies with the retention schedule as set forth in this Policy (Gov. Code § 34090.)
4. The City Clerk may authorize the destruction of City records upon complying with all of the requirements of Government Code section 34090.5, including having the records reproduced either: (i) electronically, (ii) recorded on optical disk, (iii) reproduced on film or other medium that is a trusted system and that does not permit additions, deletions, or changes to the original document, (iv) reproduced on film, optical disk, or other medium complying with standards. found in Government Code section 12168.7 for recording permanent and nonpermanent documents in electronic media, or (v) othenivise reproduced in the manner prescribed in Government Cade section 34090.5.
5. The records preserved pursuant to Government Code section 34090.5 shall be made as accessible for public reference as the original records were. A true copy of archival quality of'the film, optical disk, or any other medium reproductions shall be kept in a safe and separate place for security purposes. Any page of a record that cannot be reproduced on film with full legibility shall be permanently preserved in a manner that will afford easy reference.
6. The reproduction of an original record made in accordance with Government Code section 34090.5 shall be deemed to be an original record and a transcript, exemplification, or certified copy of such reproduction shall be deemed to a transcript, exemplification, or certified copy of the original.
7. In addition to the retention period required under this Policy, the City shall retain original administrative, legal, fiscal and/or historical records with continued value (i.e., records for long-term transactions andlor special projects) until all matters pertaining to such records are completely resolved or the time for appeals has expired.
A. Accounting Records
Accounting Records include, but rare not {invited to, the following:
(a) Source Documents
~ Invoices
e Warrants
• Vouchers
~ Requisitions/Purchase Orders (attached to invoices)
• Cash Receipts
~ Claims (attached to warrants in place of invoices}
~+ Bank Statements
~ Bank Deposits
PAca 3 0~ 11
• Checks
• Bilis
~ Various. accounting authorizations Taken from City Council meeting or City commission meeting minutes, resolutions or contracts. (b) Journals
• Cash Receipts
• Aceoun~ts Receivable or Payable Register
• Check or Warrant Register
• General Journal
s Payroll Journal
(c} Ledgers
s Expenditure
• Revenue
e Accounts Payable or Receivable hedger
• Assets; Depreciation
Warrants payable
o Construction
• General ledger
(d) Trial Balance
(e) Adjusting Entries
(f} Statements (Interim or Certified -Individual or All Fund) • Balance Sheet
r Analysis of Changes in Available Fund Balance
4 Cash Receipts and Disbursements
• Inventory of Fixed Assets (Purchasing)
(g) Closing Entries
(h) Reversing Entries
(j) Other
• Inventory Records (Purchasing)
o Capital Asset RecordE (Purchasing)
Depreciation ~eh~cJul~
• Cost Accounting Records
2. General ledgers must be kept a minimum of four (4) years after audited. (Code Civ. Proc. § 337.) The Secretary of State Local Government Records Management Guidelines recommends permanent retention.
3. In general, the City should retain original source documents that are ~~tailed in a register, journal, ledger or statement until audited plus four (.4) years. Certain source documents may be retained for a shorter period of time. Refer to the Records Retention Schedule for specific accounting documents.
PAGE 4 OF I 1
4. The City may destroy at any time rough drafts, notes, working papers {except audit), cards, listings, nonpermanent indices, and papers used for controlling work ortransitory files.
5. in addition to any required legal retention period, the City shall not authorize the destruction of any record subject to audit until it has been determined that the audit has been performed. (Gov. Code § 34090.) B. Lang-?errn Debt Records
The City C(erk shall retain the original records of proceedings for the authorization of long-term debt, bonds, warrants, loans, etc -after -- issuance or exec.~.~tion. Original retards may be micrafilme~ o. otherwise reproduced, as described in Government Code section 3409G.5. (Gov.
C~ciP, ~~ 34090, 34Q90.5.)
2. The City Clerk shall retain permanently the original records of the terms and conditions of bonds, including authorization, public hearing retards, prospectus, proposals, notices, transcripts, etc. Original records may be microfilmed or otherwise reproduced, as described in Government Code section 34090.5. (Gov. Code, §§ 34090, 34090.5.)
3. Upon such conditions as the City Treasurer may set, the City Clerk may destroy paid or canceled bonds, warrant certificates and interest coupons after finro years, upon approval of the City Administrator and written consent of the City Attorney. (Gov. Code, § 53921.) Unsold bonds may also be destroyed after two years and upon meeting the requirements of Government Code sections 4390Q, et seq,
4. Final bond documentation, including monthly statements o. transactiz~rs and other supporting documents must be reiained for 10 yeatis. (Codes Civ. Pro. § 337.5.)
C. City Records
shall retain on final records of the minutes of meetings of the City Council and City commissions indefinite y. ov. o e , subd. (e).)
2. The City shall rEtain original ordinancEs and r~solutiari~ i~icl~~iilifely. (Gov. Code § 34090, subd. (e).)
D. Statements and Reports Filed Pursuant to the Political Reform Act.
The City Clerk shall permanently retain original camaaign statements of the elected Mayor, City Council members, and Committees supporting such officeholders. Such statements may be imaged as described in Government Code section 34090.5 after iwo (2) years. (Gov. Code, § 81009, subds.(b), (g).}
PAGE J OF 1 I
2. The City Clerk shall retain original campaign statements of candidates NOT elected to Mayor or City~Councii and the Committees supporting such candidates for five (5) years. Such statements may be imaged as described in Government Code section 34090.5 after two (2j .years. (Gov. Code, §81009, subds. (b), (g).)
3. The City Clerk shall retain original campaign statements and reports for persons and committees other than Mayor and City Council for seven (7) years. (Gov. Code § 81009 (c), (e).)
4. The City Cierfc shall retain copies of statements or reports for four (4) years. The officer does not have to keep more than one copy of a statement or report. (Gov. Cade § 81009 (fj.)
5. T! ie City C(erk, as Fi(ing Officer, shall retain copies of tha ~ri~inc~l Statements of Economic Interests that are forwarded to the Fair Political Practices Commission for the Mayor, City Council, Planning Commission, City Manager, City Attorney, City Treasurer and all other City o#ficials who manage public investments, as defined by 2 Cai. Code of Regs § 18701(b), and are subject to the disclosure requirements of Government Code § 87200. City Clerk retains the copies for four (4) years, provided there are no requirements to keep more than one c~~y. Such copies may be imaged as described in Government Code section 34090.5 after two (2)years. (Gov. Code, §81009, subds. (~, (g}.)
6. The City Clerk, as Filing Officer, shall retain original Statements of Ecpnomic Interests for other City employees designated in the City's Conflict of Interest Code as defined in Government Code section 82019.
The City Clerk shall retain such originals for seven (7) years. Such statements may be microfilmed or otherwise_reproduced as described in Government Code section 34090.5 after two (2) years. (Gov. Code, X81009, subds. (fl, (g).)
E. Contracts
The City shall retain original contracts/agreements and any back-up materials for four (4) years after termination/completion of the contracts. (Code Civ. Proc. § 337.)
he (;ity Thal! retain original corifrac;tslay~ eeinents and any back-up materials with any person or entity who develops real property or furnishes the design, specifications, surveying, planning, supervision, testing, or observation of construction or improvement to real property for ten (10) years after substantial completion of the development or improvement. (code Civ. Proc. § 337.15.) F. Property Records.
The City shall retain original property records, such as title documents, indefinitely, or until the property is transferred or otherwise no longer awned by the City . (Gov. Cade § 34090.)
PnGs 6 oe 11
G. Payroll and Personnel Records.
Payroll and personnel records include, but are not limited ta, the following:
~ Accident reports, injury claims and scttlement~
~ Applications, changes or terminations of employees
~ Earnings records and summaries
~ Fidelity bonds
• Garnishments
e Injury frequency charts
~ 4nsurance records of employees
m JuE, ~~se:ri~tiu~►s
~ Medical histories
~ Retirements
• (ii~~e c:arcJs ur tiiri~ sl'~e~ts
2. The City shall retain p~r~onnel files for three (3} years after an individual's employment terminates. (29 CFR 1627.3.)
The. City shall retain medical records of employees who have been exposed to toxic substances or harmful physics{ agents for thirty (30) years beyuiid the length of employment. Such medical records sl-~all include records maintained by a physician, nurse, or other health care personnel or technician pertaining to exposure to hazardous substances. (8 Cal. Code Regs. § 3204 (d)(1)(A){B).)
For employees who are employed by the City for less than one year, the City does not need to retain the employee's medical records regarding exposure to hazardous substances ifi the City provides the employee with such records upon termination of employment. (Ibid.)
Rou~ine medical records such as first aid records for one-time treatment, observation of minor injuries, records relating to medical leave taken by employees, burns,splinters, etc., should be kept for the length of employment pies three (3) years. (Gov. Code §§ 12946, 34090; 29
4. The pity may destroy fidelity bonds two (2J years af~er termination anci rt~mishments three (3} years after'termination.
5. The City shall retain payroll records containing the name, address, date or' birth, sex, job classificafion, hours worked, and regular and overtime wages for each em.p{oyee for three (3) years beyond the length of employment. (29 CFR Part 516.5(a); Labor Code §§ T 174, 1197.5) The Secretary of State Local uovemment Records Management Guidelines recommEnds permanent;y retainirg payro{I registers listing labor costs by empbyee and program.
PACE 7 OF 1 1
6. The City shall retain basic time and earning cards or sheets on which are entered daily starting and stopping time of individual employees for two (2) years. (29 CFR Part 516.6(a)(1).)
7. The City shall retain employment applications and employment refierral records and files for two (2) years after such records or files are created. (Gov. Code § 12946; 29 CFR 1627.3.)
8. The City shall retain records regarding the race, sex, and national origin of each applicant and the job far which such applicant applied for rrva (2) years from the date of the making of the record or the date of the personnel action involved, whichever occurs la#er. The City may either retain the original documents used t~ identify applicants, or keep statistical summaries of the collected information. (2 CCR § 7287.0, subds. (b)(2), (c).)
9. The City shall retain any records pertaining fo env payments, loans, ~,rurriises ~r agreements by the City to any labor organization or representative of a labor organization for five (5) years. (29 USC § 436.) H. Construction and Engineering Records.
Tile Cifiy shall retain certain original construction records, such as bids, correspondence, and change orders, for four (4) years after project completion, unless the records pertain to a project which includes a guarantee or granf, in which event they shall be retained for the life of the guarantee or grant plus four (4) years.
2. The City shall retain during the life of the building an official copy of all building plans filed with the .City and for which the City issued a building permit. This retention requirement does not include any building. containing a financial institution or a public utility. (Health 8~ Saf. 'Code §§ 19850 — 19853.)
3. The City shall retain supporting documents on capital improvement projects, including bidders lists, specifications, reports, plans, work orders, schedules, etc., for ten (10) years after project completion. (Code Civ, Proc. § 337.15.) ExNusurelSafety Fdecords and Meteiial safety Data Sheets (MSnS).
The City shall retain employee exposure recarda and exposure assessment records for at least thirty (30) years. Such records should reveal the identity of the toxic substance or harmful physical agent and where and when such substance or agent was used. ($ CCR § 3204.)
2. The Cify may destroy the material safety -data sheet (MSDS) for a hazardous substance after the City stops using the hazardous substan:,e provided it keeps a record of the substance (chemical name if known).ar~ when and where it was used for thirty (3d) years (8 CCR § 3204(d)(1)(B)(2).)
PAGE 8 OF 1 I
.J. Video Monitoring, Telephone and-Radio Communications; Other Video and Audio Recordings
The City shall retain recordings of routine video monitoring (e.g., building security .taping systems) for at least one (1j year. After the one year retention period, the City may destroy the video recording pursuant to the procedure stated in this Policy. (Gov. 'Code § 34090.6.) if the recordings are evidence in any claim filed or pending litigation, they shall be preserved until the pending litigation is resolved.
2. Upon authorization of the City, recordings of telephone and radio communications maintained by the City may be destroyed after 100 bays pursuant to the procedure stated in this Policy. (Gov. Code § 34090.6.) ff the recordings are evidence in any claim filed or pending litigation, they shall be preserved until the pending litigation is resolved.
3. Video or digital recordings of City meetings, made at the direction of the City, mint be retained for at least 30 days after the meeting. (Gov. Code ~ 54953.5.)
4. If the City keeps another record, such as written minutes, of an event (other than City meetings) that is recorded on video tape or digitally recorded, the Cify must keep the video tape recording of the event for at least 9Q days after the occurrence of the event. After 90 days, the video tape may destroyed or erased, pursuant to the procedure stated in this.
Policy.. (Gov. Code § 34090.7.)
~. When an audio tape retarding of a meeting is made solely to facilitate the preparation of minutes for that meeting, the tape recording may be destroyed or erased after if is no longer required and after the minutes for that meeting have been approved. (Gov, Code § 34090; 64 Ops.Atty.Gen. 317.)
V. RECORDS RETENTION! SCHEDULE
" ~ ~ ~c as Attachment "B" and is
incorporated herein by reference.
Attachments:
Attachment "A" -Request for Destruction of Obsolete Records (sample form) (1 Page) Attachment "B" -Records Retention Schedule (Pages 1 through 41) PAGE 9 OF 11
ATTACHMENT "A"
REQUEST FOR DE5TRl1CTfON OF OBSOLETE RECORDS
[See Attached Form (1 Page)J
PAGE 10 OF 1 I
cITY of nrta~nnr000
To: City Clerk
From: Department Head
Subject: Request for Destruckion of Obsolete Records
1 am requesting approval to destroy the obsolete records lisfed below.
Department Head Date
DATE OF RECORD DESCRIPTION OF RECORD
(If acicfili~~~al s~ac;c is neEded to describe records, phase attach ada~tionai pages
APPROVED
City AttornEy Date
The obso{ete records described above (and on any attached pages) were approved by the Ciiy Council for destruction on:
Date: Resolution No.
The obsolete records described above (and on any attached pages) were destroyed under my ethod:
❑ Shredding ❑Burning ❑Other (spec me o
1 certify that ~ueh destruction meets the requirements of tho City's Records Retention and D~sliuc:lluii Pulic,y a~u1 all a~{~lical~le reyuii~itieril5 of ~t~tc Inc! fcclr;r~l law.
City Clerk Date of Records Destruction
ORANGE~RMOQ~55812.1
RESOLUTION NO. 6410
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MAYWOOD
AUTHORIZING THE DESTRUCTION OF OBSOLETE CITY RECORDS
WHEREAS, Resolution 5478 sets forth the City of Maywood’s (“City”) adopted Records Retention Policy in conformance with Government Code Section 34090 (“Policy”);
WHEREAS, the Policy sets forth the retention period for records of the City and authorizes the destruction of certain records and documents by a department head, with the approval of the legislative body by resolution and the written consent of the City Attorney; and
WHEREAS, the City Manager recommended that certain obsolete records identified on Exhibit A are no longer required or necessary; and WHEREAS, the City Attorney has given written consent for the destruction of the records herein set forth as Exhibit A;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MAYWOOD DOES HEREBY FIND, RESOLVE AND ORDER AS FOLLOWS:
Section 1. The City Council hereby finds and determines that the records identified on Exhibit A are older than the applicable retention period set forth in the City’s Policy and are no longer needed or required to be kept by statute or law.
Section 2. The City Council hereby authorizes and directs the destruction of the records described on Exhibit A in accordance with the terms and conditions of the City’s Policy.
Section 3. This Resolution shall be effective immediately upon its passage and approval.
Section 4. The City Clerk shall certify to the passage and adoption of this Resolution and shall enter it into the book of original resolutions.
PASSED, APPROVED AND ADOPTED this 23rd day of April 2025. _________________________
Mayra Aguiluz, Mayor
ATTEST:
___________________________
Jennifer Vasquez, City Clerk
APPROVED AS TO FORM:
___________________________
Roxanne Diaz, City Attorney
I, Jennifer Vasquez, City Clerk of the City of Maywood, do hereby certify that the foregoing Resolution No. 6410 was adopted at a regular meeting of the City Council of the City of Maywood held on the 23rd day of April, 2025, by the following vote:
AYES:
NOES:
ABSTAINED:
ABSENT:
____________________________________
Jennifer Vasquez, City Clerk
EXHIBIT A
Docusign Envelope ID: 5656E6B1-ECAA-4EEA-9FEE-67503C128533 4/18/2025
.,.
Request for destruction of obsolete records
DATE OF RECORD DESCRIPTION OF RECORD
01/11 -12/11 Upheld and Dismissed Parking Citations
01/10 -12/10 Upheld and Dismissed Parking Citations
07/11 -12/11 Upheld and Dismissed Parking Citations Box#402 01/12 -05/12 Upheld and Dismissed Parking Citations
01/07 -01/09 Upheld and Dismissed Parking Citations
01/14-12/14 Upheld Parking Citations Invoices
01/10 -05/10 Upheld Parking Citations Invoices
11/09 -12/09 Upheld Parking Citations Invoices
01/10-01/10 Upheld Parking Citations Invoices
10/09-11/09 Admin review Upheld/ Dismissed Parking Citations 01/11-01/13 Admin review Upheld/ Dismissed Parking Citations 01/12 / 01/13 Admin review Upheld/ Dismissed Parking Citations 2013 -2014 Admin review Upheld/ Dismissed Parking Citations 12/06 -12/07 Daily receipts Parking Citations
Box#305
Box#334
Box#354
Box#379
Box#231
Box#536
Box#518
Box#518
Box#321
Box#321
Box#321
Box#232
Box#431
Docusign Envelope ID: 5656E6B1-ECAA-4EEA-9FEE-67503C128533
AGENDA REPORT
CITY OF MAYWOOD
AGENDA ITEM NO. 6.
DATE: April 23, 2025
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JENNIFER VASQUEZ, CITY MANAGER
BY: MIGUEL LEON, ADMINISTRATIVE ANALYST
SUBJECT: CONSIDERATION OF AWARDING A PROFESSIONAL SERVICES AGREEMENT FOR
THE IMPLEMENTATION OF THE MAYWOOD DISTRACTED DRIVING PREVENTION
AND EDUCATION PROGRAM TO IMPACT TEEN DRIVERS IN THE AMOUNT NOT TO EXCEED $77,165 AND AN APPROPRIATION OF $21,165 FROM THE GENERAL FUND
RECOMMENDATION:
Staff recommends that the City Council award a professional services agreement to Impact Teen Drivers for the implementation of the Maywood Distracted Driving Prevention and Education Program for an amount not to exceed $77,165, authorize the City Manager to execute the agreement in a form approved by the City Attorney and appropriate $21,165 from the general fund.
BACKGROUND:
On January 15, 2025, the City issued a Request for Proposals (RFP) seeking qualified consultants to implement the Maywood Distracted Driving Prevention and Education Program, funded by the California Office of Traffic Safety (OTS). The program aims to reduce distracted driving incidents within the community, particularly among youth and young adults, by providing education, outreach, and public engagement initiatives.
The scope of work, as outlined in the grant agreement, includes:
1. Educational workshops
2. Peer-to-peer education events
3. Community outreach
4. A sustained social media campaign
5. Safe driver pledge activities
6. Ongoing compliance and reporting
The City received (3) three proposals in response to the RFP. Staff completed a comprehensive review based on responsiveness, experience, cost, and demonstrated ability to meet OTS program requirements.
DISCUSSION:
The Distracted Driving Prevention and Education Program is a critical initiative aimed at improving roadway safety in Maywood and educating youths and young adults about the dangers of distracted driving. As this program is funded through a competitive grant awarded by the California Office of Traffic Safety (OTS), it is essential that the selected consultant not only demonstrates technical capability but also a proven ability to meet the specific objectives and
reporting standards specified in the grant agreement, which was executed in November 2024.
Staff conducted a comprehensive evaluation in response to the RFP and OTS provisions. The review considered responsiveness, cost, experience with similar programs, ability to meet OTS performance requirements, and demonstrated community engagement strategies. The proposals were reviewed for the quality of services proposed and the capacity to successfully execute a program of this nature within the required timeframe.
Staff is recommending an award of the contract to Impact Teen Drivers based on the following considerations:
Specialized Experience: Impact Teen Drivers has extensive experience designing and implementing distracted driving education programs, particularly for youth and underserved communities.
Familiarity with OTS Requirements: Their long-standing history of working with OTS grants ensures compliance with performance metrics, branding, and reporting protocols.
Turnkey Implementation: The proposed program is comprehensive and does not require substantial revisions or City support to meet deliverables, thereby reducing administrative burden and ensuring grant alignment.
Community Engagement: Their approach prioritizes youth involvement, peer-to-peer education, and culturally appropriate outreach, which aligns with Maywood's demographic profile and goals related to public safety.
Summarized below are the proposed bid amounts:
Consultant Bid Amount
Coastline Academy $94,800
Impact Teen Drivers (Recommended) $77,165
Primo Driving Schools (Bid Withdrawn) $37,000
Total Grant Project Budget $56,000
Given the importance of fulfilling the objectives of the OTS grant, schedule of activities and ensuring quality program delivery, staff recommends that the City Council approve the Professional Services Agreement to Impact Teen Drivers. The Consultant is the most qualified and strategically aligned to the program initiative.
LEGAL REVIEW:
The City Attorney has reviewed this report.
FISCAL IMPACT:
The OTS grant provides a total of $56,000 in funding. The remaining $21,165 will be funded from the General Fund. Staff will utilize $3,000 savings from Community Benefit account and will budget the remainder of $18,165 in FY25-26.
ATTACHMENT(S)
1. Coastline Proposal
2. Impact Teen Drivers Proposal
3. Primo Driving Schools Proposal
4. Professional Services Agreement - Impact Teen Drivers
Proposal for Implementation of the Maywood Distracted Driving Prevention and Education Program
Submitted by: Coastline Academy
Date: April 4, 2025
Contact Person: Charles Sustaita
Email: [email protected]
Phone: 512-940-7436
1. Cover Letter
Coastline Academy is pleased to submit this proposal in response to the City of Maywood’s Request for Proposals (RFP) for the Implementation of the Maywood Distracted Driving Prevention and Education Program.
As the largest driving school in the country, we have extensive experience delivering traffic safety education, particularly for youth and young adults. This program aligns with our mission to eradicate car crashes by teaching safe and confident drivers for life. We recognize the impact of community engagement, social media campaigns, and peer-to-peer outreach in reducing distracted driving.
This proposal outlines our approach, qualifications, and cost estimate. We welcome the opportunity to work with the City of Maywood to enhance road safety.
Sincerely,
Charles Sustaita
Director of Client Partnerships
Coastline Academy
1
2. Table of Contents
1. Cover Letter
2. Table of Contents
3. Experience and Qualifications
4. Scope of Services & Work Plan
5. Project Timeline & Deliverables
6. Key Personnel & Organizational Structure
7. References
8. Attachments
3. Experience and Qualifications
Company Overview
● Company Name: Coastline Academy
● Years in Business: Eight (8)
● California Offices: Fresno, Pleasanton, Cupertino, Sacramento, San Diego, plus satellite locations throughout California, including Pasadena, Long Beach, Ventura, and Irvine ● Core Services: Online Driver Education and Behind-the-Wheel Driver Training ● Relevant Experience: Licensed to operate driver education programs in 9 US States including California.
Relevant Experience
Our expertise is demonstrated through our core business services, which cater to two customer groups.
The first group includes B2C customers, offering direct-to-consumer courses and hands-on training.
The second group consists of B2B customers, including partnerships with school districts, non-profits, government agencies, and private companies.
These services highlight two key components of our qualifications. First, we have the certifications, modern curriculum, and capability to deliver relevant driver safety education at scale. Second, we have a demonstrated history of providing exceptional client experiences and producing high-quality work for large organizations.
Relevant Experience: Coastline’s Core Services
● Scope of Work: Coastline delivers its proprietary, California state-approved online and in-person driver education courses and classrooms. Coastline also provides behind-the-wheel driving lessons taught and supervised by a licensed driving instructor. 2
● Outcomes: Coastline has trained over 250,000 students across 8 states. A recent survey of 6,600 students found that Coastline students were 6.5 times more likely to pass their driving test on their vs attempt vs. the California average.
Relevant Experience: Texas Department of Licensing and Regulation ● Scope of Work: Coastline developed a strategic partnership with the agency (TDLR) that oversees the driver education licensing in Texas to stabilize the disruptive after-effects of unexpected driving school closures in metropolitan areas. ● Outcomes: Awarded the prestigious “Spirit Of TDLR” Award for Coastline’s exceptional dedication to public service.
1 Relevant Experience: The Children's Hospital of Philadelphia (CHOP) ● Scope of Work: CHOP is conducting a study on driver training and its effect on licensure outcomes. Coastline has contracted with CHOP to provide in-car lessons and third party testing services for enrollees across both control and intervention groups. ● Outcomes: Coastline will service approximately 1000 students over the course of the multi-year contract
Relevant Experience: Social Media campaigns
● Scope of Work: In 2024, Coastline introduced a new social media strategy focused on creating consistent, high-quality video content. The campaign shared engaging driving safety tips in various formats, posting twice a week on all major platforms. To increase reach and engagement, top-performing posts were strategically boosted. ● Outcomes: The campaign achieved a total viewership of 7 million across platforms in 2024, a significant increase from 400K in 2023.
General Requirements Compliance
A. Coastline adheres to Title VI of the Civil Rights Act of 1964 B. Coastline has 8 years of consecutive experience in implementing distracted driving prevention programs via state-approved driver education curriculum and training.
C. Coastline holds and maintains Professional Liability, Commercial General Liability, Auto Liability, and Workers’ Compensation insurance
D. Coastline submits its bid to the best of its abilities to comply with the mandatory requirements proposed under this RFP. Coastline possesses the financial resources and facilities to perform or provide the required services promptly, or within the time specified without delay or interference. The core of Coastline’s business is driver safety, which involves specific training and course materials that educate drivers about the importance of distraction-free driving.
Coastline has, to the best of its abilities, made itself knowledgeable of Distracted Driving 1 https://www.einpresswire.com/article/747091234/coastline-academy-honored-by-texas-department-of-licensing-and-regulation-with-spirit-of-tdlr-award 3
Prevention and Education Program or similar programs and California Office of Traffic Safety (OTS) in California. Coastline has maintained a consumer Net Promoter Score of 82 over the last 24 months. Coastline provides its reasonable estimates and costs based on information gathered from this RFP as well as via discussions with Maywood personnel.
E. Through F, Agreed and acknowledged as requested
4. Scope of Services & Work Plan
Our approach is designed to effectively implement the Maywood Distracted Driving Prevention and Education Program in alignment with the California Office of Traffic Safety (OTS) guidelines. We will ensure that all deliverables are met efficiently while engaging the community in meaningful ways.
Task 1
Educational Workshops
Description
Deliverable Plan and facilitate four (4) distracted driving prevention workshops targeting students and community members by addressing the dangers of distracted driving Deliverable Engage with local stakeholders, including, local schools (Maywood Academy High School and Maywood Center for Enriched Studies), the Maywood Youth Commission, and other community organizations to maximize participation.
Deliverable Provide educational materials, training sessions, and presentations focused on the dangers of distracted driving.
Strategy Comedy-infused interactive educational workshops from Coastline’s master entertainer and traffic safety educator, Steve Verret. Steve has been featured in People Magazine, the L.A. Times, the New York Times, and the Washington Post, as well as on several television shows.
Strategy Invite and host local stakeholders (teachers, administrators, students) at each workshop. Stakeholders will be invited to speak, present, and encourage attendees to participate in the Safe Driver Pledge.
Strategy Consult and brainstorm with the City of Maywood program managers to deliver educational workshops that tailor to the specific needs of the audience.
Task 2
Peer-to-Peer Education
Events
Description
Deliverable Organize and conduct five (5) peer-to-peer education events with a goal of reaching 500 students.
4
Deliverable Partner with the Maywood Youth Commission to foster peer-driven dialogue on safe driving practices, promotion of events and ensure active youth participation.
Strategy Enroll the Maywood Youth Commissioners into a distracted driving course that teaches the psychology of how the human brain cannot multitask, and that even the smallest distractions can have serious consequences. This is a complimentary course given in-kind by Coastline Academy.
Strategy Coordinate Maywood Youth Commissioners leading presentations/interactive sessions - Each Maywood Youth Commissioner will assemble a group of student ambassadors against distracted driving who will lead presentations/interactive sessions on the impacts of distracted driving at each event. Events may be in-person (optional livestreaming) or virtual.
Strategy Consult and brainstorm with the City of Maywood program managers to deliver peer-to-peer education events that tailor to the specific needs of the audience.
Task 3
Community Events
Description
Deliverable Host four (4) community events focused on educating residents about the risks and consequences of distracted driving.
Deliverable Incorporate local businesses and organizations to participate in promoting traffic safety to enhance outreach efforts.
Strategy Comedy-infused, crowd-interactive speeches and presentations from Coastline’s master entertainer and traffic safety educator, Steve Verret. He encourages audience participation during his presentation through games, joke segments, and humorous impressions. His goal is to entertain while also explaining the important facts of distracted driving.
Strategy Marketing push - Strong attendance will be encouraged via social media and via local marketing strategies with local businesses and organizations. This would work in parallel with the Safe Driver Pledge. Promote in School newsletters, Church bulletins, Community boards.
Strategy Conduct Reaction Time Tests and other interactive activities to highlight the difference between distracted driving and non-distracted driving.
Strategy Consult and brainstorm with the City of Maywood program managers to deliver community events that tailor to the specific needs of the audience.
Task 4
Social Media Campaign
Description
Deliverable Develop and execute a year-long social media campaign targeting at least 2,000 residents.
5
Deliverable Create monthly posts highlighting the dangers of distracted driving and traffic safety tips.
Deliverable Ensure compliance with OTS branding and content guidelines, using approved templates and messaging.
Strategy Publish Meta, X, TikTok, YouTube text and video posts promoting the Tasks as well as highlighting the OTS statistics on distracted driving in Spanish and English. Draft posts in advance for OTS approval. Cross-post to Coastline social media accounts Strategy Publish articles on CoastlineAcademy.com about the partnership with backlinks.
This service will be delivered in-kind.
Task 5
Safe Driver Pledge
Campaign
Description
Deliverable Organize and promote a "Safe Driver Pledge" campaign, aiming to secure at least 300 commitments from residents and community members to drive without distractions.
Deliverable Collaborate with local schools, businesses, and organizations to promote the pledge citywide.
Strategy Digitally promote and gather in-person and digital signatures (via online pledge software) from aforementioned events. [See Task 4 Strategies for promotion initiatives].
Strategy Publish and promote on various platforms the results of the pledge.
Task 6
Compliance and
Reporting
Description
Deliverable Provide regular updates and data collection on program activities, including performance metrics related to workshop attendance, social media engagement, and campaign participation.
Deliverable Assist with the preparation of monthly performance reports (MPR) and compliance documents required by the OTS.
Strategy Post-event summaries of deliverables
Strategy Slack.com workspace for collaboration between Maywood City representatives and Coastline representatives. This provides faster access to Coastline’s program management team.
Strategy Priority calendar availability for Program related meetings. 6
5. Project Timeline & Deliverables
We will execute the program efficiently and strategically over an 8-month period, ensuring all activities are completed on schedule.
Date Task/Deliverable
Apr 2025 Contract Finalization & Kickoff
Apr 2025 Social Media Post 1
Apr 2025 Meet Maywood Youth Commission - Learn about their roles, discuss timelines and necessary contributions. Enroll into the distracted driving course.
Apr 2025 Peer-to-Peer Education Event 1 - Maywood Youth Commission-led event with post-event calibration and event summary.
May 2025 Social Media Post 2
May 2025 Educational Workshop 1 - Presentation of OTS data and interactive activities May 2025 Social Media Post 3
May 2025 Peer-to-Peer Education Event 2 - Maywood Youth Commission-led event with post-event calibration and event summary.
May 2025 Social Media Post 4
Jun 2025 Social Media Post 5
Jun 2025 Educational Workshop 2 - Presentation of OTS data and interactive activities Jun 2025 Social Media Post 6
Jun 2025 Peer-to-Peer Education Event 3 - Maywood Youth Commission-led event with post-event calibration and event summary.
Jun 2025 Social Media Post 7
Jun 2025 Community Event 1 - Outdoor community event speeches from City of Maywood and Coastline representatives.
Jul 2025 Social Media Post 8
Jul 2025 Community Event 2 - Indoor community event with local business participation, aimed at Safe Driver Pledge campaign sign ups.
Aug 2025 Social Media Post 9
Aug 2025 Educational Workshop 3 - Interactive presentation with audience participation Aug 2025 Social Media Post 10
7
Aug 2025 Peer-to-Peer Education Event 4 - Maywood Youth Commission-led event with post-event calibration and event summary.
Aug 2025 Social Media Post 11
Aug 2025 Community Event 3 - Indoor back-to-school safety community event coordinated with local schools.
Sep 2025 Social Media Post 12
Sep 2025 Peer-to-Peer Education Event 5 - Maywood Youth Commission-led event with post-event calibration and event summary.
Sep 2025 Educational Workshop 4 - Interactive presentation with audience participation Sep 2025 Community Event 4 - Large community event highlighting past events and speeches from multiple representatives.
Apr–Sep 2025 Safe Driver Pledge Campaign - Gathered at each event and via select social media posts. An Outreach Manager will also make on-site visits to select prospective participants.
Apr–Sep 2025 Monthly Performance Reporting - 9 MPRs submitted, data compiled for grant compliance Sep 2025 Final Report & Evaluation - Comprehensive final impact report submitted
6. Key Personnel & Organizational Structure
Project Team Members
Name Role Years of Experience
Joseph Ongsiapco Operations Manager 30+
Steve Verret Master Entertainer & Traffic Safety Educator 40+ Daria Binkowski Curriculum Developer 20
Courtney Fitzgerald Director of Operations 15
Renaud Delaquis Head of Marketing 16
Charles Sustaita Director of Client Partnerships 17
8
7. References
Provide at least three references from past clients.
Organization Contact Name Phone Email
Texas Department of Licensing
and Regulation
Shanisty Villanueva 512-706-5654 [email protected] Children’s Hospital of Philadelphia Elizabeth Walshe 215-590-1000 [email protected] Sage Oak Charter Schools Vendor Relations 888-435-4445 [email protected]
8. Attachments
● Proof of Insurance (General Liability, Auto Liability, Workers’ Compensation) ● Business License
9
Proposal for Implementation of the Maywood Distracted Driving Prevention and Education Program
Submitted by: Coastline Academy
Date: April 4, 2025
Contact Person: Charles Sustaita
Email: [email protected]
Phone: 512-940-7436
1. Cost Proposal
Costs have been calculated to the best of our abilities and may vary depending on Client requests.
I. Distracted Driving Personnel
Personnel Role Description of Responsibilities Hourly
Rate
Estimated
Hours
Subtotal
Workshop
Facilitator 1
Conducts four educational workshops for youth/community. $100/hr 32 hours $3,200 Workshop
Facilitator 2
Assists with four educational workshops for youth/community (helper).
$50/hr 16 hours $800
Workshop Content
Creator
Creates custom content for four educational workshops for youth/community
$50/hr 16 hours $800
Workshop Program
Manager
Oversees execution of four educational workshops for
youth/community & post-event report. Key stakeholder with the City of Maywood.
$150/hr 88 hours $13,200
Peer Education
Coordinator 1
Leads five peer-to-peer school-based education events. $100/hr 60 hours $6,000 Peer Education
Coordinator 2
Assists with leading five peer-to-peer school-based education events (helper).
$50/hr 20 hours $1,000
Peer Education
Content Creator
Creates custom content for five peer-to-peer school-based education events.
$50/hr 20 hours $1,000
Peer Education
Program Manager
Oversees execution of five peer-to-peer school-based education events & post-event reports. Key stakeholder with the City of Maywood.
$150 110 hours $16,500
Community Event
Specialist 1
Coordinates four community engagement events $100/hr 32 hours $3,200 1
Community Event
Specialist 2
Assists with four community engagement events $50/hr 16 hours $800 Community Event
Content Creator
Creates custom content for four community engagement events $50/hr 16 hours $800 Community Event
Program Manager
Oversees execution of four community engagement events. Key stakeholder with the City of Maywood.
$150/hr 88 hours $13,200
Pledge Outreach
Specialist
Contacts, visits, coordinates local businesses and organizations to create buy-in and to establish a commitment for participation. $50/hr 100 hours $5,000
Pledge Outreach
Software Manager
Implements software, manages software, and creates summary reports.
$150/hr 14 hours $2,100
Graphic
Designer/Marketing
Manager
Develops and creates digital graphics and educational media for Printed Outreach Materials, Safe Driver Pledge Materials, and Educational Event Materials.
$100/hr 104 hours $10,400
Social Media
Manager
Develops and publishes 12 traffic safety -focused posts. $100/hr 72 hours $7,200 TOTAL $85,200
II. Distracted Driving Education
Educational Activity or Item Description of Deliverable Subtotal Printed Outreach Materials Printed flyers $1,300
Printed Outreach Materials A-frame signs $900
Printed Outreach Materials Event-branded folders $1,950 Printed Outreach Materials Event-branded writing pens $650 Printed Outreach Materials Event banners/content signs $3,250 Online Tools and Subscriptions Google Ads $1,200
Online Tools and Subscriptions Digital pledge subscription platform monthly subscription, $350 $350 Safe Driver Pledge Campaign Materials This is a personnel per hour cost. N/A Educational Event Materials This is a personnel per hour cost. N/A TOTAL $9,600
Total Proposed Cost: $ 94,800
2
III. Alignment with Grant Objectives
The proposed tasks and associated deliverables are strategically designed to directly support and achieve the program’s core outcomes. Specifically, Coastline will conduct four (4) distracted driving prevention workshops to educate students and community members on the dangers of distracted driving. In addition, five (5) peer-to-peer education events will be organized to engage youth in promoting safe driving behaviors through peer-led initiatives. Four (4) community outreach events will be coordinated to raise awareness among residents and amplify local involvement in traffic safety efforts. A year-long social media campaign, comprising at least twelve (12) targeted posts, will be implemented to extend the program’s reach and reinforce key safety messages. Finally, the Safe Driver Pledge campaign will be launched with the goal of obtaining a minimum of 300 individual commitments to distraction-free driving, fostering a culture of accountability and behavioral change within the community.
IV. Invoicing
In alignment with the City of Maywood’s requirements and the California Office of Traffic Safety (OTS) grant guidelines, our cost proposal follows a fee-for-service approach meticulously designed to support program objectives while ensuring transparency and compliance. Our invoicing model delineates both personnel and non-personnel costs, with detailed tables outlining hourly rates for personnel, as well as itemized expenses for materials and subscriptions involved in each component of the program. Following the City's Professional Services Agreement, invoices will be submitted monthly, reflecting services performed, and are structured to facilitate timely approval and payment within the City’s 30-day terms for undisputed amounts. All proposed fees and expenses strictly adhere to the allowable practices under the OTS grant, providing a comprehensive and compliant financial plan to support the successful execution of the Maywood Distracted Driving Prevention and Education Program.
On behalf of Coastline Academy, thank you for your consideration.
Sincerely,
Charles Sustaita
Director of Client Partnerships
3
Task Description Quantity Cost Total
Task 1 Educational Workshops 4 $3,200 $12,800
Task 2 Peer-to-Peer Events (Reach 500) 5 $3,300 $16,500 Task 3 Community Events 4 $4,200 $16,800
Task 4 Social Media Campaign (Reach 2000) 1 $12,000 $12,000 Task 5 Safe Driver Pledge Campaign (300 pledges) 1 $3,500 $3,500 Task 6 Compliance & Reporting 1 $5,500 $5,500
Subtotal $67,100
Indirect Costs 15% $10,065
TOTAL Flat Fee for Full Implementation $77,165
Flat Fee for Services: $77,165
V. Cost Proposal: Driving Change: A Community-Based Approach to Distracted Driving Prevention in Maywood
Primo Driving Schools
10909 Kinross Avenue, Los Angeles, CA 90024
DMV License #E-4615
Phone: 888-978-7299 Fax: 424-293-8503
www.primodriving.com email: [email protected]
Primo Driving Schools Bid for
City of Maywood OTC Grant
Addressing Distracted Driving.
2/14/2005
Prepared By: Mclean Ambrogio, Operations Manager, Primo Driving Schools
Primo Driving Schools
10909 Kinross Avenue, Los Angeles, CA 90024
DMV License #E-4615
Phone: 888-978-7299 Fax: 424-293-8503
www.primodriving.com email: [email protected]
2/14/2025
City of Maywood
Attention: Miguel Leon
4319 Slauson Avenue
Maywood, CA 90270
Proposal Submission – Implementation of the Maywood Distracted Driving Prevention and Education Program
Dear Mr. Leon,
On behalf of Primo Driving Schools, I am pleased to submit our proposal in response to the Request for Proposals (RFP) for the Implementation of the Maywood Distracted Driving Prevention and Education Program. We are committed to delivering a comprehensive and impactful program to address distracted driving within the City of Maywood.
Primo Driving Schools was founded in 2012 with the mission of creating safer streets for everyone. Our founders, Mark and Dorothy Primack, experienced firsthand the devastating effects of distracted driving when they survived a severe bus accident caused by a distracted driver in 2008. This life-changing event inspired them to establish our school, which has since become a trusted name in driver education across Los Angeles and the San Fernando Valley.
For over 13 years, we have provided private, one-on-one driving lessons to a diverse clientele, including teens, adults, and seniors. Our instructors undergo extensive training and have earned over 500 five-star reviews, reflecting our dedication to excellence in driver education. Our partnerships with community programs such as UCLA’s “First Thursdays” block parties as well as seminars on safe driving practices conducted in collaboration with UCLA Environmental Health and Safety position Primo to be the premier provider for the scope of services outlined in this RFP.
We have carefully reviewed the scope of services, deliverables, and compliance requirements outlined in the RFP, and we fully understand the expectations set forth by the City of Maywood. Our team is prepared to lead the following program components:
Educational Workshops – Conducting four targeted sessions in collaboration with local schools and community organizations.
Peer-to-Peer Engagement – Hosting five events to empower youth ambassadors in promoting safe driving habits.
Primo Driving Schools
10909 Kinross Avenue, Los Angeles, CA 90024
DMV License #E-4615
Phone: 888-978-7299 Fax: 424-293-8503
www.primodriving.com email: [email protected]
Community Outreach – Organizing city-wide events to foster public awareness of distracted driving risks.
Social Media Campaign – Developing a digital strategy to reach 2,000+ Maywood residents with engaging, informative content.
Safe Driver Pledge – Encouraging 300+ community members to commit to distraction-free driving.
Program Compliance & Reporting – Ensuring strict adherence to OTS reporting guidelines and performance tracking.
As the Operations Manager at Primo Driving Schools, I will serve as the designated representative responsible for the services listed in "Section IV - Scope of Services" of this RFP.
My contact information is as follows:
Mclean Ambrogio
Operations Manager
E: [email protected]
T: 888.978.7299 Ext. 101
Primo Driving Schools acknowledges receipt of any addenda issued for this RFP, and we confirm our ability to fully comply with all requirements, including insurance, licensing, and reporting obligations.
We appreciate the opportunity to collaborate with the City of Maywood in advancing traffic safety and look forward to discussing how our expertise can contribute to the success of this initiative. Please feel free to contact me directly with any questions.
Sincerely,
Mclean Ambrogio
Operations Manager
Primo Driving Schools
10909 Kinross Ave
Los Angeles, CA 90024
T: 888.978.7299 Ext. 101
E: [email protected]
Primo Driving Schools Proposal for City of Maywood
Table of Contents
Experience and Qualifications — Pg. 1-3
Personnel and Team Qualifications — Pg. 4-6
Organizational Chart & Licenses — Pg. 7
References — Pg. 8
Approach to Scope of Services — Pg. 9-11
Proposed Materials and Services — Pg. 11
Substitutions — Pg. 11
Cost Proposal — Pg. 12-13
Experience and Qualifications
Who we are
Primo Driving Schools was established in Santa Monica, CA in 2012 by Mark and Dorothy Primack. Primo is a registered LLC, and has maintained a Driving School License (#E4615) in good standing with the CA DMV since its incorporation. Primo currently has one office in the heart of Westwood Village (10909 Kinross Ave, Los Angeles, CA, 90024), blocks from UCLA, and is staffed by a total of 19 employees. Two managers, including the designated respondent: Operations Manager, Mclean Ambrogio. One owner, Mark Primack. Two customer service representatives/ admin coordinators, and 14 licensed driving instructors.
A full list of our staff is available on our website with bios and photos here:
https://www.primodriving.com/instructors
The organization is structured with the Operations Manager and Lead Instructor (the aforementioned managers) handling decision making, scheduling and key value decisions.
Customer service and admin teams handle daily logistics and customer intake, while instructors service lessons, seminars and other mission focused services.
Respondent’s respondent, Mclean Ambrogio is an experienced operations specialist with years in the field of safe driving and brand management. Highly regarded across the industry, Mclean was a keynote speaker at the Driving School Association of the Americas Conference in 2024, an organization Primo has been a member of since 2014. Mclean has developed Primo’s partnerships with UCLA, Westside Regional Center, and other organizations to increase the reach of Primo’s mission.
Primo is capable of providing the financial, labor, and equipment resources to complete the commitments outlined in the RFP. Should our bid be selected, we can begin constructive progress on day 1.
Experience and Qualifications b.
Professional Portfolio
For the last 13 years Primo Driving Schools has been teaching 1:1 driving lessons of the highest quality in Los Angeles. While each lesson is bespoke, with a groundbreaking curriculum developed in collaboration with safe driving experts and educators, developing an awareness of the dangers associated with distracted driving is pervasive. Our experience in this field is unmatched, and has developed over 5,000 students into safe and aware drivers.
Workshops
Primo provides educational workshops via our partnership with UCLA. Workshop content spans from distracted driver awareness to daily driver tips and assistance. Well attended workshops typically span from 45-90 minutes and allow time for Q&A’s with experts. Educational materials are distributed and lead to about 12% of attendees seeking further paid education from Primo Primo Driving Schools Proposal OTC Grant, City of Maywood .1
on the topics discussed. A significant percentage considering the limited income of college students and post-grads. Mclean Ambrogio, Carlos Perez, and top instructor Brandon Cazares produce and complete workshops. All three gentlemen have professional backgrounds in high school education. All workshops have been delivered in both English and Spanish.
Peer-to-Peer & Community Events
Primo participates in many community events based in the close-knit Westwood Village. Notably “First Thursday” and the larger scale block party event to commemorate the opening of the new Broxton Plaza. Developing engaging and unique booths for events is part of our mission, as free and accessible information is the first step to engagement.
Peer-to-peer events require common experiences that can be shared across demographics on a large scale event, and garner an emotional response on a smaller scale. In attendance at a holiday themed municipal event Primo created a board of vehicle warning lights to look like a holiday light show. We had attendees tell stories under the lights of times where they perhaps ignored or were unaware of the danger related to the lights. People gathered around and listened as peers explained the importance of heeding the warnings for things like low oil or tire pressure.
In another community event, Primo hosted a massive “Mario Kart” game, projected onto the side of a building. UCLA students flocked to the spectacle, and sat in our cars as they played on a huge projected screen. To show safe driving practices, we had a driving instructor with access to a “brake” connected to each racer's remote, slowing them down as they approached collisions with other cars, or did unsafe maneuvers. Over 250 students participated that night.
This event was in collaboration with the Westwood Development Board, and Primo assisted in the coordination between the board, other local businesses and organizations.
Social Media Experience
Primo has created humorous, informative and engaging content on social media leading to 10M+ total views, 18K organic followers and 832K+ likes.
With a deep knowledge of social media demographics and what blends information and engagement into results, Primo is the only driving school in Los Angeles with a social media portfolio that includes two “viral” videos, one of 1.3M views and one of 4.7M views.
Primo understands OTS branding and content guidelines, and has created all content with families in mind.
Safe Driver Pledge Campaign
Primo Driving Schools has a proven track record in community engagement and behavioral change initiatives, making us well-equipped to execute the Safe Driver Pledge Campaign. With over 5,000 students trained and partnerships with organizations like UCLA and the Westside Primo Driving Schools Proposal OTC Grant, City of Maywood .2
Regional Center, we specialize in interactive, bilingual outreach that effectively promotes safe driving habits.
Our experience includes peer-to-peer education, public safety workshops, and large-scale community events, such as our Mario Kart safe driving simulation and interactive warning light exhibit. Additionally, our social media reach of over 10 million views demonstrates our ability to engage diverse audiences and drive participation.
Primo also has a proven ability to generate public interest quickly. When launching in a new service area, we routinely gather 450-600 pre-enrolled “interested parties” within 60 days, demonstrating our capacity to mobilize community engagement and drive commitment. By combining in-person events and digital outreach, we will ensure the Safe Driver Pledge reaches and exceeds its 300+ commitment goal. Our expertise in event coordination, youth engagement, and public safety messaging allows us to implement this campaign effectively from day one.
Compliance and Reporting
Primo Driving Schools operates as a state-licensed driving school and has maintained full compliance with California DMV regulations since its founding in 2012. As a registered driving school, we are required to adhere to strict regulatory standards, ensuring accurate reporting, documentation, and procedural compliance at all times.
Our team is well-versed in managing government-required reports, serialized documentation, and regulatory filings, making us highly qualified to meet the California Office of Traffic Safety (OTS) reporting requirements outlined in this program. We routinely catalog and process official DMV records, student certifications, and compliance reports, ensuring accuracy, timeliness, and adherence to state and local guidelines.
Primo’s experience in data tracking, performance reporting, and compliance audits positions us to efficiently manage the documentation and reporting requirements for this initiative. Our established internal systems allow us to track participant engagement, collect key performance metrics, and submit structured reports to government agencies, ensuring full transparency and compliance throughout the program.
Primo Driving Schools Proposal OTC Grant, City of Maywood .3
Team Qualifications
Mclean Ambrogio, Head of Team
Background Credentials
Mclean Ambrogio, the designated respondent, is an experienced operations specialist with a strong background in safe driving education and brand management. Recognized as a leader in the industry, Mclean was a keynote speaker at the 2024 Driving School Association of the Americas (DSAA) Conference, representing Primo Driving Schools, a DSAA member since 2014.
Mclean has been instrumental in expanding Primo’s partnerships with UCLA, the Westside Regional Center, and other key organizations, broadening the school’s outreach and impact in driver safety education. In addition to strategic operations, Mclean has developed and executed Primo’s TikTok strategy, producing high-performing content that has generated over 10 million views, 18,000+ organic followers, and more than 800,000 likes. This expertise in digital engagement and content marketing has significantly contributed to Primo's visibility and influence in the driver education space.
Carlos Perez
Background Credentials
Carlos Perez brings a strong background in education and social work to his role at Primo Driving Schools. Before earning his B.S. in Sociology from UC Irvine, he worked as an educator with LAUSD, specializing in high school student engagement and instruction. As a bilingual teaching assistant, Carlos played a key role in Spanish-language instruction and translation, ensuring accessibility for diverse student populations. His experience in nonprofit social work has shaped his approach to driver education, allowing him to connect with students through empathy, patience, and tailored instruction—a refreshing contrast to the outdated clichés of traditional driving instructors.
After three years as a driving instructor at Primo, Carlos was promoted to a management role, where he now mentors and supports the instructor team. He ensures that every lesson maintains the same standard of excellence and professionalism that he is known for. In addition to his leadership role, Carlos co-presents all Primo seminars, providing expert instruction on safe driving, distracted driving awareness, and defensive driving strategies. He will also be responsible for all Spanish-language translations for the Maywood Distracted Driving Prevention and Education Program, leveraging his bilingual education experience to ensure clear and effective communication across all program materials.
DMV Instructor License # I-4615045
Primo Driving Schools Proposal OTC Grant, City of Maywood .4
Brandon Cazares
Background Credentials
Brandon Cazares brings a strong foundation in education and driver instruction to his role at Primo Driving Schools. After earning his B.A. in English from Fresno State University, he trained under seasoned instructors at AAA Driving School in San Diego, where he developed a structured, student-focused teaching style. He later refined his ability to break down complex driving concepts into digestible lessons while instructing at Bakker's Driving School, further strengthening his expertise in effective driver education.
Brandon joined Primo Driving Schools as a highly requested instructor, known for his clarity, patience, and student success rates. His deep understanding of driver psychology and skill development led to his promotion as Head of Curriculum, Standards & Training, where he now oversees lesson structure, instructional quality, and best practices for the entire instructor team.
A recognized expert in driver’s test preparation, Brandon has developed strategic training methods that help students approach their behind-the-wheel tests with confidence and skill. His experience, leadership, and instructional expertise make him a key contributor to Primo’s educational initiatives.
DMV Instructor License # I-3839181
Regis McNicholas
Background Credentials
With over four decades of experience in driver education, Regis is a true expert in the field.
Having instructed since the 1980s, he brings a wealth of knowledge, adaptability, and instructional expertise to every lesson. A lifelong learner, Regis continuously refines his teaching methods, integrating new techniques and personalized strategies to meet the needs of each student.
Beyond driver education, Regis has a background in music instruction, specifically working with neurodivergent individuals, including those on the autism spectrum. His ability to adapt and tailor lesson plans ensures an engaging and productive learning environment, making complex concepts accessible and easy to grasp. His patience, clear communication, and ability to break down skills into manageable steps make him especially effective at working with students who require individualized learning approaches.
As an accomplished musician, performer, and entertainer, Regis brings a unique energy to his instruction, fostering a positive and confidence-building experience for students. His teaching versatility and deep expertise make him an invaluable asset to Primo Driving Schools and the Maywood Distracted Driving Prevention and Education Program.
DMV Instructor License # I-4615028
Primo Driving Schools Proposal OTC Grant, City of Maywood .5
Askari Frith
Background Credentials
Askari brings a rich background in education, discipline, and adaptability to his role at Primo Driving Schools. After a lifetime of teaching violin, he earned his B.A. in Music from the California Institute of the Arts, where he refined his ability to communicate complex concepts with clarity and patience. His experience as a musician and educator has given him a deep understanding of structured learning, fine motor skills, and individualized instruction, all of which translate seamlessly into his approach to driver education.
After completing Primo’s rigorous training program and earning his DMV instructor license, Askari quickly distinguished himself as one of Los Angeles’ top instructors. His ability to adapt lessons to different learning styles, combined with his attention to detail and methodical approach, makes him highly effective at guiding students through the nuances of safe driving.
DMV Instructor License # I-4357005
Eddy Calderon
Background Credentials
A lifelong Angeleno, Eddy Calderon has spent years working with and around vehicles, developing a deep understanding of vehicle dynamics, motion, and momentum. His expertise is shaped by both hands-on driving instruction and extensive experience riding motorcycles through the canyons of Malibu and the Pacific Palisades, giving him a keen awareness of road safety, spatial awareness, and vehicle control.
Eddy has been instructing students with diverse learning needs for the past three years, ensuring that each lesson is adapted to the student’s unique abilities and learning styles. As a bilingual instructor, he provides comprehensive instruction in both English and Spanish, making safe driving education more accessible to a broader range of students. His ability to break down complex driving maneuvers into practical, easy-to-understand steps makes him highly effective in working with students who require additional support and individualized instruction.
With a strong technical foundation in driving mechanics, a student-centered approach, and bilingual communication skills
DMV Instructor License # I-4615047
Primo Driving Schools Proposal OTC Grant, City of Maywood .6
Org. Chart
Contingency for a Team Member’s Absence
Cross training of duties for Mclean Ambrogio, Carlos Perez, and Brandons Cazares will occur, all three will be able to complete tasks for the other in the event of an absence.
The same will occur for Eddy Calderon, Askari Frith, and Regis McNicholas. Additionally, Mclean Ambrogio, Carlos Perez, and Brandon Cazares will be able to complete tasks assigned to Eddy Calderon, Askari Frith and Regis McNicholas.
Licenses
Primo Driving Schools Proposal OTC Grant, City of Maywood .7
References
Claudia Alli, PhD
UCLA Environmental Health and Safety
(310) 825-5689
[email protected]
Jack Bracken
UCLA Education and Outreach Manager
(310) 825-5689
[email protected]
Tyler Halligan, Assistant to the CEO
Creative Arts Agency
(201) 316-6933
[email protected]
Michael Russell, Executive Director, Westwood Village
(310) 470-1812
[email protected]
Primo Driving Schools Proposal OTC Grant, City of Maywood .8
Approach to Scope of Services
Primo Driving Schools will implement the Maywood Distracted Driving Prevention and Education Program with a structured, immersive approach designed to engage, educate, and create lasting behavioral change. Through hands-on learning, peer-driven messaging, and dynamic digital outreach, we will meet the program’s objectives with precision, impact, and accountability.
This initiative will be delivered through a combination of community-based events, youth-focused education, and digital engagement, ensuring every segment of Maywood’s population has access to compelling, evidence-based traffic safety education. By leveraging interactive experiences, real-world scenarios, and localized outreach, we will make distracted driving prevention a conversation that resonates beyond the classroom and into daily life.
Work Plan & Execution Strategy
Each task outlined in the Scope of Services will be approached with an emphasis on engagement, accessibility, and measurable outcomes.
Task 1: Educational Workshops
The goal is not just to present information but to change the way participants think about distracted driving. Through four workshops, we will combine storytelling, interactive demonstrations, and real-world case studies to reinforce the dangers of distractions behind the wheel.
● Workshops will be held in high schools and community spaces, prioritizing accessibility for students and young adults.
● Sessions will be bilingual, ensuring no language barriers to participation. ● Live demonstrations and scenario-based learning will simulate distracted driving risks in controlled environments.
● A pre- and post-workshop assessment will measure shifts in knowledge and attitudes.
Task 2: Peer-to-Peer Education Events
Peer influence is one of the strongest forces in behavioral change. By empowering young drivers to become ambassadors of safe driving, we will create a network of student-led advocacy that extends beyond structured programming.
● Five peer-driven events will be hosted in high schools and community spaces, facilitated by trained student leaders.
● Interactive exercises will be designed to spark dialogue, reinforcing safe driving habits through shared experiences.
● A student media component will encourage participants to create content on distracted driving for their peers.
● Participants will be equipped with tools to spread awareness, turning them into active advocates for change.
Primo Driving Schools Proposal OTC Grant, City of Maywood .9
Task 3: Community Events
Public engagement is essential to transforming road safety into a shared community value.
These events will not simply be informative—they will be immersive experiences that invite residents to see, hear, and feel the real consequences of distracted driving. ● Four large-scale events will be hosted in central community hubs, creating an inviting space for families, businesses, and local leaders to engage. ● Hands-on exhibits will put attendees behind the wheel of simulated distracted driving experiences, reinforcing safe driving choices in a tangible way. ● Live demonstrations from law enforcement and safety experts will contextualize the legal and human impact of distracted driving.
● Local businesses and influencers will be integrated into events, creating a broader, more engaged audience.
Task 4: Social Media Campaign
This program will not stop when events end. It will live online, continuing to engage Maywood residents through a dynamic digital campaign designed to keep the conversation active. ● A year-long content calendar will feature real-life stories, expert insights, and interactive challenges that encourage engagement.
● A multi-platform strategy will ensure messages reach the widest possible audience, with tailored content for different age groups.
● User-generated content will be encouraged, allowing residents to take ownership of the conversation.
● Real-time analytics will track engagement trends, allowing for campaign adjustments that maximize impact.
Task 5: Safe Driver Pledge Campaign
Pledges are powerful because they turn passive awareness into personal commitment. Through a citywide pledge initiative, we will create a movement that makes safe driving a personal and public responsibility.
● Pledge stations will be placed at events, schools, and businesses, ensuring easy access for sign-ups.
● A digital pledge platform will extend participation beyond in-person events, allowing residents to sign online and share their commitment.
● Incentives like bumper stickers, wristbands, and community shout-outs will reinforce commitment and encourage social participation.
● A long-term strategy will be built in, ensuring that the pledge drive is not a one-time event but an ongoing community effort.
Task 6: Compliance & Reporting
Primo Driving Schools Proposal OTC Grant, City of Maywood .10
Every initiative within this program will be tracked, analyzed, and reported to ensure transparency and effectiveness.
● A centralized data collection system will capture participation metrics from all workshops, events, and online engagements.
● Monthly reports will document program impact, including attendance, behavioral shifts, and media reach.
● A final evaluation will measure program effectiveness, providing the city with insights for future traffic safety efforts.
Additional Considerations
This program is not just about delivering information—it is about creating a movement. Beyond the core Scope of Services, we will:
● Ensure bilingual accessibility across all program materials and events. ● Leverage community partnerships to maximize participation and outreach. ● Integrate real-time feedback loops, adjusting programming based on participant response.
● Build momentum that sustains itself beyond the grant cycle, ensuring distracted driving prevention remains a priority in Maywood.
Proposed Materials and Services
Primo Driving Schools is fully equipped to provide all necessary materials and services as outlined in Attachment 1 of the RFP. We will supply:
● Educational Materials & Handouts: Professionally designed bilingual brochures, safety guides, and pledge cards.
● Event Equipment: Signage, interactive displays, and simulated driving stations. ● Digital Content Creation: Professionally produced videos, infographics, and social media assets.
● Compliance & Reporting Systems: Tracking tools to ensure detailed program analysis and reporting.
Substitutions
No substitutions will be required for this scope of work.
Primo Driving Schools Proposal OTC Grant, City of Maywood .11
Primo Driving Schools
10909 Kinross Avenue, Los Angeles, CA 90024
DMV License #E-4615
Phone: 888-978-7299 Fax: 424-293-8503
www.primodriving.com email: [email protected]
Maywood Distracted Driving Prevention and Education Program - Cost Proposal Date: 2/14/2025
Proposed Duration: February – September 2025 (9 months)
1. Summary of Costs
This cost proposal outlines the fees associated with each task under the Scope of Services, adjusted to meet the total budget of $37,000. Services are billed by task, with additional flat-rate costs for materials, equipment, and digital outreach.
Task Estimated
Hours
Hourly
Rate
Flat
Rate
Total
Cost
Task 1: Educational Workshops (4
workshops)
45 hours $80/hr - $3,600
Task 2: Peer-to-Peer Education Events (5
events)
58 hours $80/hr - $4,640
Task 3: Community Events (4 events) 58 hours $80/hr - $4,640 Task 4: Social Media Campaign (12 months) - - $6,250 $6,250 Task 5: Safe Driver Pledge Campaign 30 hours $80/hr - $2,400 Task 6: Compliance & Reporting (9 months) 68 hours $80/hr - $5,440 Project Coordination & Administrative
Support
48 hours $65/hr - $3,120
Program Materials & Printing (brochures,
pledge cards, safety guides)
- - $2,250 $2,250
Event Equipment & Interactive Displays (VR
simulations, signage, engagement tools)
- - $3,200 $3,200
Advertising & Digital Content Creation
(social media content, graphics, videos)
- - $3,000 $3,000
Miscellaneous & Contingency (unexpected
costs, last-minute needs)
- - $1,460 $1,460
Total Program Cost 307 hours - - $37,000
Primo Driving Schools Proposal OTC Grant, City of Maywood .12
Primo Driving Schools
10909 Kinross Avenue, Los Angeles, CA 90024
DMV License #E-4615
Phone: 888-978-7299 Fax: 424-293-8503
www.primodriving.com email: [email protected]
2. Additional Services (Available Upon Request)
Service Discounted Rate
Additional Educational Workshops $1,080 per workshop
Custom Video Production for Social Media $1,800 per
campaign
Additional Peer-to-Peer Event $1,125 per event
Bilingual Translation & Outreach Materials $67.50/hr
Graphic Design for Printed Materials $675 per package
3. Payment Terms
● 50% ($18,500) due upon contract award.
● 50% ($18,500) to be paid in equal monthly installments over 9 months. ● Invoices will be submitted monthly, with payment due within 30 days of receipt. ● Any additional services requested will be billed separately at the discounted rates listed above.
4. Conclusion
This cost proposal reflects the full implementation of the Maywood Distracted Driving Prevention and Education Program, including all required instructional services, materials, outreach initiatives, and reporting within the $37,000 budget.
Primo Driving Schools is prepared to begin work immediately upon contract approval and will ensure the program is executed with efficiency, engagement, and measurable impact.
Primo Driving Schools Proposal OTC Grant, City of Maywood .13
Primo Driving Schools
10909 Kinross Avenue, Los Angeles, CA 90024
DMV License #E-4615
Phone: 888-978-7299 Fax: 424-293-8503
www.primodriving.com email: [email protected]
Maywood Distracted Driving Prevention and Education Program - Cost Proposal Date: 2/14/2025
Proposed Duration: February – September 2025 (9 months)
1. Summary of Costs
This cost proposal outlines the fees associated with each task under the Scope of Services, adjusted to meet the total budget of $37,000. Services are billed by task, with additional flat-rate costs for materials, equipment, and digital outreach.
Task Estimated
Hours
Hourly
Rate
Flat
Rate
Total
Cost
Task 1: Educational Workshops (4
workshops)
45 hours $80/hr - $3,600
Task 2: Peer-to-Peer Education Events (5
events)
58 hours $80/hr - $4,640
Task 3: Community Events (4 events) 58 hours $80/hr - $4,640 Task 4: Social Media Campaign (12 months) - - $6,250 $6,250 Task 5: Safe Driver Pledge Campaign 30 hours $80/hr - $2,400 Task 6: Compliance & Reporting (9 months) 68 hours $80/hr - $5,440 Project Coordination & Administrative
Support
48 hours $65/hr - $3,120
Program Materials & Printing (brochures,
pledge cards, safety guides)
- - $2,250 $2,250
Event Equipment & Interactive Displays (VR
simulations, signage, engagement tools)
- - $3,200 $3,200
Advertising & Digital Content Creation
(social media content, graphics, videos)
- - $3,000 $3,000
Miscellaneous & Contingency (unexpected
costs, last-minute needs)
- - $1,460 $1,460
Total Program Cost 307 hours - - $37,000
Primo Driving Schools Proposal OTC Grant, City of Maywood .1
Primo Driving Schools
10909 Kinross Avenue, Los Angeles, CA 90024
DMV License #E-4615
Phone: 888-978-7299 Fax: 424-293-8503
www.primodriving.com email: [email protected]
2. Additional Services (Available Upon Request)
Service Discounted Rate
Additional Educational Workshops $1,080 per workshop
Custom Video Production for Social Media $1,800 per
campaign
Additional Peer-to-Peer Event $1,125 per event
Bilingual Translation & Outreach Materials $67.50/hr
Graphic Design for Printed Materials $675 per package
3. Payment Terms
● 50% ($18,500) due upon contract award.
● 50% ($18,500) to be paid in equal monthly installments over 9 months. ● Invoices will be submitted monthly, with payment due within 30 days of receipt. ● Any additional services requested will be billed separately at the discounted rates listed above.
4. Conclusion
This cost proposal reflects the full implementation of the Maywood Distracted Driving Prevention and Education Program, including all required instructional services, materials, outreach initiatives, and reporting within the $37,000 budget.
Primo Driving Schools is prepared to begin work immediately upon contract approval and will ensure the program is executed with efficiency, engagement, and measurable impact.
Primo Driving Schools Proposal OTC Grant, City of Maywood .2
Ver. 02/2019
12501-0001\2300515v1.doc
PROFESSIONAL SERVICES AGREEMENT
This Professional Services Agreement (“Agreement”) is dated April 23, 2025 (“Effective Date”) and is between the City of Maywood, a California municipal corporation (“City”) and Impact Teen Drivers (“Contractor”). City and Contractor are sometimes referred to herein as the “Parties”, and individually as a “Party”.
RECITALS
A. City desires to utilize the services of Contractor as an independent Contractor to implement the Maywood Distracted Driving Prevention and Education Program.
B. Contractor represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees.
C. City desires to retain Contractor and Contractor desires to serve City to perform these services in accordance with the terms and conditions of this Agreement.
The Parties therefore agree as follows:
1. Contractor’s Services.
A. Scope of Services. Contractor shall perform the services described in the Scope of Services (the “Services”), attached as Exhibit A. City may request, in writing, changes in the Scope of Services to be performed. Any changes mutually agreed upon by the Parties, and any increase or decrease in compensation, shall be incorporated by written amendments to this Agreement.
B. Party Representatives. For the purposes of this Agreement, the City Representative shall be the City Manager, or such other person designated in writing by the City Manager (the “City Representative”). For the purposes of this Agreement, the Contractor Representative shall be Kelly Bowning, Ph.D., Executive Director (the “Contractor Representative”). The Contractor Representative shall directly manage Contractor’s Services under this Agreement. Contractor shall not change the Contractor Representative without City’s prior written consent.
C. Time for Performance. Contractor shall commence the Services on the Effective Date and shall perform all Services by the deadline established by the City Representative or, if no deadline is established, with reasonable diligence.
D. Standard of Performance. Contractor shall perform all Services under this Agreement in accordance with the standard of care generally exercised by like professionals under similar circumstances and in a manner reasonably satisfactory to City.
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E. Personnel. Contractor has, or will secure at its own expense, all personnel required to perform the Services required under this Agreement. All of the Services required under this Agreement shall be performed by Contractor or under its supervision, and all personnel engaged in the work shall be qualified to perform such Services.
F. Compliance with Laws. Contractor shall comply with all applicable federal, state and local laws, ordinances, codes, regulations and requirements.
G. Permits and Licenses. Contractor shall obtain and maintain during the Agreement term all necessary licenses, permits and certificates required by law for the provision of Services under this Agreement, including a business license.
2. Term of Agreement. The term of this Agreement shall be from the Effective Date through October 1, 2025, unless sooner terminated as provided in Section 12 of this Agreement or extended.
3. Compensation.
A. Compensation. As full compensation for Scope of Services satisfactorily rendered, City agrees to compensate Contractor, and Contractor agrees to accept in full satisfaction for the services required by this Agreement, $77,165, as more particularly described in Exhibit B (“Compensation”). Said Compensation shall constitute reimbursement of Contractor’s fee for the services as well as the actual cost of any staff time, other direct or indirect costs or fees, including the work of employees, Contractors and subcontractors, equipment, materials, and supplies necessary to provide the service (including all labor, materials, delivery, tax, assembly, and installation, as applicable). In no event shall the Contractor be paid more than $$77,165, which includes expenses and additional services (if any) during the term of this Agreement (“Maximum Compensation”).
B. Expenses. The City will not reimburse Contractor for any expenses, unless expenses are agreed upon in advance in writing by both parties and/or set forth in Exhibit B.
C. Unauthorized Services and Expenses. City will not pay for any services not specified in the Scope of Services, unless the City Council or the City Representative, if applicable, and the Contractor Representative authorize such services in writing prior to Contractor’s performance of those services or incurrence of additional expenses. Any additional services or expenses authorized by the City Council or the City Representative shall be compensated at the rates set forth in Exhibit B, or, if not specified, at a rate mutually agreed to by the Parties. City shall make payment for additional services and expenses in accordance with Section 4 of this Agreement.
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4. Method of Payment.
A. Invoices. Contractor shall submit to City an invoice, on a monthly basis, for the Services performed pursuant to this Agreement. Each invoice shall itemize the Services rendered during the billing period, hourly rates charged, if applicable, and the amount due. City shall review each invoice and notify Contractor in writing within ten Business days of receipt of any disputed invoice amounts.
B. Payment. City shall pay all undisputed invoice amounts within 30 calendar days after receipt up to the Maximum Compensation set forth in Section 3 of this Agreement or within such other reasonable time dependent on the City’s warrant run procedures. City does not pay interest on past due amounts. City shall not withhold federal payroll, state payroll or other taxes, or other similar deductions, from payments made to Contractor. Notwithstanding the preceding sentence, if Contractor is a nonresident of California, City will withhold the amount required by the Franchise Tax Board pursuant to Revenue and Taxation Code Section 18662 and applicable regulations.
C. Audit of Records. Contractor shall make all records, invoices, timecards, cost control sheets and other records maintained by Contractor in connection with this Agreement available during Contractor’s regular working hours to City for review and audit by City.
5. Independent Contractor. Contractor is, and shall at all times remain as to City, a wholly independent Contractor. Contractor shall have no power to incur any debt, obligation, or liability on behalf of City. Neither City nor any of its agents shall have control over the conduct of Contractor or any of Contractor’s employees, except as set forth in this Agreement. Contractor shall not, at any time, or in any manner, represent that it or any of its officers, agents or employees are in any manner employees of City.
6. Information and Documents.
A. Contractor covenants that all data, reports, documents, discussion, or other information (collectively “Data”) developed or received by Contractor or provided for performance of this Agreement are deemed confidential and shall not be disclosed or released by Contractor without prior written authorization by City. City shall grant such authorization if applicable law requires disclosure. Contractor, its officers, employees, agents, or subContractors shall not without written authorization from the City Manager or unless requested in writing by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered “voluntary,” provided Contractor gives City notice of such court order or subpoena.
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B. Contractor shall promptly notify City should Contractor, its officers, employees, agents or subContractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City may, but has no obligation to, represent Contractor or be present at any deposition, hearing or similar proceeding. Contractor agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Contractor. However, City’s right to review any such response does not imply or mean the right by City to control, direct or rewrite the response.
C. All Data required to be furnished to City in connection with this Agreement shall become City’s property, and City may use all or any portion of the Data submitted by Contractor as City deems appropriate. Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files containing data generated for the Services, surveys, notes, and other documents prepared in the course of providing the Services shall become City’s sole property and may be used, reused or otherwise disposed of by City without Contractor’s permission. Contractor may take and retain copies of the written products as desired, but the written products shall not be the subject of a copyright application by Contractor.
D. Contractor’s covenants under this Section shall survive the expiration or termination of this Agreement.
7. Conflicts of Interest. Contractor and its officers, employees, associates and subContractors, if any, shall comply with all conflict of interest statutes of the State of California applicable to Contractor’s Services under this Agreement, including the Political Reform Act (Gov. Code § 81000, et seq.) and Government Code Section 1090.
During the term of this Agreement, Contractor may perform similar Services for other clients, but Contractor and its officers, employees, associates and subContractors shall not, without the City Representative’s prior written approval, perform work for another person or entity for whom Contractor is not currently performing work that would require Contractor or one of its officers, employees, associates or subContractors to abstain from a decision under this Agreement pursuant to a conflict of interest statute.
Contractor shall incorporate a clause substantially similar to this Section into any subcontract that Contractor executes in connection with the performance of this Agreement.
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8. Indemnification, Hold Harmless, and Duty to Defend.
A. Indemnities.
1) To the fullest extent permitted by law, Contractor shall, at its sole cost and expense, defend, hold harmless and indemnify City and its elected officials, officers, attorneys, agents, employees, designated volunteers, successors, assigns and those City agents serving as independent Contractors in the role of City officials (collectively “Indemnitees”), from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, expenses, judgments, penalties, liens, and losses of any nature whatsoever, including fees of accountants, attorneys, or other professionals and all costs associated therewith and the payment of all consequential damages (collectively “Liabilities”), in law or equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of Contractor, its officers, agents, servants, employees, subContractors, materialmen, Contractors or their officers, agents, servants or employees (or any entity or individual that Contractor shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees’ active or passive negligence, except for Liabilities arising from the sole negligence or willful misconduct of the Indemnitees as determined by court decision or by the agreement of the Parties. Contractor shall defend the Indemnitees in any action or actions filed in connection with any Liabilities with counsel of the Indemnitees’ choice, and shall pay all costs and expenses, including all attorneys’ fees and experts’ costs actually incurred in connection with such defense. Contractor shall reimburse the Indemnitees for any and all legal expenses and costs incurred by Indemnitees in connection therewith. 2) Contractor shall pay all required taxes on amounts paid to Contractor under this Agreement, and indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent Contractor relationship created by this Agreement. Contractor shall fully comply with the workers’ compensation law regarding Contractor and Contractor’s employees. Contractor shall indemnify and hold City harmless from any failure of Contractor to comply with applicable workers’ compensation laws. City may offset against the amount of any fees due to Contractor under this Agreement any amount due to City from Contractor as a result of Contractor’s failure to promptly pay to City any reimbursement or indemnification arising under this subparagraph A.2). 3) Contractor shall obtain executed indemnity agreements with provisions identical to those in this Section from each and every subContractor or any other person or entity involved by, for, with or on behalf of Contractor in the performance of this Agreement. If Contractor fails to obtain such indemnity obligations, Contractor shall be fully responsible and indemnify, hold harmless and defend the Indemnitees from and against any and all Liabilities at law or in equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of Contractor’s subContractor, its officers, agents, servants,
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employees, subContractors, materialmen, Contractors or their officers, agents, servants or employees (or any entity or individual that Contractor’s subContractor shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees’ active or passive negligence, except for Liabilities arising from the sole negligence or willful misconduct of the Indemnitees as determined by court decision or by the agreement of the Parties.
B. Workers’ Compensation Acts not Limiting. Contractor’s indemnifications and obligations under this Section, or any other provision of this Agreement, shall not be limited by the provisions of any workers’ compensation act or similar act. Contractor expressly waives its statutory immunity under such statutes or laws as to City, its officers, agents, employees and volunteers.
C. Insurance Requirements not Limiting. City does not, and shall not, waive any rights that it may possess against Contractor because of the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement. The indemnities in this Section shall apply regardless of whether or not any insurance policies are determined to be applicable to the Liabilities, tax, assessment, penalty or interest asserted against City.
D. Survival of Terms. Contractor’s indemnifications and obligations under this Section shall survive the expiration or termination of this Agreement.
9. Insurance.
A. Minimum Scope and Limits of Insurance. Contractor shall procure and at all times during the term of this Agreement carry, maintain, and keep in full force and effect, insurance as follows:
1) Commercial General Liability Insurance with a minimum limit of $1,000,000.00 per occurrence for bodily injury, personal injury and property damage and a general aggregate limit of $1,000,000.00 per project or location. If Contractor is a limited liability company, the commercial general liability coverage shall be amended so that Contractor and its managers, affiliates, employees, agents and other persons necessary or incidental to its operation are insureds.
2) Automobile Liability Insurance for any owned, non-owned or hired vehicle used in connection with the performance of this Agreement with a combined single limit of $1,000,000.00 per accident for bodily injury and property damage. If Contractor does not use any owned, non-owned or hired vehicles in the performance of Services under this Agreement, Contractor shall provide insurance in the amount required by California law.
3) Workers’ Compensation Insurance as required by the State of California and Employer’s Liability Insurance with a minimum limit of $1,000,000.00 per accident for bodily injury or disease. If Contractor has no employees while performing
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Services under this Agreement, workers’ compensation policy is not required, but Contractor shall execute a declaration that it has no employees.
B. Acceptability of Insurers. The insurance policies required under this Section shall be issued by an insurer admitted to write insurance in the State of California with a rating of A:VII or better in the latest edition of the A.M. Best Insurance Rating Guide or such other rating as approved by the City Manager. Self insurance shall not be considered to comply with the insurance requirements under this Section.
C. Additional Insured. The general liability policy shall contain an endorsement naming City and its elected and appointed officials, officers, employees, agents and volunteers as additional insureds. This provision shall also apply to any excess/umbrella liability policies.
D. Primary and Non-Contributing. The insurance policies required under this Section shall apply on a primary non-contributing basis in relation to any other insurance or self-insurance available to City. Any insurance or self-insurance maintained by City, its elected and appointed officials, officers, employees, agents or volunteers, shall be in excess of Contractor’s insurance and shall not contribute with it.
E. Contractor’s Waiver of Subrogation. The insurance policies required under this Section shall not prohibit Contractor and Contractor’s employees, agents or subContractors from waiving the right of subrogation prior to a loss. Contractor hereby waives all rights of subrogation against City.
F. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by City. At City’s option, Contractor shall either reduce or eliminate the deductibles or self-insured retentions with respect to City, or Contractor shall procure a bond guaranteeing payment of losses and expenses.
G. Cancellations or Modifications to Coverage. Contractor shall not cancel, reduce or otherwise modify the insurance policies required by this Section during the term of this Agreement. The commercial general and automobile liability policies required under this Agreement shall be endorsed to state that should the issuing insurer cancel the policy before the expiration date, the issuing insurer will endeavor to mail 30 days’ prior written notice to City. If any insurance policy required under this Section is canceled or reduced in coverage or limits, Contractor shall, within two Business Days of notice from the insurer, phone, fax or notify City via certified mail, return receipt requested, of the cancellation of or changes to the policy.
H. City Remedy for Noncompliance. If Contractor does not maintain the policies of insurance required under this Section in full force and effect during the term of this Agreement, or in the event any of Contractor’s policies do not comply with the requirements under this Section, City may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, City may, but has no duty to, take out the necessary insurance and pay, at Contractor’s expense, the premium thereon.
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Contractor shall promptly reimburse City for any premium paid by City or City may withhold amounts sufficient to pay the premiums from payments due to Contractor.
I. Evidence of Insurance. Prior to the performance of Services under this Agreement, Contractor shall furnish City’s Risk Manager or such other official designed by the City Manager with a certificate or certificates of insurance and all original endorsements evidencing and effecting the coverages required under this Section. The endorsements are subject to City’s approval. Contractor may provide complete, certified copies of all required insurance policies to City. Contractor shall maintain current endorsements on file with City’s Risk Manager. Contractor shall provide proof to City’s Risk Manager that insurance policies expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage.
Contractor shall furnish such proof at least two weeks prior to the expiration of the coverages.
J. Indemnity Requirements not Limiting. Procurement of insurance by Contractor shall not be construed as a limitation of Contractor’s liability or as full performance of Contractor’s duty to indemnify City under Section 8 of this Agreement.
K. SubContractor Insurance Requirements. Contractor shall require each of its subContractors that perform Services under this Agreement to maintain insurance coverage that meets all of the requirements of this Section.
10. Mutual Cooperation.
A. City’s Cooperation. City shall provide Contractor with all pertinent Data, documents and other requested information as is reasonably available for Contractor’s proper performance of the Services required under this Agreement.
B. Contractor’s Cooperation. In the event any claim or action is brought against City relating to Contractor’s performance of Services rendered under this Agreement, Contractor shall render any reasonable assistance that City requires.
11. Records and Inspections. Contractor shall maintain complete and accurate records with respect to time, costs, expenses, receipts, correspondence, and other such information required by City that relate to the performance of the Services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Contractor shall provide free access to City, its designees and representatives at reasonable times, and shall allow City to examine and audit the books and records, to make transcripts therefrom as necessary, and to inspect all work, data, documents, proceedings and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three years after receipt of final payment.
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12. Termination of Agreement.
A. Right to Terminate. City may terminate this Agreement at any time, at will, for any reason or no reason, after giving written notice to Contractor at least ten calendar days before the termination is to be effective. Contractor may terminate this Agreement at any time, at will, for any reason or no reason, after giving written notice to City at least 60 calendar days before the termination is to be effective.
B. Obligations upon Termination. Contractor shall cease all work under this Agreement on or before the effective date of termination specified in the notice of termination. In the event of City’s termination of this Agreement due to no fault or failure of performance by Contractor, City shall pay Contractor based on the percentage of work satisfactorily performed up to the effective date of termination. In no event shall Contractor be entitled to receive more than the amount that would be paid to Contractor for the full performance of the Services required by this Agreement. Contractor shall have no other claim against City by reason of such termination, including any claim for compensation.
13. Force Majeure. Contractor shall not be liable for any failure to perform its obligations under this Agreement if Contractor presents acceptable evidence, in City’s sole judgment, that such failure was due to acts of God, embargoes, inability to obtain labor or materials or reasonable substitutes for labor or materials, governmental restrictions, governmental regulations, governmental controls, judicial orders, enemy or hostile governmental action, civil commotion, fire or other casualty, or other causes beyond Contractor’s reasonable control and not due to any act by Contractor.
14. Default.
A. Contractor’s failure to comply with the provisions of this Agreement shall constitute a default. In the event that Contractor is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Contractor for any work performed after the date of default.
B. In addition to the right to terminate pursuant to Section 12, if the City Manager determines that Contractor is in default in the performance of any of the terms or conditions of this Agreement, City shall serve Contractor with written notice of the default. Contractor shall have ten calendar days after service upon it of the notice in which to cure the default by rendering a satisfactory performance. In the event that Contractor fails to cure its default within such period of time, City may, notwithstanding any other provision of this Agreement, terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.
15. Notices. Any notice, consent, request, demand, bill, invoice, report or other communication required or permitted under this Agreement shall be in writing and conclusively deemed effective: (a) on personal delivery, (b) on confirmed delivery by
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courier service during Contractor’s and City’s regular business hours, or (c) three Business Days after deposit in the United States mail, by first class mail, postage prepaid, and addressed to the Party to be notified as set forth below:
If to City: If to Contractor:
Attn: City Manager Dr. Kelly Browning
City of Maywood Impact Teen Drivers
4319 East Slauson Avenue 1424 21st, Suite 120
Maywood, California 90270 Sacramento, CA, 95811
16. Non-Discrimination and Equal Employment Opportunity. In the performance of this Agreement, Contractor shall not discriminate against any employee, subContractor or applicant for employment because of race, color, religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, sexual orientation or other basis prohibited by law. Contractor will take affirmative action to ensure that subContractors and applicants are employed, and that employees are treated during employment, without regard to their race, color, religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information or sexual orientation.
17. Prohibition of Assignment and Delegation. Contractor shall not assign any of its rights or delegate any of its duties under this Agreement, either in whole or in part, without City’s prior written consent. City’s consent to an assignment of rights under this Agreement shall not release Contractor from any of its obligations or alter any of its primary obligations to be performed under this Agreement. Any attempted assignment or delegation in violation of this Section shall be void and of no effect and shall entitle City to terminate this Agreement. As used in this Section, “assignment” and “delegation” means any sale, gift, pledge, hypothecation, encumbrance or other transfer of all or any portion of the rights, obligations, or liabilities in or arising from this Agreement to any person or entity, whether by operation of law or otherwise, and regardless of the legal form of the transaction in which the attempted transfer occurs.
18. No Third Party Beneficiaries Intended. This Agreement is made solely for the benefit of the Parties to this Agreement and their respective successors and assigns, and no other person or entity may have or acquire a right by virtue of this Agreement.
19. Waiver. No delay or omission to exercise any right, power or remedy accruing to City under this Agreement shall impair any right, power or remedy of City, nor shall it be construed as a waiver of, or consent to, any breach or default. No waiver of any breach, any failure of a condition, or any right or remedy under this Agreement shall be (1) effective unless it is in writing and signed by the Party making the waiver, (2) deemed to be a waiver of, or consent to, any other breach, failure of a condition, or
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right or remedy, or (3) deemed to constitute a continuing waiver unless the writing expressly so states.
20. Final Payment Acceptance Constitutes Release. The acceptance by Contractor of the final payment made under this Agreement shall operate as and be a release of City from all claims and liabilities for compensation to Contractor for anything done, furnished or relating to Contractor’s work or services. Acceptance of payment shall be any negotiation of City’s check or the failure to make a written extra compensation claim within ten calendar days of the receipt of that check. However, approval or payment by City shall not constitute, nor be deemed, a release of the responsibility and liability of Contractor, its employees, subContractors and agents for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by City for any defect or error in the work prepared by Contractor, its employees, subContractors and agents.
21. Corrections. In addition to the above indemnification obligations, Contractor shall correct, at its expense, all errors in the work which may be disclosed during City’s review of Contractor’s report or plans. Should Contractor fail to make such correction in a reasonably timely manner, such correction may be made by City, and the cost thereof shall be charged to Contractor. In addition to all other available remedies, City may deduct the cost of such correction from any retention amount held by City or may withhold payment otherwise owed Contractor under this Agreement up to the amount of the cost of correction.
22. Non-Appropriation of Funds. Payments to be made to Contractor by City for services performed within the current fiscal year are within the current fiscal budget and within an available, unexhausted fund. In the event that City does not appropriate sufficient funds for payment of Contractor’s services beyond the current fiscal year, this Agreement shall cover payment for Contractor’s services only to the conclusion of the last fiscal year in which City appropriates sufficient funds and shall automatically terminate at the conclusion of such fiscal year.
23. Exhibits. Exhibits A and B constitute a part of this Agreement and are incorporated into this Agreement by this reference. If any inconsistency exists or arises between a provision of this Agreement and a provision of any exhibit, or between a provision of this Agreement and a provision of Contractor’s proposal, the provisions of this Agreement shall control.
24. Entire Agreement and Modification of Agreement. This Agreement and all exhibits referred to in this Agreement constitute the final, complete and exclusive statement of the terms of the agreement between the Parties pertaining to the subject matter of this Agreement and supersede all other prior or contemporaneous oral or written understandings and agreements of the Parties. No Party has been induced to enter into this Agreement by, nor is any Party relying on, any representation or warranty
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except those expressly set forth in this Agreement. This Agreement may not be amended, nor any provision or breach hereof waived, except in a writing signed by both Parties.
25. Headings. The headings in this Agreement are included solely for convenience of reference and shall not affect the interpretation of any provision of this Agreement or any of the rights or obligations of the Parties to this Agreement.
26. Word Usage. Unless the context clearly requires otherwise, (a) the words “shall,” “will” and “agrees” are mandatory and “may” is permissive; (b) “or” is not exclusive; and (c) “includes” or “including” are not limiting.
27. Time of the Essence. Time is of the essence in respect to all provisions of this Agreement that specify a time for performance; provided, however, that the foregoing shall not be construed to limit or deprive a Party of the benefits of any grace or use period allowed in this Agreement.
28. Business Days. “Business days” means days Maywood City Hall is open for business.
29. Governing Law and Choice of Forum. This Agreement, and any dispute arising from the relationship between the Parties to this Agreement, shall be governed by and construed in accordance with the laws of the State of California, except that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not be applied in interpreting this Agreement. Any dispute that arises under or relates to this Agreement (whether contract, tort or both) shall be resolved in a superior court with geographic jurisdiction over the City of Maywood.
30. Attorneys’ Fees. In any litigation or other proceeding by which a Party seeks to enforce its rights under this Agreement (whether in contract, tort or both) or seeks a declaration of any rights or obligations under this Agreement, the prevailing Party shall be entitled to recover all attorneys’ fees, experts’ fees, and other costs actually incurred in connection with such litigation or other proceeding, in addition to all other relief to which that Party may be entitled.
31. Severability. If a court of competent jurisdiction holds any provision of this Agreement to be illegal, invalid or unenforceable for any reason, the validity of and enforceability of the remaining provisions of this Agreement shall not be affected and continue in full force and effect.
32. Counterparts. This Agreement may be executed in multiple counterparts, all of which shall be deemed an original, and all of which will constitute one and the same instrument.
33. Corporate Authority. Each person executing this Agreement on behalf of his or her Party warrants that he or she is duly authorized to execute this Agreement on behalf
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of that Party and that by such execution, that Party is formally bound to the provisions of this Agreement.
[SIGNATURE PAGE FOLLOWS]
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The Parties, through their duly authorized representatives are signing this Agreement on the date stated in the introductory clause.
City:
City of Maywood,
a California municipal corporation
By:
Mayra Aguiluz
Mayor of the City of Maywood
ATTEST:
By:
Daisy Guerrero, Deputy City Clerk
APPROVED AS TO FORM:
By:
Roxanne Diaz, City Attorney
Contractor:
_________________________
By:
Name: Dr. Kelly Browning
Title: Executive Director
A-1
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EXHIBIT A
SCOPE OF SERVICES
A
-2
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A
-3
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A
-4
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A
-5
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A
-6
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B-1
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EXHIBIT B
COMPENSATION
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AGENDA REPORT
CITY OF MAYWOOD
AGENDA ITEM NO. 7.
DATE: April 23, 2025
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JENNIFER VASQUEZ, CITY MANAGER
BY: JENNIFER VASQUEZ, CITY MANAGER
SUBJECT: CONSIDERATION OF APPROVAL FOR ISSUANCE OF A SPECIAL EVENT PERMIT TO ST. ROSE OF LIMA LOCATED AT 4422 E. 60TH STREET FOR AN ANNUAL
FUNDRAISER AND DIRECTION REGARDING CONDITIONS OF APPROVAL AS
RECOMMENDED IN THE STAFF REPORT
RECOMMENDATION:
Staff recommends that the City Council approve the application for the special event permit for the annual fundraising event at St. Rose of Lima, located at 4422 E. 60th Street, subject to the conditions of approval set forth in the agenda report.
BACKGROUND:
St. Rose of Lima will be holding their annual fundraising event which will be located on the south side of the subject site (East of 60th Street between Pine and Clarkson Avenue). The event is open to the public and no entrance fees will be charged. The proposed event will help raise funds for different parish groups and programs. The fundraising event was held last year, contained similar attractions and rides. The City of Maywood did not receive any concerns or complaints from the surrounding neighborhood.
Section 5-15.02 of the MMC requires the City Council approval of a permit for an organized assemblage of 75 or more persons at any public place, property, or facility which to gather for a common purpose under the direction or control of a person. The fundraiser typically has 4,000 attendees during the three-day event. This year, the event is expecting 4,000 participants per day, throughout the 3-day event.
DISCUSSION:
The event will include a carnival with mechanical rides, stage performances, booth activities, and no on-site parking. St. Rose of Lima will be expecting an increase in participants, which will bring an increase in congestion during the event dates due to no-on-site parking. The event schedule is as follows:
• Event Set Up: Wednesday – Thursday, May 22 – May 23
• Event: Friday, May 23, from 5 p.m. to 11 p.m.
• Event: Saturday, May 24, from 6 p.m. to 11 p.m.
• Event: Sunday, May 25, from 6 a.m. to 11 p.m.
• Event Teardown: Monday-Tuesday, May 26 – May 27
All events will be held within the school grounds. The parish will be hosting stalls to sell food and various carnival games. The school will be providing additional sanitation facilities on the event grounds. The event will host up to five (5) carnival rides, while still providing first responder emergency access. Additionally, the parish has provided the required general liability insurance.
St. Rose of Lima has not indicated on-site parking or security for the event grounds. Staff recommends that the City Council approve the application with the following conditions:
• Provide a site plan indicating the size and location of all tents, tarps, and stages for permitting issuance.
• Must obtain all approvals and permits from Los Angeles County Fire Prevention and City of Maywood Building & Planning.
• The site must be in full compliance with the approved plan(s), including but not limited to the location of generators, booths, and stage.
• The amplified sound system is only to be used until 10 p.m., in accordance with the City of Maywood Municipal Code Noise Control Section: 5-23.07.
• Must obtain written inspection and approval from appropriate agencies. • The sale of alcoholic beverages on the subject property is prohibited at all times. • All Health Department approvals required for the sale and serving of food shall be obtained not less than two days prior to the start of the event.
• The carnival event area should be cordoned off from vehicle traffic. • Approved cable bridges shall be provided for electrical cables where subject to physical damage. • Generators and other internal combustion power sources shall be separated from tents or structures by no less than 20 feet and shall be isolated (e.g. protected by physical barriers such as fencing, enclosure, or other approved means) from contact with the public. • The Deputy Director of Building and Planning is authorized to impose any other conditions either prior or during the event to safeguard the public health, safety and welfare of the participants and/or community. In such a case, the Deputy Director shall provide the applicant with the conditions in writing.
LEGAL REVIEW:
The City Attorney has reviewed this report.
FISCAL IMPACT:
There is no fiscal impact with the approval of this item.
ATTACHMENT(S)
1. Special Event Permit No 25-01_Application
AGENDA REPORT
CITY OF MAYWOOD
AGENDA ITEM NO. 8.
DATE: April 23, 2025
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: JENNIFER VASQUEZ, CITY MANAGER
BY: MOHAMMAD MOSTAHKAMI, PE
SUBJECT: REJECTION OF BIDS FOR THE SLAUSON AVENUE AND ATLANTIC BOULEVARD CONGESTION RELIEF AND HSIP CYCLE 11 FUNDED TRAFFIC SIGNAL
IMPROVEMENTS AT VARIOUS LOCATIONS PROJECT
RECOMMENDATION:
It is recommended that the City Council reject all bids received for the Slauson Avenue and Atlantic Boulevard Congestion Relief and HSIP Cycle 11 Funded Traffic Signal Improvements at Various Locations Project and authorize staff to re-advertise the project.
BACKGROUND:
The Slauson Avenue and Atlantic Boulevard Congestion Relief and HSIP Cycle 11 Funded Traffic Signal Improvements at Various Locations Project (“Project”) proposes to improve traffic operations and enhance pedestrian safety at key intersections. The scope of work includes, but is not limited to: roadway widening at the intersection of Slauson Avenue and Atlantic Boulevard to accommodate a new eastbound left-turn lane and a northbound left-turn lane; traffic signal equipment upgrades with protected left-turn phases at intersections along the Slauson Avenue corridor between Atlantic Boulevard and Maywood Avenue; and traffic signal synchronization and coordination for improved operational efficiency.
The project also includes traffic signal improvements at 11 of the 21 signalized intersections along the Slauson Avenue and Atlantic Avenue corridors. These improvements involve upgrading signal hardware, installing retroreflective signal backplates, upsizing 8-inch signal heads to 12-inch signal heads, adding pedestrian countdown signal heads, enhancing crosswalk visibility, and modifying signal phasing to meet current safety and operational standards.
The project was first advertised for construction bids on October 9, 2024. A total of 41 prospective bidders downloaded the bid documents. The City received three (3) bids at the Bid Opening held on November 6, 2024, at 2:00 p.m. Following a thorough evaluation of the bids and consideration of the project budget, staff determined that revisions to the design specifications and bid documents were necessary. As a result, all bids were rejected at the December 24, 2025 City Council Meeting, and the project was re-advertised.
The project was re-advertised for construction on December 26, 2024. This second advertisement generated significant interest, with 78 prospective bidders downloading the bid documents. The City received four (4) bids during the Bid Opening held on March 4, 2025, at 2:00 p.m.
DISCUSSION:
The four (4) bidders are provided on the table below in ascending order of bid amount. EFS West, Ins. is the apparent lowest bidder based on the total based bid amounts.
BIDDER EFS West, Inc.
Alfaro
Communications
Construction,
Inc.
PTM General
Engineering
Services, Inc.
Elecnor Belco
Electric, Inc.
Base Bid “A” Amount (NONHSIP)$5,374,641.60 $7,458,209.37 $8,056,600.00 $10,062,226.00 Base Bid “B” Amount (HSIP) $2,583,984.00 $1,268,868.22 $1,245,800.00 $1,475,070.00 TOTAL BASE BID AMOUNTS $7,958,625.60 $8,727,077.59 $9,302,400.00 $11,537,296.00 Additive Bid Schedule Amount
(HSIP)
$1,620,013.60 $660,353.76 $992,800.00 $653,288.00
TOTAL BASE BID AMOUNTS +
ADDITIVE BID SCHEDULE
AMOUNT
$9,578,639.20 $9,387,431.35 $10,295,200.00 $12,190,584.00 Following the second bid opening held on March 4, 2025, staff has reviewed the submitted bids for the Slauson Avenue and Atlantic Boulevard Congestion Relief and HSIP Cycle 11 Funded Traffic Signal Improvements at Various Locations Project. While the re-advertisement resulted in additional bids, new information and developments have since emerged that necessitate further modifications to the project scope.
Specifically, the City has identified the need to incorporate additional bus shelters into the project which are being funded by Metro. This addition, along with further modifications to the bid document including adjustments to the bid schedule and related project quantities, represents a material change in scope that was not reflected in the bid documents made available to bidders during the most recent advertisement period.
In light of these changes, staff recommends that the City Council reject all bids received during the March 4, 2025, bid opening and authorize staff to re-advertise the project with updated plans, specifications, and bid documents. This action is consistent with the provision in the Instruction to Bidders section of the bid documents, which states: “The City reserves the right to reject any or all Bids or any parts thereof or to waive any irregularities or informalities in any Bid or in the bidding.” Additionally, pursuant to Public Contract Code Section 20166, the City has the discretion to reject all bids and readvertise the project: “In its discretion, the legislative body may reject any bids presented and readvertise.” Staff believes that re-advertising the project with the updated scope and bid structure will help ensure that the City receives competitive and accurate bids aligned with the full requirements of the project.
LEGAL REVIEW:
City Attorney has reviewed this report.
FISCAL IMPACT:
There is no fiscal impact for readvertising the project.
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