CITY OF MONTCLAIR
CITY COUNCIL
SUCCESSOR REDEVELOPMENT AGENCY,
MONTCLAIR HOUSING CORPORATION, MONTCLAIR
HOUSING AUTHORITY, AND MONTCLAIR COMMUNITY
FOUNDATION MEETINGS
AGENDA PACKET
Monday, December 15, 2025
7:00 p.m.
Montclair City Council Chambers
5111 Benito Street
Montclair, CA 91763
Mayor
Javier “John” Dutrey
Mayor Pro Tem
Corysa Martinez
Council Members
Bill Ruh
Benjamin “Ben” Lopez
Xavier Mendez
City Manager
Edward C. Starr
City Attorney
Diane E. Robbins
City Clerk
Andrea M. Myrick
REGULAR JOINT MEETING OF THE
CITY COUNCIL, SUCCESSOR AGENCY, MONTCLAIR HOUSING CORPORATION,
MONTCLAIR HOUSING AUTHORITY, AND MONTCLAIR COMMUNITY FOUNDATION to be held in the Council Chambers
5111 Benito Street, Montclair, California
Monday, December 15, 2025
7:00 p.m.
If you want to provide comments on an agenda item, including public hearing and closed session items, please complete a Speaker Card located in the Council Chambers. The Mayor/Chair (or the meeting’s Presiding Officer) will call on those who submitted requests to speak at the appropriate times during the meeting. Written comments (200–word limit per agenda item, and 200–word limit for all non–agenda items combined) can also be emailed to [email protected] at least one hour before the meeting begins.
Watch Council meetings live on the City’s official YouTube Channel at https://www.youtube.com/@cityofmontclair, or via Zoom using the following information: Zoom Link: https://zoom.us/j/93717150550 / Dial Number: 1 (669) 900–6833 / Meeting ID: 937–1715–0550.
Video recordings of Council meetings are available on the City’s website and can be accessed by the end of the business day following the meeting at https://www.cityofmontclair.org/council–meetings/.
AGENDA
I. CALL TO ORDER City Council [CC], Successor Agency Board [SA], Montclair Housing Corporation Board [MHC],
Montclair Housing Authority Commission [MHA],
Montclair Community Foundation Board [MCF]
II. INVOCATION
In keeping with our long–standing tradition of opening our Council meetings with an invocation, this meeting may include a nonsectarian invocation. Such invocations are not intended to proselytize or advance any faith or belief or to disparage any faith or belief. Neither the City nor the City Council endorses any particular religious belief or form of invocation.
III. PLEDGE OF ALLEGIANCE
IV. ROLL CALL
V. PRESENTATIONS
A. Community Activities Commission Presentation of 2025 Holiday Home Decoration Contest Winners
VI. PUBLIC COMMENT
During Public Comment, you may comment on any subject that does not appear on this agenda. Each speaker has up to five minutes. The meeting’s presiding officer may provide more or less time to accommodate speakers with special needs or a large number of speakers waiting in line. (Government Code Section 54954.3).
Under the provisions of the Brown Act, the meeting bodies are prohibited from participating in substantial discussion of or taking action on items not listed on the agenda.
VII. PUBLIC HEARINGS Page No.
A. Consider Approval of Projects and Prioritization of Funding for the Fiscal Year 2026–27 for the Community Development Block Grant Program [CC] 4 B. Second Reading — Consider Adoption of Ordinance No. 25–1013 Amending the Montclair Municipal Code to Regulate the Parking of Oversized Vehicles and Unattached Trailers on Public Streets [CC] 5
XXXXXXXXXXXXX
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 1 of 148 Page No.
C. Second Reading — Consider Adoption of Ordinance No. 25–1016 Amending Specific Chapters of Title 10 of the Montclair Municipal Code Related to the Adoption of Building Codes to Regulate Construction in the City of Montclair [CC] 21
VIII. CONSENT CALENDAR
A. Approval of Minutes
1. Regular Joint Meeting — November 17, 2025 [CC/SA/MHC/MHA/MCF] 142 B. Administrative Reports
1. Consider Receiving and Filing of Treasurer’s Report [CC] 32
2. Consider Approval and Ratification of Warrant Register & Payroll Documentation [CC] 33
3. Consider Receiving and Filing of Treasurer’s Report [SA] 34
4. Consider Approval of Warrant Register [SA] 35
5. Consider Receiving and Filing of Treasurer’s Report [MHC] 36
6. Consider Approval of Warrant Register [MHC] 37
7. Consider Receiving and Filing of Treasurer’s Report [MHA] 38
8. Consider Approval of Warrant Register [MHA] 39
9. Consider Amending the 2024–2029 Capital Improvement Program to Include the Community Development Block Grant (CDBG) Target Area Alley Improvement Project [CC]
Consider Authorizing a $176,650 Appropriation from CDBG Funds for Costs Related to the CDBG Target Area Alley Improvement Project [CC] Consider Authorizing Staff to Advertise for Bid Proposals for the CDBG Target Area Alley Improvement Project [CC] 40
C. Agreements
1. Consider Approval of Agreement No. 25–77, Amendment No. 1 to Agreement No. 22–51 with AGA Engineers, Inc. for Traffic Engineering Design Services for the Monte Vista Avenue Street Widening & Street Rehabilitation Project, Subject to Any Revisions Deemed Necessary by the City Attorney [CC] 43
2. Consider Approval of Agreement No. 25–78 with TKE Engineering, Inc. for Engineering Design Services for Safe Routes to School (SRTS) – Montera Elementary School Improvements, Subject to Any Revisions Deemed Necessary by the City Attorney [CC]
Consider Authorizing a $33,000 Appropriation from the 2021 Lease Revenue Bond for Costs Related to Agreement No. 25–78[CC] Consider Authorizing Staff to file a CEQA Notice of Categorical Exemption for SRTS – Montera Elementary School Improvements [CC] 45 MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 2 of 148 Page No.
3. Consider Approval of Agreement No. 25–79 with TKE Engineering, Inc. for Engineering Design Services for the Orchard Street Safety Improvement Project, Subject to Any Revisions Deemed Necessary by the City Attorney [CC]
Consider Authorizing a $45,000 Appropriation from the 2021 Lease Revenue Bond for Costs Related to Agreement No. 25–79[CC] Consider Authorizing Staff to File a CEQA Notice of Categorical Exemption for the Orchard Street Safety Improvement Project [CC] 79 D. Resolutions
1. Consider Adoption of Resolution No. 25–3504 Authorizing the Salaries and Classification Titles for City Employees on a Consolidated Salary Schedule [CC] 113
IX. PULLED CONSENT CALENDAR ITEMS
X. COMMUNICATIONS
A. Department Reports — None
B. City Attorney
1. Request to Meet in Closed Session Pursuant to GC §54956.9(d)(2) (Potential Litigation) – One Potential Case [CC]
2. Request to Meet in Closed Session Pursuant to GC §54956.9(d)(4) (Potential Litigation) – One Potential Case [CC]
3. Request to Meet in Closed Session Pursuant to GC §54956(d)(1) (Pending Litigation) – Ibanez v. Montclair [CC]
C. City Manager/Executive Director
D. Mayor/Chairperson
1. Cancellation of January 5, 2026 Regular Joint Meeting [CC/SA/MHC/MHA/MCF] E. Council Members/Directors
F. Committee Meeting Minutes (for informational purposes only)
1. Public Works Committee Meeting — July 17, 2025 [CC] 136
2. Personnel Committee Meeting — December 1, 2025 [CC] 141 II. CLOSED SESSION
III. CLOSED SESSION ANNOUNCEMENTS
IV. ADJOURNMENT
The next regular joint meeting of the City Council, Successor Agency Board, Montclair Housing Corporation Board, Montclair Housing Authority Commission, and Montclair Community Foundation Board will be held on Tuesday, January 20, 2026 at 7:00 p.m.
Reports, backup materials, and additional materials related to any item on this Agenda distributed to the meeting bodies after publication of the Agenda packet are available for public inspection in the Office of the City Clerk between 7:00 a.m. and 6:00 p.m., Monday through Thursday. Please call the City Clerk’s Office at (909) 625–9416 or send an e–mail to [email protected] to request documents via e–mail.
If you need special assistance to participate in this meeting, call the City Clerk’s Office at (909) 625–9416 or e–mail [email protected]. Notification prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 35.102–35.104 ADA Title II) I, Andrea M. Myrick, City Clerk, hereby certify that I posted, or caused to be posted, a copy of this Agenda not less than 72 hours prior to this meeting on the City’s website at https://www.cityofmontclair.org/agendas/ and on the bulletin board adjacent to the north door of Montclair City Hall at 5111 Benito Street, Montclair, CA 91763 on Thursday, December 4, 2025.
XXXXXXXXXXXXX
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 3 of 148
CITY COUNCIL
AGENDA REPORT
DATE: DECEMBER 15, 2025
SECTION: PUBLIC HEARINGS
ITEM NO.: A
FILE I.D.: GRT050
DEPT.: COMMUNITY DEV.
PREPARER: C. CALDWELL
SUBJECT: CONSIDER APPROVAL OF PROJECTS AND PRIORITIZATION OF FUNDING FOR THE FISCAL YEAR 2026–27 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM REASON FOR CONSIDERATION: Each fiscal year, the City of Montclair is required to conduct a public hearing to prioritize funding for various competing Community Development Block Grant (CDBG) projects. This hearing is conducted in compliance with requirements of the Department of Housing and Urban Development (HUD) and the County of San Bernardino Department of Community Development and Housing (CDH).
The City Council is requested to consider approving projects and prioritization of funding for the Fiscal Year 2026–27 CDBG program.
BACKGROUND: The total funding available for Montclair's Fiscal Year 2026–27 CDBG Program is estimated to be $237,629. Last year’s CDBG allocation was $248,457.
CDBG funding allocated for public service projects is limited to 15 percent of the overall funding assigned to Montclair. The City anticipates a $37,269 allocation for public service projects. This year, no outside agencies submitted requests for funding through the City’s public service allocation. Staff recommends the City Council continue to fund the Graffiti Abatement and Senior Transportation Services programs with its public service allocation.
For the upcoming fiscal year, staff recommends the City Council approve the projects and funding levels summarized as follows:
Code Enforcement Program 50,000
Renovations to Reeder Ranch 150,000
Graffiti Abatement 29,000
Senior Transportation Services
(Golden Express Transportation) 8,269
TOTAL $237,629
FISCAL IMPACT: The City expects to receive $237,629 from HUD for the Fiscal Year 2026–27 CDBG Program.
RECOMMENDATION: Staff recommends the City Council approve the following projects and prioritization of funding for the Fiscal Year 2026–27 CDBG Program:
Code Enforcement Program 50,000
Renovations to Reeder Ranch 150,000
Graffiti Abatement 29,000
Senior Transportation Services
(Golden Express Transportation) 8,269
TOTAL $237,629
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 4 of 148
CITY COUNCIL
AGENDA REPORT
DATE: DECEMBER 15, 2025
SECTION: PUBLIC HEARINGS
ITEM NO.: B
FILE I.D.: PKG310
DEPT.: COMMUNITY DEV.
PREPARER: M. DIAZ
SUBJECT: SECOND READING — CONSIDER ADOPTION OF ORDINANCE NO. 25–1013
AMENDING THE MONTCLAIR MUNICIPAL CODE TO REGULATE THE PARKING OF
OVERSIZED VEHICLES AND UNATTACHED TRAILERS ON PUBLIC STREETS REASON FOR CONSIDERATION: The City Council is requested to conduct the second reading and consider adoption of Ordinance No. 25–1013 amending the Montclair Municipal Code to regulate the parking of oversized vehicles on public streets, a copy of which is attached for City Council review. Changes to the City’s Municipal Code are policy considerations that require City Council authorization.
Amending the Municipal Code is done by ordinance of the City Council, which requires two separate readings of the proposed ordinance. The proposed ordinance must be introduced and considered by the City Council as a public hearing, and the first reading of the proposed ordinance could then take place. The City Council must conduct a second reading and adopt the proposed ordinance at a regular meeting held at least five days after the first reading. If substantial changes are made after the first reading, the revised ordinance must be re–introduced for first reading.
The City Council conducted two workshops on proposed oversized vehicle regulations— one on May 1, 2023, and the other on May 5, 2025—during which the proposed ordinance was discussed.
At its meeting on December 1, 2025, the City Council conducted the first reading of the proposed ordinance. By a vote of 4–0–1 (Councilmember Lopez absent), the City Council approved the first reading of Ordinance No. 25–1013 and scheduled the second reading for its meeting on December 15, 2025. The City Council also directed the City Manager to oversee the implementation of the ordinance, with a focus on establishing an effective and user–friendly online permitting process. Additionally, the Council authorized the City Manager to exercise discretion in making exceptions where conditions are marginal and do not compromise health or safety, and directed staff to report on implementation progress and any issues at Public Works Committee meetings.
BACKGROUND: Oversized vehicle ordinances regulate or prohibit the parking of large vehicles such as RVs, trailers, and commercial trucks on public streets within a jurisdiction. Almost every city in the local region has adopted oversized vehicle ordinances, which are most commonly based on dimensions like length, width, or height.
Most cities also offer permits for residents and have specific rules for recreational vehicles.
Currently, the City has regulations regarding overweight vehicles, but no regulations regarding oversized vehicles being parked and stored on public streets. The proposed ordinance is similar in form and content as those in other jurisdictions, and has included input from the Public Works, Community Development (Planning and Code Enforcement), and Police Departments. Moreover, the proposed changes are consistent with the MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 5 of 148 California Vehicle Code and policies A4.8b regarding the Public Realm and A4.14b Safety Enhancements of the Montclair General Plan’s “Our Accessibility Community (aka Circulation) Element.” If approved, the Ordinance would give City personnel the means for improving the appearance of the public realm and enhancing public safety.
The purpose of the proposed ordinance is to be more comprehensive with the goals of reducing adverse impacts associated with oversized vehicle parking on public streets including alleys and other public rights–of–ways within the City. Such impacts include, but are not limited to, the following:
1. Obstructions of line of sight (visibility) at intersections and driveways;
2. Obstructions of visibility of traffic control devices—both “1” and “2” achieve compliance with California’s “parking daylight law” (AB 413), prohibiting parking within no less than 20 feet of any crosswalk, whether marked or unmarked, and 15 feet of any crosswalk with a curb extension. AB 413, which became effective January 1, 2025, aims to improve pedestrian safety by enhancing visibility at intersections;
3. Decreased roadway space resulting from oversized vehicles parked along curbs that extend further into streets and highways (especially along more narrow residential streets);
4. Use of public right–of–way for long–term storage of oversized vehicles and attached and unattached trailers due to inability to park such vehicles per City code standards on private property;
5. Commercial vehicles parked on public streets within residentially zoned districts; and
6. Improper disposal of waste accompanying persons living in recreational vehicles parked on public streets.
A majority of the City’s housing stock was built in the 1950s and 1960s and, within the City’s older multi–family housing neighborhoods, developers designed the projects with inadequate parking facilities. In addition, on–street parking spaces have realized significant demand due to a variety of factors including (i) the high cost of housing which has led to multiple adults with vehicles living in, and sharing housing costs; (ii) changes in land–related uses including density–bonus provisions; (iii) state mandates for reduced parking in and around transit facilities; and (iv) state mandates to reduce parking as a means to incentivize construction of affordable housing and accessory dwelling units (ADUs).
Further exacerbating the City’s parking issues are the number of households in violation of zoning and municipal code requirements, including (i) the hoarding of personnel possessions that limits on–property vehicle parking; and (ii) unpermitted auto–related repairs and sales that have spilled onto public streets, further limiting the availability of on–street parking for others.
City staff have observed that many of the vehicles parked for extended periods on City– maintained streets are oversized, inclusive of all types of recreational vehicles, unattached trailers and other oversized vehicles as defined in proposed Ordinance No. 25–1013. These oversized vehicles are typically larger in their dimensions than are passenger vehicles and light trucks including in length, width and weight, thereby limiting on–street parking and presenting line–of–sight limitations to drivers; impose a public safety burden for the motoring public on major thoroughfares and in residential MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 6 of 148 neighborhoods; create unnecessary conflicts between neighbors; present potential conflicts with provisions of the Montclair Municipal Code; can interfere with the course of commerce and the delivery of public services such as street sweeping, solid waste removal and public transit; and can cause significant and excessive degradation to roadways not designed to regularly accommodate these types of oversized vehicles.
Oversized vehicle parking has also been the source of environmental hazards in the City with owners by discharging waste into the street. Such waste includes gas, oil, human waste, and other forms of hazardous waste. These discharges create unsanitary conditions for members of the public, and result in downstream impacts such as waste flows into the City’s storm drains and receiving waterways. These discharges expose the City to liability as violations of regulations of the National Pollutant Discharge Elimination System (NPDES).
Oversized Vehicle Complaints
City staff, Code Enforcement in particular, routinely receives complaints regarding various parking issues such as oversized vehicles parked in excess of 72 hours, and oversized vehicles parked blocking safe line of sight and creating traffic concerns in residential areas.
Over the past 1.5 years, the Police Department has received 224 calls related to oversized vehicles parked on City streets. Since April 2024, Code Enforcement has received 33 complaints from residents and some business owners involving box trucks, trailers, and RVs parked on City streets. This number of complaints does not include contacts made by City staff (i.e., code enforcement, planning, public works) out in the field. The nature of the complaints generally relate to the parking of recreational vehicles, trailers, and oversized commercial vehicles adjacent to residences, which limits parking for those who live at or visit the homes. Also of concern are oversized vehicles (commercial vehicles and RVs) in commercial and industrial areas where large vehicles are parked/stored overnight (not always by an adjacent business) which tend to accumulate on city streets, causing significant visibility issues and safety concerns to drivers and pedestrians.
Lastly, in various locations around the City, parked RVs are often associated with the accumulation and discarding of trash and debris in and around areas where they are parked. The accumulation and storage of trash, debris, and other personal items in and around areas where oversized vehicles are parked has caused unsanitary conditions and accessibility hazards by obstructing and/or blocking walkways and streets, preventing safe passage.
Key Elements of the Proposed Ordinance
• Definitions
Oversized vehicle means any of the following: Any motorized vehicle as defined in California Vehicle Code (CVC) Section (§) 670 or combination of motorized vehicle(s) and/or non–motorized vehicle(s), including any attached trailers, vehicles or loads thereon, which exceeds any of the following or any combination of the following:
twenty–two feet (22’) in length or eight feet (8’) in width or eight feet (8’) in height.
Recreational vehicle means:
a. Any attached or unattached camp trailer, camper, fifth wheel travel trailer, house car, mobile home, trailer coach, as defined in CVC §§242, 243, 324, 362, 396, 635, or successor statutes, or any recreational vehicle, as defined by California Health & Safety Code §18010 or successor statute.
b. A boat, dune buggy, all–terrain vehicle (“ATV”) or other motorized or towed vehicle designed, maintained, or used primarily for recreational purposes.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 7 of 148 Unattached trailer means any trailer (as defined by California Vehicle Code Section 630) that is not securely fastened, connected, or joined to a motor vehicle at all times while parked on a public street, alley, or highway, so that the vehicle and trailer may be immediately driven away.
• General Prohibitions
Unless otherwise exempted by the Ordinance or other applicable law, the stopping, standing, parking, or leaving of any oversized vehicle and/or unattached trailer within the City shall be prohibited as follow:
1. Residential District. No person shall stop, stand, park, or leave standing any oversized vehicle or unattached trailer on any public street, alley, or highway within any Residential District of the City at any time.
2. Non–Residential District.
a. No person shall stop, stand, park, or leave standing any unattached trailer within any non–Residential District at any time.
b. No person shall stop, stand, park, or leave standing any oversized vehicle within any non–Residential District between the hours of 10:00 p.m. and 8:00 a.m. of the succeeding day.
Signage would be installed on streets sufficient to give adequate notice of this prohibition.
• Exemptions
1. Any oversized vehicle, excluding any unattached trailer, actively engaged in loading or unloading of goods, wares, or merchandise from or to any building or structure.
a. Oversized vehicles actively engaged in loading or unloading shall park at the street curb immediately adjacent to the residence or building, or within 400 feet of the residence or building if this area is not available for parking due to curb configuration or codified parking restrictions;
2. Any oversized vehicle, excluding any unattached trailer, parked or left standing on a public street or highway [and excluding any alley] in connection with, and in aid of, the performance of a service to or on a property in the block of which the oversized vehicle is parked or left standing;
3. Any oversized vehicle or unattached trailer belonging to a Federal, State, or Local governmental agency, or a public utility, while the operator of the vehicle is conducting official business;
4. Any school bus involved in the transportation of students, or any bus used for the transportation of youths, elderly, or disabled persons during the course of the activity for which they were transported. In no event shall a bus be parked in excess of thirty (30) minutes prior to the commencement of the event for which the passengers were transported, nor thirty (30) minutes after the conclusion of the event.
5. Any oversized vehicle, excluding any unattached trailer, lawfully parked, stopped, or standing in an authorized commercial loading zone;
6. Any oversized vehicle or unattached trailer involved in an emergency or being repaired under emergency conditions.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 8 of 148 a. Emergency parking may be allowed for 24 consecutive hours where an oversized vehicle or unattached trailer is left parked on a public street or highway because of a mechanical breakdown or because of physical incapacity of the driver or owner. However, emergency repairs and/or conditions shall not include routine or normal maintenance, nor extensive mechanical repairs;
7. Any vehicle or unattached trailer engaged in activity allowed under a permit issued by the Department of Public Works.
8. Any recreational vehicle, excluding unattached trailers, displaying a current and valid permit issued pursuant to the provisions of Sections 8.38.030 or 8.38.040 of this Code.
Recreational Vehicles and Parking Permits
Every community has faced challenges in balancing the desires of recreational vehicle (RV) owners with neighborhood quality–of–life concerns. To address this challenge, Ordinance No. 25–1013 proposes provisions for parking an RV on a public street and a regulated temporary parking permit process to allow for loading and unloading before or after trips, and to accommodate a guest’s RV by allowing for temporary street parking.
Ordinance No. 25–1013 specifies that the parking of a recreational vehicle on a public street shall not create or exacerbate a dangerous traffic safety condition including, but not limited to, any location that:
• Is within fifty feet (50') of any intersection or greater distance as determined by the City Engineer;
• Is within five feet (5') of the curb cut of any driveway; • Blocks or hinders a traffic lane;
• Blocks or interferes with critical sight lines for driveways, alleyways, or streets; or, • Blocks or hinders the visibility of a traffic control device. • Any location, inclusive of the above, where the City Engineer has caused signage to be installed prohibiting the parking of oversized vehicles or unattached trailers to eliminate or mitigate hazardous conditions, or to otherwise comply with provisions of this ordinance.
Included in Ordinance No. 25–1013 are provisions for City residents to obtain a permit for temporary parking of their own or a guest's recreational vehicle (RV) to allow for temporary street parking (e.g. used for loading/unloading an RV) in residential areas. These permits would provide specified frequency and time limits and typically require an application, proof of residency, and vehicle registration information. Some restrictions would apply such as vehicle weight limits, prohibitions on commercial vehicles, and requirements to not limit off–street parking for other vehicles.
The City is currently researching a practical method for issuing overnight parking permits for RVs on city streets. The options being explored include manual and email–based systems, automated parking kiosks, and comprehensive digital platforms. Although a number of cities use automated parking kiosks located at their civic center or a police station, the prevailing trend is an online parking management system that eliminates paper permits entirely by linking permits to a vehicle’s license plate. These latter systems are managed through cloud–based platforms and mobile apps.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 9 of 148 Benefits to online systems include online applications where residents can apply for and purchase permits through a dedicated website or mobile app and, when approved, a vehicle's license plate becomes the "permit." Enforcement officers could use handheld devices or vehicle–mounted cameras to scan license plates and automatically check them against a real–time database of approved permits. This process would automate enforcement, reduce human error, and instantly flag unauthorized vehicles.
Enforcement of Oversized Vehicle Ordinance and Permits
The parking of oversized vehicles in violation of the proposed ordinance is subject to citation, towing or both, especially for repeat violations. However, as with any situation involving the application of code requirements, City staff assesses the totality of the circumstances and factors when determining a course of action. If an extenuating circumstance is identified, a simple warning or advisory may be all that is necessary. On other occasions, a simple warning or advisory may not be possible and a citation would be the appropriate course of action if an immediate hazard to public safety or the community is present. Primary responsibility for enforcement of the ordinance would be by the Montclair Police Department (MPD). In certain cases Code Enforcement would coordinate with the MPD when the circumstances warrant.
Legal Notice and Other Requirements for New Regulations The proposed action is exempt from environmental review because adoption of the proposed ordinance does not qualify as a project and will not result in a direct or reasonably foreseeable indirect physical change in the environment. (California Environmental Quality Act Guidelines, §§15060(c)(2–3), 15061, subd. (b)(3).) On October 24, 2025, a notice of a public hearing for proposed Ordinance No. 25–1013 was published in the Inland Valley Daily Bulletin for the November 17, 2025 City Council meeting. As of the writing of this report, no comments from the public have been received.
FISCAL IMPACT: Adoption of Ordinance No. 25–1013 would have no immediate impact to the General Fund; however, over time, two fiscal impacts would be realized:
1. Development of a street parking permit system would result in unknown fiscal impacts to the General Fund, as follows:
a. If developed in–house with City personnel and on existing platforms, or with the acquisition of specialized hardware and software tools, the cost to the General Fund is not expected to exceed $20,000. City staff will identify funding sources and, if not available in the existing Fiscal Year 2025–26 Budget, will return to the City Council with a request for allocation of funds.
b. If developed using a third–party vendor, City staff would complete a bid process to determine the cost for implementation and return to the City Council with a vendor recommendation, cost estimates, and request for the allocation of funds.
2. Enforcement of Ordinance No. 25–1013 is projected to produce an unknown positive impact on the General Fund through:
a. The issuance of citations and collection of associated fees for infractions of the Montclair Municipal Code, including Ordinance No. 25–1013; and MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 10 of 148 b. The collection of fees related to the issuance of permits for the temporary parking of oversized vehicles subject to Ordinance No. 25–1013. The permit fee will be determined based on the cost of the permitting system implemented and would be adopted by resolution of the City Council to be incorporated into the Master User Fee Schedule.
Staff will conduct public outreach via utility billing inserts, the City website, and social media to inform residents and businesses prior to implementing the permit system and issuing citations in relation to enforcement of this ordinance.
RECOMMENDATION: Staff recommends the City Council conduct the second reading by number and title only and adopt Ordinance No. 25–1013 amending the Montclair Municipal Code to regulate the parking of oversized vehicles and unattached trailers on public streets.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 11 of 148 SECOND
READING
12/15/2025
Ordinance No. 25–1013 Page 1 of 9
ORDINANCE NO. 25–1013
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
MONTCLAIR AMENDING CHAPTER 8.02 (“DEFINITIONS”)
AND ADDING CHAPTER 8.38 (“PARKING OF OVERSIZED
AND RECREATIONAL VEHICLES AND UNATTACHED
TRAILERS ON PUBLIC STREETS AND HIGHWAYS”) OF
TITLE 8 (“VEHICLES AND TRAFFIC”) OF THE MONTCLAIR
MUNICIPAL CODE
WHEREAS, Section VII of Article XI of the California Constitution provides that a City may make and enforce within its limits all local, police, sanitary, and other ordinances and regulations not in conflict with general laws; and, WHEREAS, the California Legislature has authorized local governments in California Vehicle Code Sections 22507 and 22507.5 to regulate vehicular parking on public streets and highways within their jurisdiction; and, WHEREAS, the City Council of the City of Montclair recognizes the legitimate personal or professional use of oversized vehicles – including recreational vehicles, that requires such vehicles to be parked from time–to–time on public streets and highways for limited periods of time for those legitimate purposes; and, WHEREAS, the City Council of the City of Montclair also recognizes that the parking of oversized vehicles and unattached trailers on public streets, alleys, and highways within the City has, in certain instances resulted in health and safety concerns due to the height, width, and/or length of oversized vehicles, including, but not limited to:
1. Obstructions of line of sight (visibility) at intersections and driveways;
2. Obstructions of visibility of traffic control devices—both “1” and “2” achieve compliance with California’s “parking daylight law” (AB 413), prohibiting parking within no less than 20 feet of any crosswalk, whether marked or unmarked, and 15 feet of any crosswalk with a curb extension.
AB 413, which became effective January 1, 2025, aims to improve pedestrian safety by enhancing visibility at intersections;
3. Obstructions of visibility of traffic control devices;
4. Decreased roadway space resulting from oversized vehicles parked along curbs that extend further into streets and highways (especially along more narrow residential streets);
5. Use of public right–of–way for long–term storage of oversized vehicles and unattached trailers due to inability to park such vehicles per City code standards on private property.
6. Commercial vehicles parked on public streets within residentially zoned districts; and,
7. Improper disposal of waste accompanying persons living in recreational vehicles parked on public streets.
WHEREAS, to combat obstructions of line of sight (visibility) at intersections, the State of California adopted AB 413, amending California Vehicle Code Section 22500, which, in part, prohibits all vehicles from being stopped, parked, or left standing within no less than twenty feet (20’) of a marked or unmarked crosswalk or within fifteen feet (15’) of any crosswalk where a curb extension is present; and, WHEREAS, the City Council of the City of Montclair also recognizes that on– street parking spaces have realized significant demand due to a variety of factors including (i) the high cost of housing which has led to multiple adults with vehicles living in, and sharing housing costs; (ii) changes in land–related uses including density–bonus provisions; (iii) state mandates for reduced parking in and around transit facilities; and (iv) state mandates to reduce parking as a means to incentivize construction of affordable housing and accessory dwelling units (ADUs); and MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 12 of 148 SECOND
READING
12/15/2025
Ordinance No. 25–1013 Page 2 of 9
WHEREAS, many of the vehicles parked for extended periods on City–maintained streets are oversized, inclusive of all types of recreational vehicles, unattached trailers and other oversized vehicles as herein defined, and that these oversized vehicles are typically larger in their dimensions than are passenger vehicles and light trucks including in length, width and weight, thereby limiting on–street parking and presenting line–of–sight limitations to drivers; impose a public safety burden for the motoring public on major thoroughfares and in residential neighborhoods; create unnecessary conflicts between neighbors; present potential conflicts with provisions of the Montclair Municipal Code; can interfere with the course of commerce and the delivery of public services such as street sweeping, solid waste removal and public transit; and can cause significant and excessive degradation to roadways not designed to regularly accommodate these types of oversized vehicles; and WHEREAS, the City Council of the City of Montclair recognizes that oversized vehicles create a greater obstruction to pedestrian and vehicular traffic at crosswalks and intersections than typical automobiles; and,
WHEREAS, the City Council of the City of Montclair has determined that the current parking regulations contained within the Montclair Municipal Code do not effectively address the health and safety and on–street parking concerns created by the parking of oversized vehicles and unattached trailers on public street; and, WHEREAS, the City Council of the City of Montclair seeks to regulate the parking of oversized vehicles and unattached trailers on public streets to more effectively address the health and safety and on–street parking concerns in the community; and, WHEREAS, the City Council of the City of Montclair seeks to provide a reasonable opportunity to residents of the City for limited and temporary parking of recreational vehicles when it is safe to do so.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MONTCLAIR HEREBY ORDAINS AS FOLLOWS:
SECTION I. Amendments to Chapter 8.02 of Code.
Chapter 8.02 (“Definitions”) of Title 8 (“Vehicles and Traffic”) of the Montclair Municipal Code is hereby amended to include the following:
Section 8.02.010 – Definitions.
As used in this Title, the following definitions shall apply. For purposes of Title 8, these definitions shall supersede any other definitions of the same terms elsewhere in this Code:
Commercial vehicle shall have the same definition as set forth in California Vehicle Code Section 260, as that section may be amended from time to time.
Curb cut means a depression in a curb for the purpose of accommodating a driveway that provides vehicular access between any public or private real property and a street, alley, highway, or other public easement. The curb cut commences at the point where the curb begins to slope downward toward street level. Where there is no curb, the point at which a driveway that provides vehicular access between any public or private real property and a street, alley, highway, or other public easement meets the roadway pavement shall constitute a curb cut.
Intersection shall have the same definition as set forth in California Vehicle Code Section 365, as that section may be amended from time to time, and shall include, without limitation, any controlled or uncontrolled, and/or unmarked or marked, intersection of any combination of streets, highways, roadways, alleys, and/or other paths provided for the vehicular travel (excluding private driveways).
Non–Residential District means any block, street, or area that is not within a Residential District.
Oversized Vehicle means any of the following:
A. Any motorized vehicle as defined in California Vehicle Code Section 670 or combination of motorized vehicle(s) and/or non–motorized vehicle(s), including any attached trailers, vehicles or loads thereon, which exceeds any of the following or any MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 13 of 148 SECOND
READING
12/15/2025
Ordinance No. 25–1013 Page 3 of 9
combination of the following: twenty–two feet (22’) in length or eight feet (8’) in width or eight feet (8’) in height.
1. Height. The height of a vehicle shall be measured from the lowest point of the tire to the top of the vehicle or trailer roof or skylight, at its highest point. The height shall not include any antenna, but shall include any cab, camper shell, rack, or other device used to contain passengers or cargo that has been placed on the vehicle.
2. Width. The width of a vehicle shall be measured at the widest point of the vehicle or trailer body, including any cab or camper shell that has been placed on the vehicle or trailer, and including any flares around the wheel wells – however, it shall not include any lights, mirrors, door handles, or similar attachments allowed by California Vehicle Code Sections 35109, 35110, or 35111, as same may be amended from time to time.
3. Length. The length of a single vehicle (i.e., no attached trailer) shall be measured from leading edge of the front bumper to the trailing edge of the rear bumper, not including any projecting lights, trailer hitches, or winches.
The length of a combination of vehicles (i.e., vehicle with an attached trailer or camper) shall be measured from the leading edge of the front bumper of the towing vehicle to the trailing edge of the rear bumper or body (whichever is longer) of the towed vehicle or trailer.
B. Irrespective of height, width, or length, any recreational vehicle (as defined by this Chapter).
Irrespective of the height, width, or length, an oversized vehicle shall not include any pickup truck as defined by California Vehicle Section 471 (as that section may be amended from time to time).
Recreational vehicle means:
A. Any attached or unattached camp trailer, camper, fifth wheel travel trailer, house car, mobile home, trailer coach, as defined in California Vehicle Code Sections 242, 243, 324, 362, 396, 635, or successor statutes, or any recreational vehicle, as defined by California Health & Safety Code Section 18010 or successor statute.
B. A boat, dune buggy, all–terrain vehicle (“ATV”) or other motorized or towed vehicle designed, maintained, or used primarily for recreational purposes.
Residential district means any Zone of the City where residential use is permitted as set forth in Title 11 (“Zoning and Development Code”) of the Montclair Municipal Code, as well as any block in which fifty percent (50%) of the structures abutting the public street, alley, or highway are developed for residential use on the ground level. Said dwellings may be single–unit structures or multi–unit structures.
Unattached trailer means any trailer (as defined by California Vehicle Code Section 630) that is not securely fastened, connected, or joined to a motor vehicle at all times while parked on a public street, alley, or highway, so that the vehicle and trailer may be immediately driven away.
SECTION II. Addition of Chapter 8.38 to Code.
Chapter 8.38 is hereby added to Title 8 (VEHICLES AND TRAFFIC) of the Montclair Municipal Code to read as follows:
Chapter 8.38 — PARKING, STANDING, AND STOPPING OF OVERSIZED AND
RECREATIONAL VEHICLES AND UNATTACHED TRAILERS ON PUBLIC STREETS AND
HIGHWAYS
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 14 of 148 SECOND
READING
12/15/2025
Ordinance No. 25–1013 Page 4 of 9
8.38.010 – Prohibited Parking on Public Streets, Alleys, and Highways.
A. Prohibited Parking. Unless otherwise exempted by this Section or other applicable law, the stopping, standing, parking, or leaving of any oversized vehicle and/or unattached trailer within the City shall be prohibited as follows:
1. Residential District. Unless otherwise exempted by this Section, no oversized vehicle or unattached trailer shall be stopped, parked, or left standing on any public street, alley, or highway within any Residential District of the City at any time.
2. Non–Residential District.
a. Unless otherwise exempted by this Section, no unattached trailer shall be stopped, parked, or left standing within any non– Residential District at any time.
b. Unless otherwise exempted by this Section, no oversized vehicle shall be stopped, parked, or left standing within any non– Residential District between the hours of 10:00 p.m. and 5:00 a.m. of the succeeding day.
B. Exemptions. Section 8.38.010.A of this Code shall not apply to the following vehicles:
1. Any oversized vehicle, excluding any unattached trailer, actively engaged in loading or unloading of goods, wares, or merchandise from or to any building or structure.
a. oversized vehicles actively engaged in loading or unloading shall park at the street curb immediately adjacent to the residence or building, or within 400 feet of the residence or building if the former area is not available for parking due to curb configuration or codified parking restrictions;
2. Any oversized vehicle, excluding any unattached trailer, parked or left standing on a public street or highway [and excluding any alley] in connection with, and in aid of, the performance of a service to or on a property in the block of which the oversized vehicle is parked or left standing;
3. Any oversized vehicle or unattached trailer belonging to a Federal, State, or Local governmental agency, or a public utility, while the operator of the vehicle is conducting official business;
4. Any school bus involved in the transportation of students, or any bus used for the transportation of youths, elderly, or disabled persons during the course of the activity for which they were transported. In no event shall a bus be parked in excess of thirty (30) minutes prior to the commencement of the event for which the passengers were transported, nor thirty (30) minutes after the conclusion of the event.
5. Any oversized vehicle, excluding any unattached trailer, lawfully parked, stopped, or standing in an authorized commercial loading zone;
6. Any oversized vehicle or unattached trailer involved in an emergency or being repaired under emergency conditions. a. Emergency parking may be allowed for 24 consecutive
hours where an oversized vehicle or unattached trailer is left parked on a public street or highway because of a mechanical breakdown or because of physical incapacity of the driver or owner. However, emergency repairs and/or conditions shall not include routine or normal maintenance, nor extensive mechanical repairs;
7. Any vehicle or unattached trailer engaged in activity allowed under a permit issued by the Department of Public Works.
8. Any recreational vehicle, excluding unattached trailers, displaying a current and valid permit issued pursuant to the provisions of Sections
8.38.030 or 8.38.040 of this Code.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 15 of 148 SECOND
READING
12/15/2025
Ordinance No. 25–1013 Page 5 of 9
C. Location. Unless otherwise exempted by law, no oversized vehicle or unattached trailer may be parked in a location that creates or exacerbates a dangerous traffic safety condition, including, but not limited to, any location that:
1. Is within fifty feet (50’) of any intersection or greater distance as determined by the City Engineer;
2. Is within five feet (5’) of the curb cut of any driveway, or greater distance as determined by the City Engineer;
3. Blocks or hinders a traffic lane;
4. Blocks or interferes with critical sight lines for driveways, alleyways, or streets;
5. Blocks or hinders the visibility of a traffic control device; or
6. Any location, inclusive of the above, where the City Engineer has caused signage to be installed prohibiting the parking of oversized vehicle or unattached trailers to eliminate or mitigate hazardous conditions, or to otherwise comply with provisions of this ordinance.
D. Towing Authority. Pursuant to California Vehicle Code Section 22651(n) (as that provision may be amended from time to time), the Chief of Police, or designee thereof, is hereby authorized to remove any oversized vehicle or unattached trailer (as these terms are defined in this Chapter) that is parked on any street, alley, or highway in violation of this Chapter.
Section 8.38.020 – Notice.
With the exception of as applied to alleys, the prohibitions and restrictions contained in Section 8.38.010 shall not be effective until signs or markings providing adequate notice of the prohibitions and restrictions of Section 8.38.010 have been erected, installed, or placed at City limits and/or other appropriate locations as determined by the City Engineer, in accordance with California Vehicle Code Section 22507.
Section 8.38.030 – Temporary Parking Permit for Recreational Vehicles.
A. In a manner that is consistent with the provisions of this Section, the City Manager (or designee thereof) is authorized to adopt procedural rules and regulations governing a process for the issuance, denial, and revocation of permits for any resident of the City authorizing the temporary parking of recreational vehicles on a public street.
B. No permit authorizing the temporary parking of a recreational vehicle on a public street shall issue to any person other than a resident of the City.
C. Application. Any City resident seeking a permit for the temporary parking of a recreational vehicle on a public street shall submit a completed application, on a City–approved form, to the City Manager (or designee thereof). Said application shall be accompanied by a fee as set by Council resolution, and shall contain, at a minimum, the following:
1. The name and address of the City resident requesting the permit;
2. Proof of residency in a manner approved by the City Manager (or designee thereof);
3. The make and model of the recreational vehicle to be temporarily parked on a public street or highway, along with the Vehicle Identification Number and/or license plate number;
4. Proof of ownership, lease, or rental of the recreational vehicle to be temporarily parked on a public street or highway, or, alternatively, a statement under penalty of perjury that the owner of the recreational vehicle is a bona fide guest of the applicant in a manner approved by the City Manager (or designee thereof);
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 16 of 148 SECOND
READING
12/15/2025
Ordinance No. 25–1013 Page 6 of 9
5. A statement under penalty of perjury that the recreational vehicle will not be used for overnight camping, lodging, or other accommodation purposes while parked on the public street;
6. The signature of the resident/applicant; and,
7. Such other information as the City Manager (or designee thereof) deems necessary for the administration and enforcement of this Chapter as specified on the application form required by this Section.
D. Quantity. No more than ten (10) Short–Term RV Permits and two (2) Long–Term RV Permits authorizing the temporary parking of a recreational vehicle on a public street shall be issued relating to any one address in any one calendar year.
E. Duration. No permit issued pursuant to this Section for the temporary parking of a recreational vehicle on a public street shall be valid for a period exceeding the following period of time:
1. Short–Term RV Permit – A Short–Term RV Permit shall be valid for a period of seventy–two (72) consecutive hours.
2. Long–Term RV Permit – A Long–Term RV Permit shall be valid for a period of seven (7) consecutive calendar days.
F. Frequency.
1. No more than one (1) permit of any duration shall be issued and valid at any time for the same address.
2. No permit issued pursuant to this Section for the temporary parking of a recreational vehicle on a public street shall be valid for any period of time within twenty–four (24) hours of the expiration of another permit for the same address.
G. Parking Location. No person shall cause or allow the parking of a recreational vehicle on any public street pursuant to a permit issued under this Section unless it is located on either side of the street of the same block as the resident’s address. Issuance of a permit shall not guarantee a parking space, and parking spaces shall be on a first come, first served basis.
1. Dangerous Traffic Safety Condition. Notwithstanding any permit authorizing the temporary parking of a recreational vehicle on a public street, no recreational vehicle may be parked in a location that creates or exacerbates a dangerous traffic safety condition, including, but not limited to, any location that:
a. Is within fifty feet (50’) of any intersection, or greater distance as determined by the City Engineer;
b. Is within five feet (5’) of the curb cut of any driveway, or greater distance as determined by the City Engineer;
c. Blocks or hinders a traffic lane;
d. Blocks or interferes with critical sight lines for driveways, alleyways, or streets;
e. Blocks or hinders the visibility of a traffic control device; or f. Any location, inclusive of the above, where the City Engineer has caused signage to be installed prohibiting the parking of oversized vehicle or unattached trailers to eliminate or mitigate hazardous conditions, or to otherwise comply with provisions of this ordinance.
2. Where strict adherence to Subsection 8.38.030.G results in a violation of Subsection 8.38.030.G.1, the City Manager (or designee thereof) may authorize the temporary parking of a recreational vehicle on a public street in an alternate location.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 17 of 148 SECOND
READING
12/15/2025
Ordinance No. 25–1013 Page 7 of 9
H. Camping or Lodging Prohibited. Recreational vehicles parked on public streets shall not be used for sleeping, cooking, camping, or other residential purposes.
Section 8.38.040 – Disability Parking Permit for Recreational Vehicles.
A. In a manner that is consistent with the provisions of this Section, the City Manager (or designee thereof) is authorized to adopt procedural rules and regulations governing a process for the issuance, denial, and revocation of permits authorizing the temporary parking of recreational vehicles on a public street to any resident of the City who possesses a distinguishing disabled placard or license plate property issued pursuant to the California Vehicle Code.
B. No permit issued pursuant to this Section authorizing the temporary parking of a recreational vehicle on a public street shall issue to any person other than a resident of the City.
C. Application. Any City resident seeking a permit for the temporary parking of a recreational vehicle on a public street shall submit a completed application, on a City–approved form, to the City Manager (or designee thereof). Said application shall be accompanied by a fee as set by Council resolution, and shall contain, at a minimum, the following:
1. The name and address of the City resident requesting the permit;
2. Proof of residency in a manner approved by the City Manager (or designee thereof);
3. The make and model of the recreational vehicle to be temporarily parked on a public street, along with the Vehicle Identification Number and/or license plate number;
4. Proof of ownership, lease, or rental of the recreational vehicle to be temporarily parked on a public street or, alternatively, a statement under penalty of perjury that the owner of the recreational vehicle is a bona fide guest of the applicant in a manner approved by the City Manager (or designee thereof);
5. Proof of a valid disabled license plate issued for the recreational vehicle or a disabled placard properly issued pursuant to the California Vehicle Code;
6. Proof in a manner approved by the City Manager (or designee thereof) that the proposed parking location is necessary to provide access to a specific fixed residential address sited with a lawful dwelling unit at which the person resides or to a specific facility or facilities at which the person is employed or receives services;
7. Proof in a manner approved by the City Manager (or designee thereof) that by reason of the disability which warranted issuance of the California distinguishing placard or license plate, the recreational vehicle is specially equipped and necessary to accommodate the disability of the person seeking the permit so that a reasonable modification to the City’s on–street parking regulations is warranted under State and Federal law.
8. A statement under penalty of perjury that the recreational vehicle will not be used for overnight camping, lodging, or other accommodation purposes while parked on the public street;
9. The signature of the resident/applicant; and,
10. Such other information as the City Manager (or designee thereof) deems necessary for the administration and enforcement of this Chapter as specified on the application form required by this Section.
D. Duration. A parking permit issued under the provisions of this Section shall be valid so long as the person remains disabled, but for no longer than twelve (12) months.
E. Renewal. Any person seeking to renew a permit issued pursuant to the provisions of this Section shall submit to the City Manager (or designee thereof) a new MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 18 of 148 SECOND
READING
12/15/2025
Ordinance No. 25–1013 Page 8 of 9
application with all information set forth under Subsection 8.38.040.C, accompanied by a fee as set by Council resolution, at least thirty (30) calendar days prior to expiration.
F. Parking Location. No person shall cause or allow the parking of a recreational vehicle on any public street pursuant to a permit issued under this Section unless it is located on either side of the street of the same block as the resident’s address. Issuance of a permit shall not guarantee a parking space, and parking spaces shall be on a first come, first served basis.
1. Dangerous Traffic Safety Condition. Notwithstanding any permit authorizing the temporary parking of a recreational vehicle on a public street, no recreational vehicle may be parked in a location that creates or exacerbates a dangerous traffic safety condition, including, but not limited to, any location that:
a. Is within fifty feet (50’) of an intersection, or greater distance as determined by the City Engineer;
b. Is within five feet (5’) of the curb cut of any driveway, or greater distance as determined by the City Engineer;
c. Blocks or hinders a traffic lane;
d. Blocks or interferes with critical sight lines for driveways, alleyways, or streets;
e. Blocks or hinders the visibility of a traffic control device; or f. Any location, inclusive of the above, where the City Engineer has caused signage to be installed prohibiting the parking of oversized vehicle or unattached trailers to eliminate or mitigate hazardous conditions, or to otherwise comply with provisions of this ordinance.
2. Where strict adherence to Subsection 8.38.040.F results in a violation of Subsection 8.38.040.F.1, the City Manager (or designee thereof) may authorize the temporary parking of a recreational vehicle on a public street in an alternate location.
G. Accessible Parking Designation. Any person seeking approval of and/or utilizing a designated on–street parking space for physically disabled persons shall adhere to the requirements and prohibitions of Chapter 10.60 of this Code.
H. Camping or Lodging Prohibited. Recreational vehicles parking on public streets shall not be used for sleeping, cooking, camping, or other residential purposes.
Section 8.38.050 – Additional Rules, Regulations, Policies, and Procedures and Conditions of Recreational Vehicle Permits.
The City Manager (or designee thereof) shall have the authority to promulgate rules, regulations, policies, and procedures regulating the issuance, use, suspension, and/or revocation of Recreational Vehicle Permits in a manner that is consistent with the purpose of this Chapter and other applicable laws – including the imposition of conditions upon any permit issued pursuant to the provisions of this Chapter.
Section 8.38.060 – Applicability of Other Laws.
A. Nothing in this Chapter, nor any permit or authorization issued pursuant to this Chapter, shall authorize any oversized vehicle or unattached trailer to be parked, stopped, or left standing in violation of any provision of the California Vehicle Code or any other provision of the Montclair Municipal Code. Nor shall any provision of this Chapter limit or preclude the enforcement of any other applicable law.
B. If a vehicle is classified as both an oversized vehicle and a commercial motor vehicle (as each of these terms are defined in Section 8.02.010 of this Code), the more restrictive regulation set forth in this Code pertaining to the stopping, standing, or parking of said vehicle shall apply.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 19 of 148 SECOND
READING
12/15/2025
Ordinance No. 25–1013 Page 9 of 9
Section 8.38.070 – Violations and Penalties.
A. It shall be unlawful for any person to park, stop, or leave standing any oversized vehicle or unattached trailer in violation of the provisions of this Chapter or any condition imposed upon any Recreational Vehicle Permit.
B. It shall be unlawful for any person to transfer, sell, rent, or lease any permit issued pursuant to this Chapter or to allow any such permit to be used by any person other than a guest of that person, either with or without consideration, except as authorized by this Chapter or any applicable rule, regulation, policy, procedure, or condition of a permit.
C. It shall be unlawful for any person to borrow, buy, or otherwise acquire a permit issued pursuant to this Chapter, or to use or display any such permit, except as authorized by this Chapter or any applicable rule, regulation, policy, procedure, or condition of a permit.
D. Notwithstanding Section 1.12.010 of this Code, a violation of this Chapter is subject to a civil penalty in accordance with California Vehicle Code Section 40200, except as follows:
1. Any violation of Section 8.38.070.B or of
Section 8.38.070.C shall constitute a misdemeanor offense and shall be punishable in accordance with Section 1.12.010 of this Code.
SECTION III. Severability.
If any section, subsection, subdivision, paragraph, sentence, clause, or phrase of this Ordinance or any part thereof is for any reason held to be unconstitutional, such decision shall not affect the validity of the remaining portion of this Ordinance or any part thereof. The City Council hereby declares that it would have passed each section, subsection, subdivision, paragraph, sentence, clause, or phrase thereof, irrespective of the fact that any one or more sections, subsections, subdivisions, paragraphs, sentences, clauses, or phrases be declared unconstitutional.
SECTION IV. Effective Date.
This Ordinance shall be in full force and effect thirty (30) days after passage.
SECTION V. Posting.
The City Clerk shall certify to the passage of this Ordinance and cause the same to be posted pursuant to Government Code Section 36933.
APPROVED AND ADOPTED this XX day of XX, 2025.
Mayor
ATTEST:
City Clerk
I, Andrea M. Myrick, City Clerk of the City of Montclair, DO HEREBY CERTIFY that the foregoing is a true and correct copy of Ordinance No. 25–1013 of said City, which was introduced at a regular meeting of the City Council held on the XX day of XX, 2025, and finally passed not less than five (5) days thereafter on the XX day of XX, 20XX, by the following vote, to–wit:
AYES: XX
NOES: XX
ABSTAIN: XX
ABSENT: XX
Andrea M. Myrick
City Clerk
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 20 of 148
CITY COUNCIL
AGENDA REPORT
DATE: DECEMBER 15, 2025
SECTION: PUBLIC HEARINGS
ITEM NO.: C
FILE I.D.: CDV100
DEPT.: COMMUNITY DEV.
PREPARER: M. WESTERLIN
SUBJECT: SECOND READING — CONSIDER ADOPTION OF ORDINANCE NO. 25–1016 AMENDING SPECIFIC CHAPTERS OF TITLE 10 OF THE MONTCLAIR MUNICIPAL CODE
RELATED TO THE ADOPTION OF BUILDING CODES TO REGULATE CONSTRUCTION
IN THE CITY OF MONTCLAIR
REASON FOR CONSIDERATION: The City Council is requested to conduct the second reading and consider adoption of Ordinance No. 25–1016 amending specific chapters of Title 10 of the Montclair Municipal Code related to adoption of Building Codes to regulate construction in the City of Montclair, a copy of which is attached for City Council review.
Changes to the City’s Municipal Code are policy considerations that require City Council authorization.
Amending the Municipal Code is done by ordinance of the City Council, which requires two separate readings of a proposed ordinance. The proposed ordinance must be introduced and considered by the City Council as a public hearing, and the first reading of the proposed ordinance could then take place. The City Council must conduct a second reading and adopt the proposed ordinance at a regular meeting held at least five days after the first reading. If substantial changes are made after the first reading, the revised ordinance must be re–introduced for first reading.
At its meeting on December 1, 2025, the City Council conducted the first reading of the proposed ordinance. By a vote of 4–0–1(Councilmember Lopez absent), the City Council approved the first reading of Ordinance No. 25–1016 and scheduled the second reading of the ordinance for December 15, 2025.
BACKGROUND: The California Health and Safety Code established a Building Standards Commission with duties to review, approve, codify, and publish building standards every three years. The California Building Standards Code (2025 CBC) includes 12 parts:
Building Vol. 1 & 2, Residential, Administrative, Electrical, Mechanical, Plumbing, Fire, Green, Existing, Historical, and Referenced Standards. The effective date for the 2025 CBC is January 1, 2026. The International Code Council (ICC), upon which the California codes are based and which include additional codes and standards referenced and relied upon by the City, updated its code as of 2024.
Projects submitted on or after January 1, 2026, must comply with these new codes.
Updated State and International Building Codes
The adoption of these Codes regulates the fabrication, construction, enlargement, alteration, repair, moving, removal, demolition, conversion, occupancy, equipment, use, height, area or other improvements to real property; maintenance of all buildings or structures in the City of Montclair; and provide for the issuance of permits and collection of fees.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 21 of 148 Due to the volume of information contained in the complete 2025 CBC and 2024 ICC, the full updated CBC documents can be viewed online at https://www.dgs.ca.gov/bsc/codes and the ICC documents at https://codes.iccsafe.org/codes/i–codes/2024–icodes.
Notable changes to the state and international building codes include:
• Accessory Dwelling Units: Maximum area requirements, and smoke alarm required for sleeping lofts.
• New buildings (Commercial and residential) will require higher energy performance standards.
• Increased requirements for solar panel installation for commercial buildings Systems will now be often paired with battery energy storage systems. • Electric–ready infrastructure is required for new commercial kitchens. • Electrical Vehicle Charging and vehicle lifts in multi–family residential garages for parking to address equipment installation and to ensure that 100 percent of parking spaces will have EV charging receptacles.
• New air balancing requirements for ventilation systems in residential homes. • Water saving provision for temperature–actuated, flow reduction devices for individual water fittings.
• Seismic restraint (straps) required on all appliances (not solely the water heater). • Expansion of Heat Pumps: The new code encourages the use of high–efficiency heat pumps for both space and water heating in newly constructed residential and non–residential buildings. This shift supports California's goal of reducing reliance on natural gas and moving towards an all–electric future. • New Energy efficient mandates called out for Smart Home readiness in residential buildings.
• Enhanced fire sprinkler protection requirements for certain occupancies where battery systems and EV charging equipment may be located. • Updated regulations for Class B roofing materials to ensure higher fire resistance.
Municipal Code Changes
The city is incorporating the new state and international codes by reference and amending Title 10 as needed to update references to the outdated codes, as indicated in “Exhibit A” to the proposed Ordinance.
FISCAL IMPACT: The City Council’s adoption of Ordinance No. 25–1016 would have no fiscal impact.
RECOMMENDATION: Staff recommends the City Council conduct the second reading by number and title only and adopt Ordinance No. 25–1016 amending specific chapters of Title 10 of the Montclair Municipal Code related to adoption of Building Codes to regulate construction in the City of Montclair.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 22 of 148 SECOND
READING
12/15/2025
Ordinance No. 25–1016 Page 1 of 2
ORDINANCE NO. 25–1016
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
MONTCLAIR AMENDING SPECIFIC CHAPTERS OF TITLE 10 OF
THE MONTCLAIR MUNICIPAL CODE AND ADOPTING BY
REFERENCE THE 2025 EDITION OF THE CALIFORNIA
ADMINISTRATIVE CODE; THE 2025 EDITION OF THE
CALIFORNIA BUILDING CODE, VOLUMES 1 AND 2, INCLUDING
APPENDIX CHAPTERS B, I, P AND J; THE 2025 EDITION OF THE CALIFORNIA ELECTRICAL CODE; THE 2025 EDITION OF THE
CALIFORNIA ELECTRICAL CODE; THE 2025 EDITION OF THE
CALIFORNIA FIRE CODE, INCLUDING APPENDIX CHAPTERS B,
BB, C, CC, AND H; THE 2025 EDITION OF THE CALIFORNIA
GREEN BUILDING STANDARDS CODE; THE 2024 EDITION OF
THE INTERNATIONAL PROPERTY MAINTENANCE CODE; THE
2025 EDITION OF THE CALIFORNIA MECHANICAL CODE; THE
2025 EDITION OF THE CALIFORNIA PLUMBING CODE; AND
THE 2025 EDITION OF THE CALIFORNIA RESIDENTIAL CODE,
INCLUDING APPENDIX CHAPTERS I, H AND AX; TOGETHER
WITH CERTAIN AMENDMENTS, ADDITIONS, DELETIONS, AND
EXCEPTIONS INCLUDING FEES AND PENALTIES
WHEREAS, the California Health and Safety Code establishes a Building Standards Commission whose duties include approval, codification, and publication of building standards in a triennial edition of the California Building Standards Code, commonly called Title 24; and
WHEREAS, the Building Standards Commission also establishes a date that these codes become effective throughout the state; and
WHEREAS, adoption of these codes would regulate the fabrication, construction, enlargement, alteration, repair, moving, removal, demolition, conversion, occupancy, equipment, use, height, area, or other improvements to real property; maintenance of all buildings or structures in the City of Montclair; and provision for issuance of permits and collection of fees, therefore; and
WHEREAS, Building Standards Code does not include the adoption of procedural ordinances by a city or other agency related to civil, administrative, or criminal procedures and remedies available for enforcing code violations.
NOW, THEREFORE, THE CITY THE CITY COUNCIL OF THE CITY OF MONTCLAIR DOES HEREBY ORDAIN AS FOLLOWS:
SECTION I. Amendments to Code.
Title 10 of the Montclair Municipal Code is hereby amended as provided for in Exhibit “A.”
SECTION II. Severability.
If any section, subsection, subdivision, paragraph, sentence, clause, or phrase of this Ordinance or any part thereof is for any reason held to be unconstitutional, such decision shall not affect the validity of the remaining portion of this Ordinance or any part thereof. The City Council hereby declares that it would have passed each section, subsection, subdivision, paragraph, sentence, clause, or phrase thereof, irrespective of the fact that any one or more sections, subsections, subdivisions, paragraphs, sentences, clauses, or phrases be declared unconstitutional.
SECTION III. Effective Date.
This Ordinance shall be in full force and effect thirty (30) days after passage.
SECTION IV. Posting.
The City Clerk shall certify to the passage of this Ordinance and cause the same to be posted pursuant to Government Code Section 36933.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 23 of 148 SECOND
READING
12/15/2025
Ordinance No. 25–1016 Page 2 of 2
APPROVED AND ADOPTED this XX day of XX, 2025.
Mayor
ATTEST:
City Clerk
I, Andrea M. Myrick, City Clerk of the City of Montclair, DO HEREBY CERTIFY that the foregoing is a true and correct copy of Ordinance No. 25–1016 of said City, which was introduced at a regular meeting of the City Council held on the XX day of XX, 2025, and finally passed not less than five (5) days thereafter on the XX day of XX, 20XX, by the following vote, to–wit:
AYES: XX
NOES: XX
ABSTAIN: XX
ABSENT: XX
Andrea M. Myrick
City Clerk
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 24 of 148 SECOND
READING
12/15/2025
Exhibit A
to Ordinance No. 25-1016
Amendments to Montclair Municipal Code
Title 10 – BUILDINGS AND CONSTRUCTION
Chapter 10.02 – DEFINITIONS
10.02.010 – Definitions.
New construction means, for the purposes of enforcing the provisions of the California Fire Code, California Building Code, and the California Residential Building Code, any work, addition to, remodel, repair, renovation or alteration of any building(s) or structure(s) that meet any of the following criteria:
• Fifty percent or more of the exterior weight bearing walls are removed or demolished. • Fifty percent of the wall plate height is raised.
• A story is added that increases the existing floor area by more than 35 percent. • Additions within three years that exceed 50 percent of existing original floor area.
The Building Official shall make the final determination regarding the application of this section.
Chapter 10.04 – ADMINISTRATIVE CODE
UNIFORM CODES FOR THE ABATEMENT OF DANGEROUS
BUILDINGS*1
10.04.010 – Adoption.
That certain document in book form entitled California Administrative Code, 2025 Uniform Code for the Abatement of Dangerous Buildings," 1997 Edition, as prepared and published by the International Code Council, Conference of Building Officials, 5360 South Workman Mill Road, Whittier, California, is referred to and by such reference incorporated in this chapter and adopted as a supplement to the Building Code of the City. One copy of the California Administrative Code, certified by the City Clerk of the City, shall be filed and will be is kept on file for use and examination by the public in the office of the Building Official, Office of the Keeper of Records Office in the City and can also be viewed online at https://www.dgs.ca.gov/bsc/codes.
10.04.020 – Administrative Code amendments.
The following portions and sections of the Administrative Code are amended as follows:
Subsection 101.3, "Scope," is hereby amended by adding the following language:
In order to properly maintain and safeguard healthful living conditions and comply with all provisions of the latest adopted codes, It is declared unlawful to use any streetcars, boxcars, house cars, motor bus bodies, or similar means of conveyance, or structures of similar nature of construction, for places of habitation, residence, or place of business in this City provided, however, that nothing contained herein shall prohibit the use of any house trailer or mobile home for places of abode or habitation in an approved mobile home park, provided such structures comply with all other conditions and requirements of this Code.
Subsection 301.2.1, "Building permits," is hereby amended as follows:
Item 2 is hereby deleted in its entirety.
Item 5 is amended to read as follows:
Retaining walls that are not over three feet in height, measured from the bottom of the footing to the top of the wall, unless supporting a surcharge or impounding Class I, II, or III-A liquids.
Item 11 is hereby deleted in its entirety.
Subsection 304.1, "General," is hereby deleted in its entirety and replaced as follows:
Fees shall be assessed in accordance with the Development Review Fee Schedule as established by resolution of the City Council of the City of Montclair. For buildings, structures, electrical, plumbing, mechanical gas or alterations requiring a permit, a fee for each permit shall be paid in accordance with said fee schedule.
Subsection 304.2, "Permit Fees," is hereby deleted in its entirety.
Subsection 304.3, "Plan Review Fees," paragraph one, is hereby deleted in its entirety and replaced as follows:
When submittal documents are required by Subsection 302.2, a plan review fee shall be paid at the time of submittal of documents for plan review. The plan review fee shall be established in the 1 * Prior code history: Prior code Section 8-14.02.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 25 of 148 SECOND
READING
12/15/2025
Exhibit A to Ordinance No. 25-1016 – Amendments to Montclair Municipal Code
Development Review Fee Schedule as established by resolution of the City Council of the City of Montclair.
Subsection 304.3, "Plan Review Fees," paragraph two, is hereby deleted in its entirety and replaced as follows:
The plan review fees for electrical, mechanical and plumbing work shall be established in the Development Review Fee Schedule as established by resolution of the City Council of the City of Montclair.
Subsection 304.3, "Plan Review Fees," paragraph three, is hereby deleted in its entirety and replaced as follows:
When a plan for grading work is required to be submitted, a plan review fee shall be paid at the time of submitting plans and specifications for review. Said grading plan review fees are established by resolution of the City Council of the City of Montclair. Separate plan review fees shall apply to retaining walls of major drainage structures as required elsewhere in this Code.
Subsection 304.3, "Plan Review Fees," is hereby amended by adding the following language:
When the City retains a private entity or person to perform plan review, the plan review fee shall be in an amount sufficient to defray the cost of such services, plus a 15 percent fee to cover the cost of administration, but in no case shall the plan review fee be less than the amount specified in this Section.
Subsection 304.5.2, "Fee," is hereby deleted in its entirety and replaced as follows:
Whenever the same person or entity is found to have performed work for which a permit is required without first obtaining said permit four or more times, said investigation fee shall be ten times the fee amount set forth in the adopted Development Review Fee Schedule.
Section 305, "Inspections," is hereby amended by adding the following subsection:
305.9 Workmanship. It is the intention of the City that all construction carried on under the review of the Building Division be of good quality. The Building Official shall be empowered to enforce the installation of work which is straight, level, plumb, square, etc., as the situation requires. All work shall be well fit and of a durable nature. Paint in all cases shall not be below normal standard for the use applied. The proper grading of walks, drives and yards shall be required when being installed with the work requiring a building permit. A minimum thickness of 3½ inches for flat concrete work and 2 inches for asphalt paving shall be required. All exterior flat concrete work shall include such breaks for expansion as deemed necessary by the Building Official.
Section 309, "Certificate of Occupancy," is hereby deleted in its entirety.
Table 3-A, "Building Permit Fees," is hereby deleted in its entirety.
Table 3-B, "Electrical Permit Fees," is hereby deleted in its entirety.
Table 3-C, "Mechanical Permit Fees," is hereby deleted in its entirety.
Table 3-D, "Plumbing Permit Fees," is hereby deleted in its entirety.
Table 3-E, "Elevator Permit Fees," is hereby deleted in its entirety.
Table 3-F, "Elevator Annual Certificates of Inspection Fees," is hereby deleted in its entirety.
Chapter 10.08 – BUILDING CODE
10.08.010 – Adoption.
Except as provided in this chapter, those certain building codes known and designated as the California Building Code, 2022 2025 Edition, Volumes 1 and 2, including Appendix Chapters “B,” "I," “P,” and "J," based on the 2021 2024 International Building Code as published by the International Code Council, shall be and become the Building Code Codes of the City of Montclair for regulating the construction, alteration, movement, enlargement, replacement, repair, equipment, use and occupancy, location, maintenance, removal and demolition of every building and/or structure or any appurtenances connected or attached to such buildings or structures throughout the City. The California Building Code is and its appendix chapters will be on file for public examination in the office of the Building Official. The California Building Code can also be viewed online at https://www.dgs.ca.gov/bsc/codes.
10.08.020 – Building Code amendments.
The following section of Chapter 1, "Scope and Administration, Division I, California Administration," is hereby amended as follows:
1.8.8 Appeals Board. Subsection 1.8.8 is hereby deleted in its entirety. […]
Subsection 104.10 104.12, "Cooperation of Other Officials and Officers," shall be added as follows:
104.10 104.12 Cooperation of Other Officials and Officers. The Building Official may request and shall receive the assistance and cooperation of other officials of this jurisdiction so far as is required in the discharge of the duties required by this Code or other pertinent laws or ordinances.
[…]
Subsection 109.2, "Schedule of permit fees," is hereby amended by adding the following language:
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 26 of 148 SECOND
READING
12/15/2025
Exhibit A to Ordinance No. 25-1016 – Amendments to Montclair Municipal Code
When submittal documents are required by Section 109, a plan review fee shall be paid at the time of submittal of documents for plan review. Fees shall be assessed in accordance with the Development Review Master User Fee Schedule established by resolution of the City Council.
When the City retains a private entity or person to perform plan review, the plan review fee shall be in an amount sufficient to defray the cost of such services, plus a 15 percent fee to cover the cost of administration, but in no case shall the plan review fee be less than the amount specified in this Section.
[…]
Chapter 10.20 – ELECTRICAL CODE2
10.20.010 – Adoption.
Except as provided in this Chapter, the The California Electrical Code, 2022 2025 Edition, based on the 2021 2023 National Electrical Code as published by the National Fire Protection Association, shall be and become the Electrical Code of the City of Montclair, regulating all installation, arrangement, alteration, repair, use, and other operation of electrical wiring, connections, fixtures, and other electrical appliances on premises within the City. The California Electrical Code is on file for public examination in the office of the Building Official, and can also be viewed online at https://www.dgs.ca.gov/bsc/codes.
The 2022 Edition of the California Electrical Code is hereby adopted with no amendments.
10.20.020 – Electrical code amendments.
The 2016 2025 Edition of the California Electrical Code is hereby adopted with no amendments.
10.20.030 – Small residential rooftop solar energy system review process. […]
Electronic submittal means the utilization of one or more of the following:
1. E-mail,.
2. The internet,.
3. Facsimile transmission.
[…]
10.20.040 – Electric vehicle charging systems expedited, streamlined permitting process.
[…]
Electronic submittal means the utilization of one or more of the following:
1. E-mail,
2. The internet,
3. Facsimile transmission.
[…]
Chapter 10.28 – FIRE CODE3
10.28.010 – Adoption.
There is adopted by the City Council a code known as the California Fire Code, 2022 2025 Edition, based on the 2021 2024 International Fire Code, as published by the "International Code Council," and referenced as the California Code of Regulations, Title 24, Part 9, including Appendices B, BB, C, CC, and H. The Except as provided in this chapter, the California Fire Code and its appendix chapters shall regulate the erection, construction, enlargement, alteration, repair, moving, removal, demolition, conservation, occupancy, equipment, use, height, area and maintenance of all buildings and/or structures in the City for all fire related issues. The California Fire Code will be is on file for public examination in the Office office of the Building Official, and can also be viewed online at https://www.dgs.ca.gov/bsc/codes.
10.28.020 – Scope and administration.
The following portions and sections of Chapter 1, Division II, “Scope and Administration," are hereby amended as follows:
A. Section 112.4 113.4 Violation penalties is hereby revised as follows: Infraction, Misdemeanor, as follows:
112.4 113.4 Violation penalties. Persons who shall violate a provision of this code or shall fail to comply with any of the requirements thereof or who shall erect, install, alter, repair or do work in violation of the approved construction documents or directive of the fire code official, or of 2 Prior code history: Prior code Section 8-3.02.
3 Editor's note— Ord. No. 19-988, § V, adopted December 16, 2019, repealed ch. 10.28, §§ 10.28.010—10.28.060, 10.28.090—
10.28.320, and enacted a new ch. 10.28, §§ 10.28.010—10.28.050, as set out herein. The former chapter pertained to similar subject matter and derived from prior code §§ 4-3.201—4-3.206, 4-3.301, 4-3.303—4-3.315, 4-3.318, 4-3.319; Ord. 99-790 (part); Ord. 99-791 Exh. A (part); Ord. 02-824 §§ 2, 3 (part); Ord. 07-900 §§ 2, 3 (part); Ord. No. 10-919, §§ 3, 4, adopted Jan. 3, 2011; Ord. No. 13-939, §§ 3, 4, adopted Jan. 6, 2014; and Ord. No. 17-964, §§ 5—7, adopted Feb. 21, 2017.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 27 of 148 SECOND
READING
12/15/2025
Exhibit A to Ordinance No. 25-1016 – Amendments to Montclair Municipal Code
a permit or certificate used under provisions of this code, shall be guilty of either a misdemeanor, infraction or both as prescribed in Section 112.4.2 113.4.2 and 112.4.3 113.4.2. Penalties shall be as prescribed in local ordinance. Each day that a violation continues after due notice has been served shall be deemed a separate offense.
B. Sections 112.4.2 113.4.2 Infraction is hereby added as follows:
112.4.2 113.4.2 Infraction. Except as provided in Section 112.4.3 113.4.3, persons operating or maintaining any occupancy, premises or vehicle subject to this code that shall permit any fire or life safety hazard to exist on premises under their control shall be guilty of an infraction.
C. Sections 112.4.3 113.4.3 Misdemeanor is hereby added as follows:
112.4.3 113.4.3 Misdemeanor. Persons who fail to take immediate action to abate a fire or life safety hazard when ordered or notified to do so by the chief or a duly authorized representative, or who violate the following sections of this code, shall be guilty of a misdemeanor:
(1) 104.12.2 104.11.2 Obstructing operations
(2) 104.12.3 104.11.3 Systems and Devices
(3) 109.6 110.6 Overcrowding
(4) 112.3.2 113.3.2 Compliance with Orders and Notices
(5) 113.4 114.4 Failure to comply
(6) 305.4 Deliberate or negligent burning
(7) 308.1.2 Throwing or placing sources of ignition
(8) 310.7 Burning Objects
(9) 3108.4 3107.4 Open or exposed flames
10.28.022 – Definitions.
[…]
New construction means for the purposes of enforcing the provisions of the California Fire Code, California Building Code, and the California Residential Building Code, any work, addition to, remodel, repair, renovation, or alteration of any building(s) or structure(s) may be defined as "new construction" when:
• Fifty percent or more of the exterior weight bearing walls are removed or demolished; • Fifty percent of the wall plate height is raised;
• When a story is added that increases the existing floor area by more than 35 percent; • Additions within three years that exceed 50 percent of existing original floor area.
The Building Official shall make the final determination regarding the application of this section
10.28.024 – Emergency Planning and Preparedness.
Only the following sections of Chapter 4 of the California Fire Code are adopted:
• 401—401.9
• 402
• 403
• 403.1
• 403.4—403.4.4 404.1
• 403.10.2.1.1 404.5
• 403.12—403.12.3 404.5-404.6.6
• 404.5—404.6.6 405
• 406
• 407
10.28.025 – Fire service features.
The following section Chapter 5 of the California Fire Code, Fire Service Features, Chapter 5 of the California Fire Code is adopted in its entirety with the following amendments:
[…]
B. Section 503.2.1 Dimensions is revised as follows:
DB. Fire Service Features is adopted in its entirety with the following amendment: Section 501.3 Construction documents is revised as follows:
501.3 Construction documents. Construction documents for proposed fire apparatus access, location of fire lanes, security gates across fire apparatus roads and construction documents and hydraulic calculations for fire hydrant systems shall be submitted to the fire department for review and approval prior to construction. The design shall be in accordance MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 28 of 148 SECOND
READING
12/15/2025
Exhibit A to Ordinance No. 25-1016 – Amendments to Montclair Municipal Code
with this code, national standards, and the City of Montclair Guideline for Fire Department Access & Water Requires for Commercial & Residential Development, and the City of Montclair Guideline for Underground Piping for Private Hydrants & Sprinkler Supply Line.
C. Section 503.2.1 Dimensions is revised as follows:
503.2.1 Dimensions. Fire apparatus access roads shall have an unobstructed width of not less than 20 feet (6096 mm), exclusive of shoulders, except for approved security gates in accordance with Section 503.6, and an unobstructed vertical clearance of not less than 13 feet 6 inches (4115 mm). The width is measured flow-line to flow-line.
CD. Section 504.5 Escape Windows is added as follows:
[…]
Chapter 10.30 – GREEN BUILDING STANDARDS CODE
10.30.010 – Adoption.
Except as provided in this chapter, the California Green Standards Code, 2022 2025 Edition, as published by the California Building Standards Commission, shall be and become the Green Building Standards Code of the City of Montclair, regulating and controlling the planning, design, operation, use and occupancy of every newly constructed building or structure in the City. The California Green Building Standards Code shall be on file for public examination in the office of the Building Official, and can be viewed online at https://www.dgs.ca.gov/bsc/codes.
10.30.020 – Green Building Standards Code amendments.
The 2022 2025 Edition of the California Green Building Standards Code is hereby adopted with no amendments.
Chapter 10.32 – PROPERTY MAINTENANCE CODE4
10.32.010 – Adoption.
Except as provided in this chapter of the The International Property Maintenance Code, 2022 2024 Edition, as published by the International Code Council, 4051 West Flossmoor Road, Country Club Hills, IL 60478, is referenced to and, by such reference, incorporated in this chapter and adopted as the Property Maintenance Code of the City of Montclair., except as certain portions are hereinafter specifically amended. One copy of the International Property Maintenance Code certified by the City Clerk of the City of Montclair shall be filled filed and kept in the Building Division office of the Building Official for use and examination by the public, and can also be viewed online at https://codes.iccsafe.org/codes/i-codes/2024-icodes.
The 2021 Edition of the International Property Maintenance Code is hereby adopted with no amendments.
Chapter 10.36 – MECHANICAL CODE5
10.36.010 – Adoption.
Except as provided in this chapter, the The California Mechanical Code, 2022 2025 Edition, based on the 2022 2024 Uniform Mechanical Code as published by the International Association of Plumbing and Mechanical Officials (IAPMO), shall be and become the Mechanical Code of the City of Montclair, regulating and controlling the design, construction, installation, quality of materials, location, operation, and maintenance of heating, ventilating, cooling, refrigeration systems, incinerators, and other miscellaneous heat-producing appliances. The California Mechanical Code is on file for public examination in the office of the Building Official, and can also be viewed online at https://www.dgs.ca.gov/bsc/codes.
10.36.020 – Mechanical Code amendments.
The 2022 2025 Edition of the California Mechanical Code is hereby adopted with no amendments.
Chapter 10.40 – PLUMBING CODE6
10.40.010 – Adoption.
Except as provided in this chapter, the California Plumbing Code, 2022 2025 Edition, based on the 2021 2024 International Plumbing Code as published by the International Association of Plumbing and Mechanical Officials (IAMPO) shall be and become the Plumbing Code of the City of Montclair, regulating erection, installation, alteration, repair, relocation, replacement, maintenance, or use of plumbing systems 4 Editor's note(s)—Ord. No. 17-964, § 9, adopted February 21, 2017, repealed the former Chapter 10.32, § 10.32.010, and enacted a new Chapter 10.32 as set out herein. The former Chapter 10.32 pertained to the housing code and derived from prior code § 8-
7.01; Ord. No. 99-789; Ord. No. 99-791 and Ord. No. 02-825. 5 Editor's note(s)—Ord. No. 10-918, § 6, adopted November 15, 2010, repealed the former Chapter, §§ 10.36.010 and 10.36.020, and enacted a new Chapter 10.36 as set out herein. The former Chapter 10.36 pertained to similar subject matter and derived from Ord. No. 07-899.
6 Editor's note(s)—Ord. No. 10-918, § 6, adopted November 15, 2010, repealed the former Chapter 10.40, §§ 10.40.010 and
10.40.020, and enacted a new Chapter 10.40 as set out herein. The former Chapter 10.40 pertained to similar subject matter and derived from Ord. No. 07-899.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 29 of 148 SECOND
READING
12/15/2025
Exhibit A to Ordinance No. 25-1016 – Amendments to Montclair Municipal Code
within the City. The California Plumbing Code is on file for public examination in the office of the Building Official, and is also available to view online at https://www.dgs.ca.gov/bsc/codes.
10.40.020 –Plumbing Code amendments.
The 2022 2025 Edition of the California Plumbing Code is hereby adopted with no amendments.
Chapter 10.42 – RESIDENTIAL BUILDING CODE
10.42.010 – Adoption.
Except as provided in this chapter, the California Residential Code, 2022 2025 Edition, based on the 2021 2024 International Residential Code, including Appendix Chapters "I," "H," and "AX," based on the 2021 International Residential Code, as published by the California Building Standards Commission, shall be and become the Residential Building Code of the City of Montclair, regulating construction, alteration, movement, enlargement, replacement, repair, equipment, use and occupancy, location, maintenance, removal and demolition of every detached one- and two-family dwelling and townhouse not more than three stories above grade in height with a separate means of egress and structures accessory thereto in the City. The California Residential Code is on file for public examination in the office of the Building Official, and can be viewed online at https://www.dgs.ca.gov/bsc/. […]
Chapter 10.46 – ABANDONED AND VACANT PROPERTY
REGISTRATION AND MAINTENANCE
[…]
10.46.070 – Security requirements.
A. Real properties that are subject to registration pursuant to this chapter (and buildings or structures thereon) shall be secured within 72 hours of becoming abandoned, vacant, or showing evidence of vacancy in a manner to prevent access by unauthorized persons including, but not limited to, the closure, locking, and/or boarding of windows, doors, gates, or other openings of such a size that it may allow a child to access the interior of the real property and/or buildings or structures located thereon (including garage structures or detached accessory structures).
1. No window, door, or other opening shall be boarded without prior written approval of the Building Official Fire Chief (or his or her designee); and when such approval has been granted, the boarding of any window, door, or other opening shall be completed to a minimum of the current United States Department of Housing and Urban Development (HUD) and local securing standards at the time the boarding is completed or required and shall be consistent with the requirements of this chapter.
[…]
Chapter 10.56 – ADMINISTRATIVE CODE
10.56.010 – Adoption.
That certain document in book form entitled "Uniform Administrative Code, 1997 Edition," as prepared by the International Conference of Building Officials, 5360 South Workman Mill Road, Whittier, California, is referenced to, and by such reference incorporated in this chapter and adopted as the Administrative Code of the City; except as certain portions are hereinafter specifically amended. One copy of the Uniform Administrative Code, certified by the City Clerk of the City, shall be filed and will be kept on file for use and examination by the public at the City of Montclair, 5111 Benito Street, Montclair, California.
10.56.020 Administrative Code amendments.
The following portions and sections of the Administrative Code are amended as follows:
Subsection 101.3, "Scope," is hereby amended by adding the following language:
In order to properly maintain and safeguard healthful living conditions and comply with all provisions of the latest adopted codes, It is declared unlawful to use any streetcars, boxcars, house cars, motor bus bodies, or similar means of conveyance, or structures of similar nature of construction, for places of habitation, residence, or place of business in this City provided, however, that nothing contained herein shall prohibit the use of any house trailer or mobile home for places of abode or habitation in an approved mobile home park, provided such structures comply with all other conditions and requirements of this Code.
Subsection 301.2.1, "Building permits," is hereby amended as follows:
Item 2 is hereby deleted in its entirety.
Item 5 is amended to read as follows:
Retaining walls that are not over three feet in height, measured from the bottom of the footing to the top of the wall, unless supporting a surcharge or impounding Class I, II, or III-A liquids.
Item 11 is hereby deleted in its entirety.
Subsection 304.1, "General," is hereby deleted in its entirety and replaced as follows:
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 30 of 148 SECOND
READING
12/15/2025
Exhibit A to Ordinance No. 25-1016 – Amendments to Montclair Municipal Code
Fees shall be assessed in accordance with the Development Review Fee Schedule as established by resolution of the City Council of the City of Montclair. For buildings, structures, electrical, plumbing, mechanical gas or alterations requiring a permit, a fee for each permit shall be paid in accordance with said fee schedule.
Subsection 304.2, "Permit Fees," is hereby deleted in its entirety.
Subsection 304.3, "Plan Review Fees," paragraph one, is hereby deleted in its entirety and replaced as follows:
When submittal documents are required by Subsection 302.2, a plan review fee shall be paid at the time of submittal of documents for plan review. The plan review fee shall be established in the Development Review Fee Schedule as established by resolution of the City Council of the City of Montclair.
Subsection 304.3, "Plan Review Fees," paragraph two, is hereby deleted in its entirety and replaced as follows:
The plan review fees for electrical, mechanical and plumbing work shall be established in the Development Review Fee Schedule as established by resolution of the City Council of the City of Montclair.
Subsection 304.3, "Plan Review Fees," paragraph three, is hereby deleted in its entirety and replaced as follows:
When a plan for grading work is required to be submitted, a plan review fee shall be paid at the time of submitting plans and specifications for review. Said grading plan review fees are established by resolution of the City Council of the City of Montclair. Separate plan review fees shall apply to retaining walls of major drainage structures as required elsewhere in this Code.
Subsection 304.3, "Plan Review Fees," is hereby amended by adding the following language:
When the City retains a private entity or person to perform plan review, the plan review fee shall be in an amount sufficient to defray the cost of such services, plus a 15 percent fee to cover the cost of administration, but in no case shall the plan review fee be less than the amount specified in this Section.
Subsection 304.5.2, "Fee," is hereby deleted in its entirety and replaced as follows:
Whenever the same person or entity is found to have performed work for which a permit is required without first obtaining said permit four or more times, said investigation fee shall be ten times the fee amount set forth in the adopted Development Review Fee Schedule.
Section 305, "Inspections," is hereby amended by adding the following subsection:
305.9 Workmanship. It is the intention of the City that all construction carried on under the review of the Building Division be of good quality. The Building Official shall be empowered to enforce the installation of work which is straight, level, plumb, square, etc., as the situation requires. All work shall be well fit and of a durable nature. Paint in all cases shall not be below normal standard for the use applied. The proper grading of walks, drives and yards shall be required when being installed with the work requiring a building permit. A minimum thickness of 3½ inches for flat concrete work and 2 inches for asphalt paving shall be required. All exterior flat concrete work shall include such breaks for expansion as deemed necessary by the Building Official.
Section 309, "Certificate of Occupancy," is hereby deleted in its entirety.
Table 3-A, "Building Permit Fees," is hereby deleted in its entirety.
Table 3-B, "Electrical Permit Fees," is hereby deleted in its entirety.
Table 3-C, "Mechanical Permit Fees," is hereby deleted in its entirety.
Table 3-D, "Plumbing Permit Fees," is hereby deleted in its entirety.
Table 3-E, "Elevator Permit Fees," is hereby deleted in its entirety.
Table 3-F, "Elevator Annual Certificates of Inspection Fees," is hereby deleted in its entirety.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 31 of 148
CITY COUNCIL
AGENDA REPORT
DATE: DECEMBER 15, 2025
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 1
FILE I.D.: FIN520
DEPT.: FINANCE
PREPARER: J. KULBECK
SUBJECT: CONSIDER RECEIVING AND FILING OF TREASURER'S REPORT REASON FOR CONSIDERATION: The City Council is requested to consider receiving and filing the City of Montclair Treasurer's Report for the month ending October 31, 2025.
BACKGROUND: Included in the City Council’s agenda packet is a copy of the Treasurer's Report for the period ending October 31, 2025.
FISCAL IMPACT: Routine—report of City's cash and investments.
RECOMMENDATION: Staff recommends the City Council receive and file the Treasurer's Report for the month ending October 31, 2025.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 32 of 148
CITY COUNCIL
AGENDA REPORT
DATE: DECEMBER 15, 2025
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 2
FILE I.D.: FIN540
DEPT.: FINANCE
PREPARER: A. VONG/V. FLORES
SUBJECT: CONSIDER APPROVAL AND RATIFICATION OF WARRANT REGISTER AND PAYROLL
DOCUMENTATION
REASON FOR CONSIDERATION: The City Council is requested to consider approval and ratification of the Warrant Register and Payroll Documentation.
BACKGROUND: Mayor Pro Tem Martinez examined the Warrant Register dated December 1, 2025; and the Payroll Documentation dated November 16, 2025, and recommended their approval.
FISCAL IMPACT: The City Manager authorized the Warrant Register dated December 1, 2025, totaling $867,407.23.
The Payroll Documentation dated November 16, 2025, totals $899,126.09 gross, with $629,968.59 net being the total cash disbursement.
RECOMMENDATION: Staff recommends the City Council approve and ratify the above– referenced Warrant Register and Payroll Documentation.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 33 of 148
CITY COUNCIL
AGENDA REPORT
DATE: DECEMBER 15, 2025
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 3
FILE I.D.: FIN510
DEPT.: SA
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER RECEIVING AND FILING OF TREASURER'S REPORT REASON FOR CONSIDERATION: The City Council acting as Successor to the Redevelopment Agency Board of Directors (Successor Agency Board) is requested to consider receiving and filing the Successor to the Redevelopment Agency Treasurer's Report for the month ending October 31, 2025, pursuant to state law.
BACKGROUND: Included in the Successor Agency Board’s agenda packet is a copy of the Successor to the Redevelopment Agency Treasurer's Report for the period ending October 31, 2025.
FISCAL IMPACT: Routine—report of the Successor Agency's cash.
RECOMMENDATION: Staff recommends the Successor Agency Board receive and file the Successor to the Redevelopment Agency Treasurer's Report for the month ending October 31, 2025.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 34 of 148
CITY COUNCIL
AGENDA REPORT
DATE: DECEMBER 15, 2025
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 4
FILE I.D.: FIN530
DEPT.: SA
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER APPROVAL OF WARRANT REGISTER
REASON FOR CONSIDERATION: The City Council acting as Successor to the Redevelopment Agency Board of Directors is requested to consider receiving and filing the Successor to the Redevelopment Agency Warrant Register for the month ending October 31, 2025, pursuant to state law.
BACKGROUND: Vice Chair Martinez has examined the Successor to the Redevelopment Agency Warrant Register dated 10.01.25-10.31.25 in the amounts of $4,369.85 for the Combined Operating Fund and $0.00 for the Redevelopment Obligation Retirement Funds, and finds it to be in order.
FISCAL IMPACT: Routine—report of Agency's obligations.
RECOMMENDATION: Vice Chair Martinez recommends the City Council as Successor to the Redevelopment Agency Board of Directors approve the Successor to the Redevelopment Agency Warrant Register for the period ending October 31, 2025.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 35 of 148
CITY COUNCIL
AGENDA REPORT
DATE: DECEMBER 15, 2025
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 5
FILE I.D.: FIN525
DEPT.: MHC
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER RECEIVING AND FILING OF TREASURER'S REPORT REASON FOR CONSIDERATION: The Montclair Housing Corporation Board of Directors is requested to receive and file the Montclair Housing Corporation Treasurer's Report for the month ending October 31, 2025, pursuant to state law.
BACKGROUND: Included in the Montclair Housing Corporation Board agenda packet is a copy of the Treasurer's Report for the period ending October 31, 2025.
FISCAL IMPACT: Routine—report of the Montclair Housing Corporation's cash and investments.
RECOMMENDATION: Staff recommends the Montclair Housing Corporation Board of Directors receive and file the Treasurer's Report for the month ending October 31, 2025.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 36 of 148
CITY COUNCIL
AGENDA REPORT
DATE: DECEMBER 15, 2025
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 6
FILE I.D.: FIN545
DEPT.: MHC
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER APPROVAL OF WARRANT REGISTER
REASON FOR CONSIDERATION: The Montclair Housing Corporation Board of Directors is requested to consider receiving and filing the Warrant Register for the month ending October 31, 2025, pursuant to state law.
BACKGROUND: Vice Chair Martinez has examined the Warrant Register dated 10.01.25–
10.31.25 in the amount of $106,513.86 for the Montclair Housing Corporation and finds it to be in order.
FISCAL IMPACT: Routine—report of Montclair Housing Corporation's obligations.
RECOMMENDATION: Vice Chair Martinez recommends the Montclair Housing Corporation Board of Directors approve the Warrant Register for the period ending October 31, 2025.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 37 of 148
CITY COUNCIL
AGENDA REPORT
DATE: DECEMBER 15, 2025
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 7
FILE I.D.: FIN525
DEPT.: MHA
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER RECEIVING AND FILING OF TREASURER'S REPORT REASON FOR CONSIDERATION: The Montclair Housing Authority Commission is requested to receive and file the Montclair Housing Authority Treasurer's Report for the month ending October 31, 2025, pursuant to state law.
BACKGROUND: Included in the Montclair Housing Authority Commission’s agenda packet is a copy of the Treasurer's Report for the period ending October 31, 2025.
FISCAL IMPACT: Routine—report of Montclair Housing Authority's obligations.
RECOMMENDATION: Staff recommends the Montclair Housing Authority Commission receive and file the Treasurer's Report for the month ending October 31, 2025.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 38 of 148
CITY COUNCIL
AGENDA REPORT
DATE: DECEMBER 15, 2025
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 8
FILE I.D.: FIN545
DEPT.: MHA
PREPARER: C. RAMIREZ
SUBJECT: CONSIDER APPROVAL OF WARRANT REGISTER
REASON FOR CONSIDERATION: The Montclair Housing Authority Commission is requested to consider receiving and filing the Warrant Register for the month ending October 31, 2025, pursuant to state law.
BACKGROUND: Vice Chair Martinez has examined the Warrant Register dated 10.01.25–
10.31.25 in the amount of $0.00 for the Montclair Housing Authority and finds it to be in order.
FISCAL IMPACT: Routine—report of Montclair Housing Authority's obligations.
RECOMMENDATION: Vice Chair Martinez recommends the Montclair Housing Authority Commission approve the Warrant Register for the period ending October 31, 2025.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 39 of 148
CITY COUNCIL
AGENDA REPORT
DATE: DECEMBER 15, 2025
SECTION: CONSENT - ADMIN. REPORTS
ITEM NO.: 9
FILE I.D.: STA050F
DEPT.: PUBLIC WORKS
PREPARER: M. HEREDIA
SUBJECT: CONSIDER AMENDING THE 2024–2029 CAPITAL IMPROVEMENT PROGRAM TO
INCLUDE THE COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) TARGET AREA
ALLEY IMPROVEMENT PROJECT
CONSIDER AUTHORIZING A $176,650 APPROPRIATION FROM CDBG FUNDS FOR
COSTS RELATED TO THE CDBG TARGET AREA ALLEY IMPROVEMENT PROJECT
CONSIDER AUTHORIZING STAFF TO ADVERTISE FOR BID PROPOSALS FOR THE CDBG
TARGET AREA ALLEY IMPROVEMENT PROJECT
REASON FOR CONSIDERATION: The City Council is requested to consider amending the 2024–2029 Capital Improvement Program (CIP) to include the Community Development Block Grant (CDBG) Target Area Alley Improvement Project; authorizing an appropriation from CDBG funds for costs related to the Project; and authorizing staff to advertise for bid proposals for the Project. Amendments to the CIP, non–budgeted appropriations, and authorization to advertise for bid proposals are subject to City Council approval.
BACKGROUND: The City currently has $176,650 in CDBG funds. In previous years, the City has used CDBG funding to rehabilitate eight alleyways. There are two remaining alleyway improvements in the CDBG area, as shown in the attached map.
Improvements to be completed include the full removal and replacement of existing concrete asphalt, replacement of non–compliant Americans with Disabilities Act (ADA) pedestrian ramps, and installation of new traffic legends as needed.
FISCAL IMPACT: The total project cost is estimated to be $150,000. The project will be funded with Community Development Block Grant funds. The cost of advertising this project should not exceed $3,500.
RECOMMENDATION: Staff recommends the City Council take the following actions in relation to the CDBG Target Area Alley Improvement Project:
1. Amend the 2024–2029 CIP to include the Project;
2. Authorize a $176,650 appropriation from CDBG funds for costs related to the Project; and
3. Authorize staff to advertise for bid proposals for the Project.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 40 of 148
RUDISILL
CAROLINE
HOWARD
CLAIR
EL MORADO
2 JUNE MOUNTAIN
EVART
ASH
DENVER
FAUNA
RODEO
SAN CLEMENTE
BERKELEY BERKELEY
FLORA
HIGHLAND
CLAIR
GRAND
GRANADA
VISTA PANORAMA
MANZANITA
YALE
RODEO
VIA DEL NORTE
GRAND
BENITO
RUDISILL
GRANADA
HAMPTON
S.P.R.R.
MISSION
BANDERA
HANOVER
EVART
STAGECOACH
GROVE
I 10
RAWHIDE
ORCHARD
ALAMITOS
ASPEN
BONNIE BRAE
PALO VERDE
DONNER
HARVARD
MANE
HARVARD
FLORA
BERKELEY
HIGHLAND
RUDISILL
SAN ANTONIO
ALLESANDRO
FANCISCO
CAMBRIDGE
BROOKS
HIGHLAND
BERKELEY
SAN BERNARDINO
MANZANITA
DENVER
2 MANE
APPALOOSA
GREENWOOD
DENVER
CLIFFWOOD
STATE
ALAMITOS
RODEO
ROSEWOOD
EVART
KINGSLEY
EVART
ORCHARD
GOLD RUSH
SHIRLEY
VIA DANTE
U.P.R.R.
BANDERA
SADDLEBACK
VISTA BONITA
ALAMITOS
TAOS
HAWTHORNE
YALE
MERLE
GRANADA
BODEGA
THIRD
MONTE VERDE
PRINCETON
KINGSLEY
VISTA FLORA
VIA ANGELO
CAMBRIDGE
MERLE
BENITO
MANE
BNSF - METROLINK
FLORA
RAWHIDE
EL MORADO
CLYDESDALE
MISSION
FAUNA
OAKGROVE
DENVER
RODEO
FAUNA
SAN BERNARDINO
CAMBRIDGE
FIR
HOWARD
ORCHARD
U.P.R.R.
PALO VERDE
FLORA
LA DENEY
MILLSTONE
MAITLAND
ARROW
GRANADA
EVART
MORGAN
HOLT
4 HARVARD
CANOGA
1 VIA NAPOLI
2 VIA AIDA
3 VIA MORGANA DAVIS
4 VIA RIVIERA
5 VIA VIOLA
6 VIA CARA
BERKELEY
U.P.R.R.
CLAIR
RUDISILL
CARLTON
5 S.P.R.R.
DENVER
OLIVE
CANOGA
BARRINGTON
BONNIE BRAE
DENVER
SADDLEBACK
COVENTRY CARLTON
VISTA MADERA
MISSION
KINGSLEY
HOWARD
EL MORADO
SADDLEBACK
FAUNA
1 VISTA DEL SOL
2 VISTA DEL ORO
3 VISTA HERMOSA
KINGSLEY
EVART
HAWTHORNE
SAN JOSE
FLORA
HARVARD
PALO VERDE
HOLT
BERKSHIRE
FAUNA
GRANADA
COVECREST
VIA DEL SUR
OLIVE
ROSEWOOD
LA DENEY
SOUTH
PLAZA
ALAMITOS
VISTA PLAYA
EL MORADO
MISSION
BROOKS
VIA AMORE
3 OAKDALE
DEODAR
GRAND
MORENO
SAN JOSE
ROSEWOOD
GRAND
BERKELEY
SADDLEBACK
ARMSLEY
FLORA
ROSEWOOD
HARVARD
EL MORADO
JAMES
DALE
CLAIR
1 BROOKS
NORTH
PLAZA
BENITO
1 FAUNA
ROSEWOOD
HOLT
6 FAIRCOVE
PRINCETON
YALE
CLAIR
FLORA
LA DENEY
STATE
LA DENEY
CANOGA 3
FLORA
Ramona Pl
RICHTON
BELVEDERE
OLIVE
PRINCETON
EVART
APPLEGATE
OLIVE
MISSION
RODEO
9400
11400
9100
10400
9700
11100
10100
9800
11000
8900
11200
9500
9200
10000
10700
8700
9300
10800
10200
9000
10500
9600
10600
9900
10900
11300
8800
10300
\Maps\Departments\General Map w 100 Tab.mxd SMD Source: City of Montclair, CA 2013 Legend
City Boundary
Montclair
County
Ontario
HOWARD
2 RODEO
VISTA PANORAMA
MANZANITA
S.P.R R. .
MISSION
BANDERA DONNER
FLORA
FANCISCO ANCISCO
BROOKS
MANZANITA
2 APPALOO APPALOOSA
EVART
KINGSLEY
GOLD RUSH OLD RUSH
SHIRLEY
VIA DANTE IA DANTE
U.P.R.R.
BANDERA
VISTA BONITA
BODEGA
THIRD
KINGSLEY
VISTA FLORA
VIA ANGELO
MERLE
MANE
CLYDESDALE CLYDESDALE
U.P.R.R.
VART
HOLT
4 CANOGA
1 VIA 1 VIA NAPOLI
2 VIA A 2 VIA 2 VIAAIDA
3 VIA M 3 VIA M 3 VIAOM RGANA DAVIS
4 VIA 4VIA RIVIERA
5 VIA V 5 VIA VIOLA
6 VIA CARA
U.P.R.R.
5 S.P.R.R.
CANOGA
VISTA MADERA
KINGSLEY
1 VISTA DEL SOL
2 VISTA DEL ORO
3 VISTA HERMOSA
KINGSLEY
HOLT
FAUNA
VISTA PLAYA
BROOKS
VIA AMORE IA AMORE
3 LORA
1 BROOKS
1 HOLT
6 STATE
CANOGA 3
MISSION
DEO
SEW
ER
BONNIE BRAE BONNIE BRAE
HAWTHORNE
LA DENEY
SAN JOSE
LA DE
BERKELEY
ROSEWOOD
HARVARD
NARDINO
YALE
PRINCETON
CAMBRIDG
CAMBRIDGE
HARVARD HARVARD
PRINCETO
BERKELEY
ALAMITOS
ALAMITOS
BERKELEY
ROSEWOOD
IA
6 950
Legend
City Boundary
Montclair
County
Ontario
FLO
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 41 of 148 Project Name:
Project Details:
Project No. (Assigned by Finance):
Phase Prior Years 2021/2022 2022/2023 2023/2024 2024/2025 2025/2026 Total Fund/Program Environmental
Design
Construction 176,650.00 176,650.00 CDBG
Total 0.00 0.00 0.00 0.00 0.00 176,650.00 176,650.00
Approvals:
Department: By: Date:
Finance By: Date:
City Council Date:
Total Project
Cost: 176,650.00
Revision Number:
Christian Stevenson, x-444
December 15, 2025
Infrastructure Fund
Capital Project Funding Information
CDBG Target Area Alley Improvement Project
Improvements to be completed include the full removal and replacement of existing concrete asphalt, replacement of non–compliant Americans with Disabilities Act (ADA) pedestrian ramps, and new traffic legends as needed.
Fiscal Years
Preparation Date: December 3, 2025 Department: Public Works Contact/Ext.:
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 42 of 148
CITY COUNCIL
AGENDA REPORT
DATE: DECEMBER 15, 2025
SECTION: CONSENT - AGREEMENTS
ITEM NO.: 1
FILE I.D.: STA819–A
DEPT.: PUBLIC WORKS
PREPARER: C. STEVENSON
SUBJECT: CONSIDER APPROVAL OF AGREEMENT NO. 25–77, AMENDMENT NO. 1 TO AGREEMENT NO. 22–51 WITH AGA ENGINEERS, INC. FOR TRAFFIC ENGINEERING DESIGN
SERVICES FOR THE MONTE VISTA AVENUE STREET WIDENING & STREET
REHABILITATION PROJECT, SUBJECT TO ANY REVISIONS DEEMED NECESSARY BY THE
CITY ATTORNEY
REASON FOR CONSIDERATION: The City Council is requested to consider approval of Agreement No. 25–77, Amendment No. 1 to Agreement No. 22–51 with AGA Engineers, Inc. (AGA Engineers) for traffic engineering design services for the Monte Vista Avenue Street Widening & Rehabilitation Project, subject to any revisions deemed necessary by the City Attorney.
A copy of proposed Agreement No. 25–77, Amendment No. 1 to Agreement No. 22–51, is attached for City Council review and consideration.
BACKGROUND: On December 19, 2022, the City Council approved Agreement No. 22– 51 with AGA Engineers for traffic engineering design services for Monte Vista Avenue. The design plans for Monte Vista Avenue will extend from Mission Boulevard to the Pacific Electric Trail bicycle crossing.
The proposed improvements are part of the City’s adopted Capital Improvement Plan and the overall design for Monte Vista Avenue improvements, which will consist of street widening, street rehabilitation, sewer, traffic signal upgrades and traffic signal interconnect and broadband improvements.
Design has progressed on the overall improvements to Monte Vista Avenue, but challenging existing conditions to widen areas of the project along the corridor has extended design. Agreement No. 22–51 with AGA Engineers to prepare traffic signal upgrade improvement plans for Monte Vista Avenue will expire December 30, 2025.
Agreement No. 25–74, Amendment No. 1 extends the completion date to December 30, 2027 to work through design challenges and finalize plans for the overarching project.
FISCAL IMPACT: Agreement No. 25–77 with AGA Engineers only provides an adjustment to the completion date and does not have any financial impact.
RECOMMENDATION: Staff recommends that the City Council approve Agreement No. 25–77, Amendment No. 1 to Agreement No. 22–51 with AGA Engineers for traffic engineering design services for the Monte Vista Avenue Street Widening & Street Rehabilitation Project, subject to any revisions deemed necessary by the City Attorney.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 43 of 148
December 2025
Agreement No. 25–77
AMENDMENT NO. 1 TO AGREEMENT NO. 22–51
City of Montclair Professional Services Agreement
For Traffic Engineering – Traffic Signal Improvements on Monte Vista Avenue WHEREAS, the City of Montclair (CITY) and AGA Engineers, Inc. (CONSULTANT) previously entered into Agreement No. 22–51 (hereinafter referred to as “the AGREEMENT”), for design services associated with the Traffic Engineering – Traffic Signal Improvements on Monte Vista Avenue (“PROJECT”); and, WHEREAS, PROJECT design is approximately 60 percent complete; and, WHEREAS, the AGREEMENT expires on December 30, 2025 and a contract term extension is necessary to finalize the design of the PROJECT and maintain consulting services through construction.
NOW, THEREFORE, in consideration of the mutual covenants and conditions provided herein, CITY and CONSULTANT hereto agree to Amend Agreement No. 22–51 as follows:
1. Section 1. TERM – replace a period of approximately “three” years with a period of approximately “four” years; and, replace “December 30, 2025” with “December 30, 2027” Except as amended by this Amendment No. 1, all other terms and conditions of Agreement No. 22–51 shall remain the same.
This Amendment No. 1 to the AGREEMENT, Agreement No. 22–51, is effective on the date it is approved and signed by CITY and CONSULTANT.
CITY: City of Montclair CONSULTANT: AGA Engineers, Inc.
By: By:
John “Javier” Dutrey, Mayor Chalap K. Sadam, President & Secretary Attest:
By: By:
Andrea M. Myrick, City Clerk Greg Wong, Vice President
Approved as to Form:
By:
Diane E. Robbins, City Attorney
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 44 of 148
CITY COUNCIL
AGENDA REPORT
DATE: DECEMBER 15, 2025
SECTION: CONSENT - AGREEMENTS
ITEM NO.: 2
FILE I.D.: STA860
DEPT.: PUBLIC WORKS
PREPARER: M. HEREDIA
SUBJECT: CONSIDER APPROVAL OF AGREEMENT NO. 25–78 WITH TKE ENGINEERING, INC. FOR
ENGINEERING DESIGN SERVICES FOR SAFE ROUTES TO SAFE ROUTES TO SCHOOL (SRTS) – MONTERRA ELEMENTARY SCHOOL IMPROVEMENTS, SUBJECT TO ANY
REVISIONS DEEMED NECESSARY BY THE CITY ATTORNEY
CONSIDER AUTHORIZING A $33,000 APPROPRIATION FROM THE 2021 LEASE REVENUE BOND FUND FOR COSTS RELATED TO AGREEMENT NO. 25–78
CONSIDER AUTHORIZING STAFF TO FILE A CEQA NOTICE OF CATEGORICAL EXEMPTION FOR SRTS – MONTERA ELEMENTARY SCHOOL IMPROVEMENTS REASON FOR CONSIDERATION: The City Council is requested to approve Agreement No. 25–78 with TKE Engineering, Inc. (TKE) for engineering design services for Safe Routes to School (SRTS) – Montera Elementary School Improvements (the Project); authorize a $33,000 appropriation from 2021 lease revenue bond for cost related to Agreement No. 25–78; and authorize staff to file a California Environmental Quality Act (CEQA) notice of categorial exemption for the Project.
A copy of proposed Agreement No. 25–78 with TKE is attached for City Council review and consideration.
BACKGROUND: On September 9, 2022, City staff submitted a Local Highway Safety Improvement Program (HSIP) grant application for the SRTS Implementation Project (Project) adjacent to Montera Elementary School. On August 6, 2024, the California Department of Transportation (Caltrans) executed Agreement No. 08–5326S21 for State Funded Project Number HSIPSL–5326(027) for pedestrian improvements at multiple locations along Monte Vista Avenue, Bandera Street, Helena Avenue, Kingsley Street, Fremont Avenue and Canoga Street.
The Project will implement improvements within the existing street right–of–way. The general scope of the Project includes the design and construction of pedestrian safety enhancements including edge lines, high visibility and/or ladder crosswalks, ADA– compliant curb ramps, pedestrian signage, solar–powered speed feedback signage, and other safety measures.
Staff requested proposals for engineering design services from five prequalified engineering firms. On September 30, 2024, the City received proposals from TKE and HR Green. Proposals were reviewed, ranked, and references were checked for similar grant–funded projects, as procedurally required by Caltrans.
TKE was determined to be the best–suited firm for Safe Routes to School Implementation Projects. The TKE team has successfully completed similar projects for other jurisdictions. The reference feedback highly rated TKE’s project delivery and working relationship with Caltrans’ Local Assistance staff, which is an important aspect of this project. Staff considers the engineering fee to be reasonable for the scope of work.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 45 of 148 FISCAL IMPACT: The estimated total project cost is $277,700. The HSIP grant in the amount of $249,930 is a reimbursement grant requiring a local match of $27,770.
Project funds will be appropriated using 2021 Lease Revenue Bond proceeds.
RECOMMENDATION: Staff recommends that the City Council take the following actions in relation to Safe Routes to School (SRTS) – Montera Elementary School Improvements (the Project):
1. Approve Agreement No. 25–78 with TKE Engineering, Inc. for engineering design services for the Project, subject to any revisions deemed necessary by the City Attorney; and
2. Authorize a $33,000 appropriation from the 2021 Lease Revenue Bond Fund for costs related to Agreement No. 25–78; and
3. Authorize staff to file a CEQA Notice of Categorical Exemption for the Project.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 46 of 148
CITY OF MONTCLAIR
AGREEMENT NO. 25-78
SAFE ROUTES TO SCHOOL IMPLEMENTATION PROJECT
MONTERA ELEMENTARY SCHOOL
HSIPSL-5326(027)
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 47 of 148
ddd
Agreement No. 25-78
ARTICLE I INTRODUCTION
A. This AGREEMENT is between the following named, hereinafter referred to as, CONSULTANT and the following named, hereinafter referred to as, LOCAL AGENCY:
The name of the “CONSULTANT” is as follows:
TKE ENGINEERING, INC.
Incorporated in the State of California
The Project Manager for the “CONSULTANT” will be
TERRY RENNER.
The name of the “LOCAL AGENCY” is as follows:
CITY OF MONTCLAIR
The Contract Administrator for LOCAL AGENCY will be CITY OF MONTCLAIR.
B. The work to be performed under this AGREEMENT is described in Article III Statement of Work and the approved CONSULTANT’s Cost Proposal dated November 17, 2025. The approved CONSULTANT’s Cost Proposal is attached hereto (Attachment A) and incorporated by reference.
If there is any conflict between the approved Cost Proposal and this AGREEMENT, this AGREEMENT shall take precedence.
C. CONSULTANT agrees to the fullest extent permitted by law, to indemnify, protect, defend, and hold harmless LOCAL AGENCY, its officers, officials, agents, employees and volunteers from and against any and all claims, damages, demands, liability, costs, losses and expenses, including without limitation, court costs and reasonable attorneys’ and expert witness fees, arising out of any failure to comply with applicable law, any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise arising out of the performance of the work described herein, to the extent caused by a negligent act or negligent failure to act, errors, omissions, recklessness or willful misconduct incident to the performance of this AGREEMENT on the part of CONSULTANT, except such loss or damage which was caused by the sole negligence, or willful misconduct of LOCAL AGENCY, as determined by a Court of competent jurisdiction. The provisions of this section shall survive termination or suspension of this AGREEMENT. Further indemnification requirements are set forth at ARTICLE XIX.
D. CONSULTANT in the performance of this AGREEMENT, shall act in an independent capacity. It is understood and agreed that CONSULTANT (including CONSULTANT's employees) is an independent contractor and that no relationship of employer-employee exists between the Parties hereto. CONSULTANT's assigned personnel shall not be entitled to any benefits payable to employees of City.
E. LOCAL AGENCY is not required to make any deductions or withholdings from the compensation payable to CONSULTANT under the provisions of the AGREEMENT, and is not required to issue W-2 Forms for income and employment tax purposes for any of CONSULTANT's assigned personnel. CONSULTANT, in the performance of its obligation hereunder, is only subject to the control or direction of the LOCAL AGENCY as to the designation of tasks to be performed and the results to be accomplished.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 48 of 148
ddd
Agreement No. 25-78
F. Any third party person(s) employed by CONSULTANT shall be entirely and exclusively under the direction, supervision, and control of CONSULTANT. CONSULTANT hereby indemnifies and holds LOCAL AGENCY harmless from any and all claims that may be made against City based upon any contention by any third party that an employer-employee relationship exists by reason of this AGREEMENT.
G. Except as expressly authorized herein, CONSULTANT's obligations under this AGREEMENT are not assignable or transferable, and CONSULTANT shall not subcontract any work, without the prior written approval of the LOCAL AGENCY. However, claims for money due or which become due to CONSULTANT from City under this AGREEMENT may be assigned to a financial institution or to a trustee in bankruptcy, without such approval. Notice of any assignment or transfer whether voluntary or involuntary shall be furnished promptly to the LOCAL AGENCY.
H. CONSULTANT shall be as fully responsible to the LOCAL AGENCY for the negligent acts and omissions of its contractors and subcontractors or subconsultants, and of persons either directly or indirectly employed by them, in the same manner as persons directly employed by CONSULTANT.
I. No alteration or variation of the terms of this AGREEMENT shall be valid, unless made in writing and signed by the parties authorized to bind the parties; and no oral understanding or agreement not incorporated herein, shall be binding on any of the parties hereto.
J. The consideration to be paid to CONSULTANT as provided herein, shall be in compensation for all of CONSULTANT’s expenses incurred in the performance hereof, including travel and per diem, unless otherwise expressly so provided.
ARTICLE II CONSULTANT’S REPORTS OR MEETINGS
A. CONSULTANT shall submit progress reports at least once a month. The report should be sufficiently detailed for the LOCAL AGENCY’s Contract Administrator to determine, if CONSULTANT is performing to expectations, or is on schedule; to provide communication of interim findings, and to sufficiently address any difficulties or special problems encountered, so remedies can be developed.
B. CONSULTANT’s Project Manager shall meet with LOCAL AGENCY’s Contract Administrator, as needed, to discuss progress on the AGREEMENT.
ARTICLE III STATEMENT OF WORK
A. CONSULTANT Services
The CONSULTANT shall perform the tasks as described and set forth in Attachment A, attached hereto and incorporated herein as though set forth in full.
B. Right of Way
The project does not require additional right of way.
C. Surveys
CONSULTANT shall be responsible for the preliminary, and design surveys.
D. Subsurface Investigations
It is not anticipated special sub-surface investigations will be required.
E. Local Agency Obligations
CONSULTANT shall have access to the graphic schematics of the improvements, relevant portions of the project application, and access to the Active Transportation Plan Section of the City website, MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 49 of 148
ddd
Agreement No. 25-78
the City’s Safe Routes to School (SRTS) plan which describes the improvements needed along Orchard Street www.cityofmontclair.org/current-projects-in-montclair/ as well as other relevant safety planning documents to assist in the preparation of the project construction documents.
F. Conferences, Site Visits, Inspection of Work
This AGREEMENT provides for conferences as needed, visits to the site, and inspection of the work by representatives of the LOCAL AGENCY, State, and/or FHWA. Costs incurred by CONSULTANT for meetings. All costs including the initial meeting costs shall be included in the CONSULTANT Fee.
G. Checking Shop Drawings
Payment for checking shop drawings by CONSULTANT shall be included in the AGREEMENT fee.
H. CONSULTANT Services During Construction
CONSULTANT’s Fee and services during the course of construction shall include RFI’s, submittals, shop drawings, any survey as needed to clarify the CONSULTANT’s design.
I. Documentation and Schedules
AGREEMENTs where appropriate, shall provide that CONSULTANT document the results of the work to the satisfaction of LOCAL AGENCY, and if applicable, the State and FHWA. This includes preparation of progress to be submitted with CONSULTANT’s progress payment requests, and final reports, plans, specifications and estimates, or similar evidence of attainment of the AGREEMENT objectives.
J. Deliverables and Number of Copies
The CONSULTANT shall provide three (3) sets of 24”x36” plan sets stapled, specifications, estimates, technical memorandum, and an e-file for each review, unless otherwise allowed by the LOCAL AGENCY. CONSULTANT compensation for deliverables shall be included Fee.
ARTICLE IV PERFORMANCE PERIOD
A. This AGREEMENT shall go into effect on December 15, 2025, contingent upon approval by LOCAL AGENCY, and CONSULTANT shall commence work after notification to proceed by LOCAL AGENCY’S Contract Administrator. The AGREEMENT shall end on December 15, 2026, unless extended by AGREEMENT amendment.
B. CONSULTANT is advised that any recommendation for AGREEMENT award is not binding on LOCAL AGENCY until the AGREEMENT is fully executed and approved by LOCAL AGENCY.
ARTICLE V ALLOWABLE COSTS AND PAYMENTS
A. The method of payment for this AGREEMENT will be based on actual cost plus a fixed fee. LOCAL AGENCY will reimburse CONSULTANT for actual costs (including labor costs, employee benefits, travel, equipment rental costs, overhead and other direct costs) incurred by CONSULTANT in performance of the work. CONSULTANT will not be reimbursed for actual costs that exceed the estimated wage rates, employee benefits, travel, equipment rental, overhead, and other estimated costs set forth in the approved CONSULTANT’S Cost Proposal, unless additional reimbursement is provided for by AGREEMENT amendment. In no event, will CONSULTANT be reimbursed for overhead costs at a rate that exceeds LOCAL AGENCY’s approved overhead rate set forth in the Cost Proposal. In the event, that LOCAL AGENCY determines that a change to the work from that specified in the Cost Proposal and AGREEMENT is required, the AGREEMENT time or actual costs reimbursable by LOCAL AGENCY shall be adjusted by AGREEMENT amendment to accommodate the changed work. The maximum total cost as specified in Paragraph “I” of this Article shall not be exceeded, unless authorized by AGREEMENT amendment.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 50 of 148
ddd
Agreement No. 25-78
B. The indirect cost rate established for this AGREEMENT is extended through the duration of this specific AGREEMENT. CONSULTANT’s agreement to the extension of the 1-year applicable period shall not be a condition or qualification to be considered for the work or AGREEMENT award.
C. In addition to the allowable incurred costs, LOCAL AGENCY will pay CONSULTANT a fixed fee of $33,000.00. The fixed fee is nonadjustable for the term of the AGREEMENT, except in the event of a significant change in the scope of work and such adjustment is made by AGREEMENT amendment.
D. Reimbursement for transportation and subsistence costs shall not exceed the rates specified in the approved Cost Proposal.
E. When milestone cost estimates are included in the approved Cost Proposal, CONSULTANT shall obtain prior written approval for a revised milestone cost estimate from the Contract Administrator before exceeding such cost estimate.
F. Progress payments will be made monthly in arrears based on services provided and allowable incurred costs. A pro rata portion of CONSULTANT’s fixed fee will be included in the monthly progress payments. If CONSULTANT fails to submit the required deliverable items according to the schedule set forth in Article III Statement of Work, LOCAL AGENCY shall have the right to delay payment or terminate this AGREEMENT.
G. No payment will be made prior to approval of any work, nor for any work performed prior to approval of this AGREEMENT.
H. CONSULTANT will be reimbursed promptly according to California Regulations upon receipt by LOCAL AGENCY’s Contract Administrator of itemized invoices in duplicate. Invoices shall be submitted no later than thirty (30) calendar days after the performance of work for which CONSULTANT is billing. Invoices shall detail the work performed on each milestone and each project as applicable. Invoices shall follow the format stipulated for the approved Cost Proposal and shall reference this AGREEMENT number and project title. Final invoice must contain the final cost and all credits due LOCAL AGENCY including any equipment purchased under the provisions of Article XI Equipment Purchase. The final invoice should be submitted within sixty (60) calendar days after completion of CONSULTANT’s work. Invoices shall be mailed to LOCAL AGENCY’s Contract Administrator at the following address:
City of Montclair
Monica Heredia, Director of Public Works
5111 Benito Street
Montclair, CA. 91763
I. The total amount payable by LOCAL AGENCY including the fixed fee shall not exceed $33,000.00.
J. For personnel subject to prevailing wage rates as described in the California Labor Code, all salary increases, which are the direct result of changes in the prevailing wage rates are reimbursable.
ARTICLE VI TERMINATION
A. This AGREEMENT may be terminated by LOCAL AGENCY, provided that LOCAL AGENCY gives not less than fourteen (14) calendar days’ written notice (delivered by certified mail, return receipt requested) of intent to terminate. Upon termination, LOCAL AGENCY shall be entitled to all work, including but not limited to, reports, investigations, appraisals, inventories, studies, analyses, drawings and data estimates performed to that date, whether completed or not.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 51 of 148
ddd
Agreement No. 25-78
B. LOCAL AGENCY may temporarily suspend this AGREEMENT, at no additional cost to LOCAL AGENCY, provided that CONSULTANT is given written notice (delivered by certified mail, return receipt requested) of temporary suspension. If LOCAL AGENCY gives such notice of temporary suspension, CONSULTANT shall immediately suspend its activities under this AGREEMENT. A temporary suspension may be issued concurrent with the notice of termination.
C. Notwithstanding any provisions of this AGREEMENT, CONSULTANT shall not be relieved of liability to LOCAL AGENCY for damages sustained by City by virtue of any breach of this AGREEMENT by CONSULTANT, and City may withhold any payments due to CONSULTANT until such time as the exact amount of damages, if any, due City from CONSULTANT is determined.
D. In the event of termination, CONSULTANT shall be compensated as provided for in this AGREEMENT. Upon termination, LOCAL AGENCY shall be entitled to all work, including but not limited to, reports, investigations, appraisals, inventories, studies, analyses, drawings and data estimates performed to that date, whether completed or not.
ARTICLE VII COST PRINCIPLES AND ADMINISTRATIVE REQUIREMENTS A. The CONSULTANT agrees that 48 CFR 31, Contract Cost Principles and Procedures, shall be used to determine the allowability of individual terms of cost.
B. The CONSULTANT also agrees to comply with Federal procedures in accordance with 2 CFR 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
C. Any costs for which payment has been made to the CONSULTANT that are determined by subsequent audit to be unallowable under 48 CFR 31 or 2 CFR 200 are subject to repayment by the CONSULTANT to LOCAL AGENCY.
D. When a CONSULTANT or Subconsultant is a Non-Profit Organization or an Institution of Higher Education, the Cost Principles for Title 2 CFR 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards shall apply.
ARTICLE VIII RETENTION OF RECORD/AUDITS
For the purpose of determining compliance with Gov. Code § 8546.7, the CONSULTANT, Subconsultants, and LOCAL AGENCY shall maintain all books, documents, papers, accounting records, Independent CPA Audited Indirect Cost Rate workpapers, and other evidence pertaining to the performance of the AGREEMENT including, but not limited to, the costs of administering the AGREEMENT. All parties, including the CONSULTANT’s Independent CPA, shall make such workpapers and materials available at their respective offices at all reasonable times during the AGREEMENT period and for three (3) years from the date of final payment under the AGREEMENT and records for real property and equipment acquired with federal funds must be retained for three (3) years after final disposition. LOCAL AGENCY, Caltrans Auditor, FHWA, or any duly authorized representative of the Federal government having jurisdiction under Federal laws or regulations (including the basis of Federal funding in whole or in part) shall have access to any books, records, and documents of the CONSULTANT, Subconsultants, and the CONSULTANT’s Independent CPA, that are pertinent to the AGREEMENT for audits, examinations, workpaper review, excerpts, and transactions, and copies thereof shall be furnished if requested without limitation.
ARTICLE IX AUDIT REVIEW PROCEDURES
A. Any dispute concerning a question of fact arising under an interim or post audit of this AGREEMENT that is not disposed of by AGREEMENT, shall be reviewed by LOCAL AGENCY’S Chief Financial Officer.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 52 of 148
ddd
Agreement No. 25-78
B. Not later than thirty (30) calendar days after issuance of the final audit report, CONSULTANT may request a review by LOCAL AGENCY’S Chief Financial Officer of unresolved audit issues. The request for review will be submitted in writing.
C. Neither the pendency of a dispute nor its consideration by LOCAL AGENCY will excuse CONSULTANT from full and timely performance, in accordance with the terms of this AGREEMENT.
D. CONSULTANT and subconsultant AGREEMENTs, including cost proposals and Indirect Cost Rates (ICR), may be subject to audits or reviews such as, but not limited to, an AGREEMENT audit, an incurred cost audit, an ICR Audit, or a CPA ICR audit work paper review. If selected for audit or review, the AGREEMENT, cost proposal and ICR and related work papers, if applicable, will be reviewed to verify compliance with 48 CFR 31 and other related laws and regulations. In the instances of a CPA ICR audit work paper review it is CONSULTANT’s responsibility to ensure federal, LOCAL AGENCY, or local government officials are allowed full access to the CPA’s work papers including making copies as necessary. The AGREEMENT, cost proposal, and ICR shall be adjusted by CONSULTANT and approved by LOCAL AGENCY Contract Administrator to conform to the audit or review recommendations. CONSULTANT agrees that individual terms of costs identified in the audit report shall be incorporated into the AGREEMENT by this reference if directed by LOCAL AGENCY at its sole discretion. Refusal by CONSULTANT to incorporate audit or review recommendations, or to ensure that the federal, LOCAL AGENCY or local governments have access to CPA work papers, will be considered a breach of AGREEMENT terms and cause for termination of the AGREEMENT and disallowance of prior reimbursed costs.
E. CONSULTANT’s Cost Proposal may be subject to a CPA ICR Audit Work Paper Review and/or audit by the Independent Office of Audits and Investigations (IOAI). IOAI, at its sole discretion, may review and/or audit and approve the CPA ICR documentation. The Cost Proposal shall be adjusted by the CONSULTANT and approved by the LOCAL AGENCY Contract Administrator to conform to the Work Paper Review recommendations included in the management letter or audit recommendations included in the audit report. Refusal by the CONSULTANT to incorporate the Work Paper Review recommendations included in the management letter or audit recommendations included in the audit report will be considered a breach of the AGREEMENT terms and cause for termination of the AGREEMENT and disallowance of prior reimbursed costs.
1. During IOAI’s review of the ICR audit work papers created by the CONSULTANT’s independent CPA, IOAI will work with the CPA and/or CONSULTANT toward a resolution of issues that arise during the review. Each party agrees to use its best efforts to resolve any audit disputes in a timely manner. If IOAI identifies significant issues during the review and is unable to issue a cognizant approval letter, LOCAL AGENCY will reimburse the CONSULTANT at an accepted ICR until a FAR (Federal Acquisition Regulation) compliant ICR (e.g. 48 CFR Part 31; GAGAS (Generally Accepted Auditing Standards); CAS (Cost Accounting Standards), if applicable; in accordance with procedures and guidelines of the American Association of State Highways and Transportation Officials (AASHTO) Audit Guide; and other applicable procedures and guidelines) is received and approved by IOAI.
Accepted rates will be as follows:
a. If the proposed rate is less than one hundred fifty percent (150%) - the accepted rate reimbursed will be ninety percent (90%) of the proposed rate. b. If the proposed rate is between one hundred fifty percent (150%) and two hundred percent (200%) - the accepted rate will be eighty-five percent (85%) of the proposed rate.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 53 of 148
ddd
Agreement No. 25-78
c. If the proposed rate is greater than two hundred percent (200%) - the accepted rate will be seventy-five percent (75%) of the proposed rate.
2. If IOAI is unable to issue a cognizant letter per paragraph E.1. above, IOAI may require CONSULTANT to submit a revised independent CPA-audited ICR and audit report within three (3) months of the effective date of the management letter. IOAI will then have up to six (6) months to review the CONSULTANT’s and/or the independent CPA’s revisions.
3. If the CONSULTANT fails to comply with the provisions of this paragraph E, or if IOAI is still unable to issue a cognizant approval letter after the revised independent CPA audited ICR is submitted, overhead cost reimbursement will be limited to the accepted ICR that was established upon initial rejection of the ICR and set forth in paragraph E.1. above for all rendered services. In this event, this accepted ICR will become the actual and final ICR for reimbursement purposes under this AGREEMENT.
4. CONSULTANT may submit to LOCAL AGENCY final invoice only when all of the following items have occurred: (1) IOAI accepts or adjusts the original or revised independent CPA audited ICR; (2) all work under this AGREEMENT has been completed to the satisfaction of LOCAL AGENCY; and, (3) IOAI has issued its final ICR review letter. The CONSULTANT MUST SUBMIT ITS FINAL INVOICE TO LOCAL AGENCY no later than sixty (60) calendar days after occurrence of the last of these items. The accepted ICR will apply to this AGREEMENT and all other agreements executed between LOCAL AGENCY and the CONSULTANT, either as a prime or subconsultant, with the same fiscal period ICR.
ARTICLE X SUBCONTRACTING
A. Nothing contained in this AGREEMENT or otherwise, shall create any contractual relation between the LOCAL AGENCY and any Subconsultants, and no subagreement shall relieve the CONSULTANT of its responsibilities and obligations hereunder. The CONSULTANT agrees to be as fully responsible to the LOCAL AGENCY for the acts and omissions of its Subconsultants and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the CONSULTANT. The CONSULTANT's obligation to pay its Subconsultants is an independent obligation from the LOCAL AGENCY's obligation to make payments to the CONSULTANT.
B. The CONSULTANT shall perform the work contemplated with resources available within its own organization and no portion of the work shall be subcontracted without written authorization by the LOCAL AGENCY Contract Administrator, except that which is expressly identified in the CONSULTANT’s approved Cost Proposal.
C. Any subagreement entered into as a result of this AGREEMENT, shall contain all the provisions stipulated in this entire AGREEMENT to be applicable to Subconsultants unless otherwise noted.
D. CONSULTANT shall pay its Subconsultants within Fifteen (15) calendar days from receipt of each payment made to the CONSULTANT by the LOCAL AGENCY.
E. Any substitution of Subconsultants must be approved in writing by the LOCAL AGENCY Contract Administrator in advance of assigning work to a substitute Subconsultant.
F. Prompt Progress Payment
CONSULTANT or subconsultant shall pay to any subconsultant, not later than fifteen (15) days after receipt of each progress payment, unless otherwise agreed to in writing, the respective amounts allowed CONSULTANT on account of the work performed by the subconsultants, to the extent of each subconsultant’s interest therein. In the event that there is a good faith dispute over all or any portion of the amount due on a progress payment from CONSULTANT or subconsultant to a MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 54 of 148
ddd
Agreement No. 25-78
subconsultant, CONSULTANT or subconsultant may withhold no more than 150 percent of the disputed amount. Any violation of this requirement shall constitute a cause for disciplinary action and shall subject the licensee to a penalty, payable to the subconsultant, of 2 percent of the amount due per month for every month that payment is not made.
In any action for the collection of funds wrongfully withheld, the prevailing party shall be entitled to his or her attorney’s fees and costs. The sanctions authorized under this requirement shall be separate from, and in addition to, all other remedies, either civil, administrative, or criminal. This clause applies to both DBE and non-DBE subconsultants.
G. Prompt Payment of Withheld Funds to Subconsultants
The LOCAL AGENCY may hold retainage from CONSULTANT and shall make prompt and regular incremental acceptances of portions, as determined by the LOCAL AGENCY, of the contract work, and pay retainage to CONSULTANT based on these acceptances. The LOCAL AGENCY shall designate one of the methods below in the contract to ensure prompt and full payment of any retainage kept by CONSULTANT or subconsultant to a subconsultant.
No retainage will be held by the LOCAL AGENCY from progress payments due to CONSULTANT.
CONSULTANTS and subconsultants are prohibited from holding retainage from subconsultants.
Any delay or postponement of payment may take place only for good cause and with the LOCAL AGENCY’s prior written approval. Any violation of these provisions shall subject the violating CONSULTANT or subconsultant to the penalties, sanctions, and other remedies specified in Section 3321 of the California Civil Code. This requirement shall not be construed to limit or impair any contractual, administrative or judicial remedies, otherwise available to CONSULTANT or subconsultant in the event of a dispute involving late payment or nonpayment by CONSULTANT, deficient subconsultant performance and/or noncompliance by a subconsultant. This clause applies to both DBE and non-DBE subconsultants.
Any violation of these provisions shall subject the violating CONSULTANT or subconsultant to the penalties, sanctions and other remedies specified therein. These requirements shall not be construed to limit or impair any contractual, administrative, or judicial remedies otherwise available to CONSULTANT or subconsultant in the event of a dispute involving late payment or nonpayment by CONSULTANT, deficient subcontract performance, or noncompliance by a subconsultant.
ARTICLE XI EQUIPMENT PURCHASE AND OTHER CAPITAL EXPENDITURES – N/A
ARTICLE XII STATE PREVAILING WAGE RATES
A. No CONSULTANT or Subconsultant may be awarded an AGREEMENT containing public work elements unless registered with the Department of Industrial Relations (DIR) pursuant to Labor Code §1725.5. Registration with DIR must be maintained throughout the entire term of this AGREEMENT, including any subsequent amendments.
B. The CONSULTANT shall comply with all of the applicable provisions of the California Labor Code requiring the payment of prevailing wages. The General Prevailing Wage Rate Determinations applicable to work under this AGREEMENT are available and on file with the Department of Transportation's Regional/District Labor Compliance Officer (https://dot.ca.gov/programs/construction/labor-compliance). These wage rates are made a specific part of this AGREEMENT by reference pursuant to Labor Code §1773.2 and will be applicable to work performed at a construction project site. Prevailing wages will be applicable to all inspection work performed at LOCAL AGENCY construction sites, at LOCAL AGENCY facilities and at off-site locations that are set up by the construction contractor or one of its subcontractors solely and specifically to serve LOCAL AGENCY projects. Prevailing wage requirements do not apply to inspection work performed at the facilities of vendors and commercial materials suppliers that provide goods and services to the general public.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 55 of 148
ddd
Agreement No. 25-78
C. General Prevailing Wage Rate Determinations applicable to this project may also be obtained from the Department of Industrial Relations website at http://www.dir.ca.gov.
D. Payroll Records
1. Each CONSULTANT and Subconsultant shall keep accurate certified payroll records and supporting documents as mandated by Labor Code §1776 and as defined in 8 CCR §16000 showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by the CONSULTANT or Subconsultant in connection with the public work. Each payroll record shall contain or be verified by a written declaration that it is made under penalty of perjury, stating both of the following:
a. The information contained in the payroll record is true and correct. b. The employer has complied with the requirements of Labor Code §1771, §1811, and §1815 for any work performed by his or her employees on the public works project.
2. The payroll records enumerated under paragraph (1) above shall be certified as correct by the CONSULTANT under penalty of perjury. The payroll records and all supporting documents shall be made available for inspection and copying by LOCAL AGENCY representatives at all reasonable hours at the principal office of the CONSULTANT. The CONSULTANT shall provide copies of certified payrolls or permit inspection of its records as follows:
a. A certified copy of an employee's payroll record shall be made available for inspection or furnished to the employee or the employee's authorized representative on request. b. A certified copy of all payroll records enumerated in paragraph (1) above, shall be made available for inspection or furnished upon request to a representative of LOCAL AGENCY, the Division of Labor Standards Enforcement and the Division of Apprenticeship Standards of the Department of Industrial Relations. Certified payrolls submitted to LOCAL AGENCY, the Division of Labor Standards Enforcement and the Division of Apprenticeship Standards shall not be altered or obliterated by the CONSULTANT.
c. The public shall not be given access to certified payroll records by the CONSULTANT.
The CONSULTANT is required to forward any requests for certified payrolls to the LOCAL AGENCY Contract Administrator by both email and regular mail on the business day following receipt of the request.
3. Each CONSULTANT shall submit a certified copy of the records enumerated in paragraph (1) above, to the entity that requested the records within ten (10) calendar days after receipt of a written request.
4. Any copy of records made available for inspection as copies and furnished upon request to the public or any public agency by LOCAL AGENCY shall be marked or obliterated in such a manner as to prevent disclosure of each individual's name, address, and social security number. The name and address of the CONSULTANT or Subconsultant performing the work shall not be marked or obliterated.
5. The CONSULTANT shall inform LOCAL AGENCY of the location of the records enumerated under paragraph (1) above, including the street address, city and county, and shall, within five (5) working days, provide a notice of a change of location and address.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 56 of 148
ddd
Agreement No. 25-78
6. The CONSULTANT or Subconsultant shall have ten (10) calendar days in which to comply subsequent to receipt of written notice requesting the records enumerated in paragraph (1) above. In the event the CONSULTANT or Subconsultant fails to comply within the ten (10) day period, he or she shall, as a penalty to LOCAL AGENCY, forfeit one hundred dollars ($100) for each calendar day, or portion thereof, for each worker, until strict compliance is effectuated.
Such penalties shall be withheld by LOCAL AGENCY from payments then due. CONSULTANT is not subject to a penalty assessment pursuant to this section due to the failure of a Subconsultant to comply with this section.
E. When prevailing wage rates apply, the CONSULTANT is responsible for verifying compliance with certified payroll requirements. Invoice payment will not be made until the invoice is approved by the LOCAL AGENCY Contract Administrator.
F. Penalty
1. The CONSULTANT and any of its Subconsultants shall comply with Labor Code §1774 and §1775. Pursuant to Labor Code §1775, the CONSULTANT and any Subconsultant shall forfeit to the LOCAL AGENCY a penalty of not more than two hundred dollars ($200) for each calendar day, or portion thereof, for each worker paid less than the prevailing rates as determined by the Director of DIR for the work or craft in which the worker is employed for any public work done under the AGREEMENT by the CONSULTANT or by its Subconsultant in violation of the requirements of the Labor Code and in particular, Labor Code §§1770 to 1780, inclusive.
2. The amount of this forfeiture shall be determined by the Labor Commissioner and shall be based on consideration of mistake, inadvertence, or neglect of the CONSULTANT or Subconsultant in failing to pay the correct rate of prevailing wages, or the previous record of the CONSULTANT or Subconsultant in meeting their respective prevailing wage obligations, or the willful failure by the CONSULTANT or Subconsultant to pay the correct rates of prevailing wages. A mistake, inadvertence, or neglect in failing to pay the correct rates of prevailing wages is not excusable if the CONSULTANT or Subconsultant had knowledge of the obligations under the Labor Code. The CONSULTANT is responsible for paying the appropriate rate, including any escalations that take place during the term of the AGREEMENT.
3. In addition to the penalty and pursuant to Labor Code §1775, the difference between the prevailing wage rates and the amount paid to each worker for each calendar day or portion thereof for which each worker was paid less than the prevailing wage rate shall be paid to each worker by the CONSULTANT or Subconsultant.
4. If a worker employed by a Subconsultant on a public works project is not paid the general prevailing per diem wages by the Subconsultant, the CONSULTANT of the project is not liable for the penalties described above unless the CONSULTANT had knowledge of that failure of the Subconsultant to pay the specified prevailing rate of wages to those workers or unless the CONSULTANT fails to comply with all of the following requirements:
a. The AGREEMENT executed between the CONSULTANT and the Subconsultant for the performance of work on public works projects shall include a copy of the requirements in Labor Code §§ 1771, 1775, 1776, 1777.5, 1813, and 1815. b. The CONSULTANT shall monitor the payment of the specified general prevailing rate of per diem wages by the Subconsultant to the employees by periodic review of the certified payroll records of the Subconsultant.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 57 of 148
ddd
Agreement No. 25-78
c. Upon becoming aware of the Subconsultant’s failure to pay the specified prevailing rate of wages to the Subconsultant’s workers, the CONSULTANT shall diligently take corrective action to halt or rectify the failure, including but not limited to, retaining sufficient funds due the Subconsultant for work performed on the public works project. d. Prior to making final payment to the Subconsultant for work performed on the public works project, the CONSULTANT shall obtain an affidavit signed under penalty of perjury from the Subconsultant that the Subconsultant had paid the specified general prevailing rate of per diem wages to the Subconsultant’s employees on the public works project and any amounts due pursuant to Labor Code §1813.
5. Pursuant to Labor Code §1775, LOCAL AGENCY shall notify the CONSULTANT on a public works project within fifteen (15) calendar days of receipt of a complaint that a Subconsultant has failed to pay workers the general prevailing rate of per diem wages.
6. If LOCAL AGENCY determines that employees of a Subconsultant were not paid the general prevailing rate of per diem wages and if LOCAL AGENCY did not retain sufficient money under the AGREEMENT to pay those employees the balance of wages owed under the general prevailing rate of per diem wages, the CONSULTANT shall withhold an amount of moneys due the Subconsultant sufficient to pay those employees the general prevailing rate of per diem wages if requested by LOCAL AGENCY.
G. Hours of Labor
Eight (8) hours labor constitutes a legal day's work. The CONSULTANT shall forfeit, as a penalty to the LOCAL AGENCY, twenty-five dollars ($25) for each worker employed in the execution of the AGREEMENT by the CONSULTANT or any of its Subconsultants for each calendar day during which such worker is required or permitted to work more than eight (8) hours in any one calendar day and forty (40) hours in any one calendar week in violation of the provisions of the Labor Code, and in particular §§1810 to 1815 thereof, inclusive, except that work performed by employees in excess of eight (8) hours per day, and forty (40) hours during any one week, shall be permitted upon compensation for all hours worked in excess of eight (8) hours per day and forty (40) hours in any week, at not less than one and one-half (1.5) times the basic rate of pay, as provided in §1815.
H. Employment of Apprentices
1. Where either the prime AGREEMENT or the subagreement exceeds thirty thousand dollars ($30,000), the CONSULTANT and any subconsultants under him or her shall comply with all applicable requirements of Labor Code §§ 1777.5, 1777.6 and 1777.7 in the employment of apprentices.
2. CONSULTANTs and subconsultants are required to comply with all Labor Code requirements regarding the employment of apprentices, including mandatory ratios of journey level to apprentice workers. Prior to commencement of work, CONSULTANT and subconsultants are advised to contact the DIR Division of Apprenticeship Standards website at https://www.dir.ca.gov/das/, for additional information regarding the employment of apprentices and for the specific journey-to- apprentice ratios for the AGREEMENT work. The CONSULTANT is responsible for all subconsultants’ compliance with these requirements.
Penalties are specified in Labor Code §1777.7.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 58 of 148
ddd
Agreement No. 25-78
ARTICLE XIII CONFLICT OF INTEREST
A. During the term of this AGREEMENT, the CONSULTANT shall disclose any financial, business, or other relationship with LOCAL AGENCY that may have an impact upon the outcome of this AGREEMENT or any ensuing LOCAL AGENCY construction project. The CONSULTANT shall also list current clients who may have a financial interest in the outcome of this AGREEMENT or any ensuing LOCAL AGENCY construction project which will follow.
B. CONSULTANT certifies that it has disclosed to LOCAL AGENCY any actual, apparent, or potential conflicts of interest that may exist relative to the services to be provided pursuant to this AGREEMENT. CONSULTANT agrees to advise LOCAL AGENCY of any actual, apparent or potential conflicts of interest that may develop subsequent to the date of execution of this AGREEMENT. CONSULTANT further agrees to complete any statements of economic interest if required by either LOCAL AGENCY ordinance or State law.
C. The CONSULTANT hereby certifies that it does not now have, nor shall it acquire any financial or business interest that would conflict with the performance of services under this AGREEMENT.
D. The CONSULTANT hereby certifies that the CONSULTANT or subconsultant and any firm affiliated with the CONSULTANT or subconsultant that bids on any construction contract or on any Agreement to provide construction inspection for any construction project resulting from this AGREEMENT, has established necessary controls to ensure a conflict of interest does not exist. An affiliated firm is one, which is subject to the control of the same persons, through joint ownership or otherwise.
ARTICLE XIV REBATES, KICKBACKS OR OTHER UNLAWFUL CONSIDERATION The CONSULTANT warrants that this AGREEMENT was not obtained or secured through rebates, kickbacks or other unlawful consideration either promised or paid to any LOCAL AGENCY employee.
For breach or violation of this warranty, LOCAL AGENCY shall have the right, in its discretion, to terminate this AGREEMENT without liability, to pay only for the value of the work actually performed, or to deduct from this AGREEMENT price or otherwise recover the full amount of such rebate, kickback or other unlawful consideration.
ARTICLE XV PROHIBITION OF EXPENDING LOCAL AGENCY, STATE, OR FEDERAL FUNDS FOR LOBBYING – N/A
ARTICLE XVI NON-DISCRIMINATION CLAUSE AND STATEMENT OF COMPLIANCE A. The CONSULTANT’s signature affixed herein and dated shall constitute a certification under penalty of perjury under the laws of the State of California that the CONSULTANT has, unless exempt, complied with the nondiscrimination program requirements of Gov. Code §12990 and 2 CCR § 8103.
B. During the performance of this AGREEMENT, CONSULTANT and its subconsultants shall not deny the AGREEMENT’s benefits to any person on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status, nor shall they unlawfully discriminate, harass, or allow harassment against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status. CONSULTANT and subconsultants shall insure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 59 of 148
ddd
Agreement No. 25-78
C. CONSULTANT and subconsultants shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code §12990 et seq.), the applicable regulations promulgated there under (2 CCR §11000 et seq.), the provisions of Gov. Code §§11135-11139.5, and the regulations or standards adopted by LOCAL AGENCY to implement such article. The applicable regulations of the Fair Employment and Housing Commission implementing Gov. Code §12990 (a-f), set forth 2 CCR §§8100-8504, are incorporated into this AGREEMENT by reference and made a part hereof as if set forth in full.
D. CONSULTANT shall permit access by representatives of the Department of Fair Employment and Housing and the LOCAL AGENCY upon reasonable notice at any time during the normal business hours, but in no case less than twenty-four (24) hours’ notice, to such of its books, records, accounts, and all other sources of information and its facilities as said Department or LOCAL AGENCY shall require to ascertain compliance with this clause.
E. CONSULTANT and its subconsultants shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other Agreement.
F. CONSULTANT shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under this AGREEMENT.
G. The CONSULTANT, with regard to the work performed under this AGREEMENT, shall act in accordance with Title VI of the Civil Rights Act of 1964 (42 U.S.C. §2000d et seq.). Title VI provides that the recipients of federal assistance will implement and maintain a policy of nondiscrimination in which no person in the United States shall, on the basis of race, color, national origin, religion, sex, age, disability, be excluded from participation in, denied the benefits of or subject to discrimination under any program or activity by the recipients of federal assistance or their assignees and successors in interest.
H. The CONSULTANT shall comply with regulations relative to non-discrimination in federally-assisted programs of the U.S. Department of Transportation (49 CFR 21 - Effectuation of Title VI of the Civil Rights Act of 1964). Specifically, the CONSULTANT shall not participate either directly or indirectly in the discrimination prohibited by 49 CFR §21.5, including employment practices and the selection and retention of Subconsultants.
I. CONSULTANT, subrecipient or subconsultant will never exclude any person from participation in, deny any person the benefits of, or otherwise discriminate against anyone in connection with the award and performance of any contract covered by 49 CFR 26 on the basis of race, color, sex, or national origin. In administering the LOCAL AGENCY components of the DBE Program Plan, CONSULTANT, subrecipient or subconsultant will not, directly, or through contractual or other arrangements, use criteria or methods of administration that have the effect of defeating or substantially impairing accomplishment of the objectives of the DBE Program Plan with respect to individuals of a particular race, color, sex, or national origin.
ARTICLE XVII DEBARMENT AND SUSPENSION CERTIFICATION
A. The CONSULTANT’s signature affixed herein shall constitute a certification under penalty of perjury under the laws of the State of California, that the CONSULTANT or any person associated therewith in the capacity of owner, partner, director, officer or manager:
1. Is not currently under suspension, debarment, voluntary exclusion, or determination of ineligibility by any federal agency;
2. Has not been suspended, debarred, voluntarily excluded, or determined ineligible by any federal agency within the past three (3) years;
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 60 of 148
ddd
Agreement No. 25-78
3. Does not have a proposed debarment pending; and
4. Has not been indicted, convicted, or had a civil judgment rendered against it by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past three (3) years.
B. Any exceptions to this certification must be disclosed to LOCAL AGENCY. Exceptions will not necessarily result in denial of recommendation for award, but will be considered in determining responsibility. Disclosures must indicate the party to whom the exceptions apply, the initiating agency, and the dates of agency action.
C. Exceptions to the Federal Government excluded parties (https://sam.gov/content/home) maintained by the U.S. General Services Administration are to be determined by FHWA.
ARTICLE XVIII DISADVANTAGED BUSINESS ENTERPRISES (DBE) PARTICIPATION - N/A
ARTICLE XIX INSURANCE & INDEMNIFICATION
A. Prior to commencement of the work described herein, CONSULTANT shall furnish LOCAL AGENCY a Certificate of Insurance stating that there is insurance presently in effect for CONSULTANT, as follows:
1. Commercial General Liability: Commercial General Liability Insurance which affords coverage at least as broad as Insurance Services Office on an “occurrence” form CG 00 01, including products and completed operations, property damage, bodily injury, and personal & advertising injury with limits no less than $2,000,000 per each occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. Such limit(s) maybe satisfied by a combination of both primary and excess coverage.
2. Automobile Liability Insurance: Automobile Liability Insurance with coverage at least as broad as Insurance Services Office Form CA 0001 covering “Any Auto” (Symbol 1), including owned if Consultant owns any vehicles, non-owned and hired autos, with minimum limits of $2,000,000 for bodily injury and property damage, each accident. If Consultant owns no vehicles, auto liability coverage may be provided by means of a non-owned and hired auto endorsement to the general liability policy. Automobile liability insurance and endorsements shall be kept in force at all times during the performance of this Agreement. Such limit(s) may be satisfied by a combination of both primary and excess coverage.
3. Workers’ Compensation: Workers’ Compensation Insurance, as required by the State of California and Employer’s Liability Insurance with a limit of not less than $1,000,000 each accident for bodily injury $1,000,000 each employee for bodily injury by disease, and $1,000,000 policy limit by disease.
4. Professional Liability: Professional Liability insurance with limit of not less than $3,000,000 each claim and annual aggregate. Covered professional services shall specifically include all services to be performed under the Agreement and delete any exclusion that may potentially affect the work to be performed.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 61 of 148
ddd
Agreement No. 25-78
B. The Certificate of Insurance will provide:
1. That the insurer will not cancel the insured’s coverage without thirty (30) calendar days prior written notice to LOCAL AGENCY.
2. That LOCAL AGENCY, its officers, agents, employees, and servants are included as additional insureds, but only insofar as the operations under this AGREEMENT are concerned.
3. That LOCAL AGENCY will not be responsible for any premiums or assessments on the policy.
C. CONSULTANT agrees that the bodily injury liability insurance herein provided for, shall be in effect at all times during the term of this AGREEMENT. In the event said insurance coverage expires at any time or times during the term of this AGREEMENT, CONSULTANT agrees to provide at least thirty (30) calendar days prior notice to said expiration date; and a new Certificate of Insurance evidencing insurance coverage as provided for herein, for not less than either the remainder of the term of the AGREEMENT, or for a period of not less than one (1) year. New Certificates of Insurance are subject to the approval of LOCAL AGENCY. In the event CONSULTANT fails to keep in effect at all times insurance coverage as herein provided, LOCAL AGENCY may, in addition to any other remedies it may have, terminate this AGREEMENT upon occurrence of such event.
D. INDEMNIFCATION
1. Defense, Indemnity and Hold Harmless. CONSULTANT’s shall defend, indemnify, and hold harmless the LOCAL AGENCY, its present and former officers, directors, employees, agents, staff, volunteers, mayor, council, boards, committees, and representatives, as broadly interpreted (collectively, the “Indemnified Parties”), of and from all claims, suits, demands, obligations, losses, damages, sums, or any other matters threatened or presently asserted, including but not limited to all legal fees, costs of defense and litigation expenses (including legal fees, expert fees and any other costs or fees, including those of adverse parties imposed on or sought against the Indemnified Parties), arising directly or indirectly out of any liability or claim of loss or liability for personal injury, bodily injury to persons, contractual liability, errors or omissions, breach, failure to perform, damage to or loss of property, or any other loss, damage, injury or other claim of any kind or nature arising out of the work to be performed by CONSULTANT’s herein, caused by or arising out of the negligent acts or omissions, or intentional misconduct of Consultant, including its subcontractors, employees, agents, and other persons or entities performing work for CONSULTANT’s.
2. Contractual Indemnity. To the fullest extent permitted under California law, Consultant shall contractually indemnify, defend and hold harmless the Indemnified Parties from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses, amounts for good faith settlement, or costs of any kind, whether actual, alleged or threatened, including attorney’s fees and costs, court costs, interest, defense costs, and expert witness fees and costs), arising out of or related to, in whole or in part, the performance of this Agreement by CONSULTANT’s or by any individual or entity for which Consultant is legally liable, including but not limited to Consultant’s officers, agents, representative, employees, independent CONSULTANT’s, subconsultants/subcontractors or affiliated or related entities and/or its or their employees, agents and representatives, caused by or arising out of all negligent acts or omissions, or intentional misconduct of CONSULTANT’s, including its subconsultants/subcontractors, employees, agents and other persons or entities performing work for CONSULTANT. Indemnification shall include any claim that CONSULTANT, or CONSULTANT’s employees or agents, are or may be considered and treated as employees of the LOCAL AGENCY or are entitled to any employee benefits from LOCAL AGENCY including MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 62 of 148
ddd
Agreement No. 25-78
but not limited to those available under Public Employees Retirement Law. The obligation to indemnify, defend and hold harmless the Indemnified Parties shall apply to all liability as defined above regardless of whether the Indemnified Parties were or are alleged to have been negligent, except that it shall not apply to claims arising from the sole negligence or willful intentional misconduct of the Indemnified Parties. CONSUTANT’s obligation to defend the Indemnified Parties is not contingent upon there being an acknowledgement of or determination of the merit of any claims, liability, demands, causes of action, suits, losses, expenses, errors, omissions and/or costs.
3. Subconsultants/subcontractors and Indemnification. CONSULTANT agrees to and shall obtain executed indemnity agreements in favor of the Indemnified Parties with provisions identical to those set forth from each and every Subconsultant, Subcontractor, or other person or entity involved by, for, with, or on behalf of CONSULTANT in the performance of any aspect of this Agreement. In the event CONSULTANT fails to obtain such indemnity obligations, CONSULTANT shall be fully responsible for each and every Subconsultant, Subcontractor or other person or entity in terms of defense, indemnity and hold harmless obligations in favor of the Indemnified Parties as set forth above. This obligation to indemnify and defend the Indemnified Parties is binding on the successors, assigns, or heirs of CONSULTANT and shall survive the full performance or termination of this Agreement. These indemnification provisions are independent of and shall not in any way be limited or superseded by the insurance requirements and insurance-related provisions of this Agreement.
4. LOCAL AGENCY Lost or Damaged Property – Theft. CONSULTANT further agrees to pay or cause to be paid to the Indemnified Parties’ benefit, any and all damages, fines, penalties, and loss or theft of property of the LOCAL AGENCY arising out of or related in any way to the negligent acts or omissions or intentional misconduct of CONSULTANT or of CONSULTANT’s officers, agents, representatives, employees, independent contractors, subconsultants or affiliated or related entities and/or its or their employees, agents and representatives, whether such actions, omissions to act, negligence or intentional conduct is or was authorized by this Agreement or not. LOCAL AGENCY assumes no responsibility whatsoever for any property placed on the premises of LOCAL AGENCY. CONSULTANT further agrees to waive all rights of subrogation against the Indemnified Parties.
5. Non-Waiver and Non-Exhaustion of LOCAL AGENCY’s Further Rights and Remedies. No aspect of this provision shall in any way limit or effect the rights of the Indemnified Parties against the CONSULTANT under the terms of this Agreement or otherwise. The indemnification provisions shall apply regardless of whether this Agreement is executed after Consultant begins the work and shall extend to claims arising after this Agreement is performed or terminated, including a dispute as to the termination of CONSULTANT. The indemnity obligations of CONSULTANT shall continue until it is determined by final judgment that the claim against the LOCAL AGENCY and any Indemnified Parties is determined by final judgment and after exhaustion of any rights of appeal. Further, no aspect of this provision shall impact the LOCAL AGENCY’s rights to contribution from CONSULTANT, or for the LOCAL AGENCY to dispute CONSULTANT’s refusal to defend and indemnify LOCAL AGENCY.
6. Limitations on Scope of Indemnity. Notwithstanding the foregoing, CONSULTANT shall not be responsible for indemnification for claims or losses caused by the sole negligence or intentional wrongdoing of Indemnified Parties. Further, the indemnity provided shall be interpreted as broadly as permitted under California law and as to agreements between parties and shall if required be reformed to be consistent with those laws to protect and save this provision for the protection of the Indemnified Parties.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 63 of 148
ddd
Agreement No. 25-78
7. The obligations of CONSULTANT under this or any other provision of this Agreement shall not be limited by the provisions of any workers’ compensation act or similar act. The CONSULTANT expressly waives any statutory immunity under such statutes or laws as to the Indemnified Parties. The Consultant’s indemnity obligation set forth in this ARTICLE XIX shall not be limited by the limits of any policies of insurance required or provided by the CONSULTANT pursuant to this Agreement.
8. The CONSULTANT’s covenant under this ARTICLE XIX shall survive the expiration or termination of this Agreement.
ARTICLE XX FUNDING REQUIREMENTS
A. It is mutually understood between the parties that this AGREEMENT may have been written before ascertaining the availability of funds or appropriation of funds, for the mutual benefit of both parties, in order to avoid program and fiscal delays that would occur if the AGREEMENT were executed after that determination was made.
B. This AGREEMENT is valid and enforceable only if sufficient funds are made available to LOCAL AGENCY for the purpose of this AGREEMENT. In addition, this AGREEMENT is subject to any additional restrictions, limitations, conditions, or any statute enacted by the Congress, State Legislature, or LOCAL AGENCY governing board that may affect the provisions, terms, or funding of this AGREEMENT in any manner.
C. It is mutually agreed that if sufficient funds are not appropriated, this AGREEMENT may be amended to reflect any reduction in funds.
D. LOCAL AGENCY has the option to terminate the AGREEMENT pursuant to Article VI Termination, or by mutual agreement to amend the AGREEMENT to reflect any reduction of funds.
ARTICLE XXI CHANGE IN TERMS
A. This AGREEMENT may be amended or modified only by mutual written agreement of the parties.
B. CONSULTANT shall only commence work covered by an amendment after the amendment is executed and notification to proceed has been provided by LOCAL AGENCY’s Contract Administrator.
C. There shall be no change in CONSULTANT’s Project Manager or members of the project team, as listed in the approved Cost Proposal, which is a part of this AGREEMENT without prior written approval by LOCAL AGENCY’s Contract Administrator.
ARTICLE XXII CONTINGENT FEE
CONSULTANT warrants, by execution of this AGREEMENT that no person or selling agency has been employed, or retained, to solicit or secure this AGREEMENT upon an agreement or understanding, for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees, or bona fide established commercial or selling agencies maintained by CONSULTANT for the purpose of securing business. For breach or violation of this warranty, LOCAL AGENCY has the right to annul this AGREEMENT without liability; pay only for the value of the work actually performed, or in its discretion to deduct from the AGREEMENT price or consideration, or otherwise recover the full amount of such commission, percentage, brokerage, or contingent fee.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 64 of 148
ddd
Agreement No. 25-78
ARTICLE XXIII DISPUTES
Prior to either party commencing any legal action under this AGREEMENT, the parties agree to try in good faith, to settle any dispute amicably between them. If a dispute has not been settled after forty-five (45) days of good-faith negotiations and as may be otherwise provided herein, then either party may commence legal action against the other.
A. Any dispute, other than audit, concerning a question of fact arising under this AGREEMENT that is not disposed of by agreement shall be decided by a committee consisting of LOCAL AGENCY’s Contract Administrator and Monica Heredia, Public Works Director/City Engineer, who may consider written or verbal information submitted by CONSULTANT.
B. Not later than thirty (30) calendar days after completion of all deliverables necessary to complete the plans, specifications and estimate, CONSULTANT may request review by LOCAL AGENCY Governing Board of unresolved claims or disputes, other than audit. The request for review will be submitted in writing.
C. Neither the pendency of a dispute, nor its consideration by the committee will excuse CONSULTANT from full and timely performance in accordance with the terms of this AGREEMENT.
ARTICLE XXIV INSPECTION OF WORK
CONSULTANT and any subconsultant shall permit LOCAL AGENCY, the State, and the FHWA if federal participating funds are used in this AGREEMENT; to review and inspect the project activities and files at all reasonable times during the performance period of this AGREEMENT.
ARTICLE XXV SAFETY
A. CONSULTANT shall comply with OSHA regulations applicable to CONSULTANT regarding necessary safety equipment or procedures. CONSULTANT shall comply with safety instructions issued by LOCAL AGENCY Safety Officer and other LOCAL AGENCY representatives.
CONSULTANT personnel shall wear hard hats and safety vests at all times while working on the construction project site.
B. Pursuant to the authority contained in Vehicle Code §591, LOCAL AGENCY has determined that such areas are within the limits of the project and are open to public traffic. CONSULTANT shall comply with all of the requirements set forth in Divisions 11, 12, 13, 14, and 15 of the Vehicle Code.
CONSULTANT shall take all reasonably necessary precautions for safe operation of its vehicles and the protection of the traveling public from injury and damage from such vehicles.
C. Any subcontract entered into as a result of this contract, shall contain all of the provisions of this Article.
ARTICLE XXVI OWNERSHIP OF DATA
A. It is mutually agreed that all materials prepared by CONSULTANT under this AGREEMENT shall become the property of City, and CONSULTANT shall have no property right therein whatsoever.
Immediately upon termination, City shall be entitled to, and CONSULTANT shall deliver to City, reports, investigations, appraisals, inventories, studies, analyses, drawings and data estimates performed to that date, whether completed or not, and other such materials as may have been prepared or accumulated to date by CONSULTANT in performing this AGREEMENT which is not CONSULTANT’s privileged information, as defined by law, or CONSULTANT’s personnel information, along with all other property belonging exclusively to City which is in CONSULTANT’s possession. Publication of the information derived from work performed or data obtained in connection with services rendered under this AGREEMENT must be approved in writing by City.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 65 of 148
ddd
Agreement No. 25-78
B. Additionally, it is agreed that the Parties intend this to be an AGREEMENT for services and each considers the products and results of the services to be rendered by CONSULTANT hereunder to be work made for hire. CONSULTANT acknowledges and agrees that the work (and all rights therein, including, without limitation, copyright) belongs to and shall be the sole and exclusive property of City without restriction or limitation upon its use or dissemination by City.
C. Nothing herein shall constitute or be construed to be any representation by CONSULTANT that the work product is suitable in any way for any other project except the one detailed in this Contract.
Any reuse by City for another project or project location shall be at City’s sole risk.
D. Applicable patent rights provisions regarding rights to inventions shall be included in the contracts as appropriate (48 CFR 27 Subpart 27.3 - Patent Rights under Government Contracts for federalaid contracts).
E. LOCAL AGENCY may permit copyrighting reports or other agreement products. If copyrights are permitted; the AGREEMENT shall provide that the FHWA shall have the royalty-free nonexclusive and irrevocable right to reproduce, publish, or otherwise use; and to authorize others to use, the work for government purposes.
ARTICLE XXVII CLAIMS FILED BY LOCAL AGENCY’s CONSTRUCTION CONTRACTOR A. If claims are filed by LOCAL AGENCY’s construction contractor relating to work performed by CONSULTANT’s personnel, and additional information or assistance from CONSULTANT’s personnel is required in order to evaluate or defend against such claims; CONSULTANT agrees to make its personnel available for consultation with LOCAL AGENCY’S construction contract administration and legal staff and for testimony, if necessary, at depositions and at trial or arbitration proceedings.
B. CONSULTANT’s personnel that LOCAL AGENCY considers essential to assist in defending against construction contractor claims will be made available on reasonable notice from LOCAL AGENCY.
Consultation or testimony will be reimbursed at the same rates, including travel costs that are being paid for CONSULTANT’s personnel services under this AGREEMENT.
C. Services of CONSULTANT’s personnel in connection with LOCAL AGENCY’s construction contractor claims will be performed pursuant to a written contract amendment, if necessary, extending the termination date of this AGREEMENT in order to resolve the construction claims.
ARTICLE XXVIII CONFIDENTIALITY OF DATA
A. All financial, statistical, personal, technical, or other data and information relative to LOCAL AGENCY’s operations, which are designated confidential by LOCAL AGENCY and made available to CONSULTANT in order to carry out this AGREEMENT, shall be protected by CONSULTANT from unauthorized use and disclosure.
B. Permission to disclose information on one occasion, or public hearing held by LOCAL AGENCY relating to the AGREEMENT, shall not authorize CONSULTANT to further disclose such information, or disseminate the same on any other occasion.
C. CONSULTANT shall not comment publicly to the press or any other media regarding the AGREEMENT or LOCAL AGENCY’s actions on the same, except to LOCAL AGENCY’s staff, CONSULTANT’s own personnel involved in the performance of this AGREEMENT, at public hearings, or in response to questions from a Legislative committee.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 66 of 148
ddd
Agreement No. 25-78
D. CONSULTANT shall not issue any news release or public relations item of any nature, whatsoever, regarding work performed or to be performed under this AGREEMENT without prior review of the contents thereof by LOCAL AGENCY, and receipt of LOCAL AGENCY’S written permission.
E. Any subcontract entered into as a result of this contract shall contain all of the provisions of this Article.
F. All information related to the construction estimate is confidential, and shall not be disclosed by CONSULTANT to any entity, other than LOCAL AGENCY, Caltrans, and/or FHWA. All of the materials prepared or assembled by CONSULTANT pursuant to performance of this Contract are confidential and CONSULTANT agrees that they shall not be made available to any individual or organization without the prior written approval of City or except by court order. If CONSULTANT or any of its officers, employees, or subcontractors does voluntarily provide information in violation of this Contract, City has the right to reimbursement and indemnity from CONSULTANT for any damages caused by CONSULTANT releasing the information, including, but not limited to, City’s attorney’s fees and disbursements, including without limitation experts’ fees and disbursements.
ARTICLE XXIX NATIONAL LABOR RELATIONS BOARD CERTIFICATION In accordance with Public Contract Code §10296, CONSULTANT hereby states under penalty of perjury that no more than one final unappealable finding of contempt of court by a federal court has been issued against CONSULTANT within the immediately preceding two-year period, because of CONSULTANT’s failure to comply with an order of a federal court that orders CONSULTANT to comply with an order of the National Labor Relations Board.
ARTICLE XXX EVALUATION OF CONSULTANT
CONSULTANT’s performance will be evaluated by LOCAL AGENCY. A copy of the evaluation will be sent to CONSULTANT for comments. The evaluation together with the comments shall be retained as part of the AGREEMENT record.
ARTICLE XXXI PROMPT PAYMENT
A. PROMPT PAYMENT FROM LOCAL AGENCY TO CONSULTANT
The LOCAL AGENCY shall make all project progress payment within 30 days after receipt of an undisputed and properly submitted payment request from CONSULTANT on a professional service contract. If the LOCAL AGENCY fails to pay promptly, the LOCAL AGENCY shall pay interest to the CONSULTANT, which accrues at the rate of 10 percent per annum on the principal amount of a money judgment remaining unsatisfied and pro-rated as necessary. Upon receipt of the payment request, the LOCAL AGENCY shall act in accordance with both of the following:
(1) The LOCAL AGENCY shall review each payment request as soon as feasible after receipt to verify it is a proper payment request.
(2) The LOCAL AGENCY must return any payment request deemed improper by the LOCAL AGENCY to the CONSULTANT as soon as feasible, but not later than seven (7) days, after receipt. A request returned pursuant to this paragraph shall include documentation setting forth in writing the reasons why it is an improper payment request.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 67 of 148
ddd
Agreement No. 25-78
B. PROMPT PAYMENT CERTIFICATION
For projects awarded on or after September 1, 2023: the CONSULTANT must now submit Exhibit 9-P to the LOCAL AGENCY administering the contract by the 15th of the month following the month of any payment(s). If the CONSULTANT does not make any payments to subconsultants, supplier(s), and/or manufacturers they must report “no payments were made to subs this month” and write this visibly and legibly on Exhibit 9-P.
The LOCAL AGENCY must verify all Exhibit 9-P information, monitor compliance with prompt payment requirements for DBE and non-DBE firms, and address any shortfalls to the DBE commitment and prompt payment issues until the end of the project. The LOCAL AGENCY must email a copy of Exhibit 9-P to [email protected] before the end of the month after receiving the Exhibit 9-P from the CONSULTANT.
ARTICLE XXXII TITLE VI ASSURANCES
APPENDICES A - E of the TITLE VI ASSURANCES
APPENDIX A
During the performance of this Agreement, the contractor, for itself, its assignees and successors in interest (hereinafter collectively referred to as CONSULTANT) agrees as follows:
a. Compliance with Regulations: CONSULTANT shall comply with the regulations relative to nondiscrimination in federally assisted programs of the Department of Transportation, Title 49, Code of Federal Regulations, Part 21, as they may be amended from time to time, (hereinafter referred to as the REGULATIONS), which are herein incorporated by reference and made a part of this agreement.
b. Nondiscrimination: CONSULTANT, with regard to the work performed by it during the AGREEMENT, shall not discriminate on the grounds of race, color, sex, national origin, religion, age, or disability in the selection and retention of sub-applicants, including procurements of materials and leases of equipment. CONSULTANT shall not participate either directly or indirectly in the discrimination prohibited by Section 21.5 of the Regulations, including employment practices when the agreement covers a program set forth in Appendix B of the Regulations. c. Solicitations for Sub-agreements, Including Procurements of Materials and Equipment: In all solicitations either by competitive bidding or negotiation made by CONSULTANT for work to be performed under a Sub- agreement, including procurements of materials or leases of equipment, each potential sub-applicant or supplier shall be notified by CONSULTANT of the CONSULTANT’S obligations under this Agreement and the Regulations relative to nondiscrimination on the grounds of race, color, or national origin. d. Information and Reports: CONSULTANT shall provide all information and reports required by the Regulations, or directives issued pursuant thereto, and shall permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the recipient or FHWA to be pertinent to ascertain compliance with such Regulations or directives. Where any information required of CONSULTANT is in the exclusive possession of another who fails or refuses to furnish this information, CONSULTANT shall so certify to the recipient or FHWA as appropriate, and shall set forth what efforts CONSULTANT has made to obtain the information.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 68 of 148
ddd
Agreement No. 25-78
e. Sanctions for Noncompliance: In the event of CONSULTANT’s noncompliance with the nondiscrimination provisions of this agreement, the recipient shall impose such agreement sanctions as it or the FHWA may determine to be appropriate, including, but not limited to:
i. withholding of payments to CONSULTANT under the Agreement within a reasonable period of time, not to exceed 90 days; and/or
ii. cancellation, termination or suspension of the Agreement, in whole or in part. f. Incorporation of Provisions: CONSULTANT shall include the provisions of paragraphs (1) through (6) in every sub-agreement, including procurements of materials and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto.
CONSULTANT shall take such action with respect to any sub-agreement or procurement as the recipient or FHWA may direct as a means of enforcing such provisions including sanctions for noncompliance, provided, however, that, in the event CONSULTANT becomes involved in, or is threatened with, litigation with a sub-applicant or supplier as a result of such direction, CONSULTANT may request the recipient enter into such litigation to protect the interests of the State, and, in addition, CONSULTANT may request the United States to enter into such litigation to protect the interests of the United States.
APPENDIX E
During the performance of this contract, the CONSULTANT, for itself, its assignees, and successors in interest (hereinafter referred to as the “CONSULTANT”) agrees to comply with the following nondiscrimination statutes and authorities, including, but not limited to:
Pertinent Non-Discrimination Authorities:
• Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), prohibits discrimination on the basis of race, color, national origin); and 49 CFR Part 21. • The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects); • Federal-Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), prohibits discrimination on the basis of sex;
• Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 CR Part 27; • The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), prohibits discrimination on the basis of age);
• Airport and Airway Improvement Act of 1982, (49 U.S.C. § 471, Section 47123), as amended, (prohibits discrimination based on race, creed, color, national origin, or sex); • The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms “programs or activities” to include all of the programs or activities of the Federal-aid recipients, sub-recipients and contractors, whether such programs or activities are Federally funded or not);
• Titles II and III of the Americans with Disabilities Act, which prohibit discrimination of the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131 – 12189) as implemented by Department of Transportation regulations 49 C.F.R. parts 37 and 38; MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 69 of 148
ddd
Agreement No. 25-78
• The Federal Aviation Administration’s Non-discrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex); • Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, which ensures discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations; • Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of Limited English Proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure that LEP persons have meaningful access to your programs (70 Fed. Reg. at 74087 to 74100);
• Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C.1681 et seq).
ARTICLE XXXIII NOTIFICATION
All notices hereunder and communications regarding interpretation of the terms of this AGREEMENT and changes thereto, shall be effected by the mailing thereof by registered or certified mail, return receipt requested, postage prepaid, and addressed as follows:
CONSULTANT:
TKE Engineering, Inc.
Terry Renner, Project Manager
2305 Chicago Avenue
Riverside, CA. 92507
LOCAL AGENCY:
City of Montclair
Monica Heredia, Director of Public Works
5111 Benito Street
Montclair, CA. 91763
ARTICLE XXXIV CONTRACT
The two parties to this AGREEMENT, who are the before named CONSULTANT and the before named LOCAL AGENCY, hereby agree that this AGREEMENT constitutes the entire AGREEMENT which is made and concluded in duplicate between the two parties. Both of these parties for and in consideration of the payments to be made, conditions mentioned, and work to be performed; each agree to diligently perform in accordance with the terms and conditions of this AGREEMENT as evidenced by the signatures below.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 70 of 148
ddd
Agreement No. 25-78
ARTICLE XXXV SIGNATURES
City of Montclair TKE Engineering, Inc.
Javier John Dutrey, Mayor Michael P. Thornton, President Date
Attest:
Date
Andrea M. Myrick, City Clerk
Approved as to Form:
Terry Renner, Senior Vice President
Date
Diane E. Robbins, City Attorney
Date
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 71 of 148 Ms. Monica Heredia, P.E., City of Montclair
Safe Routes to School Implementation Project – Montera Elementary (HSIP SL-5326(027) November 17, 2025 Page 1 of 6
November 17, 2025
Monica Heredia, P.E.
Public Works Director/City Engineer
CITY OF MONTCLAIR
5111 Benito Street
Montclair, California 91763
Subject: Safe Routes to School Implementation Project – Montera Elementary (HSIP SL-5326(027) Dear Ms. Heredia,
Thank you for the opportunity to provide engineering support services for the HSIP grant funded Montclair Pedestrian Crossing Enhancement Set-Aside Project. The project is located adjacent to Montera Elementary School at multiple locations along Monte Vista Avenue, Bandera Street, Helena Avenue, Kingsley Street, Fremont Avenue, and Canoga Street. The City of Montclair identified the Pedestrian Crossing Enhancement Project as a priority in several planning documents. In 2020, the City completed a Systemic Safety Analysis Report (SSAR) and a Safe Routes to School Plan (SRTS). The City's Local Roadway Safety Plan (LRSP) is complete and was adopted in November 2022. Through the strategic development of these plans, the City identified the location surrounding Montera Elementary as a priority area. The school is located on Bandera Street, north of the industrial hub that is centered between Holt Boulevard and Mission Boulevard, and sits at the entrance to a residential neighborhood to the north. Identified in the SSAR, Monte Vista Boulevard. (between Mission Boulevard. and Palo Verde Street) and Bandera Street (between Ramona Avenue and Central Avenue) run perpendicular to one another and adjacent to Montera Elementary School.
A data-driven safety evaluation of the City's entire roadway network was completed during the development of the SSAR. A Systemic analysis was conducted that focused on evaluating the City's entire roadway network using a defined set of criteria. The analysis looked at collision history on an aggregate basis and identified high-risk roadway characteristics in addition to looking at high collision concentration locations. By merging adjacent road and intersection features with collision data, relationships were uncovered between contextual factors and the risk of frequent and severe collisions. When the City's SSAR was completed in 2020, it included five years of the most current collision data available, and was extracted from UC Berkeley SafeTREC’s Transportation Injury Mapping System (TIMS) database. Priority intersection locations identified in the SSAR include: (1) Monte Vista Avenue and Holt Boulevard, (2) Monte Vista Avenue and Bandera Street, and (3) Monte Vista Avenue and Kingsley Street. Priority segment locations identified in the SSAR include: (1) Bandera Street (between Poulson Court and Marion Avenue), (2) Ramona Avenue (between Bandera Street and Yosemite Drive), (3) Bandera Street (between Ramona Avenue and Central Avenue), and (4) Kingsley Street (between Amherst Avenue and Helena Avenue).
The project will enhance pedestrian safety by installing roadway edgeline striping, high visibility and/or ladder crosswalks, constructing ADA-compliant curb ramps, adding pedestrian signage, solar-powered speed feedback signage, and other safety measures.
Attachment A
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 72 of 148 Ms. Monica Heredia, P.E., City of Montclair
Safe Routes to School Implementation Project – Montera Elementary (HSIP SL-5326(027) November 17, 2025 Page 2 of 6
SCOPE OF WORK
TKE will provide project management, survey and design services in three progressive phases, 60% Level Completion, 90% Level Completion and 100% Level Completion. TKE’s scope of services is presented in the following paragraphs:
TASK NO. 1 PROJECT MANAGEMENT
TKE’s Project Manager will be responsible for the entire project team. He will attend all meetings, prepare agendas and corresponding meeting minutes together with collection of signatures for meeting attendees (sign-in sheets). He will meet with the City at appropriate times and will meet as needed with agencies, residents, property owners, and utilities in addition to the meetings presented below. He will also update the project budget and schedule prior to each City meeting for discussion with staff.
Deliverables: Agendas, Meeting Minutes, Exhibits, and Project Progress, Schedule and Budget Updates TASK NO. 2 INITIAL ‘KICK OFF’ MEETING
Prior to commencement of services, we propose to meet City staff to review project obligations and to discuss all project requirements in detail. TKE’s Project Manager and Project Engineer will attend the meeting to determine project protocol and obtain City record drawings.
Deliverables: Agenda, Minutes, and Distribution to all Entities TASK NO. 3 RECORDS RESEARCH
We will thoroughly research existing utility records and acquire copies of all available records. The purpose of the records research is to assemble survey records to establish locations of street centerlines, street rights-of-way, and easements and determine locations of all existing utilities and improvements. The research will consist of assembling copies of assessors’ maps, tract maps, parcel maps, easement documents, monument ties, benchmark data, corner records, street and storm drain improvement plans, and utility drawings. We will request the City provide copies of available pertinent City records, such as survey ties, benchmarks, and street, sewer and storm drain improvement plans.
We will notify Underground Service Alert to acquire a complete list of underground utility purveyors. The utility drawings will include existing drawings from the City, and drawings and/or atlas maps from all private utility companies, and/or agencies. We will confer and coordinate with the following agencies as well as any additional agencies listed in the Underground Service Alert:
• Monte Vista Water District
• Southern California Gas Co.
• Southern California Edison
• Charter/Spectrum Television
We will send first utility notice letters to all listed utility companies and agencies requesting their data. We will maintain copies of the letters and correspondence for future reference. We shall also provide the City with a complete copy of all correspondence with all utility companies.
Deliverables: Record Data and Utility Information
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 73 of 148 Ms. Monica Heredia, P.E., City of Montclair
Safe Routes to School Implementation Project – Montera Elementary (HSIP SL-5326(027) November 17, 2025 Page 3 of 6
TASK NO. 4 DESIGN SURVEY
TKE will conduct a conventional design survey of the sidewalk and ramp construction project areas due to the level of detail needed for precise grading design and to document recently constructed improvements.
Our field survey crews will collect appropriate detail as required to prepare a topographic map for all areas where grading improvements are required. We will collect 50-foot cross sections with shots extending to right-of-way and 10-feet beyond right-of-way on each side where possible. Survey data will include trees over 2-inches in diameter, buildings, walkways, sidewalks, driveways, curbs, gutters, cross gutters, fire hydrants, water valves, manholes, water meters, signs, street lights, power poles, fences, structure, traffic signal poles and all other visible features.
Our crews will set 100-foot stationing along street centerlines and collect existing topography as needed to provide sufficient level of detail for precise design. The crew will also measure invert, top of cone and rim elevations for all existing manholes in the project area and invert and rim elevations for all drainage facilities. The crew will set temporary benchmarks within the project limits and each will be shown on the drawings.
Deliverables: Ground Topography, Utilities and Data in ASCII Format with Description Codes.
TASK NO. 5 BASE CONSTRUCTION DRAWINGS
We will prepare the base construction drawings on 24” by 36” sheets with the City’s standard title block using AutoCAD software, at a drawing scale of 1”=40’. The base construction drawings will include a plan view based on the accumulated conventional survey data. We will add the sheet north arrow, graphic scale, existing improvements and utilities (based on both assembled records and field data), property lines, public and private right-of-way, easement areas, assessor parcel numbers, street centerline, street names, building locations, water service location; sewer manhole lids and water valve lids; cross gutters; driveways, pedestrian ramps; traffic stripes and legends; curb returns; details of private improvements, fences, gates, irrigation systems, mailboxes, trees and landscaping, and survey data to the drawings. Once the base drawings are complete, we will perform a careful field review to ensure all underground facilities are shown correctly.
Deliverables: Base Construction Drawings in Plan View
TASK NO. 6 60% DESIGN
60% Design will include preparation of roadway grading, signage and striping preliminary construction drawings, preliminary technical specifications, preliminary construction estimates, and completed geotechnical report.
Construction drawings will show proposed street improvements including locations of proposed asphalt concrete pavement, curb and gutters, sidewalk, ramps, pedestrian crosswalk signage, and striping. In addition, preliminary ramp and sidewalk grades will be prepared to establish project grading requirements. Proposed improvements will be designed in accordance with the City’s current street design standards and specifications. The proposed improvements will be designed to minimize removals, grading and earthwork.
For the drawings, we will prepare a title sheet, construction notes sheet, demolition sheets, plan/profile sheets, signing and striping sheets, and necessary detail sheets.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 74 of 148 Ms. Monica Heredia, P.E., City of Montclair
Safe Routes to School Implementation Project – Montera Elementary (HSIP SL-5326(027) November 17, 2025 Page 4 of 6
The title sheet shall include the title of the job, a vicinity map showing the City in relationship to surrounding communities, a location map showing the project limits, a list of abbreviations used, benchmark data, general notes, construction notes and quantities, an index for the drawings, list of utilities with phone numbers, and references on the City’s standard title block.
The construction note sheet will show general construction notes and project specific requirements.
The demolition sheet will show existing improvement demolition including limits of pavement removal, saw cutting locations and limits and concrete cross gutters and curbs, if required. In addition, the plan will specify relocation of private improvements such as mailboxes fences, drive approaches, etc. as required.
Plan/profile sheets will show proposed ramp improvements at 1”=20’ scale including curb and gutter, sidewalk, ramps, pavement limits, existing utility relocations, water service relocations, and manhole, valve, and vault cover grade adjustments. For the profile portion of the drawings, we will show existing and proposed top of curb elevations with appropriate design data.
The construction details will include high visibility warning crossings and associated details, all at appropriate drawing scales.
The signing and striping sheets will include all required pavement markings, lane stripes and signage in accordance with the MUTCD, California supplement and all other applicable City requirements, for the project limits. The sheets will be prepared at 1”=40’ scale and include full geometrical layouts at each intersection.
For the specifications, we will amend the City Standards Technical Provisions as required for the projects. The construction specifications will be prepared in Microsoft Word (Current Version) format in accordance with City standards.
In addition, we will prepare quantity estimates for all proposed improvements prepared using an excel spreadsheet showing an itemized construction cost breakdown. Descriptions of work, unit prices, and quantities will be included in the spreadsheet.
Deliverables: 60% Design Sheets
TASK NO. 7 COORDINATION WITH AGENCIES/ UTILITIES
After 60% design is complete, plans will be sent to agencies having facilities in the project areas requesting that they verify their facilities are shown correctly and that they furnish any construction requirements they desire. We will highlight each agency’s facilities and advise each of potential conflicts and relocation requirements. We will request that they respond within two weeks and we will follow up with telephone calls to confirm all agency requirements have been incorporated. We will document all conferences with utilities and agencies and copy the City via e-mail.
Deliverables: Utility Coordination Matrix
TASK NO. 8 60% DESIGN REVIEW MEETINGS
After the City has completed its review, we will meet with City staff to acquire Staff’s comments.
Deliverables: Meeting Agenda, Minutes and Final Design Approval MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 75 of 148 Ms. Monica Heredia, P.E., City of Montclair
Safe Routes to School Implementation Project – Montera Elementary (HSIP SL-5326(027) November 17, 2025 Page 5 of 6
TASK NO. 9 90% DESIGN
90% design will include incorporation of City comments, final street design and signing and striping plans.
We will verify that the project will comply with ADA design requirements and that adequate drainage will be achieved.
90% Design will be submitted with a project summary memorandum together with updated project specifications and estimates.
Deliverables: 90% Design Sheets
TASK NO. 10 90% DESIGN REVIEW MEETINGS
After the City has completed its review, we will meet with City staff to acquire Staff’s comments.
Deliverables: Meeting Agenda, Minutes and Final Design Approval TASK NO. 11 100% DESIGN
100% design will include incorporation of City comments, final plans, specifications, and estimates, ready for public bidding. Final documents will include mylars and hard copy specifications with signatures and electronic copies of final documents.
100% Design will be submitted with a project summary memorandum together with an updated project schedule, additional stakeholder meeting summary, and internal plan review documentation.
Deliverables: One (1) Full-Size Mylar of 100% Drawings; Hard Copy of Specifications and Estimate, Electronic Files of Final Plans, Specifications and Estimate TASK NO. 12 FINAL COORDINATION WITH AGENCIES/UTILITIES
After the final drawings are approved by the City, we will again submit them to all agencies/utilities having underground facilities in the project area requesting that they verify their facilities are shown correctly and we will advise them of the project construction schedule and relocation requirements. In addition, we will coordinate final relocation construction prior to project bidding. We will document all meetings and conferences with utilities and agencies.
Deliverables: Utility Coordination Matrix
FEE
TKE’s fee to provide the scope of service described above is shown on the attached fee table breakdown.
TKE will invoice monthly in accordance with our rate schedule and will not exceed our fee without prior approval from the City.
Again, thank you for the opportunity to submit our proposal to provide professional consulting services.
If you have any questions, please contact me at (951) 680-0440.
Sincerely,
Terry Renner, P.E., P.L.S., Q.S.D.
Senior Vice President
TKE Engineering, Inc.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 76 of 148 Total
Task No. Task Hours $ Hours $ Hours $ Hours $ Hours $ Hours $ Hours $ Hours $ $ Schedule I
1. Project Management 2 360 $ - $ 3 510 $ - $ - $ - $ 1 95 $ - $ 965 $
2. Initial "Kick Off" Meeting 2 360 $ - $ - $ - $ - $ - $ 1 95 $ - $ 455 $
3. Records Research - $ - $ 1 170 $ - $ - $ 4 600 $ 1 95 $ - $ 865 $
4. Design Survey - $ 2 360 $ - $ - $ - $ - $ - $ 16 4,240 $ 4,600 $
5. Base Construction Drawings - $ - $ 4 680 $ - $ 8 1,280 $ 12 1,800 $ - $ - $ 3,760 $
6. 60% Design 4 720 $ - $ 12 2,040 $ 2 340 $ 8 1,280 $ 32 4,800 $ 8 760 $ - $ 9,940 $
7. Coordination with Agencies/Utilities - $ - $ 1 170 $ - $ - $ 4 600 $ 1 95 $ - $ 865 $
8. 60% Design Review Meeting 2 360 $ - $ - $ - $ - $ - $ 1 95 $ - $ 455 $
9. 90% Design 2 360 $ - $ 8 1,360 $ 1 170 $ 4 640 $ 20 3,000 $ 4 380 $ - $ 5,910 $
10. 90% Design Review Meeting 2 360 $ - $ - $ - $ - $ - $ 1 95 $ - $ 455 $
11. 100% Design 2 360 $ - $ 4 680 $ 1 170 $ 2 320 $ 12 1,800 $ 2 190 $ - $ 3,520 $
12. Final Coordination with Agencies/Utilities - $ - $ 1 170 $ - $ - $ 4 600 $ 1 95 $ - $ 865 $ Subtotal: 16 2,880 $ 2 360 $ 34 5,780 $ 4 680 $ 22 3,520 $ 88 13,200 $ 21 1,995 $ 16 4,240 $ 32,655 $ Reimbursables (@1%)
1.)
: 345 $
Project Total: 33,000 $
Rates: Notes:
Project Manager 180 $ /HR 1.) Reimbursables Include Cost for Prints, Copies, Mileage, Etc.
Senior Surveyor 180 $ /HR
Project Engineer 170 $ /HR
Traffic Engineer 190 $ /HR
Associate Engineer 160 $ /HR
Assistant Engineer/Designer 150 $ /HR
Clerical 95 $ /HR
2-Man Survey Crew 265$ /HR TKE Engineering, Inc.
City of Montclair
Montclair Safe Routes to Schools Implementation Project - Montera Elementary HSIP SL-5326(027)
Fee Schedule Breakdown
Project Manager Traffic Engineer
Assistant
Engineer/Designer Clerical Survey Crew Associate Engineer Senior Surveyor Project Engineer MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 77 of 148 Notice of Exemption
Revised 2011
To: Office of Planning and Research
P.O. Box 3044, Room 113
Sacramento, CA 95812-3044
County Clerk
County of: __________________
___________________________
___________________________
From: (Public Agency): ____________________________
_______________________________________________
_______________________________________________
(Address)
Name of Public Agency Approving Project: _____________________________________________________ Name of Person or Agency Carrying Out Project: ________________________________________________ Exempt Status: (check one):
Ministerial (Sec. 21080(b)(1); 15268);
Declared Emergency (Sec. 21080(b)(3); 15269(a));
Emergency Project (Sec. 21080(b)(4); 15269(b)(c));
Categorical Exemption. State type and section number: ____________________________________ Statutory Exemptions. State code number: ______________________________________________ Reasons why project is exempt:
Lead Agency
Contact Person: ____________________________ Area Code/Telephone/Extension: _______________ If filed by applicant:
1. Attach certified document of exemption finding.
2. Has a Notice of Exemption been filed by the public agency approving the project? ҏ Yes
No
Signature: ____________________________ Date: ______________ Title: _______________________
Signed by Lead Agency
Signed by Applicant
Authority cited: Sections 21083 and 21110, Public Resources Code. Date Received for filing at OPR: _______________ Reference: Sections 21108, 21152, and 21152.1, Public Resources Code.
City of Montclair, Public Works
5111 Benito Street
Montclair, CA. 91763-0808
San Bernardino
385 N. Arrowhead Avenue
San Bernardino, CA. 92415
City of Montclair
Monica Heredia, City Engineer
Section 15301 (c)
Monica Heredia 909-625-9441
The project will construct minor alterations on existing streets involving negligible or no expansion of use to improve safety for pedestrians, bicyclists and motorists.
Project Title: Safe Routes to School Implementation Project near Montera Elementary School Project Applicant: City of Montclair
Project Location - Specific:
The project is located on various City streets near Montera Elementary School in the City of Montclair.
Project Location - City: City of Montclair Project Location - County: San Bernardino Description of Nature, Purpose and Beneficiaries of Project:
The project will implement improvements on existing streets including edge lines, new and upgraded Americans with Disabilities (ADA) access ramps, enhanced pedestrian crosswalks, striping and signage, and other safety measures.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 78 of 148
CITY COUNCIL
AGENDA REPORT
DATE: DECEMBER 15, 2025
SECTION: CONSENT - AGREEMENTS
ITEM NO.: 3
FILE I.D.: STA860
DEPT.: PUBLIC WORKS
PREPARER: M. HEREDIA
SUBJECT: CONSIDER APPROVAL OF AGREEMENT NO. 25–79 WITH TKE ENGINEERING, INC. FOR
ENGINEERING DESIGN SERVICES FOR THE ORCHARD STREET SAFETY IMPROVEMENT
PROJECT, SUBJECT TO ANY REVISIONS DEEMED NECESSARY BY THE CITY ATTORNEY CONSIDER AUTHORIZING A $45,000 APPROPRIATION FROM THE 2021 LEASE REVENUE BOND FUND FOR COSTS RELATED TO AGREEMENT NO. 25–79
CONSIDER AUTHORIZING STAFF TO FILE A CEQA NOTICE OF CATEGORICAL
EXEMPTION FOR THE ORCHARD STREET SAFETY IMPROVEMENT PROJECT REASON FOR CONSIDERATION: The City Council is requested to approve Agreement No. 25–79 with TKE Engineering, Inc. (TKE) for engineering design services for the Orchard Street Safety Improvement Project (the Project); authorize a $45,000 appropriation from 2021 lease revenue bond for costs related to the Project; and approve the CEQA notice of categorial exception for the Project.
A copy of proposed Agreement No. 25–79 with TKE is attached for City Council review and consideration.
BACKGROUND: On September 9, 2022, City staff submitted a Local Highway Safety Improvement Program (HSIP) grant application for safety improvements along Orchard Street. On August 7, 2024, the California Department of Transportation (Caltrans) executed Agreement No. 08–5326S21 for State Funded Project No. HSIPSL– 5326(026) for safety improvements at multiple intersections along Orchard Street.
The Project will implement improvements within the existing street right–of–way. The general scope of the Project includes the design and construction of pedestrian safety enhancements including raised pavement markers, striping, flashing LED light stop signs, a HAWK system, and upgraded pedestrian crossings at uncontrolled locations. In addition, through the San Antonio Creek Trail Feasibility Study, the City identified the entrance to Sunset Park on Kingsley and Orchard Streets as vulnerable locations that need safety improvements to ensure safe access to the San Antonio Creek Trail.
Staff requested proposals for engineering design services from five prequalified engineering firms. On September 30, 2024, the City received proposals from TKE and HR Green. Proposals were reviewed, ranked, and references were checked for similar grant funded projects, as procedurally required by Caltrans.
TKE was determined to be the best–suited firm for the Project. The TKE project team has successfully completed similar projects for other jurisdictions. The reference feedback highly rated TKE’s project delivery and working relationship with Caltrans Local Assistance staff, which is an important aspect of this project. Staff considers the engineering fee to be reasonable for the scope of work.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 79 of 148 FISCAL IMPACT: The estimated total project cost is $402,300. The HSIP grant in the amount of $362,070 is a reimbursement grant requiring a local match of $40,230.
Project funds will be appropriated using 2021 Lease Revenue Bond proceeds.
RECOMMENDATION: Staff recommends that the City Council take the following actions in relation to the Orchard Street Safety Improvement Project:
1. Approve Agreement No. 25–79 with TKE Engineering, Inc. for engineering design services for Project, subject to any revisions deemed necessary by the City Attorney; and
2. Authorize a $45,000 appropriation from the 2021 Lease Revenue Bond Fund for costs related to Agreement No. 25–79; and
3. Authorize staff to file a CEQA Notice of Categorical Exemption for the Project.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 80 of 148
CITY OF MONTCLAIR
AGREEMENT NO. 25–79
ORCHARD STREET SAFETY IMPROVEMENT PROJECT
HSIPSL–5326(026)
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 81 of 148
Agreement No. 25-79
ARTICLE I INTRODUCTION
A. This AGREEMENT is between the following named, hereinafter referred to as, CONSULTANT and the following named, hereinafter referred to as, LOCAL AGENCY:
The name of the “CONSULTANT” is as follows:
TKE ENGINEERING, INC.
Incorporated in the State of California
The Project Manager for the “CONSULTANT” will be
TERRY RENNER.
The name of the “LOCAL AGENCY” is as follows:
CITY OF MONTCLAIR
The Contract Administrator for LOCAL AGENCY will be CITY OF MONTCLAIR.
B. The work to be performed under this AGREEMENT is described in Article III Statement of Work and the approved CONSULTANT’s Cost Proposal dated November 17, 2025. The approved CONSULTANT’s Cost Proposal is attached hereto (Attachment A) and incorporated by reference.
If there is any conflict between the approved Cost Proposal and this AGREEMENT, this AGREEMENT shall take precedence.
C. CONSULTANT agrees to the fullest extent permitted by law, to indemnify, protect, defend, and hold harmless LOCAL AGENCY, its officers, officials, agents, employees and volunteers from and against any and all claims, damages, demands, liability, costs, losses and expenses, including without limitation, court costs and reasonable attorneys’ and expert witness fees, arising out of any failure to comply with applicable law, any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise arising out of the performance of the work described herein, to the extent caused by a negligent act or negligent failure to act, errors, omissions, recklessness or willful misconduct incident to the performance of this AGREEMENT on the part of CONSULTANT, except such loss or damage which was caused by the sole negligence, or willful misconduct of LOCAL AGENCY, as determined by a Court of competent jurisdiction. The provisions of this section shall survive termination or suspension of this AGREEMENT. Further indemnification requirements are set forth at ARTICLE XIX.
D. CONSULTANT in the performance of this AGREEMENT, shall act in an independent capacity. It is understood and agreed that CONSULTANT (including CONSULTANT's employees) is an independent contractor and that no relationship of employer–employee exists between the Parties hereto. CONSULTANT's assigned personnel shall not be entitled to any benefits payable to employees of City.
E. LOCAL AGENCY is not required to make any deductions or withholdings from the compensation payable to CONSULTANT under the provisions of the AGREEMENT, and is not required to issue W–2 Forms for income and employment tax purposes for any of CONSULTANT's assigned personnel. CONSULTANT, in the performance of its obligation hereunder, is only subject to the control or direction of the LOCAL AGENCY as to the designation of tasks to be performed and the results to be accomplished.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 82 of 148
Agreement No. 25-79
F. Any third party person(s) employed by CONSULTANT shall be entirely and exclusively under the direction, supervision, and control of CONSULTANT. CONSULTANT hereby indemnifies and holds LOCAL AGENCY harmless from any and all claims that may be made against City based upon any contention by any third party that an employer–employee relationship exists by reason of this AGREEMENT.
G. Except as expressly authorized herein, CONSULTANT's obligations under this AGREEMENT are not assignable or transferable, and CONSULTANT shall not subcontract any work, without the prior written approval of the LOCAL AGENCY. However, claims for money due or which become due to CONSULTANT from City under this AGREEMENT may be assigned to a financial institution or to a trustee in bankruptcy, without such approval. Notice of any assignment or transfer whether voluntary or involuntary shall be furnished promptly to the LOCAL AGENCY.
H. CONSULTANT shall be as fully responsible to the LOCAL AGENCY for the negligent acts and omissions of its contractors and subcontractors or subconsultants, and of persons either directly or indirectly employed by them, in the same manner as persons directly employed by CONSULTANT.
I. No alteration or variation of the terms of this AGREEMENT shall be valid, unless made in writing and signed by the parties authorized to bind the parties; and no oral understanding or agreement not incorporated herein, shall be binding on any of the parties hereto.
J. The consideration to be paid to CONSULTANT as provided herein, shall be in compensation for all of CONSULTANT’s expenses incurred in the performance hereof, including travel and per diem, unless otherwise expressly so provided.
ARTICLE II CONSULTANT’S REPORTS OR MEETINGS
A. CONSULTANT shall submit progress reports at least once a month. The report should be sufficiently detailed for the LOCAL AGENCY’s Contract Administrator to determine, if CONSULTANT is performing to expectations, or is on schedule; to provide communication of interim findings, and to sufficiently address any difficulties or special problems encountered, so remedies can be developed.
B. CONSULTANT’s Project Manager shall meet with LOCAL AGENCY’s Contract Administrator, as needed, to discuss progress on the AGREEMENT.
ARTICLE III STATEMENT OF WORK
A. CONSULTANT Services
The CONSULTANT shall perform the tasks as described and set forth in Attachment A, attached hereto and incorporated herein as though set forth in full.
B. Right of Way
The project does not require additional right of way.
C. Surveys
CONSULTANT shall be responsible for the preliminary, and design surveys.
D. Subsurface Investigations
It is not anticipated special sub–surface investigations will be required.
E. Local Agency Obligations
CONSULTANT shall have access to the graphic schematics of the improvements, relevant portions of the project application, and access to the Active Transportation Plan Section of the City website, MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 83 of 148
Agreement No. 25-79
the City’s Safe Routes to School (SRTS) plan which describes the improvements needed along Orchard Street www.cityofmontclair.org/current–projects–in–montclair/ as well as other relevant safety planning documents to assist in the preparation of the project construction documents.
F. Conferences, Site Visits, Inspection of Work
This AGREEMENT provides for conferences as needed, visits to the site, and inspection of the work by representatives of the LOCAL AGENCY, State, and/or FHWA. Costs incurred by CONSULTANT for meetings. All costs including the initial meeting costs shall be included in the CONSULTANT Fee.
G. Checking Shop Drawings
Payment for checking shop drawings by CONSULTANT shall be included in the AGREEMENT fee.
H. CONSULTANT Services During Construction
CONSULTANT’s Fee and services during the course of construction shall include RFI’s, submittals, shop drawings, any survey as needed to clarify the CONSULTANT’s design.
I. Documentation and Schedules
AGREEMENTs where appropriate, shall provide that CONSULTANT document the results of the work to the satisfaction of LOCAL AGENCY, and if applicable, the State and FHWA. This includes preparation of progress to be submitted with CONSULTANT’s progress payment requests, and final reports, plans, specifications and estimates, or similar evidence of attainment of the AGREEMENT objectives.
J. Deliverables and Number of Copies
The CONSULTANT shall provide three (3) sets of 24”x36” plan sets stapled, specifications, estimates, technical memorandum, and an e–file for each review, unless otherwise allowed by the LOCAL AGENCY. CONSULTANT compensation for deliverables shall be included Fee.
ARTICLE IV PERFORMANCE PERIOD
A. This AGREEMENT shall go into effect on December 15, 2025, contingent upon approval by LOCAL AGENCY, and CONSULTANT shall commence work after notification to proceed by LOCAL AGENCY’S Contract Administrator. The AGREEMENT shall end on December 15, 2026, unless extended by AGREEMENT amendment.
B. CONSULTANT is advised that any recommendation for AGREEMENT award is not binding on LOCAL AGENCY until the AGREEMENT is fully executed and approved by LOCAL AGENCY.
ARTICLE V ALLOWABLE COSTS AND PAYMENTS
A. The method of payment for this AGREEMENT will be based on actual cost plus a fixed fee. LOCAL AGENCY will reimburse CONSULTANT for actual costs (including labor costs, employee benefits, travel, equipment rental costs, overhead and other direct costs) incurred by CONSULTANT in performance of the work. CONSULTANT will not be reimbursed for actual costs that exceed the estimated wage rates, employee benefits, travel, equipment rental, overhead, and other estimated costs set forth in the approved CONSULTANT’S Cost Proposal, unless additional reimbursement is provided for by AGREEMENT amendment. In no event, will CONSULTANT be reimbursed for overhead costs at a rate that exceeds LOCAL AGENCY’s approved overhead rate set forth in the Cost Proposal. In the event, that LOCAL AGENCY determines that a change to the work from that specified in the Cost Proposal and AGREEMENT is required, the AGREEMENT time or actual costs reimbursable by LOCAL AGENCY shall be adjusted by AGREEMENT amendment to accommodate the changed work. The maximum total cost as specified in Paragraph “I” of this Article shall not be exceeded, unless authorized by AGREEMENT amendment.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 84 of 148
Agreement No. 25-79
B. The indirect cost rate established for this AGREEMENT is extended through the duration of this specific AGREEMENT. CONSULTANT’s agreement to the extension of the 1–year applicable period shall not be a condition or qualification to be considered for the work or AGREEMENT award.
C. In addition to the allowable incurred costs, LOCAL AGENCY will pay CONSULTANT a fixed fee of $45,000.00. The fixed fee is nonadjustable for the term of the AGREEMENT, except in the event of a significant change in the scope of work and such adjustment is made by AGREEMENT amendment.
D. Reimbursement for transportation and subsistence costs shall not exceed the rates specified in the approved Cost Proposal.
E. When milestone cost estimates are included in the approved Cost Proposal, CONSULTANT shall obtain prior written approval for a revised milestone cost estimate from the Contract Administrator before exceeding such cost estimate.
F. Progress payments will be made monthly in arrears based on services provided and allowable incurred costs. A pro rata portion of CONSULTANT’s fixed fee will be included in the monthly progress payments. If CONSULTANT fails to submit the required deliverable items according to the schedule set forth in Article III Statement of Work, LOCAL AGENCY shall have the right to delay payment or terminate this AGREEMENT.
G. No payment will be made prior to approval of any work, nor for any work performed prior to approval of this AGREEMENT.
H. CONSULTANT will be reimbursed promptly according to California Regulations upon receipt by LOCAL AGENCY’s Contract Administrator of itemized invoices in duplicate. Invoices shall be submitted no later than thirty (30) calendar days after the performance of work for which CONSULTANT is billing. Invoices shall detail the work performed on each milestone and each project as applicable. Invoices shall follow the format stipulated for the approved Cost Proposal and shall reference this AGREEMENT number and project title. Final invoice must contain the final cost and all credits due LOCAL AGENCY including any equipment purchased under the provisions of Article XI Equipment Purchase. The final invoice should be submitted within sixty (60) calendar days after completion of CONSULTANT’s work. Invoices shall be mailed to LOCAL AGENCY’s Contract Administrator at the following address:
City of Montclair
Monica Heredia, Director of Public Works
5111 Benito Street
Montclair, CA. 91763
I. The total amount payable by LOCAL AGENCY including the fixed fee shall not exceed $45,000.00.
J. For personnel subject to prevailing wage rates as described in the California Labor Code, all salary increases, which are the direct result of changes in the prevailing wage rates are reimbursable.
ARTICLE VI TERMINATION
A. This AGREEMENT may be terminated by LOCAL AGENCY, provided that LOCAL AGENCY gives not less than fourteen (14) calendar days’ written notice (delivered by certified mail, return receipt requested) of intent to terminate. Upon termination, LOCAL AGENCY shall be entitled to all work, including but not limited to, reports, investigations, appraisals, inventories, studies, analyses, drawings and data estimates performed to that date, whether completed or not.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 85 of 148
Agreement No. 25-79
B. LOCAL AGENCY may temporarily suspend this AGREEMENT, at no additional cost to LOCAL AGENCY, provided that CONSULTANT is given written notice (delivered by certified mail, return receipt requested) of temporary suspension. If LOCAL AGENCY gives such notice of temporary suspension, CONSULTANT shall immediately suspend its activities under this AGREEMENT. A temporary suspension may be issued concurrent with the notice of termination.
C. Notwithstanding any provisions of this AGREEMENT, CONSULTANT shall not be relieved of liability to LOCAL AGENCY for damages sustained by City by virtue of any breach of this AGREEMENT by CONSULTANT, and City may withhold any payments due to CONSULTANT until such time as the exact amount of damages, if any, due City from CONSULTANT is determined.
D. In the event of termination, CONSULTANT shall be compensated as provided for in this AGREEMENT. Upon termination, LOCAL AGENCY shall be entitled to all work, including but not limited to, reports, investigations, appraisals, inventories, studies, analyses, drawings and data estimates performed to that date, whether completed or not.
ARTICLE VII COST PRINCIPLES AND ADMINISTRATIVE REQUIREMENTS A. The CONSULTANT agrees that 48 CFR 31, Contract Cost Principles and Procedures, shall be used to determine the allowability of individual terms of cost.
B. The CONSULTANT also agrees to comply with Federal procedures in accordance with 2 CFR 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
C. Any costs for which payment has been made to the CONSULTANT that are determined by subsequent audit to be unallowable under 48 CFR 31 or 2 CFR 200 are subject to repayment by the CONSULTANT to LOCAL AGENCY.
D. When a CONSULTANT or Subconsultant is a Non–Profit Organization or an Institution of Higher Education, the Cost Principles for Title 2 CFR 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards shall apply.
ARTICLE VIII RETENTION OF RECORD/AUDITS
For the purpose of determining compliance with Gov. Code § 8546.7, the CONSULTANT, Subconsultants, and LOCAL AGENCY shall maintain all books, documents, papers, accounting records, Independent CPA Audited Indirect Cost Rate workpapers, and other evidence pertaining to the performance of the AGREEMENT including, but not limited to, the costs of administering the AGREEMENT. All parties, including the CONSULTANT’s Independent CPA, shall make such workpapers and materials available at their respective offices at all reasonable times during the AGREEMENT period and for three (3) years from the date of final payment under the AGREEMENT and records for real property and equipment acquired with federal funds must be retained for three (3) years after final disposition. LOCAL AGENCY, Caltrans Auditor, FHWA, or any duly authorized representative of the Federal government having jurisdiction under Federal laws or regulations (including the basis of Federal funding in whole or in part) shall have access to any books, records, and documents of the CONSULTANT, Subconsultants, and the CONSULTANT’s Independent CPA, that are pertinent to the AGREEMENT for audits, examinations, workpaper review, excerpts, and transactions, and copies thereof shall be furnished if requested without limitation.
ARTICLE IX AUDIT REVIEW PROCEDURES
A. Any dispute concerning a question of fact arising under an interim or post audit of this AGREEMENT that is not disposed of by AGREEMENT, shall be reviewed by LOCAL AGENCY’S Chief Financial Officer.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 86 of 148
Agreement No. 25-79
B. Not later than thirty (30) calendar days after issuance of the final audit report, CONSULTANT may request a review by LOCAL AGENCY’S Chief Financial Officer of unresolved audit issues. The request for review will be submitted in writing.
C. Neither the pendency of a dispute nor its consideration by LOCAL AGENCY will excuse CONSULTANT from full and timely performance, in accordance with the terms of this AGREEMENT.
D. CONSULTANT and subconsultant AGREEMENTs, including cost proposals and Indirect Cost Rates (ICR), may be subject to audits or reviews such as, but not limited to, an AGREEMENT audit, an incurred cost audit, an ICR Audit, or a CPA ICR audit work paper review. If selected for audit or review, the AGREEMENT, cost proposal and ICR and related work papers, if applicable, will be reviewed to verify compliance with 48 CFR 31 and other related laws and regulations. In the instances of a CPA ICR audit work paper review it is CONSULTANT’s responsibility to ensure federal, LOCAL AGENCY, or local government officials are allowed full access to the CPA’s work papers including making copies as necessary. The AGREEMENT, cost proposal, and ICR shall be adjusted by CONSULTANT and approved by LOCAL AGENCY Contract Administrator to conform to the audit or review recommendations. CONSULTANT agrees that individual terms of costs identified in the audit report shall be incorporated into the AGREEMENT by this reference if directed by LOCAL AGENCY at its sole discretion. Refusal by CONSULTANT to incorporate audit or review recommendations, or to ensure that the federal, LOCAL AGENCY or local governments have access to CPA work papers, will be considered a breach of AGREEMENT terms and cause for termination of the AGREEMENT and disallowance of prior reimbursed costs.
E. CONSULTANT’s Cost Proposal may be subject to a CPA ICR Audit Work Paper Review and/or audit by the Independent Office of Audits and Investigations (IOAI). IOAI, at its sole discretion, may review and/or audit and approve the CPA ICR documentation. The Cost Proposal shall be adjusted by the CONSULTANT and approved by the LOCAL AGENCY Contract Administrator to conform to the Work Paper Review recommendations included in the management letter or audit recommendations included in the audit report. Refusal by the CONSULTANT to incorporate the Work Paper Review recommendations included in the management letter or audit recommendations included in the audit report will be considered a breach of the AGREEMENT terms and cause for termination of the AGREEMENT and disallowance of prior reimbursed costs.
1. During IOAI’s review of the ICR audit work papers created by the CONSULTANT’s independent CPA, IOAI will work with the CPA and/or CONSULTANT toward a resolution of issues that arise during the review. Each party agrees to use its best efforts to resolve any audit disputes in a timely manner. If IOAI identifies significant issues during the review and is unable to issue a cognizant approval letter, LOCAL AGENCY will reimburse the CONSULTANT at an accepted ICR until a FAR (Federal Acquisition Regulation) compliant ICR (e.g. 48 CFR Part 31; GAGAS (Generally Accepted Auditing Standards); CAS (Cost Accounting Standards), if applicable; in accordance with procedures and guidelines of the American Association of State Highways and Transportation Officials (AASHTO) Audit Guide; and other applicable procedures and guidelines) is received and approved by IOAI.
Accepted rates will be as follows:
a. If the proposed rate is less than one hundred fifty percent (150%) – the accepted rate reimbursed will be ninety percent (90%) of the proposed rate. b. If the proposed rate is between one hundred fifty percent (150%) and two hundred percent (200%) – the accepted rate will be eighty–five percent (85%) of the proposed rate.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 87 of 148
Agreement No. 25-79
c. If the proposed rate is greater than two hundred percent (200%) – the accepted rate will be seventy–five percent (75%) of the proposed rate.
2. If IOAI is unable to issue a cognizant letter per paragraph E.1. above, IOAI may require CONSULTANT to submit a revised independent CPA–audited ICR and audit report within three (3) months of the effective date of the management letter. IOAI will then have up to six (6) months to review the CONSULTANT’s and/or the independent CPA’s revisions.
3. If the CONSULTANT fails to comply with the provisions of this paragraph E, or if IOAI is still unable to issue a cognizant approval letter after the revised independent CPA audited ICR is submitted, overhead cost reimbursement will be limited to the accepted ICR that was established upon initial rejection of the ICR and set forth in paragraph E.1. above for all rendered services. In this event, this accepted ICR will become the actual and final ICR for reimbursement purposes under this AGREEMENT.
4. CONSULTANT may submit to LOCAL AGENCY final invoice only when all of the following items have occurred: (1) IOAI accepts or adjusts the original or revised independent CPA audited ICR; (2) all work under this AGREEMENT has been completed to the satisfaction of LOCAL AGENCY; and, (3) IOAI has issued its final ICR review letter. The CONSULTANT MUST SUBMIT ITS FINAL INVOICE TO LOCAL AGENCY no later than sixty (60) calendar days after occurrence of the last of these items. The accepted ICR will apply to this AGREEMENT and all other agreements executed between LOCAL AGENCY and the CONSULTANT, either as a prime or subconsultant, with the same fiscal period ICR.
ARTICLE X SUBCONTRACTING
A. Nothing contained in this AGREEMENT or otherwise, shall create any contractual relation between the LOCAL AGENCY and any Subconsultants, and no subagreement shall relieve the CONSULTANT of its responsibilities and obligations hereunder. The CONSULTANT agrees to be as fully responsible to the LOCAL AGENCY for the acts and omissions of its Subconsultants and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the CONSULTANT. The CONSULTANT's obligation to pay its Subconsultants is an independent obligation from the LOCAL AGENCY's obligation to make payments to the CONSULTANT.
B. The CONSULTANT shall perform the work contemplated with resources available within its own organization and no portion of the work shall be subcontracted without written authorization by the LOCAL AGENCY Contract Administrator, except that which is expressly identified in the CONSULTANT’s approved Cost Proposal.
C. Any subagreement entered into as a result of this AGREEMENT, shall contain all the provisions stipulated in this entire AGREEMENT to be applicable to Subconsultants unless otherwise noted.
D. CONSULTANT shall pay its Subconsultants within Fifteen (15) calendar days from receipt of each payment made to the CONSULTANT by the LOCAL AGENCY.
E. Any substitution of Subconsultants must be approved in writing by the LOCAL AGENCY Contract Administrator in advance of assigning work to a substitute Subconsultant.
F. Prompt Progress Payment
CONSULTANT or subconsultant shall pay to any subconsultant, not later than fifteen (15) days after receipt of each progress payment, unless otherwise agreed to in writing, the respective amounts allowed CONSULTANT on account of the work performed by the subconsultants, to the extent of each subconsultant’s interest therein. In the event that there is a good faith dispute over all or any portion of the amount due on a progress payment from CONSULTANT or subconsultant to a MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 88 of 148
Agreement No. 25-79
subconsultant, CONSULTANT or subconsultant may withhold no more than 150 percent of the disputed amount. Any violation of this requirement shall constitute a cause for disciplinary action and shall subject the licensee to a penalty, payable to the subconsultant, of 2 percent of the amount due per month for every month that payment is not made.
In any action for the collection of funds wrongfully withheld, the prevailing party shall be entitled to his or her attorney’s fees and costs. The sanctions authorized under this requirement shall be separate from, and in addition to, all other remedies, either civil, administrative, or criminal. This clause applies to both DBE and non–DBE subconsultants.
G. Prompt Payment of Withheld Funds to Subconsultants
The LOCAL AGENCY may hold retainage from CONSULTANT and shall make prompt and regular incremental acceptances of portions, as determined by the LOCAL AGENCY, of the contract work, and pay retainage to CONSULTANT based on these acceptances. The LOCAL AGENCY shall designate one of the methods below in the contract to ensure prompt and full payment of any retainage kept by CONSULTANT or subconsultant to a subconsultant.
No retainage will be held by the LOCAL AGENCY from progress payments due to CONSULTANT.
CONSULTANTS and subconsultants are prohibited from holding retainage from subconsultants.
Any delay or postponement of payment may take place only for good cause and with the LOCAL AGENCY’s prior written approval. Any violation of these provisions shall subject the violating CONSULTANT or subconsultant to the penalties, sanctions, and other remedies specified in Section 3321 of the California Civil Code. This requirement shall not be construed to limit or impair any contractual, administrative or judicial remedies, otherwise available to CONSULTANT or subconsultant in the event of a dispute involving late payment or nonpayment by CONSULTANT, deficient subconsultant performance and/or noncompliance by a subconsultant. This clause applies to both DBE and non–DBE subconsultants.
Any violation of these provisions shall subject the violating CONSULTANT or subconsultant to the penalties, sanctions and other remedies specified therein. These requirements shall not be construed to limit or impair any contractual, administrative, or judicial remedies otherwise available to CONSULTANT or subconsultant in the event of a dispute involving late payment or nonpayment by CONSULTANT, deficient subcontract performance, or noncompliance by a subconsultant.
ARTICLE XI EQUIPMENT PURCHASE AND OTHER CAPITAL EXPENDITURES – N/A
ARTICLE XII STATE PREVAILING WAGE RATES
A. No CONSULTANT or Subconsultant may be awarded an AGREEMENT containing public work elements unless registered with the Department of Industrial Relations (DIR) pursuant to Labor Code §1725.5. Registration with DIR must be maintained throughout the entire term of this AGREEMENT, including any subsequent amendments.
B. The CONSULTANT shall comply with all of the applicable provisions of the California Labor Code requiring the payment of prevailing wages. The General Prevailing Wage Rate Determinations applicable to work under this AGREEMENT are available and on file with the Department of Transportation's Regional/District Labor Compliance Officer (https://dot.ca.gov/programs/construction/labor–compliance). These wage rates are made a specific part of this AGREEMENT by reference pursuant to Labor Code §1773.2 and will be applicable to work performed at a construction project site. Prevailing wages will be applicable to all inspection work performed at LOCAL AGENCY construction sites, at LOCAL AGENCY facilities and at off–site locations that are set up by the construction contractor or one of its subcontractors solely and specifically to serve LOCAL AGENCY projects. Prevailing wage requirements do not apply to inspection work performed at the facilities of vendors and commercial materials suppliers that provide goods and services to the general public.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 89 of 148
Agreement No. 25-79
C. General Prevailing Wage Rate Determinations applicable to this project may also be obtained from the Department of Industrial Relations website at http://www.dir.ca.gov.
D. Payroll Records
1. Each CONSULTANT and Subconsultant shall keep accurate certified payroll records and supporting documents as mandated by Labor Code §1776 and as defined in 8 CCR §16000 showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by the CONSULTANT or Subconsultant in connection with the public work. Each payroll record shall contain or be verified by a written declaration that it is made under penalty of perjury, stating both of the following:
a. The information contained in the payroll record is true and correct. b. The employer has complied with the requirements of Labor Code §1771, §1811, and §1815 for any work performed by his or her employees on the public works project.
2. The payroll records enumerated under paragraph (1) above shall be certified as correct by the CONSULTANT under penalty of perjury. The payroll records and all supporting documents shall be made available for inspection and copying by LOCAL AGENCY representatives at all reasonable hours at the principal office of the CONSULTANT. The CONSULTANT shall provide copies of certified payrolls or permit inspection of its records as follows:
a. A certified copy of an employee's payroll record shall be made available for inspection or furnished to the employee or the employee's authorized representative on request. b. A certified copy of all payroll records enumerated in paragraph (1) above, shall be made available for inspection or furnished upon request to a representative of LOCAL AGENCY, the Division of Labor Standards Enforcement and the Division of Apprenticeship Standards of the Department of Industrial Relations. Certified payrolls submitted to LOCAL AGENCY, the Division of Labor Standards Enforcement and the Division of Apprenticeship Standards shall not be altered or obliterated by the CONSULTANT.
c. The public shall not be given access to certified payroll records by the CONSULTANT.
The CONSULTANT is required to forward any requests for certified payrolls to the LOCAL AGENCY Contract Administrator by both email and regular mail on the business day following receipt of the request.
3. Each CONSULTANT shall submit a certified copy of the records enumerated in paragraph (1) above, to the entity that requested the records within ten (10) calendar days after receipt of a written request.
4. Any copy of records made available for inspection as copies and furnished upon request to the public or any public agency by LOCAL AGENCY shall be marked or obliterated in such a manner as to prevent disclosure of each individual's name, address, and social security number. The name and address of the CONSULTANT or Subconsultant performing the work shall not be marked or obliterated.
5. The CONSULTANT shall inform LOCAL AGENCY of the location of the records enumerated under paragraph (1) above, including the street address, city and county, and shall, within five (5) working days, provide a notice of a change of location and address.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 90 of 148
Agreement No. 25-79
6. The CONSULTANT or Subconsultant shall have ten (10) calendar days in which to comply subsequent to receipt of written notice requesting the records enumerated in paragraph (1) above. In the event the CONSULTANT or Subconsultant fails to comply within the ten (10) day period, he or she shall, as a penalty to LOCAL AGENCY, forfeit one hundred dollars ($100) for each calendar day, or portion thereof, for each worker, until strict compliance is effectuated.
Such penalties shall be withheld by LOCAL AGENCY from payments then due. CONSULTANT is not subject to a penalty assessment pursuant to this section due to the failure of a Subconsultant to comply with this section.
E. When prevailing wage rates apply, the CONSULTANT is responsible for verifying compliance with certified payroll requirements. Invoice payment will not be made until the invoice is approved by the LOCAL AGENCY Contract Administrator.
F. Penalty
1. The CONSULTANT and any of its Subconsultants shall comply with Labor Code §1774 and §1775. Pursuant to Labor Code §1775, the CONSULTANT and any Subconsultant shall forfeit to the LOCAL AGENCY a penalty of not more than two hundred dollars ($200) for each calendar day, or portion thereof, for each worker paid less than the prevailing rates as determined by the Director of DIR for the work or craft in which the worker is employed for any public work done under the AGREEMENT by the CONSULTANT or by its Subconsultant in violation of the requirements of the Labor Code and in particular, Labor Code §§1770 to 1780, inclusive.
2. The amount of this forfeiture shall be determined by the Labor Commissioner and shall be based on consideration of mistake, inadvertence, or neglect of the CONSULTANT or Subconsultant in failing to pay the correct rate of prevailing wages, or the previous record of the CONSULTANT or Subconsultant in meeting their respective prevailing wage obligations, or the willful failure by the CONSULTANT or Subconsultant to pay the correct rates of prevailing wages. A mistake, inadvertence, or neglect in failing to pay the correct rates of prevailing wages is not excusable if the CONSULTANT or Subconsultant had knowledge of the obligations under the Labor Code. The CONSULTANT is responsible for paying the appropriate rate, including any escalations that take place during the term of the AGREEMENT.
3. In addition to the penalty and pursuant to Labor Code §1775, the difference between the prevailing wage rates and the amount paid to each worker for each calendar day or portion thereof for which each worker was paid less than the prevailing wage rate shall be paid to each worker by the CONSULTANT or Subconsultant.
4. If a worker employed by a Subconsultant on a public works project is not paid the general prevailing per diem wages by the Subconsultant, the CONSULTANT of the project is not liable for the penalties described above unless the CONSULTANT had knowledge of that failure of the Subconsultant to pay the specified prevailing rate of wages to those workers or unless the CONSULTANT fails to comply with all of the following requirements:
a. The AGREEMENT executed between the CONSULTANT and the Subconsultant for the performance of work on public works projects shall include a copy of the requirements in Labor Code §§ 1771, 1775, 1776, 1777.5, 1813, and 1815. b. The CONSULTANT shall monitor the payment of the specified general prevailing rate of per diem wages by the Subconsultant to the employees by periodic review of the certified payroll records of the Subconsultant.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 91 of 148
Agreement No. 25-79
c. Upon becoming aware of the Subconsultant’s failure to pay the specified prevailing rate of wages to the Subconsultant’s workers, the CONSULTANT shall diligently take corrective action to halt or rectify the failure, including but not limited to, retaining sufficient funds due the Subconsultant for work performed on the public works project. d. Prior to making final payment to the Subconsultant for work performed on the public works project, the CONSULTANT shall obtain an affidavit signed under penalty of perjury from the Subconsultant that the Subconsultant had paid the specified general prevailing rate of per diem wages to the Subconsultant’s employees on the public works project and any amounts due pursuant to Labor Code §1813.
5. Pursuant to Labor Code §1775, LOCAL AGENCY shall notify the CONSULTANT on a public works project within fifteen (15) calendar days of receipt of a complaint that a Subconsultant has failed to pay workers the general prevailing rate of per diem wages.
6. If LOCAL AGENCY determines that employees of a Subconsultant were not paid the general prevailing rate of per diem wages and if LOCAL AGENCY did not retain sufficient money under the AGREEMENT to pay those employees the balance of wages owed under the general prevailing rate of per diem wages, the CONSULTANT shall withhold an amount of moneys due the Subconsultant sufficient to pay those employees the general prevailing rate of per diem wages if requested by LOCAL AGENCY.
G. Hours of Labor
Eight (8) hours labor constitutes a legal day's work. The CONSULTANT shall forfeit, as a penalty to the LOCAL AGENCY, twenty–five dollars ($25) for each worker employed in the execution of the AGREEMENT by the CONSULTANT or any of its Subconsultants for each calendar day during which such worker is required or permitted to work more than eight (8) hours in any one calendar day and forty (40) hours in any one calendar week in violation of the provisions of the Labor Code, and in particular §§1810 to 1815 thereof, inclusive, except that work performed by employees in excess of eight (8) hours per day, and forty (40) hours during any one week, shall be permitted upon compensation for all hours worked in excess of eight (8) hours per day and forty (40) hours in any week, at not less than one and one–half (1.5) times the basic rate of pay, as provided in §1815.
H. Employment of Apprentices
1. Where either the prime AGREEMENT or the subagreement exceeds thirty thousand dollars ($30,000), the CONSULTANT and any subconsultants under him or her shall comply with all applicable requirements of Labor Code §§ 1777.5, 1777.6 and 1777.7 in the employment of apprentices.
2. CONSULTANTs and subconsultants are required to comply with all Labor Code requirements regarding the employment of apprentices, including mandatory ratios of journey level to apprentice workers. Prior to commencement of work, CONSULTANT and subconsultants are advised to contact the DIR Division of Apprenticeship Standards website at https://www.dir.ca.gov/das/, for additional information regarding the employment of apprentices and for the specific journey–to– apprentice ratios for the AGREEMENT work. The CONSULTANT is responsible for all subconsultants’ compliance with these requirements.
Penalties are specified in Labor Code §1777.7.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 92 of 148
Agreement No. 25-79
ARTICLE XIII CONFLICT OF INTEREST
A. During the term of this AGREEMENT, the CONSULTANT shall disclose any financial, business, or other relationship with LOCAL AGENCY that may have an impact upon the outcome of this AGREEMENT or any ensuing LOCAL AGENCY construction project. The CONSULTANT shall also list current clients who may have a financial interest in the outcome of this AGREEMENT or any ensuing LOCAL AGENCY construction project which will follow.
B. CONSULTANT certifies that it has disclosed to LOCAL AGENCY any actual, apparent, or potential conflicts of interest that may exist relative to the services to be provided pursuant to this AGREEMENT. CONSULTANT agrees to advise LOCAL AGENCY of any actual, apparent or potential conflicts of interest that may develop subsequent to the date of execution of this AGREEMENT. CONSULTANT further agrees to complete any statements of economic interest if required by either LOCAL AGENCY ordinance or State law.
C. The CONSULTANT hereby certifies that it does not now have, nor shall it acquire any financial or business interest that would conflict with the performance of services under this AGREEMENT.
D. The CONSULTANT hereby certifies that the CONSULTANT or subconsultant and any firm affiliated with the CONSULTANT or subconsultant that bids on any construction contract or on any Agreement to provide construction inspection for any construction project resulting from this AGREEMENT, has established necessary controls to ensure a conflict of interest does not exist. An affiliated firm is one, which is subject to the control of the same persons, through joint ownership or otherwise.
ARTICLE XIV REBATES, KICKBACKS OR OTHER UNLAWFUL CONSIDERATION The CONSULTANT warrants that this AGREEMENT was not obtained or secured through rebates, kickbacks or other unlawful consideration either promised or paid to any LOCAL AGENCY employee.
For breach or violation of this warranty, LOCAL AGENCY shall have the right, in its discretion, to terminate this AGREEMENT without liability, to pay only for the value of the work actually performed, or to deduct from this AGREEMENT price or otherwise recover the full amount of such rebate, kickback or other unlawful consideration.
ARTICLE XV PROHIBITION OF EXPENDING LOCAL AGENCY, STATE, OR FEDERAL FUNDS FOR LOBBYING – N/A
ARTICLE XVI NON–DISCRIMINATION CLAUSE AND STATEMENT OF COMPLIANCE A. The CONSULTANT’s signature affixed herein and dated shall constitute a certification under penalty of perjury under the laws of the State of California that the CONSULTANT has, unless exempt, complied with the nondiscrimination program requirements of Gov. Code §12990 and 2 CCR § 8103.
B. During the performance of this AGREEMENT, CONSULTANT and its subconsultants shall not deny the AGREEMENT’s benefits to any person on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status, nor shall they unlawfully discriminate, harass, or allow harassment against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status. CONSULTANT and subconsultants shall insure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 93 of 148
Agreement No. 25-79
C. CONSULTANT and subconsultants shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code §12990 et seq.), the applicable regulations promulgated there under (2 CCR §11000 et seq.), the provisions of Gov. Code §§11135–11139.5, and the regulations or standards adopted by LOCAL AGENCY to implement such article. The applicable regulations of the Fair Employment and Housing Commission implementing Gov. Code §12990 (a–f), set forth 2 CCR §§8100–8504, are incorporated into this AGREEMENT by reference and made a part hereof as if set forth in full.
D. CONSULTANT shall permit access by representatives of the Department of Fair Employment and Housing and the LOCAL AGENCY upon reasonable notice at any time during the normal business hours, but in no case less than twenty–four (24) hours’ notice, to such of its books, records, accounts, and all other sources of information and its facilities as said Department or LOCAL AGENCY shall require to ascertain compliance with this clause.
E. CONSULTANT and its subconsultants shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other Agreement.
F. CONSULTANT shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under this AGREEMENT.
G. The CONSULTANT, with regard to the work performed under this AGREEMENT, shall act in accordance with Title VI of the Civil Rights Act of 1964 (42 U.S.C. §2000d et seq.). Title VI provides that the recipients of federal assistance will implement and maintain a policy of nondiscrimination in which no person in the United States shall, on the basis of race, color, national origin, religion, sex, age, disability, be excluded from participation in, denied the benefits of or subject to discrimination under any program or activity by the recipients of federal assistance or their assignees and successors in interest.
H. The CONSULTANT shall comply with regulations relative to non–discrimination in federally– assisted programs of the U.S. Department of Transportation (49 CFR 21 – Effectuation of Title VI of the Civil Rights Act of 1964). Specifically, the CONSULTANT shall not participate either directly or indirectly in the discrimination prohibited by 49 CFR §21.5, including employment practices and the selection and retention of Subconsultants.
I. CONSULTANT, subrecipient or subconsultant will never exclude any person from participation in, deny any person the benefits of, or otherwise discriminate against anyone in connection with the award and performance of any contract covered by 49 CFR 26 on the basis of race, color, sex, or national origin. In administering the LOCAL AGENCY components of the DBE Program Plan, CONSULTANT, subrecipient or subconsultant will not, directly, or through contractual or other arrangements, use criteria or methods of administration that have the effect of defeating or substantially impairing accomplishment of the objectives of the DBE Program Plan with respect to individuals of a particular race, color, sex, or national origin.
ARTICLE XVII DEBARMENT AND SUSPENSION CERTIFICATION
A. The CONSULTANT’s signature affixed herein shall constitute a certification under penalty of perjury under the laws of the State of California, that the CONSULTANT or any person associated therewith in the capacity of owner, partner, director, officer or manager:
1. Is not currently under suspension, debarment, voluntary exclusion, or determination of ineligibility by any federal agency;
2. Has not been suspended, debarred, voluntarily excluded, or determined ineligible by any federal agency within the past three (3) years;
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 94 of 148
Agreement No. 25-79
3. Does not have a proposed debarment pending; and
4. Has not been indicted, convicted, or had a civil judgment rendered against it by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past three (3) years.
B. Any exceptions to this certification must be disclosed to LOCAL AGENCY. Exceptions will not necessarily result in denial of recommendation for award, but will be considered in determining responsibility. Disclosures must indicate the party to whom the exceptions apply, the initiating agency, and the dates of agency action.
C. Exceptions to the Federal Government excluded parties (https://sam.gov/content/home) maintained by the U.S. General Services Administration are to be determined by FHWA.
ARTICLE XVIII DISADVANTAGED BUSINESS ENTERPRISES (DBE) PARTICIPATION – N/A
ARTICLE XIX INSURANCE & INDEMNIFICATION
A. Prior to commencement of the work described herein, CONSULTANT shall furnish LOCAL AGENCY a Certificate of Insurance stating that there is insurance presently in effect for CONSULTANT, as follows:
1. Commercial General Liability: Commercial General Liability Insurance which affords coverage at least as broad as Insurance Services Office on an “occurrence” form CG 00 01, including products and completed operations, property damage, bodily injury, and personal & advertising injury with limits no less than $2,000,000 per each occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. Such limit(s) maybe satisfied by a combination of both primary and excess coverage.
2. Automobile Liability Insurance: Automobile Liability Insurance with coverage at least as broad as Insurance Services Office Form CA 0001 covering “Any Auto” (Symbol 1), including owned if Consultant owns any vehicles, non–owned and hired autos, with minimum limits of $2,000,000 for bodily injury and property damage, each accident. If Consultant owns no vehicles, auto liability coverage may be provided by means of a non–owned and hired auto endorsement to the general liability policy. Automobile liability insurance and endorsements shall be kept in force at all times during the performance of this Agreement. Such limit(s) may be satisfied by a combination of both primary and excess coverage.
3. Workers’ Compensation: Workers’ Compensation Insurance, as required by the State of California and Employer’s Liability Insurance with a limit of not less than $1,000,000 each accident for bodily injury $1,000,000 each employee for bodily injury by disease, and $1,000,000 policy limit by disease.
4. Professional Liability: Professional Liability insurance with limit of not less than $3,000,000 each claim and annual aggregate. Covered professional services shall specifically include all services to be performed under the Agreement and delete any exclusion that may potentially affect the work to be performed.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 95 of 148
Agreement No. 25-79
B. The Certificate of Insurance will provide:
1. That the insurer will not cancel the insured’s coverage without thirty (30) calendar days prior written notice to LOCAL AGENCY.
2. That LOCAL AGENCY, its officers, agents, employees, and servants are included as additional insureds, but only insofar as the operations under this AGREEMENT are concerned.
3. That LOCAL AGENCY will not be responsible for any premiums or assessments on the policy.
C. CONSULTANT agrees that the bodily injury liability insurance herein provided for, shall be in effect at all times during the term of this AGREEMENT. In the event said insurance coverage expires at any time or times during the term of this AGREEMENT, CONSULTANT agrees to provide at least thirty (30) calendar days prior notice to said expiration date; and a new Certificate of Insurance evidencing insurance coverage as provided for herein, for not less than either the remainder of the term of the AGREEMENT, or for a period of not less than one (1) year. New Certificates of Insurance are subject to the approval of LOCAL AGENCY. In the event CONSULTANT fails to keep in effect at all times insurance coverage as herein provided, LOCAL AGENCY may, in addition to any other remedies it may have, terminate this AGREEMENT upon occurrence of such event.
D. INDEMNIFCATION
1. Defense, Indemnity and Hold Harmless. CONSULTANT’s shall defend, indemnify, and hold harmless the LOCAL AGENCY, its present and former officers, directors, employees, agents, staff, volunteers, mayor, council, boards, committees, and representatives, as broadly interpreted (collectively, the “Indemnified Parties”), of and from all claims, suits, demands, obligations, losses, damages, sums, or any other matters threatened or presently asserted, including but not limited to all legal fees, costs of defense and litigation expenses (including legal fees, expert fees and any other costs or fees, including those of adverse parties imposed on or sought against the Indemnified Parties), arising directly or indirectly out of any liability or claim of loss or liability for personal injury, bodily injury to persons, contractual liability, errors or omissions, breach, failure to perform, damage to or loss of property, or any other loss, damage, injury or other claim of any kind or nature arising out of the work to be performed by CONSULTANT’s herein, caused by or arising out of the negligent acts or omissions, or intentional misconduct of Consultant, including its subcontractors, employees, agents, and other persons or entities performing work for CONSULTANT’s.
2. Contractual Indemnity. To the fullest extent permitted under California law, Consultant shall contractually indemnify, defend and hold harmless the Indemnified Parties from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses, amounts for good faith settlement, or costs of any kind, whether actual, alleged or threatened, including attorney’s fees and costs, court costs, interest, defense costs, and expert witness fees and costs), arising out of or related to, in whole or in part, the performance of this Agreement by CONSULTANT’s or by any individual or entity for which Consultant is legally liable, including but not limited to Consultant’s officers, agents, representative, employees, independent CONSULTANT’s, subconsultants/subcontractors or affiliated or related entities and/or its or their employees, agents and representatives, caused by or arising out of all negligent acts or omissions, or intentional misconduct of CONSULTANT’s, including its subconsultants/subcontractors, employees, agents and other persons or entities performing work for CONSULTANT. Indemnification shall include any claim that CONSULTANT, or CONSULTANT’s employees or agents, are or may be considered and treated as employees of the LOCAL AGENCY or are entitled to any employee benefits from LOCAL AGENCY including MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 96 of 148
Agreement No. 25-79
but not limited to those available under Public Employees Retirement Law. The obligation to indemnify, defend and hold harmless the Indemnified Parties shall apply to all liability as defined above regardless of whether the Indemnified Parties were or are alleged to have been negligent, except that it shall not apply to claims arising from the sole negligence or willful intentional misconduct of the Indemnified Parties. CONSUTANT’s obligation to defend the Indemnified Parties is not contingent upon there being an acknowledgement of or determination of the merit of any claims, liability, demands, causes of action, suits, losses, expenses, errors, omissions and/or costs.
3. Subconsultants/subcontractors and Indemnification. CONSULTANT agrees to and shall obtain executed indemnity agreements in favor of the Indemnified Parties with provisions identical to those set forth from each and every Subconsultant, Subcontractor, or other person or entity involved by, for, with, or on behalf of CONSULTANT in the performance of any aspect of this Agreement. In the event CONSULTANT fails to obtain such indemnity obligations, CONSULTANT shall be fully responsible for each and every Subconsultant, Subcontractor or other person or entity in terms of defense, indemnity and hold harmless obligations in favor of the Indemnified Parties as set forth above. This obligation to indemnify and defend the Indemnified Parties is binding on the successors, assigns, or heirs of CONSULTANT and shall survive the full performance or termination of this Agreement. These indemnification provisions are independent of and shall not in any way be limited or superseded by the insurance requirements and insurance–related provisions of this Agreement.
4. LOCAL AGENCY Lost or Damaged Property – Theft. CONSULTANT further agrees to pay or cause to be paid to the Indemnified Parties’ benefit, any and all damages, fines, penalties, and loss or theft of property of the LOCAL AGENCY arising out of or related in any way to the negligent acts or omissions or intentional misconduct of CONSULTANT or of CONSULTANT’s officers, agents, representatives, employees, independent contractors, subconsultants or affiliated or related entities and/or its or their employees, agents and representatives, whether such actions, omissions to act, negligence or intentional conduct is or was authorized by this Agreement or not. LOCAL AGENCY assumes no responsibility whatsoever for any property placed on the premises of LOCAL AGENCY. CONSULTANT further agrees to waive all rights of subrogation against the Indemnified Parties.
5. Non–Waiver and Non–Exhaustion of LOCAL AGENCY’s Further Rights and Remedies. No aspect of this provision shall in any way limit or effect the rights of the Indemnified Parties against the CONSULTANT under the terms of this Agreement or otherwise. The indemnification provisions shall apply regardless of whether this Agreement is executed after Consultant begins the work and shall extend to claims arising after this Agreement is performed or terminated, including a dispute as to the termination of CONSULTANT. The indemnity obligations of CONSULTANT shall continue until it is determined by final judgment that the claim against the LOCAL AGENCY and any Indemnified Parties is determined by final judgment and after exhaustion of any rights of appeal. Further, no aspect of this provision shall impact the LOCAL AGENCY’s rights to contribution from CONSULTANT, or for the LOCAL AGENCY to dispute CONSULTANT’s refusal to defend and indemnify LOCAL AGENCY.
6. Limitations on Scope of Indemnity. Notwithstanding the foregoing, CONSULTANT shall not be responsible for indemnification for claims or losses caused by the sole negligence or intentional wrongdoing of Indemnified Parties. Further, the indemnity provided shall be interpreted as broadly as permitted under California law and as to agreements between parties and shall if required be reformed to be consistent with those laws to protect and save this provision for the protection of the Indemnified Parties.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 97 of 148
Agreement No. 25-79
7. The obligations of CONSULTANT under this or any other provision of this Agreement shall not be limited by the provisions of any workers’ compensation act or similar act. The CONSULTANT expressly waives any statutory immunity under such statutes or laws as to the Indemnified Parties. The Consultant’s indemnity obligation set forth in this ARTICLE XIX shall not be limited by the limits of any policies of insurance required or provided by the CONSULTANT pursuant to this Agreement.
8. The CONSULTANT’s covenant under this ARTICLE XIX shall survive the expiration or termination of this Agreement.
ARTICLE XX FUNDING REQUIREMENTS
A. It is mutually understood between the parties that this AGREEMENT may have been written before ascertaining the availability of funds or appropriation of funds, for the mutual benefit of both parties, in order to avoid program and fiscal delays that would occur if the AGREEMENT were executed after that determination was made.
B. This AGREEMENT is valid and enforceable only if sufficient funds are made available to LOCAL AGENCY for the purpose of this AGREEMENT. In addition, this AGREEMENT is subject to any additional restrictions, limitations, conditions, or any statute enacted by the Congress, State Legislature, or LOCAL AGENCY governing board that may affect the provisions, terms, or funding of this AGREEMENT in any manner.
C. It is mutually agreed that if sufficient funds are not appropriated, this AGREEMENT may be amended to reflect any reduction in funds.
D. LOCAL AGENCY has the option to terminate the AGREEMENT pursuant to Article VI Termination, or by mutual agreement to amend the AGREEMENT to reflect any reduction of funds.
ARTICLE XXI CHANGE IN TERMS
A. This AGREEMENT may be amended or modified only by mutual written agreement of the parties.
B. CONSULTANT shall only commence work covered by an amendment after the amendment is executed and notification to proceed has been provided by LOCAL AGENCY’s Contract Administrator.
C. There shall be no change in CONSULTANT’s Project Manager or members of the project team, as listed in the approved Cost Proposal, which is a part of this AGREEMENT without prior written approval by LOCAL AGENCY’s Contract Administrator.
ARTICLE XXII CONTINGENT FEE
CONSULTANT warrants, by execution of this AGREEMENT that no person or selling agency has been employed, or retained, to solicit or secure this AGREEMENT upon an agreement or understanding, for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees, or bona fide established commercial or selling agencies maintained by CONSULTANT for the purpose of securing business. For breach or violation of this warranty, LOCAL AGENCY has the right to annul this AGREEMENT without liability; pay only for the value of the work actually performed, or in its discretion to deduct from the AGREEMENT price or consideration, or otherwise recover the full amount of such commission, percentage, brokerage, or contingent fee.
MONTCLAIR CITY COUNCIL MEETING – 12/15/2025 Page 98 of 148