Montebello City Council
May 10, 2023

Hazard Mitigation Plan | 2017
Plan Maintenance | Mitigation Actions Matrix
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 Damage-Frequency Assessment
 Tornado Safe Room
 Earthquake
 Wildfire
The BCA program provides up to date program data, up to date default and standard values, user manuals and training. Overall, the program makes it easier for users and evaluators to conduct and review BCAs and to address multiple buildings and hazards in a single BCA module run.

Q&A | ELEMENT A: PLANNING PROCESS | A6
Q: A6. Is there a description of the method and schedule for keeping the plan current (monitoring, evaluating and updating the mitigation plan within a 5-year cycle)? (Requirement §201.6(c)(4)(i))
A: See Evaluating and Updating the Plan below.

Evaluating and Updating the Plan
Formal Review Process
The Mitigation Plan will be evaluated on an annual basis to determine the effectiveness of programs, and to reflect changes in land development or programs that may affect mitigation priorities. The evaluation process includes a firm schedule and timeline, and identifies the agencies and organizations participating in plan evaluation. The Local Mitigation Officer or designee will be responsible for contacting the Planning Team members and organizing the annual meeting. Planning Team members will be responsible for monitoring and evaluating the progress of the mitigation strategies in the Plan.

The Planning Team will review the goals and action items to determine their relevance to changing situations in the City, as well as changes in State or Federal policy, and to ensure they are addressing current and expected conditions. The Planning Team will also review the Risk Assessment portion of the Plan to determine if this information should be updated or modified, given any new available data. The coordinating organizations responsible for the various action items will report on the status of their projects, the success of various implementation processes, difficulties encountered, success of coordination efforts, and which strategies should be revised.

The Local Mitigation Officer will assign the duty of updating the Plan to one or more of the Planning Team members. The designated Planning Team members will have three months to make appropriate changes to the Plan before submitting it to the Planning Team members. The Planning Team will also notify all holders of the City plan when changes have been made.

Every five years the updated plan will be submitted to the State Hazard Mitigation Officer at the California Office of Emergency Services and the Federal Emergency Management Agency for review.

At each of the quarterly Planning Team meetings, the Local Mitigation Officer will facilitate a discussion on each section of the FEMA-approved Plan:

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Planning Process – Update as necessary, including regulatory changes.

Risk Assessment - Determine if this information should be updated or modified, given any new available data.

Mitigation Strategies - Review the goals and action items to determine their relevance to changing situations in the City, as well as changes in State or Federal policy, and to ensure they are addressing current and expected conditions. Most importantly, is the thorough review of the Mitigation Action Matrix. The coordinating organizations responsible for the various action items will report on the status of their projects, the success of various implementation processes, difficulties encountered, success of coordination efforts, and which strategies should be revised.

The Local Mitigation Officer will assign the duty of updating the Plan to one or more of the Planning Team members. The designated Planning Team members will have three months to make appropriate changes to the Plan before submitting it to the Planning Team members. The Planning Team will also notify all holders of the City plan when changes have been made.

Every five years the updated plan will be submitted to the State Hazard Mitigation Officer at the California Office of Emergency Services and the Federal Emergency Management Agency for review and approval.

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Q&A | ELEMENT A: PLANNING PROCESS | A5
Q: A5. Is there discussion of how the community(ies) will continue public participation in the plan maintenance process? (Requirement §201.6(c)(4)(iii)) A: See Continued Public Involvement below.

Continued Public Involvement
The City of Montebello is dedicated to involving the public and external agencies directly in the continual review and updates to the Mitigation Plan. Copies of the plan will be catalogued and made available at City Hall and at all City operated public libraries. The existence and location of these copies will be publicized in City newsletters and on the City website. This site will also contain an email address and phone number where people can direct their comments and concerns. A public meeting will also be held after each evaluation or when deemed necessary by the Planning Team. The meetings will provide the public a forum in which they can express their concerns, opinions, or ideas about the Plan.

The Local Mitigation Officer will be responsible for using City resources to publicize the annual public meetings and maintain public involvement through the public access channel, web page, and newspapers.

Hazard Mitigation Plan | 2017
General Hazard Overviews | Earthquake Hazards
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PART IV: APPENDIX
General Hazard Overviews
Earthquake Hazards
Measuring and Describing Earthquakes
An earthquake is a sudden motion or trembling that is caused by a release of strain accumulated within or along the edge of the Earth's tectonic plates. The effects of an earthquake can be felt far beyond the site of its occurrence. They usually occur without warning and, after just a few seconds, can cause massive damage and extensive casualties. Common effects of earthquakes are ground motion and shaking, surface fault ruptures, and ground failure. Ground motion is the vibration or shaking of the ground during an earthquake. When a fault ruptures, seismic waves radiate, causing the ground to vibrate. The severity of the vibration increases with the amount of energy released and decreases with distance from the causative fault or epicenter. Soft soils can further amplify ground motions. The severity of these effects is dependent on the amount of energy released from the fault or epicenter. One way to express an earthquake's severity is to compare its acceleration to the normal acceleration due to gravity. The acceleration due to gravity is often called "g". A ground motion with a peak ground acceleration of 100%g is very severe. Peak Ground Acceleration (PGA) is a measure of the strength of ground motion. PGA is used to project the risk of damage from future earthquakes by showing earthquake ground motions that have a specified probability (10%, 5%, or 2%) of being exceeded in 50 years. These ground motion values are used for reference in construction design for earthquake resistance. The ground motion values can also be used to assess relative hazard between sites, when making economic and safety decisions.

Another tool used to describe earthquake intensity is the Magnitude Scale. The Magnitude Scale is sometimes referred to as the Richter Scale. The two are similar but not exactly the same.

The Magnitude Scale was devised as a means of rating
earthquake strength and is an indirect measure of seismic energy released. The Scale is logarithmic with each one-point increase corresponding to a 10-fold increase in the amplitude of the seismic shock waves generated by the earthquake. In terms of actual energy released, however, each one-point increase on the Richter scale corresponds to about a 32-fold increase in energy released. Therefore, a Magnitude 7 (M7) earthquake is 100 times (10 X 10) more powerful than a M5 earthquake and releases 1,024 times (32 X 32) the energy.

An earthquake generates different types of seismic shock waves that travel outward from the focus or point of rupture on a fault. Seismic waves that travel through the earth's crust are called body waves and are divided into primary (P) and secondary (S) waves. Because P waves move faster (1.7 times) than S waves, they arrive at the seismograph first. By measuring the time delay between arrival of the P and S waves and knowing the distance to the epicenter, seismologists can compute the magnitude for the earthquake.

When a fault ruptures,
seismic waves radiate,
causing the ground to
vibrate. The severity of the
vibration increases with
the amount of energy
released and decreases
with distance from the
causative fault or
epicenter.

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General Hazard Overviews | Earthquake Hazards
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The duration of an earthquake is related to its magnitude but not in a perfectly strict sense.

There are two ways to think about the duration of an earthquake. The first is the length of time it takes for the fault to rupture and the second is the length of time shaking is felt at any given point (e.g. when someone says "I felt it shake for 10 seconds" they are making a statement about the duration of shaking). (Source: www.usgs.gov)
The Modified Mercalli Scale (MMI) is another means for rating earthquakes, but one that attempts to quantify intensity of ground shaking. Intensity under this scale is a function of distance from the epicenter (the closer to the epicenter the greater the intensity), ground acceleration, duration of ground shaking, and degree of structural damage. The Modified Mercalli Intensity Scale below rates the level of severity of an earthquake by the amount of damage and perceived shaking.

Table: Modified Mercalli Intensity Scale
MMI
Value
Description of
Shaking
Severity
Summary
Damage
Description
Used
on 1995 Maps
Full Description
I Not Felt
II Felt by persons at rest, on upper floors, or favorably placed.

III Felt indoors. Hanging objects swing. Vibration like passing of light trucks. Duration estimated. May not be recognized as an earthquake.

IV Hanging objects swing. Vibration like passing of heavy trucks; or sensation of a jolt like a heavy ball striking the walls. Standing motorcars rock. Windows, dishes, doors
rattle. In the upper range of IV, wooden walls and frame creak.

V Light Pictures Move Felt outdoors; direction estimated. Sleepers wakened.

Liquids disturbed, some spilled. Small unstable objects displaced or upset. Doors swing, close, open. Shutters, pictures move. Pendulum clock stop, start, change rate.

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MMI
Value
Description of
Shaking
Severity
Summary
Damage
Description
Used
on 1995 Maps
Full Description
VI Moderate Objects Fall Felt by all. Many frightened and run outdoors. Persons walk unsteadily. Windows, dishes, glassware broken.

Knickknacks, books, etc., off shelves. Pictures off walls.

Furniture moved or overturned. Weak plaster and
masonry D cracked.

VII Strong Nonstructural
Damage
Difficult to stand. Noticed by drivers of motorcars.

Hanging objects quiver. Furniture broken. Damage to
masonry, including cracks. Weak chimneys broken at
roofline. Fall of plaster, loose bricks, stones, tiles, cornices. Some cracks in masonry C. Small slides and
caving in along sand or gravel banks. Concrete irrigation ditches damaged.

VIII Very Strong Moderate
Damage
Steering of motorcars affected. Damage to masonry C,
partial collapse. Some damage to masonry B; none to
masonry A. Fall of stucco and some masonry walls.

Twisting, fall of chimneys, factory stacks, monuments,
towers, and elevated tanks. Frame houses moved on
foundations if not bolted down; loose panel walls thrown out. Cracks in wet ground and on steep slopes.

IX Violent Heavy damage General panic. Damage to masonry buildings ranges from collapse to serious damage unless modern design.

Wood-frame structures rack, and, if not bolted, shifted off foundations. Underground pipes broken.

X Very Violent Extreme Damage Most masonry and frame structures destroyed with their foundations. Some well-built wooden structures and
bridges destroyed. Serious damage to dams, dikes,
embankments. Large landslides. Water thrown on banks
of canals, rivers, lakes, etc. Sand and mud shifted
horizontally on beaches and flat land.

XI Rails bent greatly. Underground pipelines completely out of services.

XII Damage nearly total. Large rock masses displaced.

Lines of sight and level distorted. Objects thrown into air.

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General Hazard Overviews | Earthquake Hazards
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Earthquake Related Hazards
Ground shaking, landslides, liquefaction, and amplification are the specific hazards associated with earthquakes. The severity of these hazards depends on several factors, including soil and slope conditions, proximity to the fault, earthquake magnitude, and the type of earthquake.

Ground Shaking
Ground shaking is the motion felt on the earth's surface caused by seismic waves generated by the earthquake. It is the primary cause of earthquake damage. The strength of ground shaking depends on the magnitude of the earthquake, the type of fault, and distance from the epicenter (where the earthquake originates). Buildings on poorly consolidated and thick soils will typically see more damage than buildings on consolidated soils and bedrock.

Seismic activity along nearby or more distant fault zones are likely to cause ground shaking within the City limits.

Earthquake-Induced Landslide Potential
Generally, these types of failures consist of rock falls, disrupted soil slides, rock slides, soil lateral spreads, soil slumps, soil block slides, and soil avalanches. Areas having the potential for earthquake-induced landslides generally occur in areas of previous landslide movement, or where local topographic, geological, geotechnical, and subsurface water conditions indicate a potential for permanent ground displacements.

Liquefaction
Liquefaction occurs when ground shaking causes wet granular soils to change from a solid state to a liquid state. This results in the loss of soil strength and the soil's ability to support weight.

Buildings and their occupants are at risk when the ground can no longer support these structures. Liquefaction generally occurs during significant earthquake activity, and structures located on soils such as silt or sand may experience significant damage during an earthquake due to the instability of structural foundations and the moving earth. Many communities in Southern California are built on ancient river bottoms and have sandy soil. In some cases, the soil may be subject to liquefaction, depending on the depth of the water table.

Hazard Mitigation Plan | 2017
General Hazard Overviews | Wildfire Hazards
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Wildfire Hazards
Definition
A wildfire is an uncontrolled fire spreading through vegetative fuels and exposing or possibly consuming structures. They often begin unnoticed and spread quickly. Naturally occurring and non-native species of grasses, brush, and trees fuel wildfires. A wildland fire is a wildfire in an area in which development is essentially nonexistent, except for roads, railroads, power lines and similar facilities. A wildland/urban interface fire is a wildfire in a geographical area where structures and other human development meet or intermingle with wildland or vegetative fuels.

People start more than 80 percent of wildfires, usually as debris burns, arson, or carelessness.

Lightning strikes are the next leading cause of wildfires.

Wildfire behavior is based on three primary factors: fuel, topography, and weather. The type, and amount of fuel,
as well as its burning qualities and level of moisture affect wildfire potential and behavior. The continuity of fuels, expressed in both horizontal and vertical components is also a determinant of wildfire potential and behavior.

Topography is important because it affects the movement of air (and thus the fire) over the ground surface. The slope and shape of terrain can change the speed at which the fire travels, and the ability of firefighters to reach and extinguish the fire. Weather affects the probability of wildfire and has a significant effect on its behavior.

Temperature, humidity and wind (both short and long
term) affect the severity and duration of wildfires.

Riverside County’s topography, consisting of semi-arid plains and rolling highlands, when fueled by shrub overgrowth, occasional Santa Ana winds and high temperatures, creates an ever- present threat of wildland fire. Extreme weather conditions such as high temperature, low humidity, and/or winds of extraordinary force may cause an ordinary fire to expand into one of massive proportions.

For thousands of years, fires have been a natural part of the ecosystem in Southern California.

However, wildfires present a substantial hazard to life and property in communities built within or adjacent to hillsides and mountainous areas. There is a huge potential for losses due to wildland/urban interface fires in Southern California.

Wildfire Threat
In urban areas, the effectiveness of fire protection efforts is based upon several factors, including the age of structures, efficiency of circulation routes that ultimately affect response times and availability of water resources to combat fires. In wildland areas, taking the proper precautions, such as the use of fire resistant building materials, a pro-active fire Prevention inspection program, and the development of defensible space around structures where combustible vegetation is controlled, can protect developed lands from fires and, therefore, reduce the potential loss of life and property.

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General Hazard Overviews | Wildfire Hazards
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Other factors contribute to the severity of fires including weather and winds. Specifically, winds commonly
referred to as Santa Ana winds, which occur during fire season (typically from June to the first significant rain in November) are particularly significant. Such “fire
weather” is characterized by several days of hot dry
weather and high winds, resulting in low fuel moisture
in vegetation.

California experiences large, destructive wildland fires almost every year, and Los Angeles County is no
exception. Wildland fires have occurred within the
County, particularly in the fall of the year, ranging from small, localized fires to disastrous fires covering thousands of acres. The most severe fire protection problem in the area is wildland fire during Santa Ana wind conditions.

The 2003 Southern California Fires
The fall of 2003 marked the most destructive wildfire season in California history. In a ten-day period, 12 separate fires raged across Southern California in Los Angeles, Riverside, and San Bernardino, San Diego and Ventura counties. The massive “Cedar Fire” in San Diego County alone consumed 2,800 homes and burned over a quarter of a million acres.

In October 2003, Southern California experienced the most devastating wildland fire disaster in state history. According to the Governor’s Blue Ribbon Panel Fire Commission Report (2004), over 739,597 acres burned; 3,631 homes, 36 commercial properties, and 1,169 outbuildings were destroyed; 246 people were injured; and 24 people died, including one firefighter. At the height of the siege, 15,631 personnel were assigned to fight the fires.

The 2007 Southern California Fires
In late October 2007, Southern California experienced
an unusually severe fire weather event characterized
by intense, dry, gusty Santa Ana winds. This weather
event drove a series of destructive wildfires that took a devastating toll on people, property, natural
resources, and infrastructure. Although some fires
burned into early November, the heaviest damage
occurred during the first three days of the siege when
the winds were the strongest.

According to CAL FIRE, during this siege, 17 people lost their lives, ten were killed by the fires outright, three were killed while evacuating, four died from other fire siege related causes, and 140 firefighters, and an unknown number of civilians were injured. A total of 3,069 homes and other buildings were destroyed, and hundreds more were damaged. Hundreds of thousands of people were evacuated at the height of the siege. The fires burned over half a million acres, including populated areas, wildlife habitat and watershed. Portions of the electrical power distribution network, telecommunications systems, and even some community water sources were destroyed. Transportation was disrupted over a large area for several days, including numerous road closures. Both the Governor of California and the President of the United States personally toured the ongoing fires. Governor Schwarzenegger proclaimed a state of

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General Hazard Overviews | Wildfire Hazards
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emergency in seven counties before the end of the first day. President Bush quickly declared a major disaster. While the total impact of the 2007 fire siege was less than the disastrous fires of 2003, it was unquestionably one of the most devastating wildfire events in the history of California.

Wildfire Characteristics
There are three categories of wildland/urban interface fire: The classic wildland/urban interface exists where well-defined urban and suburban development presses up against open expanses of wildland areas; the mixed wildland/urban interface is characterized by isolated homes, subdivisions, and small communities situated predominantly in wildland settings. The occluded wildland/urban interface exists where islands of wildland vegetation occur inside a largely urbanized area. Certain conditions must be present for significant interface fires to occur. The most common conditions include: hot, dry and windy weather; the inability of fire protection forces to contain or suppress the fire; the occurrence of multiple fires that overwhelm committed resources; and a large fuel load (dense vegetation). Once a fire has started, several conditions influence its behavior, including fuel topography, weather, drought, and development.

Southern California has two distinct areas of risk for wildland fire. The foothills and lower mountain areas are most often covered with scrub brush or chaparral. The higher elevations of mountains also have heavily forested terrain. The lower elevations covered with chaparral create one type of exposure.

The higher elevations of Southern California’s mountains are typically heavily forested. The magnitude of the 2003 fires is the result of three primary factors: (1) severe drought, accompanied by a series of storms that produce thousands of lightning strikes and windy conditions; (2) an infestation of bark beetles that has killed thousands of mature trees; and (3) the effects of wildfire suppression over the past century that has led to buildup of brush and small diameter trees in the forests.

The Interface
One challenge Southern California faces regarding the wildfire hazard is from the increasing number of houses being built on the urban/wildland interface. Every year the growing population expands further into the hills and mountains, including forest lands. The increased "interface" between urban/suburban areas, and the open spaces created by this expansion, produces a significant increase in threats to life and property from fires, and pushes existing fire protection systems beyond original or current design and capability. Property owners in the interface are not aware of the problems and fire hazards or risks on their own property.

Furthermore, human activities increase the incidence of fire ignition and potential damage.

Fuel
Fuel is the material that feeds a fire and is a key factor in wildfire behavior. Fuel is classified by volume and by type. Volume is described in terms of "fuel loading," or the amount of available vegetative fuel.

The type of fuel also influences wildfire. Chaparral is a primary fuel of Southern California wildfires. Chaparral habitat ranges in elevation from near sea level to over 5,000 feet in Southern California. Chaparral communities experience long dry summers and receive most of their annual precipitation from winter rains. Although chaparral is often considered as a single

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General Hazard Overviews | Wildfire Hazards
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species, there are two distinct types; hard chaparral and soft chaparral. Within these two types are dozens of different plants, each with its own particular characteristics.

An important element in understanding the danger of wildfire is the availability of diverse fuels in the landscape, such as natural vegetation, manmade structures and combustible materials. A house surrounded by brushy growth rather than cleared space allows for greater continuity of fuel and increases the fire’s ability to spread. After decades of fire suppression “dog-hair” thickets have accumulated, which enable high intensity fires to flare and spread rapidly.

Topography
Topography influences the movement of air, thereby directing a fire course. For example, if the percentage of uphill slope doubles, the rate of spread in wildfire will likely double. Gulches and canyons can funnel air and act as chimneys, which intensify fire behavior and cause the fire to spread faster. Solar heating of dry, south-facing slopes produces up slope drafts that can complicate fire behavior. Unfortunately, hillsides with hazardous topographic characteristics are also desirable residential areas in many communities. This underscores the need for wildfire hazard mitigation and increased education and outreach to homeowners living in interface areas.

Weather
Weather patterns combined with certain geographic locations can create a favorable climate for wildfire activity. Areas where annual precipitation is less than 30 inches per year are extremely fire susceptible. High-risk areas in Southern California share a hot, dry season in late summer and early fall when high temperatures and low humidity favor fire activity. The so-called “Santa Ana” winds, which are heated by compression as they flow down to Southern California from Utah, create a particularly high risk, as they can rapidly spread what might otherwise be a small fire.

Drought
Recent concerns about the effects of climate change, particularly drought, are contributing to concerns about wildfire vulnerability. The term ‘drought’ is applied to a period in which an unusual scarcity of rain causes a serious hydrological imbalance. Unusually dry winters, or significantly less rainfall than normal, can lead to relatively drier conditions and leave reservoirs and water tables lower. Drought leads to problems with irrigation and contributes to additional fires, or increased difficulty in fighting fires.

Development
Growth and development in scrubland and forested areas is increasing the number of human- caused structures in Southern California interface areas. Wildfire affects development, yet development can also influence wildfire. Owners often prefer homes that are private with scenic views, nestled in vegetation, and use natural materials. A private setting is usually far from public roads, or hidden behind a narrow, curving driveway. These conditions, however, make evacuation and firefighting difficult. The scenic views found along mountain ridges can also mean areas of dangerous topography. Natural vegetation contributes to scenic beauty, but it may also provide a ready trail of fuel leading a fire directly to the combustible fuels of the home itself.

Hazard Mitigation Plan | 2017
General Hazard Overviews | Flood Hazards
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Flood Hazards
Flood Terminology
Floodplain
A floodplain is a land area adjacent to a river, stream, lake, estuary, or other water body that is subject to flooding. This area, if left undisturbed, acts to store excess flood water. The floodplain is made up of two sections: the floodway and the flood fringe. 100-Year Flood
The 100-year flooding event is the flood having a one percent chance of being equaled or exceeded in magnitude in any given year. Contrary to popular belief, it is not a flood occurring once every 100 years. The 100-year floodplain is the area adjoining a river, stream, or watercourse covered by water in the event of a 100-year flood. Schematic: Floodplain and Floodway shows the relationship of the floodplain and the floodway.

Figure: Floodplain and Floodway
(Source: FEMA How-To-Guide Assessing Hazards)
Floodway
The floodway is one of two main sections that make up the floodplain. Floodways are defined for regulatory purposes. Unlike floodplains, floodways do not reflect a recognizable geologic feature. For NFIP purposes, floodways are defined as the channel of a river or stream, and the overbank areas adjacent to the channel. The floodway carries the bulk of the flood water downstream and is usually the area where water velocities and forces are the greatest. NFIP regulations require that the floodway be kept open and free from development or other structures that would obstruct or divert flood flows onto other properties.

The 100-year flooding event
is the flood having a 1%
chance of being equaled or
exceeded in magnitude in
any given year.

Contrary to popular belief,
it is not a flood occurring
once every 100 years.

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General Hazard Overviews | Flood Hazards
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Base Flood Elevation (BFE)
The term "Base Flood Elevation" refers to the elevation (normally measured in feet above sea level) that the base flood is expected to reach. Base flood elevations can be set at levels other than the 100-year flood. Some communities use higher frequency flood events as their base flood elevation for certain activities, while using lower frequency events for others. For example, for the purpose of storm water management, a 25-year flood event might serve as the base flood elevation; while the 500-year flood event serves as base flood elevation for the tie down of mobile homes. The regulations of the NFIP focus on development in the 100-year floodplain.

Types of Flooding
Two types of flooding primarily affect the City of Montebello: slow-rise or flash flooding. Slow- rise floods in Montebello may be preceded by a warning period of hours or days. Evacuation and sandbagging for slow-rise floods have often effectively lessened flood related damage.

Conversely, flash floods are most difficult to prepare for, due to extremely limited, if any, advance warning and preparation time. Unlike most of California, the areas of Los Angeles County that are subject to slow-rise flooding are not associated with overflowing rivers, aqueducts, canals or lakes. Slow-rise flooding in Montebello is usually the result of one or a combination of the following factors: extremely heavy rainfall, saturated soil, area recently burned in wild fires with inadequate new ground cover growth, or heavy rainfall with runoff from melting mountain snow.

Urban Flooding
As land is converted from fields or woodlands to roads and parking lots, it loses its ability to absorb rainfall. Urbanization of a watershed changes the hydrologic systems of the basin.

Heavy rainfall collects and flows faster on impervious concrete and asphalt surfaces. The water moves from the clouds, to the ground, and into streams at a much faster rate in urban areas.

Adding these elements to the hydrological systems can result in flood waters that rise very rapidly and peak with violent force.

The City of Montebello has a high concentration of impermeable surfaces that either collect water, or concentrate the flow of water in unnatural channels. During periods of urban flooding, streets can become swift moving rivers and basements can fill with water. Storm drains often back up with vegetative debris causing additional, localized flooding.

Riverine Flooding
Riverine flooding is the overbank flooding of rivers and streams. The natural processes of riverine flooding add sediment and nutrients to fertile floodplain areas. Flooding in large river systems typically results from large-scale weather systems that generate prolonged rainfall over a wide geographic area, causing flooding in hundreds of smaller streams, which then drain into the major rivers. Shallow area flooding is a special type of riverine flooding. FEMA defines shallow flood hazards as areas that are inundated by the 100-year flood with flood depths of only one to three feet. These areas are generally flooded by low velocity sheet flows of water.

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Definitions of FEMA Flood Zone Designations
Flood zones are geographic areas that the FEMA has defined according to varying levels of flood risk. These zones are depicted on a community's Flood Insurance Rate Map (FIRM) or Flood Hazard Boundary Map. Each zone reflects the severity or type of flooding in the area.

Moderate to Low Risk Areas
In communities that participate in the NFIP, flood insurance is available to all property owners and renters in these zones:

ZONE DESCRIPTION
B and X (shaded)
Area of moderate flood hazard, usually the area between the limits of the 100- year and 500-year floods. B Zones are also used to designate base floodplains of lesser hazards, such as areas protected by levees from 100-year flood, or shallow flooding areas with average depths of less than one foot or drainage areas less than 1 square mile.

C and X (unshaded)
Area of minimal flood hazard, usually depicted on FIRMs as above the 500- year flood level. Zone C may have ponding and local drainage problems that don't warrant a detailed study or designation as base floodplain. Zone X is the area determined to be outside the 500-year flood and protected by levee from 100-year flood.

High Risk Areas
In communities that participate in the NFIP, mandatory flood insurance purchase requirements apply to all of these zones:

ZONE DESCRIPTION
A
Areas with a 1% annual chance of flooding and a 26% chance of flooding over the life of a 30-year mortgage. Because detailed analyses are not performed for such areas; no depths or base flood elevations are shown within these zones.

AE The base floodplain where base flood elevations are provided. AE Zones are now used on new format FIRMs instead of A1-A30 Zones.

A1-30 These are known as numbered A Zones (e.g., A7 or A14). This is the base floodplain where the FIRM shows a BFE (old format).

AH
Areas with a 1% annual chance of shallow flooding, usually in the form of a pond, with an average depth ranging from 1 to 3 feet. These areas have a 26% chance of flooding over the life of a 30-year mortgage.

Base flood elevations derived from detailed analyses are shown at selected intervals within these zones.

AO
River or stream flood hazard areas, and areas with a 1% or greater chance of shallow flooding each year, usually in the form of sheet flow, with an average depth ranging from 1 to 3 feet. These areas have a 26% chance of flooding over the life of a 30-year mortgage. Average flood depths derived from detailed analyses are shown within these zones.

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ZONE DESCRIPTION
AR
Areas with a temporarily increased flood risk due to the building or restoration of a flood control system (such as a levee or a dam). Mandatory flood insurance purchase requirements will apply, but rates will not exceed the rates for unnumbered A zones if the structure is built or restored in compliance with Zone AR floodplain management regulations.

A99
Areas with a 1% annual chance of flooding that will be protected by a Federal flood control system where construction has reached specified legal requirements. No depths or base flood elevations are shown within these zones.

Undetermined Risk Areas

ZONE DESCRIPTION
D Areas with possible but undetermined flood hazards. No flood hazard analysis has been conducted. Flood insurance rates are commensurate with the uncertainty of the flood risk.

Hazard Mitigation Plan | 2017
General Hazard Overviews | Dam Failure Hazards
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Dam Failure Hazards
Hazard Characteristics
Definition
Dams are man-made structures built for a variety of uses including flood protection, power, agriculture, water supply, and recreation. When dams are constructed for flood protection, they usually are engineered to withstand a flood with a computed risk of occurrence. For example, a dam may be designed to contain a flood at a location on a stream that has a certain probability of occurring in any one year. If a larger flood occurs, then that structure will be overtopped.

Overtopping is the primary cause of earthen dam failure in the United States.

Failed dams can create floods that are catastrophic to life and property as a result of the tremendous energy of the released water. A catastrophic dam failure could easily overwhelm local response capabilities and require mass evacuations to save lives. Dams typically are constructed of earth, rock, concrete, or mine tailings. Two factors that influence the potential severity of a full or partial dam failure are the amount of water impounded and the density, type, and value of development and infrastructure located downstream.

Dam failures can result from any one or a combination of the following causes:
 Prolonged periods of rainfall and flooding, resulting in excess overtopping flows  Earthquake
 Inadequate spillway capacity, resulting in excess overtopping flows  Internal erosion caused by embankment or foundation leakage or piping  Improper design
 Improper maintenance
 Negligent operation
 Failure of upstream dams on the same waterway
Since 1929, the State of California is responsible for overseeing dams to safeguard life and property (California Department of Resources, 1995). This legislation was prompted by the 1928 failure of St. Francis Dam. In 1965, the law was amended to include off stream storage reservoirs due to the 1963 failure of Baldwin Hill Reservoir. In 1973, Senate Bill 896 was enacted to require dam owners, under the direction of Cal OES, to show the possible inundation path in the event of a dam failure.

Governmental assistance could be required and continued for an extended period. These efforts are required to remove debris and clear roadways, demolish unsafe structures, assist in reestablishing public services and utilities, and provide continuing care and welfare for the affected population including, as required, temporary housing for displaced persons.

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Drought Hazards
Hazard Characteristics
Definition
Drought is defined as a deficiency of precipitation over an extended period of time, usually a season or more. This deficiency results in a water shortage for some activity, group, or environmental sector. Drought should be considered relative to some long-term average condition of balance between precipitation and evapotranspiration (i.e., evaporation + transpiration) in a particular area, a condition often perceived as "normal". It is also related to the timing (e.g., principal season of occurrence, delays in the start of the rainy season, occurrence of rains in relation to principal crop growth stages) and the effectiveness of the rains (e.g., rainfall intensity, number of rainfall events). Other climatic factors such as high temperature, high wind, and low relative humidity are often associated with it in many regions of the world and can significantly aggravate its severity. Drought should not be viewed as merely a physical phenomenon or natural event. Its impacts on society result from the interplay between a natural event (less precipitation than expected resulting from natural climatic variability) and the demand people place on water supply. Human beings often exacerbate the impact of drought. Recent droughts in both developing and developed countries and the resulting economic and environmental impacts and personal hardships have underscored the vulnerability of all societies to this "natural" hazard.

One dry year does not normally constitute a drought in California, but serves as a reminder of the need to plan for droughts. California's extensive system of water supply infrastructure - its reservoirs, groundwater basins, and inter-regional conveyance facilities - mitigates the effect of short-term dry periods for most water users. Defining when a drought begins is a function of drought impacts to water users. Hydrologic conditions constituting a drought for water users in one location may not constitute a drought for water users elsewhere, or for water users having a different water supply. Individual water suppliers may use criteria such as rainfall/runoff, amount of water in storage, or expected supply from a water wholesaler to define their water supply conditions.

Many governmental utilities, the National Oceanic and Atmospheric Administration (NOAA), and the California Department of Water Resources, as well as academic institutions such as the University of Nebraska-Lincoln's National Drought Mitigation Center and the National Drought Mitigation Center, generally agree that there is no clear definition of drought. Drought is highly variable depending on location.

Drought Threat
The region’s Mediterranean climate makes it especially susceptible to variations in rainfall.

Severe water shortages could have a bearing on the economic well-being of the community.

Comparison of climate (rainfall) records from Los Angeles with water well records beginning in 1930 from the San Gabriel Valley indicates the existence of wet and dry cycles on a 10-year scale as well as for much longer periods. The climate record for the Los Angeles region beginning in 1890 suggests drying conditions over the last century. With respect to the present day, climate data also suggests that the last significant wet period was the 1940s. Well level data and other sources seem to indicate the historic high groundwater levels (reflecting recharge from rainfall) occurred in the same decade. Since that time, rainfall (and groundwater level trends) appears to be in decline. This slight declining trend, however, is not believed to be significant. Climatologists compiled rainfall data from 96 stations in the State that spanned a

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100-year period between 1890 and 1990. An interesting note is that during the first 50 years of the reporting period, there was only one year (1890) that had more than 35 inches of rainfall, whereas the second 50-year period recording of 5 year intervals (1941, 1958, 1978, 1982, and 1983) that exceeded 35 inches of rainfall in a single year. The year of maximum rainfall was 1890 when the average annual rainfall was 43.11 inches. The second wettest year on record occurred in 1983 when the State’s average was 42.75 inches.

The driest year of the 100-year reported in the study was 1924 when the State’s average rainfall was only 10.50 inches. The region with the most stations reporting the driest year in 1924 was the San Francisco Bay area. The second driest year was 1977 when the average was 11.57 inches. The most recent major drought (1987 to 1990) occurred at the end of a sequence of very wet years (1978 to 1983). The debate continues whether “global warming” is occurring, and the degree to which global climate change will have an effect on local micro-climates. The semi-arid southwest is particularly susceptible to variations in rainfall. A study that documented annual precipitation for California since 1600 from reconstructed tree ring data indicates that there was a prolonged dry spell from about 1755 to 1820 in California. Fluctuations in precipitation could contribute indirectly to a number of hazards including wildfire and the availability of water supplies.

General Situation
Figure: Water Supply Conditions below illustrates several indicators commonly used to evaluate California water conditions. The percent of average values are determined for measurement sites and reservoirs in each of the State's ten major hydrologic regions. Snow pack is an important indicator of runoff from Sierra Nevada watersheds, the source of much of California's developed water supply.

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Figure: Water Supply Conditions – 2016
(Source: California Department of Water Resources)

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Drought is a gradual phenomenon. Although droughts are sometimes characterized as emergencies, they differ from typical emergency events. Most natural disasters, such as floods or forest fires, occur relatively rapidly and afford little time for preparing for disaster response.

Droughts occur slowly, over a multiyear period. There is no universal definition of when a drought begins or ends.

Types of Drought
There are four different ways that drought can be defined:
(1) Meteorological - a measure of departure of precipitation from normal. Due to climatic differences what is considered a drought in one location may not be a drought in another location.
(2) Agricultural - refers to a situation when the amount of moisture in the soil no longer meets the needs of a particular crop.
(3) Hydrological - occurs when surface and subsurface water supplies are below normal. (4) Socioeconomic - refers to the situation that occurs when physical water shortage begins to affect people.

Historical California Droughts
A significant drought, reported by many of the ranchers in southern California, occurred in 1860.

The great drought of the 1930s, coined the "Dust Bowl," was geographically centered in the Great Plains yet ultimately affected water shortages in California. The drought conditions in the plains resulted in a large influx of people to the west coast. Approximately 350,000 people from Arkansas and Oklahoma immigrated mainly to the Great Valley of California. As more people moved into California, including Los Angeles County increases in intensive agriculture led to overuse of the Santa Ana River watershed and groundwater resulting in regional water shortages. Several bills have been introduced into Congress in an effort to mitigate the effects of drought. In 1998, President Clinton signed into law the National Drought Policy Act, which called for the development of a national drought policy or framework that integrates actions and responsibilities among all levels of government. In addition, it established the National Drought Policy Commission to provide advice and recommendations on the creation of an integrated federal policy. The most recent bill introduced into Congress was the National Drought Preparedness Act of 2003, which established a comprehensive national drought policy and statutorily authorized a lead federal utility for drought assistance. Currently there exists only an ad-hoc response approach to drought unlike other disasters (e.g., hurricanes, floods, and tornadoes) which are under the purview of FEMA.

Droughts exceeding three years are relatively rare in Northern California, the source of much of the State's developed water supply. The 1929-34 droughts established the criteria commonly used in designing storage capacity and yield of large Northern California reservoirs. The driest single year of California's measured hydrologic record was 1977. According to USGS, California's most recent multi-year droughts occurred between 1987-92, 2006-2010 and 2012- 2016.

The Long-term Climatic Viewpoint
The historical record of California hydrology is brief in comparison to geologically modern climatic conditions. The following sampling of changes in climatic conditions over time helps put California's twentieth century droughts into perspective. Most of the dates shown below are necessarily approximations.

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Not only must the climatic conditions be inferred from indirect evidence, but the onset or extent of changed conditions may vary with geographic location. Readers interested in the subject of paleo-climatology are encouraged to seek out the extensive body of popular and scientific literature on this subject.

Past California Droughts
The historical record of California hydrology is brief in comparison to the time period of geologically modern climatic conditions. The following samplings of changes in climatic and hydrologic conditions help put California's twentieth century droughts into perspective, by illustrating the variability of possible conditions. Most of the dates shown below are approximations, since the dates must be inferred from indirect sources. 11,000 years before present
Beginning of Holocene Epoch- Recent time, the time since the end of the last major glacial epoch.
6,000 years before present
Approximate time when trees were growing in areas now submerged by Lake Tahoe. Lake levels were lower then, suggesting a drier climate.
900-1300 A.D. (Approximate)
The Medieval Warm Period, a time of warmer global average temperatures. The Arctic ice pack receded, allowing Norse settlement of Greenland and Iceland. The Anasazi civilization in the Southwest flourished, its irrigation systems supported by monsoonal rains. 1300-1800 A.D. (approximate)
The Little Ice Age, a time of colder average temperatures. Norse colonies in Greenland failed near the start of the time period, as conditions became too cold to support agriculture and livestock grazing. The Anasazi culture began to decline about 1300 and had vanished by 1600, attributed in part to drought conditions that made agriculture infeasible.

Mid - 1500s A.D.

Severe, sustained drought throughout much of the continental U.S., according to dendrochronology. Drought suggested as a contributing factor in the failure of European colonies at Parris Island, South Carolina and Roanoke Island, North Carolina. 1850s A.D.

Sporadic measurements of California precipitation began. 1890s A.D.

Long-term stream flow measurements began at a few California locations.

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Palmer Drought Severity Index
Of the many varied indexes used to measure drought, the "Palmer Drought Severity Index" (PDSI) is the most commonly used drought index in the United States. Developed by meteorologist Wayne Palmer, the PDSI is used to measure dryness based on recent temperature compared to the amount of precipitation. It utilizes a number range, 0 as normal, drought shown in terms of minus numbers, and wetness shown in positive numbers. The PDSI is most effective at analyzing long-range drought forecasts or predications. Thus, the PDSI is very effective at evaluation trends in the severity and frequency of prolonged periods of drought, and conversely wet weather. The National Oceanic and Atmospheric Administration (NOAA) publish weekly Palmer maps, which are also used by other scientists to analyze the long-term trends associated with global warming and how this has affected drought conditions.

The following map is the most current snapshot of drought conditions across the U.S. It is provided by NOAA's Climate Prediction Center.

Map: U.S. Seasonal Drought Outlook
(Source: NOAA Climate Prediction Center)

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Attachments
FEMA Letter of Approval

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Attachments | City Council Staff Report
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City Council Staff Report

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Attachments | City Council Resolution
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City Council Resolution

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Attachments | Planning Team Sign-In Sheets
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Planning Team Sign-In Sheets

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Attachments | Planning Team Sign-In Sheets
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Attachments | Web Postings and Notices
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Web Postings and Notices

1 CI

TY OF MONTEBELLO
Request for Proposals
RF
P No. 23 – 10
C
onsultant Services –
Local Hazard Mitigation Plan Update
R
elease Date: Monday, May 15, 2023
Due Date: Thursday, June 15, 2023, at 11 a.m. PST

ATTACHMENT B

2

3 TO PROSPECTIVE PROPOSERS
The City of Montebello invites proposal submissions under this Request for Proposals (RFP). The City will evaluate responses to this solicitation to determine qualifications.

Submissions must adhere to the format and content described. Only proposals that adhere to the requirements will be evaluated. The information set forth is the minimum required to qualify for consideration. The successful Proposer will be required to enter into a Professional Services Agreement based on the specifications outlined in this RFP.

THE DATE OF SOLICITATION
May 15, 2023

THE PROJECT
Consultant Services – Local Hazard Mitigation Plan Update

OWNER/PROPOSAL CONTACT
City of Montebello – Fire Department
1600 West Beverly Boulevard
Montebello, CA 90640
Attn: Angelica Palmeros, Deputy Director
Contact Phone: (323) 887-1200
Contact E-Mail: [email protected]

Any questions related to this RFP should be submitted via the City’s PlanetBids Portal by Wednesday, May 31, 2023, at 11:00 a.m. PST. Prospective vendors must register their business with PlanetBids before being able to view or submit a response. To access the City's PlanetBids Portal, please go to:

https://www.montebelloca.gov/cms/one.aspx?portalId=58756&pageId=84839

4 Table of Contents Page

1.0 Notice Inviting Proposals 5

2.0 Introduction/About the City of Montebello 6

3.0 Timeline 6

4.0 Purpose 6

5.0 Scope of Work 7

6.0 Proposal Submittal 10

7.0 Evaluation of Proposal 11

8.0 Proposal Protests 11

9.0 Execution of Agreement 13

10.0 Insurance 13

11.0 Use of Federal Funds 15

12.0 Non-Commitment of City 16

13.0 Labor Requirements 16

14.0 Records 17

15.0 Subcontractors 17

16.0 Modifications/Changes 17

17.0 Disclosure of Information 17

18.0 City of Montebello Rights 17

Appendix A – Proposal Content and Format
Appendix B – Professional Services Agreement Sample
Appendix C – City’s Current Local Hazard Mitigation Plan

5 1.0 Notice Inviting Proposals
The City of Montebello is seeking proposals from qualified consultants to assist City staff with updating and preparing a Local Hazard Mitigation Plan (LHMP) for adoption by the Federal Emergency Management Agency (FEMA). Services performed in relation to this request must follow the specifications, terms, and conditions identified in Request for Proposals (RFP) No. 23 – 10. Prospective respondents are advised to carefully read information related to this solicitation before submitting a response.

To view the complete RFP package, please visit:

https://www.montebelloca.gov/cms/one.aspx?portalId=58756&pageId=84839

Prospective bidders must register with PlanetBids before being able to view or submit a response.

Questions must be submitted by Wednesday, May 31, 2023, at 11:00 a.m. PST.

***QUESTIONS MUST BE SUBMITTED VIA PLANETBIDS****

Proposals must be submitted via PlanetBids by Thursday, June 15, 2023 , at 11:00 a.m. PST.

Responses to this request for proposals will be evaluated to determine the Consultant that is the most qualified and responsive to the requirements. Responses must adhere to the format and content described in the RFP.

6 2.0 Introduction
Like many other jurisdictions, the City of Montebello is subject to many natural and human-made hazards . The list of potential hazards includes but is not limited to:
earthquakes, floodi ng and severe storms, wildfires, toxic and chemical exposures, terrorism, and climate change. While it is impossible to predict the moment these incidents will occur, with careful planning and collaboration, minimizing the losses that may result from them is possible. For this reason, the City has previously engaged in efforts to develop a hazard mitigation plan.

The City's most recent LHMP is scheduled to expire on June 30, 2023 (a copy of the plan is attached as Appendix C) . To e nsure compliance and eli gibility for specific disaster funds, the City is seeking the services of a qualified consultant to assist with developing an updated plan.

The ideal Consultant will engage with City staff and community stakeholders using the four (4) step process develo ped by FEMA. This process involves: 1) organizing the planning process and resources, 2) assessing risks and capabilities, 3) developing a mitigation strategy, and 4) adopting and implementing the plan.

About the City of Montebello
Montebello ("beautifu l mountain" in Spanish and Italian) is a city in the County of Los Angeles. Founded in 1899 and incorporated in 1920, the City is an 8.37 square mile General Law City located east of Downtown Los Angeles. Currently, the City has a population of approximately 63,000 residents. It hosts a mix of various industries that represent the business diversity of the County of Los Angeles. It is a full-service city that provides a long list of services, employing approximately 480 full -time and part-time employees in public safety, transit, and non-safety functions.

3.0 Timeline
• Release RFP Monday, May 15, 2023
• Online Q&A Deadline Wednesday, May 31, 2023,11 a.m. PST • Deadline to Submit Responses Thursday, June 15, 2023, at 11 a.m. PST • City Review of Submissions Late June 2023
• Interviews with Consultants TBD (If Necessary)
• Notifications Sent to Vendors Early/Mid-July 2023
• Award Late May/Early July 2023

4.0 Purpose
The purpose of this RFP is to solicit proposal s from qualifie d to C onsultants to assist with updating and preparing the City’s LHMP. Upon completion and adoption of the LHMP locally, the Consultant will assist staff with submitting the plan for approval by the Commented [NGD1]: If review of submissions are late
June, timeline for notification and award does not make sense.

7 California Office of Emergency Services ( CalOES) and Federal Emergency Management Agency (FEMA).

5.0 Scope of Work/Services
The City of Montebello is seeking a consultant to assist in developing an updated LHMP. In general, the Consultant selected by the City should be prepared to pr ovide project management and performance of all work required for the preparation, approval, and adoption of an LHMP that will update the City's most recent plan, which is scheduled to expire on June 30, 2023.

Upon local adoption, the updated plan must satisfy the requirements of the Disaster Mitigation Act of 2000 (DMA2K); Code of Federal Regulations Section 44 CFR 201.6; AB 2140 (2006); SB 1241 (2012); SB 747 (2019); Government Code Sections 65302(g)(4) and 65302.15; and any other relevant governing codes.

The Consultant select ed should be prepared to conduct the following tasks as part of the City's LHMP Work Plan:

A. Organization of Resources – the Consultant will organize a steering committee according to DMA2K requirements. This task will include, but is not limited to:

i. Planning Teams - Under DMA2K, the Consultant will coordinate with representatives from local, State, and Federal agencies and departments with significant interests in the community and hazard mitigation. ii. Meetings - Once organized, the Consultant will facilitat e at least four (4) Steering Committee meetings to meet the planning process milestones required under DMA2K.
iii. The Consultant will facilitate four (4) Steering Committee working sessions to develop specific details and updates in each plan section. The Consultant and City will conduct and facilitate each working session. Working sessions will be used to document involvement, provide training to staff about the hazard mitigation process, and complete required steps toward developing m itigation implementation strategies.
iv. Develop Public Outreach Strategy - The Consultant will engage the public throughout the planning as part of the stakeholder development process. The Consultant will also provide templated e -mail invites, e-newsletters, and other correspondence to help document the stakeholder coordination process and provide thorough communication and coordination as required by the DMA2K.

The Consultant will target and identify potentially interested stakeholders, including residents and property owners in hazard-prone areas.

B. Hazard Identification and Profiling - This task will thoroughly review all existing

8 plans, emergency documents, studies, and other best available data from local, regional, State, and federal resources. Planning Committee members will work with the Consultant to compile general information on hazards, risks, and vulnerabilities. Existing data sources such as Federal Emergency Management Agency (FEMA) Flood Insurance Studies, USGS ground acceleration mapping, and Cal Fire hazard risk mapping will be used. Additionally, new information will be collected from various sources to show the changing environment, potential climate adaptation, and other elements from the previous plan. This task aims to identify the best avai lable data for each given hazard, describe the impact and vulnerability for the City, and identify data gaps. This task will include, but is not limited to:

i. Review existing projects, plans, and programs
ii. Acquire additional hazards information from local data sources iii. Update/Create hazard maps and profile narratives
iv. Augment existing information and community interviews and targeted filed verification
v. Identifying climate change as a pertinent hazard to be consistent with the State Hazard Mitigation Plan
vi. Analyzing the impacts of past hazards on existing land use patterns to better vii. understand the vulnerability of specific land uses within the City

C. Asset Inventory and Vulnerability Analysis - Using the most recent approved LHMP as the base document, the Consultant shall address significa nt natural hazards that pose risks to City infrastructure and residents within the jurisdictional boundaries. This task will include, but is not limited to:

i. Acquire and assess available City GIS Data, including critical infrastruc ture and City-owned buildings and assets
ii. Acquire, create, and evaluate asset inventory data beyond City owned data iii. Format all GIS data into a working database structure iv. Use FEMA’s Hazus software to update the loss estimation results presented in the most recent LHMP
v. Complete a Lev el 2 risk assessment and provide all Hazus risk assessment runs to develop standard mapping and database results for the City vi. Update/Create/Produce mapping products and narrative showing analysis results

D. Develop Mitigation Measures - Based on the risk assessment results, description of impacts and vulnerabilities, and associated problem statements, participating parties will establish related mitigation goals, objectives, and action items.

Attention will be made to ensure all actio ns reflect the priorities of the City and

9 community stakeholders and are reasonable and achievable. The Consultant will coordinate with other agencies, organizations, and public members interested in the LHMP update. This task will include, but is not limited to:

i. Conduct field verification for mitigation measures
ii. Review existing/identify new mitigation goals and objectives iii. Assess city capabilities
iv. Develop mitigation measures
v. Explain how the previous mitigation plan was incorporated, when appropriate, vi. into other planning mechanisms, as well as continue to describe how the new vii. mitigation strategy will be incorporated into other planning mechanisms for each participating jurisdiction

E. Draft Hazard Mitigation Plan - The Consultant will ensure that the updated LHMP meets the requirements outlined in 44 CFR Part 201 and the most current FEMA plan guidance. This will be done using the Mitigate Hazards Planning Phases Review Tool, the FEMA Local Mitigation Planning Handbook, the FEMA Local Mitigation Plan Review Tool, and the California State Regulation Checklist. This task will include, but is not limited to:

i. Assembly of a plan following the most current California Office of Emergency Services (CalOES) Local Hazard Mitigation Plan preparation guidelines and be aligned with the goals, objectives, and priorities of the State's multi -hazard mitigation plan.
ii. Developing required information from the Steering Committee and documenting all meetings, advertisements, and public feedback as required by FEMA

F. Local Plan Review and Revis ion - Once the Draft LHMP is finalized, the Consultant will facilitate a public review and comment period. This task will include, but is not limited to:

i. E-newsletters, websites, and other opportunities enabling the public to comment digitally
ii. Assembly of public comment s and address them accordingly. Once comments are addressed, the Consultant shall assemble the Final Draft LHMP for final review
iii. Once the public comments have been addressed, the Consultant shall complete and distribute a digital “Draft Final HMP” to the Steering Committee iv. Once the City approves the submittal, the Consultant will complete a FEMA Review Tool and facilitate the submittal to CalOES. The Contractor shall make necessary revisions received by CalOES and send an errata pac kage

10 to the State if necessary

G. State and Federal Review - The Consultant will facilitate document review by the City of Montebello and the public and shall facilitate plan submittal to CalOES and FEMA. This includes responding to comments and facilitating edits to the final draft LHMP document. This task will also include, but is not limited to:

i. Submitting Plan to CalOES
ii. Developing/completing CalOES Review and Revision
iii. Submitting Plan to FEMA
iv. Developing/completing Federal Review and Revision
v. Seeing Plan through Final FEMA Approval

H. Local Hazard Mitigation Plan Adoption - Once FEMA approval pending adoption is received, the Consultant will assist the City with final adoption proceedings.

This task will include, but is not limited to:

i. Developing an editable Microsoft Word version of the Final FEMA -approved plan
ii. Developing a minimum of ten (10) professionally -bound hard copies of the final FEMA-approved plan to be provided to the City by the hired Consultant iii. Incorporating Fontana City Council comments and additional public comments into the final LHMP
iv. Developing adoption language for City Council proceedings v. Distribute to Steering Committee and required local, State, and federal agencies

As previously stated, the City’s LHMP is scheduled to expire on June 30, 2023. In addition to providing the services mentioned above, the Consultant may be required to prepare and submit an extension request for the deadline to the CalOES or the FEMA (if an opportunity is available) . The extension request should be based on th e proposed project timeline/schedule.

6.0 Proposal submittal
Please review Appendix – A (Proposal Format and Content), attached hereto and incorporated herein by this reference, for specific details regarding the information that needs to be included in your submi ssion. Failure to provide all requested information may be considered “non-responsive” and rejected.

Responses to this RFP must be submitted electronically via the City’s PlanetBids Portal by the deadline. Any responses transmitted and/or time- stamped after the deadli ne will not be accepted. Vendor s planning to submit responses to this request are highly

11 encouraged to submit all documentation before the deadline to avoid any technical difficulties/errors.

7.0 Evaluation Criteria
The Fire D epartment will establish an evaluation committee to review and rat e each proposal. The proposal evaluation process will be conducted using a multi -step method which will include the following steps:

A. Preliminary Proposal Review - The evaluation committee will review submissions to ensure adherence to the minimum/proposal format requirements.

B. Proposal Evaluation - In the second part of this process, the evaluation committee will review and rate proposals based on the following:

i. Qualifications as they relate to this project (50%)
a. Thoroughness and understanding of the tasks to be completed b. Background and experience in organizational analysis evaluation c. Knowledge of the City of Montebello and local needs
d. Experience of personnel assigned to the work
e. Communication Skills

ii. Reputation for integrity and competence (30%)
a. Positive Reference Checks
b. Work Samples

iii. Proposed fees for Service (20%)

8.0 Protest Procedures
Proposal Protest Procedures (Before Proposal Opening)
A protest filed before the proposal opening must be filed i n writing no later than ten (10) working days before opening. The most common types of protest that might be filed before a proposal opening include those based upon restrictive specifications or alleged improprieties in any solicitation that is apparent before the scheduled proposal opening.

When a protest is filed before a scheduled proposal opening, certain steps must be followed:

A. The protest must be submitted in writing within the specified time frame (no later than ten (10) working days prior to a proposal opening). All protests must be filed with the Director of Finance for determination. Protest must be submitted to the Director of Finance by mail or e-mail within the specified time frame. Protests can be sent to:

12 Mail:

Michael Solorza, Director of Finance
City of Montebello
Attn: Department of Finance
1600 W. Beverly Blvd
Montebello, CA 90640

or

E-mail:
[email protected]

B. The protest must contain factual and legal reas on(s) and should recommend a proposed remedy. Nevertheless, it should be noted that the City reserves the right not to implement the proposed remedy but to offer alternative solutions where applicable.

C. Where appropriate, the Ci ty will ho ld an informal conference on the merits of a protest with all interested parties allowed to attend. Interested parties may include all proposers, subcontractors, or suppliers, provided they have a substantial economic interest in a portion of the RFP.

D. All potential proposers will be advised of a pending protest.

E. The City shall not open proposals prior to the resolution of the protest unless it is determined that:

• The items to be procured are urgently required;
• Delivery or performance will be unduly delay ed by failure to make the award promptly; or
• Failure to make a prompt award will otherwise cause undue harm to the City.

The City will respond in writing within ten (10) working days after receipt of a properly filed protest. The Director of Finance will respon d and include a response to each substantive issue raised in the protest.

After the exhaustion of administrative remedies, the protesting party will be given the City’s final decision. The Director of Finance has the authority to decide on all protests.

Proposal Protest Procedures (After Proposal Opening/Post Award)

13 A protest filed after a proposal opening must be filed within three (3) working days after the proposal opening date. The City will grant the protesting Consultant a fair rev iew and shall have up to ten (10) working days to review the protest and render its decision.

9.0 Execution of Agreement
The resulting agreement (see attached sample Appendix B) shall be signed by the successful Consultant and returned wit hin the re quired insuranc e within ten (10) business days after the City has pr ovided written notice that the C onsultant has been awarded. Failure to execute the agreement and file acceptable insurance documents as provided herein shall cause, at the City's option, f or annulment of the award. Please review the insurance requirements and indemnification clause in the attached sample agreement.

Should the successful Consultant decline to execute the agreement, the City can either reject all proposals, accept one of the other proposals, or issue a new solicitation.

10.0 Insurance
The Consultant selected must meet the following minimum insurance requirements upon execution of the City’s Professional Services Agreement:

A. Commercial General Liability
Commercial Ge neral Liability (CGL) (equivalent in coverage scope to Insurance Services Office, Inc. Form CG 00 01) shall cover on an “occurrence” basis for bodily injury and property damage, including premise- operations, products -completed, broad form propert y damage, blanket contrac tual liability, independent contractors, personal injury or bodily injury, and advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, the limit shall be twice the required occurrence limit.

If requested, the "City of Montebello, its officials, employees, and agents" must be separately endorsed to the policy as additional insureds on an endorsement equivalent to the Insurance Services Office, Inc. Form CG 20 10 11 85 of CG 20 2 6 1185.

B. Business Automobile Liability
For owned vehicles, hired, and non-owned vehicles, Insurance Services Office Form CA 00 01 covering, Code 1 (any auto), or if the vendor has not owned autos, Code 8 (hired) and 9 (non- owned) with a limit no less than $1,000, 000 per acciden t for bodily injury and property damage.

If an automobile is not necessary to perform services, the Firm must submit a written request for a waiver of this requirement.

14 C. Professional Liability or Errors and Omissions
Depending on the w ork or services to be performed, professional liability or errors and omissions liability insurance may be required. The City will require the vendor to provide professional liability or errors and omissions liability insurance in an amount not less than $1,000,000 per occurrence or claim, $2,000,000 aggregate. Architects’ and engineers’ coverage shall be endorsed to include contractual liability.

D. Workers' Compensation and Employer's Liability
Workers' compensation as required by the California Labor Code and Employer' s Liability in an amount not less than $1,000,000 per accident for bodily injury or disease.

Required Insurance Documentation

Certificate of Insurance
The Certificate Holder must be listed as follows:

City of Montebello
1600 West Beverly Boulevard
Montebello, CA 90640

Endorsements (if requested)
In addition to the Certificate of Insurance, the vendor must provide the following endorsements:

Additional insured endorsements to the general liability and auto liability* insurance policies. The " City of Montebello, its officials, employees, and agents" must be endorsed to the vendor’s general liability policy as well as the auto liability policy as additional insureds on an endorsement equivalent to ISO forms CG 20 10 11 85 or CG 20 26 11 85.

Cancellation notice endorsements. Each policy must be endorsed to certify that it will not be canceled or non-renewed by either party or reduced in coverage or limits (except by paid claims) unless the insurer has provided the City with thirty (30) days prior written notice of cancellation (ten (10) days for cancellation due to nonpayment of premium is acceptable).

Primary, non-contributory coverage endorsements. The general liability and professional liability (if required) policies must be endorsed to provide that each policy shall apply on a primary, non- contributing basis with any insurance or self - insurance, primary or excess, maintained by or available to the City or its officials, employees, and agents.

15 Waiver and Modifications of Insurance Requirements
To the extent permitted by law, the City may modify these insurance requirements at any time and at its sole discretion.

In general, any contract deemed sole source, professional/professional services, involves the disc losure of proprietary inf ormation, and/or a public works project may require revisions to the City's standard insurance requirements. Any revisions to the insurance requirements will be identified within the associated service contract terms and conditions.

Consultants may request a waiver or modification of these insurance requirements.

Waiver or modification requests must be submitted in writing. The request should state the specific insurance requirement that is being considered for waiver or modification and provide a brief explanation for the request. Requests will be reviewed on a case- by- case basis, and the decision will ultimately depend on the scope of services. The final decision to approve or deny a request will be at the City's legal authority and/or an authorized designee's discretion.

11.0 Use of Federal Funds
The City may elect to use funding from Federal sources for a portion of or all expenses related to this project. The United States Federal Government requires purchases of items and services to meet specifi c standards when using Federal funds, including grants, cooperative agreements, contracts, and Federal funds "passed -through" to the City from a non- Federal entity (i.e., sub- recipient agreements). These requirements are codified under the C ode of Federal Regulation's (CFR) Title 2, Subtitle A, Chapter II, Part 200 (also referred to as "2 CFR 200" or "Uniform Guidance") and the Federal Acquisition Regulations (FAR), as applicable.

The following standards apply to all purchases of items and services using Federal funds:

• Transactions shall be conducted lawfully and ethically • Unnecessary/duplicative purchases are not permitted
• Utilizing a vendor or supplier on the U.S. Federal Government's Debarred and Suspended List (available at SAM.gov) is prohibited
• All individuals involved in the expenditure of federal monies must avoid any actual or apparent conflict of interest
• Procurement transactions must be conducted in a manner providing full and open competition
• Opportunities should be provided to minority bus inesses, women's business

16 enterprises, and labor surplus area firms when possible • Contracts and purchase orders should include the contract provisions required by 2 CFR 200 Appendix A
• Purchases of goods and services must include documentati on detailing the procurement history

In addition to Federal standards, purchases must adhere to applicable local policies and procedures as defined in Montebello Municipal Code Chapters 3.20 and 3.21 and any relevant administrative policies. The most res trictive terms prevail when a conflict is present.

12.0 Non-Commitment of City
While the City intends to select a Consultant through this process, this intention is subject to change at any time during the process. The City does not commit to awarding an agreement, paying any costs incurred in preparing the proposal for this request, and/or procuring or contracting any items or services.

13.0 Labor Requirements

A. Background: All personnel engaged in the performance of this work shall be employees of the Consultant and, as such, shall be warranted to possess sufficient experience and reliability to perform this work.

B. Health: All personnel engaged in the performance of this work shall be in good health and free of contagious diseases. The Consultant shall not allow any person(s) under the influence of alcohol or drugs on the premises or in the building. Neither shall the Consultant allow the use of or presence of alcohol or drugs on the premises or in the building.

C. Non-Discrimination: The Consultant shall not eng age in discrimination in the employment of persons because of race, color, national origin, ancestry, mental/physical disabilities, sex, or religion of such persons.

D. Conduct: No person(s) shall be employed for this work that is found to be incompetent, disorderly, and troublesome, under the influence of alcohol and drugs, which fails or otherwise refuses to perform the work properly and acceptably, or is otherwise objectionable. Any person found to be objectionable shall be discharged immediately and not re-employed for this work.

14.0 Records
The Consultant agrees to permit the City Manager or designee access to records, reports, files, and other papers or property of the Consultant to audit any performance

17 aspect under this agreement.

15.0 Subcontractors
The Consultant shall be responsible for all work performed under the final agreement and shall keep all work under his control. No portion of the work may be subcontracted without the prior written consent of the City. All subcontractors used on this work shall be under the direct supervision of the Consultant and shall be considered as their employees. Any approved subcontractors must provide insurance indemnifying the City with limits at or exceeding the limits of the Contractor's insurance.

16.0 Modifications/Changes
Changes in the areas serviced and/or specifications may be necessary during the agreement term. Changes in the agreement requirements and corresponding changes in compensation may be implemented upon t he mutual understanding between the City and the Consultant. These changes will be processed through the City Manager.

17.0 Disclosure of Information
A. The Consultant agrees that it will not during or after the term of the agreement, disclose any propri etary inform ation or conf idential business information of the City, including but not limited to its costs, charges, operating procedures, or methods of doing business to any person, v endor, corporation, association, or other entity or the general public f or any reason or purpose whatsoever, without the prior written consent of the City. Such confidential or proprietary information received by the Consultant shall be used exclusively in connection with the performance of services.

B. The Consultant shall not issue or release for publication any articles, advertising, or publicity matters relating to the services performed by the Consultant hereunder or mentioning or implying the name of the City or its respective personnel without the prior written consent of the City.

18.0 City of Montebello Rights
At its discretion, the City reserves the right to:

A. Reject any and/or all proposals for no reason or any reason including, but not limited to, the following:

i. The proposal is incomplete, non- responsive, obscure, irregular, or lacking necessary detail and specificity.
ii. The Consultant, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services. iii. The Consultant failed or neglected to complete an d submit any information

18 within the time specified by the City and as may be otherwise required herein.

B. Reject any proposal that, in the opinion of the City, is so unbalanced in comparison to other proposals received and/or to the City’s internal estimat es that it does not accurately reflect the cost to perform;

C. Accept all or any part of a proposal;

D. Cancel the entire RFP;

E. Issue subsequent RFPs; or

F. Waive any errors or informalities in any proposal to the extent law permits.

Please review:

Appendix A – Proposal Content and Format
Appendix B – Professional Services Agreement Sample
Appendix C – City’s Current Local Hazard Mitigation Plan

ITEM # 15

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT

TO: Honorable Mayor and City Council Members

FROM: René Bobadilla, P.E., City Manager

BY: Michael Solorza, Director of Finance
Micah Herd, Senior Management Analyst

SUBJECT: AUTHORIZE ISSUING REQUEST FOR PROPOSALS (RFP) NO. 23-8

FOR PRINTING AND GRAPHIC DESIGN SERVICES

DATE: May 10, 2023

RECOMMENDATION(S):

It is recommended that the City Council:

1. Authorize the issuing of a Request for Proposals (RFP) 23-8 for printing and graphic design services; and

2. Take such additional, related action that may be desirable.

FISCAL IMPACT:

Issuing this RFP does not have a direct cost associated. At this point, the exact cost of services is unknown. Once the selection process is complete, staff will return to City Council requesting approval of a professional services agreement per the Montebello Municipal Code Chapter 3.20 – Purchasing System guidelines.

BACKGROUND/DISCUSSION:

While City staff have access to office printers and copy machines to print materials for internal use, vendors' services are typically hired for more complex printing and the creation of community outreach materials. This outreach material includes, but is not limited to:
• Letters
• Newsletters
• Brochures
• Flyers

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

• Business Cards
• Postcards
• Banners
• Signs
• Bound Books (e.g., Annual Financial Report, Budget Book) • Apparel/Promotional Items
• Content for Website Posting

For this reason, City Council approval is requested to authorize issuing an RFP for printing and graphic design services. Through this process, staff intends to award a minimum of three (3) vendors who can fulfill requests as needed. Furthermore, staff will seek to select local vendors. Selecting multiple local vendors will help ensure that services are available when needed and can be delivered promptly.

ENVIRONMENTAL:

N/A

ANALYSIS:

N/A

SUMMARY:

The Department of Finance requests authorization to issue an RFP for printing and graphic design services. The objective is to establish multi-year agreements with local vendors who can fulfill requests as needed.

ATTACHMENT(S)

1. Attachment A - RFP No. 23-8 (Draft)

NEXT STEPS:

N/A

1 CITY OF MONTEBELLO
Request for Proposals
RFP No. 23 – 8
Printing, Graphic Design, and Mailing Services
Release Date: Monday, May 15, 2023
Due Date: Thursday, June 22, 2023, at 11 a.m. PST

ATTACHMENT A

2

3 TO PROSPECTIVE PROPOSERS
The City of Montebello invites proposal submissions under this Request for Proposals (RFP). The City will evaluate responses to this solicitation to determine qualifications.

Submissions must adhere to the format and content described. Only proposals that adhere to the requirements will be evaluated. The information set forth is the minimum required to qualify for consideration. The successful Proposer will be required to enter into a Professional Services Agreement based on the specifications outlined in this RFP.

THE DATE OF SOLICITATION
May 15, 2023

THE PROJECT
Printing, Graphic Design, and Mailing Services

OWNER/PROPOSAL CONTACT
City of Montebello – Finance Department
1600 West Beverly Boulevard
Montebello, CA 90640
Attn: Michael Solorza
Contact Phone: (323) 887-1200
Contact E-Mail: [email protected]

Any questions related to this RFP should be submitted via the City’s PlanetBids Portal by Wednesday, June 7 , 2023, at 11:00 a.m. PST. Prospective vendors must register their business with PlanetBids before being able to view or submit a response. To access the City's PlanetBids Portal, please go to:

https://www.montebelloca.gov/cms/one.aspx?portalId=58756&pageId=84839

4 Table of Contents Page

1.0 Notice Inviting Proposals 5

2.0 Introduction/About the City of Montebello 6

3.0 Timeline 6

4.0 Purpose 6

5.0 Scope of Work 6

6.0 Proposal Submittal 9

7.0 Evaluation of Proposal 9

8.0 Proposal Protests 10

9.0 Execution of Agreement 11

10.0 Insurance 12

11.0 Use of Federal Funds 14

12.0 Non-Commitment of City 15

13.0 Labor Requirements 15

14.0 Records 15

15.0 Subcontractors 15

16.0 Modifications/Changes 16

17.0 Disclosure of Information 16

18.0 City of Montebello Rights 16

Appendix A – Proposal Content and Format
Appendix B – Professional Services Agreement Sample
Appendix C – Vendor Questionnaire (Required)

5 1.0 Notice Inviting Proposals
The City of Montebello is seeking proposals from qualified vendors to provide pr inting, graphic design, and mailing services as needed . Services performed in relation to this request must follow the specifications, terms, and conditions identified in Request for Proposals (RFP) No. 23 – 8. Prospective respondents are advised to carefully read information related to this solicitation before submitting a response.

To view the complete RFP package, please visit:

https://www.montebelloca.gov/cms/one.aspx?portalId=58756&pageId=84839

Prospective vendors must register with PlanetBids before being able to view or submit a response.

Questions must be submitted by Wednesday, June 7, 2023, at 11:00 a.m. PST.

***QUESTIONS MUST BE SUBMITTED VIA PLANETBIDS****

Proposals must be submitted via PlanetBids by Thursday, June 22, 202 3, at 11:00 a.m. PST.

Responses to this request for proposals will be evaluated to determine the vendor(s) that is /are the most qualified and responsive to the requirements. R esponses m ust adhere to the format and content described in the RFP.

6 2.0 Introduction
The City of Montebello (“City”) is seeking proposals from qualified vendors to provide citywide printing, copying, graphic design, and o ther related services. The needs of the City are diverse, including small and large jobs, and requests will occasionally be time sensitive. The expected needs include printing, copying, bindery, and other related services for internal and external use.

The City may award multiple contracts for the required services. Contracts, if awarded, may be for terms up to three (3) years and inclu de extension options. This Request for Proposals (RFP) will establish preferred vendor(s) for the City. The selected Vendor(s) will process job orders as assigned by designated department representatives.

About the City of Montebello
Montebello ("beautiful mountain" in Spanish and Italian) is a city in the County of Los Angeles. Founded in 1899 and incorporated in 1920, the City is an 8.37 square mile General Law City located east of Downtown Los Angeles. Currently, the City has a population of approximately 63,000 residents. It hosts a mix of various industries that represent the business diversity of the County of Los Angeles. It is a full-service city that provides a long list of services, employing approximately 480 full -time and part-time employees in public safety, transit, and non-safety functions.

3.0 Timeline
• Release RFP Monday, May 15, 2023
• Online Q&A Deadline Wednesday, June 7, 2023,11 a.m. PST • Deadline to Submit Responses Thursday, June 22, 2023, at 11 a.m. PST • City Review of Submissions Early July 2023
• Notifications Sent to Vendors Early/Mid-July 2023
• Award Mid/Late July 2023

4.0 Purpose
The purpose of this RFP is to solicit proposals from qualified vendors to provide printing, graphic de sign, and mailing services as needed. The mater ials obtained through th is service will be used internally and externally by staff to improve general service delivery to the local community.

5.0 Scope of Work/Services
The City is seeking vendors to create and produce various materials for internal and external use by residents, business owners, employees, and other community members using traditional print, the City website (montebelloca.gov), and social media platforms (e.g., Facebook, Twitter, Instagram, YouTube, and LinkedIn). These outreach mat erials include, but are not limited to:

7 • Letters
• Newsletters
• Brochures
• Flyers
• Business Cards
• Postcards
• Banners
• Signs
• Bound Books (e.g., Annual Financial Report, Budget Book) • Apparel/Promotional Items
• Content for Website Posting

The selected vendors will provide printing , graphic design, and mailing services for the aforementioned items on an as -needed ba sis. V endors will process job orders as assigned by designated staff within each City department.

To assist with assessing workload type and volume, a table which identifies the items, services, and estimated annual quantities can be found by visiting PlanetBids and reviewing the posting associated with this RFP (see the “Line Item” tab). Please note that this is not a comprehensive list; however, it is representative of a majority of the items and s ervices the Ci ty typically requests. Needs and specifications may vary and are subject to change at any time . Furthermore, the City does not make any commitment to purchase a specific quantity of any item or services. The quantities listed are annual estimates. City staff submitting service request s w ill deter the necess ary quantity when the order is placed.

Vendors are invited to provide pric ing for all or some of the items and services listed.

Please note that preference will be given to vendors who submit the most comprehensive list.

All print and copy produced materials must be of commercially acceptable quality. Work must be properly aligned, have no fading or smearing, include correct color, and be packaged in a manner to protect documents from damage in transit and delivery.

Vendor mistakes or products of unacceptable quality must be corrected at no cost to the City.

In developing a response to this solicitation, vendors should keep in mind that the City is committed to environmental sustainability. Vendors should be prepared to demonstrate how they maximize the use of recycled content of its paper products to include p aper that is 100% post -consumer recycled content with preference for Green Seal Certified

8 (GSC) paper when available.

Additional Services
Mailing Services
Some printing materials such newsletters and postcards may require mailing.

Vendors are as ked to provide pricing for mailing and postage associated with those items.

Graphic Design Services
While the City retain s staff who can provide mo st graphic design services, there may be some occa sions where graphic de sign services are re quired in association with this service . Vendors must provide their pricing for graphic design on a per hour basis.

Delivery/Installation/Set-Up Services
The City may require delivery and set-up services for some items . These will be conducted with in the limits of the City of Mo ntebello. The following is a l ist of locations where most services will occur . This list is subject to change as locations may be added or removed as pick-up and delivery locations.

Location Name Address
City Hall 1600 West Beverly Boulevard,
Montebello, CA 90640
Police Department 1600 West Beverly Boulevard,
Montebello, CA 90640
Parks and Recreation
(Acuna Park)
1700 West Victoria Avenue,
Montebello, CA 90640
Transit Facility 400 South Taylor Avenue,
Montebello, CA 90640
City Yard 311 South Greenwood Avenue ,
Montebello, CA 90640

Minimum Qualifications And Requirements
To be considered, vendors must clearly demonstrate how they meet the minimum qualifications. The following is a list of the City’s requirements:

• Minimum five (5) years of experience with printing and mailing services, website services, translation, and/or graphic design
• Minimum three (3) years of experience providing similar services to a public agency of similar size and functionality as the City of Montebello

9 • Web-based platform to request business card orders (preferred) • Ability to provide same day service, if reasonable notice is provided • Vendors must provide quotes based upon the agreement’s fee schedule if requested by departments
• Must have the ability to provide mail services if requested

Vendors should prepare p roposals that identify how the meet the mi nimum requirements.

Local Vendor Preference
Pursuant to Montebello Municipal Chapter 3.20.130 – Local Vendor Preference, the City is placing priority on local vendors for this solicitation. Eligibility for being considered a local business is based upon physical location. To be considered, vendors must submit a copy of their current City of Mo ntebello business license listing an address with the city limits.

Vendors that are not within the City of Montebello are still encouraged to submit a response.

6.0 Proposal submittal
Please review Appendix – A (Proposal Format and Content), attached hereto and incorporated herein by this reference, for specific details regarding the information that needs to be included in your submi ssion. Failure to provide all requested information may be considered “non-responsive” and rejected.

Responses to this RFP must be submitted electronically via the City’s PlanetBids Portal by the deadline. Any responses transmitted and/or time -stamped after the deadline will not be accepted. Vendors planning to submit responses to this request are highly encouraged to submit all documentation before the deadline to avoid any technical difficulties/errors.

To submit pricing for the required items and services, please use the “Line Items” tab in the associated PlanetBids posting . Enter pricing based upon the a nnual estimated quantity for items and services listed. Failure to complete this step may results proposal being rejected.

7.0 Evaluation Criteria
The Fire D epartment will establish an evaluation committee to review and rat e each proposal. The proposal evaluation process will be conducted using a multi-step method which will include the following steps:

A. Preliminary Proposal Review - The evaluation committee will review

10 submissions to ensure adherence to the minimum/proposal format requirements.

B. Proposal Evaluation - In the second part of this process, the evaluation committee will review and rate proposals based on the following:

i. Proposed fees for Service (40%)

ii. Qualifications as they relate to this project (30%) a. Thoroughness and understanding of the tasks to be completed b. Background and experience in organizational analysis evaluation c. Knowledge of the City of Montebello and local needs
d. Experience of personnel assigned to the work
e. Communication Skills

iii. Reputation for integrity and competence (30%)
a. Positive Reference Checks

8.0 Protest Procedures
Proposal Protest Procedures (Before Proposal Opening)
A protest filed before the proposa l opening must be filed in writing no later than ten (10) working days before opening. The most common types of protest that might be filed before a proposal opening include those based upon restrictive specifications or alleged improprieties in any solicitation that is apparent before the scheduled proposal opening.

When a protest is filed before a scheduled proposal opening, certain steps must be followed:

A. The protest must be submitted in writing within the specified time frame (no later than ten (10) working days prior to a proposal opening). All protests must be filed with the Director of Finance for determination. Protest must be submitted to the Director of Finance by mail or e-mail within the specified time frame. Protests can be sent to:

Mail:

Michael Solorza, Director of Finance
City of Montebello
Attn: Department of Finance
1600 W. Beverly Blvd
Montebello, CA 90640

or

11 E-mail:
[email protected]

B. The protest must conta in factual and legal reas on(s) and should recommend a proposed remedy. Nevertheless, it should be noted that the City reserves the right not to implement the proposed remedy but to offer alternative solutions where applicable.

C. Where appropriate, the Ci ty will ho ld an informal conference on the merits of a protest with all interested parties allowed to attend. Interested parties may include all proposers, subcontractors, or suppliers, provided they have a substantial economic interest in a portion of the RFP.

D. All potential proposers will be advised of a pending protest.

E. The City shall not open proposals prior to the resolution of the protest unless it is determined that:

• The items to be procured are urgently required;
• Delivery or performance will b e unduly d elayed by failu re to make the award promptly; or
• Failure to make a prompt award will otherwise cause undue harm to the City.

The City will respond in writing within ten (10) working days after receipt of a properly filed protest. The Director of Finance will respon d and include a response to each substantive issue raised in the protest.

After the exhaustion of administrative remedies, the protesting party will be given the City’s final decision. The Director of Finance has the authority to decide on all protests.

Proposal Protest Procedures (After Proposal Opening/Post Award) A protest filed after a proposal opening must be filed within three (3) working days after the proposal opening date. The City will grant the protesting Consultant a fair rev iew and shall have up to ten (10) working days to review the protest and render its decision.

9.0 Execution of Agreement
The resulting agreement (see attached sample Appendix B) shall be signed by the successful Consultant and returned wit hin the re quired insuranc e within ten (10) business days after the City has pr ovided written notice that the C onsultant has been awarded. Failure to execute the agreement and file acceptable insurance documents as provided herein shall cause, at the City's option, f or annulment of the award. Please

12 review the insurance requirements and indemnification clause in the attached sample agreement.

Should the successful Consultant decline to execute the agreement, the City can either reject all proposals, accept one of the other proposals, or issue a new solicitation.

10.0 Insurance
The Consultant selected must meet the following minimum insurance requirements upon execution of the City’s Professional Services Agreement:

A. Commercial General Liability
Commercial Ge neral Liability (CGL) (equivalent in coverage scope to Insurance Services Office, Inc. Form CG 00 01) shall cover on an “occurrence” basis for bodily injury and property damage, including premise -operations, products -completed, broad form propert y damage, blanket contractual liability, independent contractors, personal injury or bodily injury, and advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, the limit shall be twice the required occurrence limit.

If requested, the "City of Montebello, its officials, employees, and agents" must be separately endorsed to the policy as additional insureds on an endorsement equivalent to the Insurance Services Office, Inc. Form CG 20 10 11 85 of CG 20 2 6 1185.

B. Business Automobile Liability
For owned vehicles, hired, and non-owned vehicles, Insurance Services Office Form CA 00 01 covering, Code 1 (any auto), or if the vendor has not owned autos, Code 8 (hired) and 9 (non -owned) with a limit no less th an $1,000, 000 per acciden t for bodily injury and property damage.

If an automobile is not necessary to perform services, the Firm must submit a written request for a waiver of this requirement.

C. Professional Liability or Errors and Omissions
Depending on the w ork or services to be performed, professional liability or errors and omissions liability insurance may be required. The City will require the vendor to provide professional liability or errors and omissions liability insurance in an amount not less than $1,000,000 per occurrence or claim, $2,000,000 aggregate. Architects’ and engineers’ coverage shall be endorsed to include contractual liability.

D. Workers' Compensation and Employer's Liability
Workers' compensation as required by the California Labor Cod e and Employer' s

13 Liability in an amount not less than $1,000,000 per accident for bodily injury or disease.

Required Insurance Documentation

Certificate of Insurance
The Certificate Holder must be listed as follows:

City of Montebello
1600 West Beverly Boulevard
Montebello, CA 90640

Endorsements (if requested)
In addition to the Certificate of Insurance, the vendor must provide the following endorsements:

Additional insured endorsements to the general liability and auto liability* insurance policies. The " City of Montebello, its officials, employees, and agents" must be endorsed to the vendor’s general liability policy as well as the auto liability policy as additional insureds on an endorsement equivalent to ISO forms CG 20 10 11 85 or CG 20 26 11 85.

Cancellation notice endorsements. Each policy must be endorsed to certify that it will not be canceled or non-renewed by either party or reduced in coverage or limits (except by paid claims) unless the insurer has provided the City with thirty (30) days pri or written notice of cancellation (ten (10) days for cancellation due to nonpayment of premium is acceptable).

Primary, non-contributory coverage endorsements. The general liability and professional liability (if required) polici es must be endorsed to pr ovide that each policy shall apply on a primary, non -contributing basis with any insurance or self - insurance, primary or excess, maintained by or available to the City or its officials, employees, and agents.

Waiver and Modifications of Insurance Requirements
To the extent permitted by law, the City may modify these insurance requirements at any time and at its sole discretion.

In general, any contract deemed sole source, professional/professional services, involves the disc losure of proprietary inf ormation, and/or a public works project may require revisions to the City's standard insurance requirements. Any revisions to the insurance requirements will be identified within the associated service contract terms

14 and conditions.

Consultants may requ est a waiver or modification of these insurance requirements.

Waiver or modification requests must be submitted in writing. The request should state the specific insurance requirement that is being considered for waiver or modifica tion and provide a brief explanation for the request. Requests will be reviewed on a case-by- case basis, and the decision will ultimately depend on the scope of services. The final decision to approve or deny a request will be at the City's legal authority and/or an authorized designee's discretion.

11.0 Use of Federal Funds
The City may elect to use funding from Federal sources for a portion of or all expenses related to this project. The United States Federal Government requires purchases of items and services to meet specifi c standards when using Federal funds, including grants, cooperative agreements, contracts, and Federal funds "passed -through" to the City from a non -Federal entity (i.e., sub -recipient agreements). These requirements are codified u nder the C ode of Federal Regulation's (CFR) Title 2, Subtitle A, Chapter II, Part 200 (also referred to as "2 CFR 200" or "Uniform Guidance") and the Federal Acquisition Regulations (FAR), as applicable.

The following standards apply to all purchases of items and services using Federal funds:

• Transactions shall be conducted lawfully and ethically • Unnecessary/duplicative purchases are not permitted
• Utilizing a vendor or supplier on the U.S. Federal Government's Debarred and Suspended List (available at SAM.gov) is prohibited
• All individuals involved in the expenditure of federal monies must avoid any actual or apparent conflict of interest
• Procurement transactions must be conducted in a manner providing full and open competition
• Opportunities should be provided to minority bus inesses, women's business enterprises, and labor surplus area firms when possible • Contracts and purchase orders should include the contract provisions required by 2 CFR 200 Appendix A
• Purchases of goods and services must include d ocumentation detailing th e procurement history

In addition to Federal standards, purchases must adhere to applicable local policies and procedures as defined in Montebello Municipal Code Chapters 3.20 and 3.21 and any relevant administrative policies. Th e most res trictive terms prevail when a conflict is

15 present.

12.0 Non-Commitment of City
While the City intends to select a Consultant through this process, this intention is subject to change at any time during the process. The City does not commit to awarding an agreement, p aying any costs incurred in preparing the proposal for this request, and/or procuring or contracting any items or services.

13.0 Labor Requirements

A. Background: All personnel engaged in the performance of this work shall be employees o f the Consultant and, as such, shall be warranted to possess sufficient experience and reliability to perform this work.

B. Health: All personnel engaged in the performance of this work shall be in good health and free of contagious diseases. The Consultant shall not allo w any person(s) under the influence of alcohol or drugs on the premises or in the building. Neither shall the Consultant allow the use of or presence of alcohol or drugs on the premises or in the building.

C. Non-Discrimination: The Consultant shall not eng age in discrimination in the employment of persons because of race, color, national origin, ancestry, mental/physical disabilities, sex, or religion of such persons.

D. Conduct: No person(s) shall be employed for this work that is found to b e incompetent, disorderly, and troublesome, under the influence of alcohol and drugs, which fails or otherwise refuses to perform the work properly and acceptably, or is otherwise objectionable. Any person found to be objectionable shall be discharged immediately and not re-employed for this work.

14.0 Records
The Consultant agrees to permit the City Manager or designee access to records, reports, files, and other papers or property of the Consultant to audit any performance aspect under this agreement.

15.0 Subcontractors
The Consultant shall be responsible for all work performed under the final agreement and shall keep all work under his control. No portion of the work may be subcontracted without the prior written consent of the City. All subcontractors used o n this work shall be under the direct supervision of the Consultant and shall be considered as their employees. Any approved subcontractors must provide insurance indemnifying the City with limits at or exceeding the limits of the Contractor's insurance.

16 16.0 Modifications/Changes
Changes in the areas serviced and/or specifications may be necessary during the agreement term. Changes in the agreement requirements and corresponding changes in compensation may be implemented upon t he mutual understanding between the City and the Consultant. These changes will be processed through the City Manager.

17.0 Disclosure of Information
A. The Consultant agrees that it will not during or after the term of the agreement, disclose any propri etary inform ation or conf idential business information of the City, including but not limited to its costs, charges, operating procedures, or methods of doing business to any person, vendor, corporation, association, or other entity or the general public f or any reaso n or purpose whatsoever, without the prior written consent of the City. Such confidential or proprietary information received by the Consultant shall be used exclusively in connection with the performance of services.

B. The Consultant shall not issue or release for publication any articles, advertising, or publicity matters relating to the services performed by the Consultant hereunder or mentioning or implying the name of the City or its respective personnel without the prior written consent of the City.

18.0 City of Montebello Rights
At its discretion, the City reserves the right to:

A. Reject any and/or all proposals for no reason or any reason including, but not limited to, the following:

i. The proposal is incomplete, non -responsive, obscu re, irregula r, or lacking necessary detail and specificity.
ii. The Consultant, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services. iii. The Consultant failed or neglected to complete an d submit any information within the time specified by the City and as may be otherwise required herein.

B. Reject any proposal that, in the opinion of the City, is so unbalanced in comparison to other proposals received and/or to the City’s internal estimat es that it does not accurately reflect the cost to perform;

C. Accept all or any part of a proposal;

D. Cancel the entire RFP;

17 E. Issue subsequent RFPs; or

F. Waive any errors or informalities in any proposal to the extent law permits.

Please review:

Appendix A – Proposal Content and Format
Appendix B – Professional Services Agreement Sample
Appendix C – Vendor Questionn aire ( Please complete and return with response)
Sample Items 1 - 7

City of Montebello
Printing, Graphic Design, and Mailing Services
RFP No. 23 – 8

Appendix A – Proposal Content and Format

Proposal Content
The Vendor shall be responsible for preparing a compelling, clear, and concise proposal. The City is requesting proposals, which contain at a minimum the following information:

1. Letter of Interest - Please include a letter expressing your interest in being considered for the project. Include a st atement regarding the Vendor's availability to dedicate time, personnel, and resources to this effort.

2. Project Un derstanding and Approach - Please include a statement demonstrating your understanding of the City’s needs . Describe your general approach to providing services successfully, methodologies and technologies you woul d emplo y. Describe anything you expect the City to provide.

3. Relevant Experience - Please include information describing your experience providing similar services for public agencies. Please provide a minimum of three (3) specifi c examples of relevant experience. At a minimum, Vendors should provide a list of recent projects (i.e., completed within the last three (3) years is preferred, but samples outside of this timeframe will be accepted if relevant) of similar size, scope, and complexity.

Include the name, contact person, address, phone number and/or e -mail of each party for whom the service was provided, as well as a description of the service performed, the dollar amount of the contract, and the date of performance.

4. Conflict of Interest Statement - The Vendor shall disclose any financial, business, or other relationship with the City that m ay have an impact upon the selection process . If the Consultant does not have any such conflicts, a statement declaring such should be included in their submission.

5. Cost Proposal – Please submit your pricing for the request ed items and services by visiting the City ’s PlanetBids Port al, finding the associated RFP, and clicking the “Line Item” tab. Vendors are invi ted to submit for all or some of the items and services listed.

Keep in mind, vendors proving the most comprehensive list will receive preference.

6. Vendor Question naire – Please review and complete the question naire attached as Appendix C. This document must be returned with your proposal.

All proposals must be submitted using the PlanetBids Portal by Thursday, June 22, 2023, at 11:00 AM PST. It is highly encouraged that proposals are submitted ahead of the deadline to avoid any technical difficulties th at might be encountered while using the portal.

Proposal Format
To facilitate the evaluation process, all responses are required to adhere to the following format requirements. The City strongly encourages respondents to thoroughly review their proposal s

prior to submission to ensure they adhere to the requirements. If the proposal is not formatted or does not include all the listed items/sections, it may be deemed non-responsive.

Responses shall not exceed twenty (20) pages when printed on 8 -½ -inch by 11-inch paper.

Font Times New Roman Font (prefer red), 12pt font size. The twenty (20) page -requirement does not include cover letter/letter of transmittal, or any items included as additional attachments. Proposals should also include the following:

1. Title Page showing the request for proposals subject ; the Vendor’s name; the name, address, email and telephone number of the contact person; and the date of the proposal.

2. Table of Contents identifying the items/section listed in the “Proposal Content” section of this RFP.

3. Detailed proposal following the order set forth in the "Proposal Content" of this RFP.

ATTACHMENT __

Appendix B – Sample Professional Services Agreement

CITY OF MONTEBELLO

PROFESSIONAL SERVICES AGREEMENT NO. ______
WITH _____________

THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into on ____________, 202_ (“Effective Date”), by and between the CITY OF MONTEBELLO, a California municipal corporation (the “CITY”) and __________________________ (the “CONSULTANT”). The CITY and the CONSULTANT are sometimes referred to herein individual as the “Party,” and jointly as the “Parties.”

RECITALS

WHEREAS, the CITY desires to retain a qualified professional consultant to provide __________________________ services in the CITY; and

WHEREAS, the CONSULTANT represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees.

NOW THEREFORE, in consideration of performance by the Parties of the covenants and conditions herein contained, the Parties hereto agree as follows:

SECTION 1. INCORPORATION OF RECITALS AND OTHER CONTRACT

DOCUMENTS

a. The above-referenced Recitals constitute a material part hereof and shall hereby be incorporated by reference. Moreover, this Agreement consists of the following documents, in order of precedence, all of which are incorporated herein and made part of this Agreement, as though fully set forth herein:

1. This Agreement and its Exhibits, including any and all addenda or supplemental agreements.

2. RFP No. ____

3. Proposal referenced and Best Final Offer received by the su ccessful proposer.

4. All other documents, including but not limited to all applicable bonds, insurance certificates, permits, notices, schedules, forms, certifications, and affidavits.

b. These documents shall be collectively referred to herein as the “Contract Documents.” In the event of a conflict among the Contract Documents, the order of precedence list above shall apply.

SECTION 2. SERVICES / COMPENSATION.

a. All terms, conditions, requirements, and provisions of the Request for Proposals for ______________________________ in the City of Montebello

PROFESSIONAL SERVICES AGREEMENT NO. _____

(insert date issued ) (“Request for Proposals”), as such is set forth fully in Exhibit “A” hereto, are hereby incorporated fully herein by this reference and shall be binding on the Parties. To the extent of a conflict between the terms of this Agreement and that set forth in any exhibits or attachments hereto, the terms of this Agreement shall govern.

b. The CONSULTANT shall provide to the CITY all labor, equipment, materials and incidental necessary to provide _________________________ services as set forth fully in the Request for Proposals, as such is set forth fully in Exhibit “A ” hereto and incorporated fully herein by this reference (hereinafter “Professional Services”).

c. The CONSULTANT shall be compensa ted for performance of the Professional Services as set forth in the Schedule of Compensation attached hereto as Exhibit “B” and incorporated fully herein by this reference (“Compensation”). The CONSULTANT shall provide an itemized billing statement to th e CITY each month for Professional Services performed. The CONSULTANT shall no incur fees or costs which exceed the Compensation without the prior written consent of the CITY.

SECTION 3. TERM.

a. This Agreement shall commence upon issuance of a written “No tice to Proceed” (as further defined below) by the CITY and shall expire X years from the Effective Date, unless terminated earlier as hereinafter provided. This Agreement may be extended for up to X year extensions upon such terms and conditions mutually agreed upon by the Parties in writing.

b. Notice to Proceed. Any work or service contemplated under this Agreement shall not commence until the CITY has issued a written Notice to Proceed issued by CITY’s applicable, department head.

SECTION 4. PERFORMANCE.

a. The CONSULTANT shall at all times, faithfully, competently, and to the best of its ability, experience, and talent, perform all tasks described herein.

b. The CONSULTANT shall employ, at a minimum, generally accepted standards and practices utilize d by companies engaged in providing similar services, as are required of Consultant hereunder, in meeting its obligations under this Agreement.

c. The CONSULTANT shall be knowledgeable of and subject to all CITY ordinances, rules and regulations, standard op erating procedures, and the supervisory chain of command.

d. The CONSULTANT shall have the right to retain, subject to the CITY's approval, additional individuals, consultants or subconsultants to assist in the completion of services as herein defined. Compe nsation for additional individuals, consultants or subconsultants shall be the sole and exclusive responsibility of the CONSULTANT.

e. The CONSULTANT shall retain all original reports, field and office

PROFESSIONAL SERVICES AGREEMENT NO. _____

notes, correspondence, calculations, maps, a nd other documents specifically related to the services provided by the CONSULTANT pursuant to this Agreement, other than documents which are exempt from disclosure pursuant to the attorney -client privilege or any other law. Said documents shall be made available for inspection by the CITY upon request.

SECTION 5. WORK PRODUCT.

a. The CONSULTANT hereby agrees that all work product produced pursuant to this Agreement, and provided to the CITY during and upon completion of this Agreement, shall be the prope rty of the CITY, and ownership of said work product shall be retained by the CITY. The CONSULTANT may take and retain copies of such written products as desired, but no such written products shall be the subject of a copyright application by the CONSULTANT.

b. All data, documents, discussion, or other information developed or received by the CONSULTANT or provided for performance of this Agreement are deemed confidential and shall not be disclosed by the CONSULTANT without prior written consent by the CITY. The CITY shall grant such consent if disclosure is legally required. All such written products shall be returned to the CITY upon the termination or expiration of this Agreement.

The CONSULTANT agrees that the covenants contained in this Section shall survive the expiration or termination of this Agreement.

SECTION 6. EXTRA SERVICES.

No extra services over and above the Compensation shall be rendered by the CONSULTANT under this Agreement unless such extra services first shall have been duly authorized in writing by the CITY’s City Manager (the “City Manager”).

SECTION 7. CITY SUPERVISION.

The City Manager shall have the right of general supervision of all work performed by the CONSULTANT and shall be the CITY’s agent with respect to obtaining the CONSULTANT’s compliance hereunder. No payment for services rendered under this Agreement shall be made without the prior approval of the City Manager.

SECTION 8. TERMINATION.

In the event that either Party hereto fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, the non -defaulting party shall give the defaulting party written notice of the default, the nature of the default, and of the steps necessary to cure the default.

a. Termination for Cause. In the event that any of the provisions of the Agreement are violated by either party, the non -defaulting Party may terminate the Agreement by serving written notice upon the other Party, listing the violation(s) and its intent to terminate such Agreement unless within ten (10) days after the serving of such notice, such violation shall cease or be rectified, the contract shall upon the expiration of an additional thirty (30) days cease and terminate. Violations by the CONSULTANT which cannot be

PROFESSIONAL SERVICES AGREEMENT NO. _____

corrected within ten (10) days, said contract shall at the option of the CITY cease and terminate upon the giving of like notice. In the event of any such termination for default by the CONSULTANT, the CITY may take over the work and prosecute the same to completio n by contract or otherwise for the account and at the expense of the CONSULTANT. The CONSULTANT and his sureties shall be liable to the CITY for any excess cost occasioned in the event of any such termination. This change shall not be construed to prevent the termination, for other causes authorized by law or other provisions of this contract. In the event of a termination for cause, the CONSULTANT shall only be entitled to the Compensation for those Professional Services satisfactory performed on or befo re the effective date of termination.

b. Termination for Convenience. The CITY shall have the option, at its sole discretion and without cause, to terminate this Agreement in whole, or in part, by giving ten (30) business days’ written notice to the CONSULT ANT. Upon the termination of this Agreement as provided herein, the CITY shall provide to the CONSULTANT the part of Compensation which would otherwise be payable to the CONSULTANT for services the CONSULTANT had completed as of the date of termination, less the amount of all previous payment with respect to the Compensation. Further, upon such a termination for convenience by the CITY, the Parties agree that the CONSULTANT shall be reimbursed for any “non -refundable” costs that the CONSULTANT ha s incurred for its services under this Agreement, provided that: (1) such “non - refundable” costs were incurred by the CONSULTANT prior to the date of termination, and (2) that the CONSULTANT provides the CITY with adequate proof that the CONSULTANT incurred the costs, and is unable to be seek a refund for such costs. Such “non-refundable” costs may include, but are not limited to, travel reservations incurred by the CONSULTANT for its performance of services under this Agreement. The CONSULTANT agrees t o cease all work under this Agreement on or before the effective date of any notice of termination.

SECTION 9. EMPLOYMENT OF CITY EMPLOYEES.

No regular employee of the CITY shall be employed by the CONSULTANT during the term of this Agreement.

SECTION 10. NON-LIABILITY OF CITY OFFICIALS AND EMPLOYEES.

No official or employee of the CITY shall be personally liable to the CONSULTANT in the event of any default or breach by the CITY, or for any amount which may become due to the CONSULTANT.

SECTION 11. INDEPENDENT CONSULTANT.

a. The CONSULTANT is and shall, at all times, remain as to the CITY a wholly independent consultant. Neither the CITY nor any of its elected officials, officers, employees, or agents shall have control over the conduct of the CONSULTANT except as expressly set forth in this Agreement. The

PROFESSIONAL SERVICES AGREEMENT NO. _____

CONSULTANT shall not at any time or in any manner represent that he or she is in any manner an elected official, officer, employee, or agent of the CITY. No employee benefits shall be available to th e CONSULTANT in connection with the performance of this Agreement. Except as provided in this Agreement, the CITY shall not pay salary, wages, or other compensation to the CONSULTANT for performance hereunder for the CITY, the CITY shall not be liable for compensation to the CONSULTANT, the CONSULTANT’s employees or the CONSULTANT’s subconsultants for injury or sickness arising out of performing services hereunder.

b. The parties further acknowledge and agree that nothing in this Agreement shall create or be construed to create a partnership, joint venture, employment relationship or any other relationship except as set forth in this Agreement.

c. The CITY shall not deduct from the Compensation paid to the CONSULTANT any sums required for Socia l Security, withholding taxes, FICA, state disability insurance or any other federal, state or local tax or charge which may or may not be in effect or hereinafter enacted or required as a charge or withholding on the compensation paid to the CONSULTANT.

The CITY shall have no responsibility to provide the CONSULTANT, its employees or subconsultants with workers’ compensation insurance or any other insurance.

SECTION 12. CalPERS ANNUITANTS AND ELIGIBILITY INDEMNITY.

a. If the CONSULTANT is a California Pub lic Employees’ Retirement System (“CalPERS”) annuitant, the CONSULTANT must provide the City with written notification of such fact a minimum of 14 calendar days prior to commencement of services under this Agreement.

Failure to provide such notification may result in termination of the Agreement, and any penalties or other costs relating thereto shall be borne by the CONSULTANT. If this Agreement remains in place, the CONSULTANT shall execute any amendment(s) to this Agreement requested by the City in order to comply with all laws and regulations applicable to CalPERS annuitants.

b. In the event that the CONSULTANT or any employee, agent, or subconsultant of the CONSULTANT providing services under this Agreement claims or is determined by a court of compe tent jurisdiction or CalPERS to be eligible for enrollment in CalPERS as an employee of the CITY, the CONSULTANT shall indemnify, defend, and hold harmless the CITY for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of the CONSULTANT or its employees, agents, or
subconsultants, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of the CITY.

c. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, the CONSULTANT and

PROFESSIONAL SERVICES AGREEMENT NO. _____

any of its employees, agents, and subconsultants providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by the CITY, including but not limited to eligibility to enroll in PERS as an employee of the CITY and entitlement to any contribution to be paid by the CITY for employer contribution and/or employee contributions for PERS benefits.

SECTION 13. LEGAL RESPONSIBILITIES.

The CONSULTANT shall at all times observe and comply with all applicable laws, ordinances, codes, and regulations of the federal, state, and local governments including, but no t limited to the Montebello Municipal Code. The CITY, and its appointed or elected officers, employees, or agents, shall not be liable at law or in equity occasioned by failure of the CONSULTANT to comply with this section.

SECTION 14. INDEMNIFICATION.

The CONSULTANT agrees to, and shall defend, indemnify, protect and hold harmless, the CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers from and against any and all claims, demands, lawsuits, defense costs, civil, penalties, expenses, causes of action, and judgments at law or in equity, or liability of any kind or nature which the CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers may sustain or incur or which may be imp osed upon them for injuries or deaths of persons, or damage to property arising out of the CONSULTANT’s negligent or wrongful act, or omission under the terms of this Agreement, except only liability arising out of the sole negligence of the CITY.

SECTION 15. INSURANCE COVERAGE.

a. During the term of this Agreement, the CONSULTANT shall carry, maintain, and keep in full force and effect insurance against claims for death or injuries to persons or damages to property that may arise from or in connection with CONSULTANT’s performance of this Agreement. Such insurance shall be of the types and in the amounts as set forth below:

 Commercial General Liability (CGL) : Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis for bodily injur y and property damage, including products -completed operations, personal injury, and advertising injury, with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, the limit shall be twice the required occurrence limit.

 Automobile Liability Insurance: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if CONSULTANT has no owned autos, Code 8 (hired) and 9 (non -owned), with limit no less than $1,000,000 per accident for bodily injury and property damage.

 Worker's Compensation insurance as required by the laws of the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.

PROFESSIONAL SERVICES AGREEMENT NO. _____

 Professional Liability insurance appropriate to the CONSULTANT’S profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate.

b. If the CONSULTANT maintains higher limits than the minimums shown above, the CITY requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT.

c. The CONTACTOR shall require each of its subconsultants, if any, to maintain insurance coverage that meets all of the requirements of this Agreement.

d. The policy or policies required by this Agreement sh all be issued by an insurer admitted in the State of California and with a current rating of at least A:VII in the latest edition of Best's Insurance Guide.

e. Each insurance policy required above shall state that coverage shall not be canceled, except after thirty (30) days’ prior written notice (ten [10] days for non-payment) has been given to the CITY. The CONSULTANT agrees that if it does not keep the aforesaid insurance in full force and effect the CITY may either (i) immediately terminate thi s Agreement for Cause; or (ii) take out the necessary insurance and pay, at the CONSULTANT’s expense, the premium thereon.

f. Evidence of Insurance prior to commencement . The Contractor shall provide to the CITY Certificate(s) of Insurance evidencing such co verage together with copies of the required policy endorsements no later than five (5) business days prior to commencement of service and at least fifteen (15) business days prior to the expiration of any policy. Unreasonable failure to provide such evide nce may be cause for termination of the Agreement as provided herein or delay the services’ commencement date. The evidence of insurance shall be U.S. mail or email to:

City of Montebello
Attn: Risk Manager
1600 West Beverly Boulevard
Montebello, CA 90640
Email: [insert designated email]

Coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits, non-renewed, or materially changed for any reason, without thirty (30) days prior written notice thereof given by the insurer to the CITY by U.S. mail, or by personal delivery, except for nonpayment of premiums, in which case ten (10) days prior notice shall be provided.

g. Evidence of Insurance during the entire term of the Agreement . At all times during the term of this Agreement, the CONSULTANT shall maintain on file with the CITY’s Risk Manager a certificate or certificates of insurance showing that the aforesaid policies are in effect in the required amounts and naming the CITY as an additional insured. The CONSULTANT shall, prior t o commencement of work under this Agreement, file with the CITY’s Risk Manager such certificate(s).

h. The CONSULTANT shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced

PROFESSIONAL SERVICES AGREEMENT NO. _____

with other policies providing at least the same coverage. Such proof will be furnished at least two (2) weeks prior to the expiration of the coverages.

i. The general liability and automobile policies of insurance required by this Agreement shall contain an endorsement naming the CITY, its officers, employees, agents and volunteers as additional insureds. All of the policies required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty days’ prior written notice to the CITY. The CONSULTANT agrees to require its insurer to modify the certificates of insurance to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions.

j. The insurance provided by the CONSULTANT shall be primary to any coverage available to the CITY. Any insurance or self -insurance maintained by the CITY, its officers, employees, agents, o r volunteers, shall be in excess of CONSULTANT’s insurance and shall not contribute with it.

k. All insurance coverage provided pursuant to this Agreement shall not prohibit the CONSULTANT, and CONSULTANT’s employees, agents or subconsultants, from waiving t he right of subrogation prior to a loss. The CONSULTANT hereby waives all rights of subrogation against the CITY.

l. Any deductibles or self-insured retentions must be declared to and approved by the CITY. At the option of the CITY, the CONSULTANT shall eit her reduce or eliminate the deductibles or self -insured retentions with respect to the CITY, or the CONSULTANT shall procure a bond guaranteeing payment of losses and expenses.

m. Procurement of insurance by the CONSULTANT shall not be construed as a limitation of the CONSULTANT'S liability or as full performance of CONSULTANT’s duties to indemnify, hold harmless and defend under the indemnity covenants of this Agreement.

SECTION 16. SUBCONTRACT, ASSIGNMENT OR DELEGATION.

The CONSULTANT shall not subcontrac t, delegate, or assign its duties or rights hereunder, either in whole or in part, without the prior written consent of the CITY.

Any proposed subcontract, delegation, or assignment shall provide a description of the services to be covered, identification of the proposed sub -consultant, delegee, or assignee, and an explanation of why and how the same was selected, including the degree of competition involved.

Any subcontract, delegation or assignment shall be made in the name of the CONSULTANT and shall not bind or purport to bind the CITY and shall not release the CONSULTANT from any obligations under this Agreement including, but not limited to, the duty to properly supervise and coordinate the work of employees, assignees, delegees or sub -consultants. No such subcontract, delegation or assignment shall result in any increase in the amount of total compensation payable to the CONSULTANT under the Agreement.

SECTION 17. NO WAIVER.

PROFESSIONAL SERVICES AGREEMENT NO. _____

Waiver by any party hereto of any term, condition or covenant of this Ag reement shall not constitute the waiver of any other term, condition, or covenant hereof.

SECTION 18. DISPUTE RESOLUTION; GOVERNING LAW.

Disputes regarding the interpretation or application of any provision(s) of this Agreement shall, to the extent reaso nably feasible, be resolved through good faith negotiations between the Parties. If any action at law or in equity is brought to enforce this Agreement or because of alleged dispute, breach, default or misrepresentation in connection with the provisions o f this Agreement, the prevailing party in such action shall be entitled to reasonable attorney’s fees, expert fees, costs and necessary disbursements incurred in that action or proceeding, in addition to such other relief as may be sought and awarded. The venue for any litigation shall be County of Los Angeles, California. The Parties agree that the covenants contained in this Section shall survive the expiration or termination of this Agreement.

SECTION 19. ATTORNEY’S FEES AND COSTS.

If litigation is r easonably required to enforce or interpret the provisions of this Agreement, the prevailing party in such litigation shall be entitled to an award of reasonable attorney's fees and costs in addition to any other relief to which it may be entitled.

SECTION 20. WARRANTIES.

Each of the parties represents and warrants to one another as follows:

a. It has received independent legal advice from its attorneys with respect to the advisability of entering into and executing this Agreement;

b. In executing this Agreem ent, it has carefully read this Agreement, knows the contents thereof, and has relied solely on the statements expressly set forth herein and has placed no reliance whatsoever on any statement, representation, or promise of any other party, or any other person or entity, not expressly set forth herein, nor upon the failure of any other party or any other person or entity to make any statement, representation or disclosure of any matter whatsoever; and

c. It is agreed that each party has the full rig ht and authority to enter into this Agreement, and that the person executing this Agreement on behalf of either party has the full right and authority to fully commit and bind such party to the provisions of this Agreement.

SECTION 21. MISCELLANEOUS.

a. The descriptive paragraph headings of this Agreement are included for purposes of convenience only and shall not control or affect the construction of interpretation of any of its provisions.

PROFESSIONAL SERVICES AGREEMENT NO. _____

b. Whenever the context hereof shall so require, the singular shall include the plural, the male gender shall include the female gender, and the neuter and vice versa.

c. In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision hereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provisions had never been contained herein.

d. The representations and warrantie s made by the parties to this Agreement shall survive the consummation of the transaction herein described.

e. This Agreement may be signed in any one or more counterparts all of which taken together shall be but one and the same Agreement. Any signed copy of this Agreement or of any other document or agreement referred to herein, or copy or counterpart thereof, delivered by facsimile transmission, shall for all purposes be treated as if it were delivered containing an original manual signature of the party whose signature appears in the facsimile and shall be binding upon such party in the same manner as though an originally signed copy had been delivered.

f. Each of the parties acknowledges that it has been represented by independent counsel of its o wn choosing, or if it has not been so represented, it has been admonished to obtain independent counsel and has freely and voluntarily waived and relinquished the right to counsel.

Each party who has not obtained independent counsel acknowledges that the failure to have independent legal counsel will not excuse such party’s failure to perform under this Agreement or any agreement referred to in this Agreement.

SECTION 22. NOTICE.

All notices, demands, requests or approvals to be gi ven under this Agreement shall be given in writing and conclusively shall be deemed served when delivered via e - mail (an “Electronic Notice” as further defined below), personally or on the second (2nd) business day after the deposit thereof in the United S tates mail, postage prepaid, registered or certified, addressed as hereinafter provided. All notices, demands, requests, or approvals hereunder shall be given to the following addresses or such other addresses as the Parties may designate by written notice:

If to CITY: City of Montebello
Attn: René Bobadilla, City Manager
1600 West Beverly Boulevard
Montebello, CA 90640
(323) 887-1200
Email: [ENTER EMAIL ADDRESS]

PROFESSIONAL SERVICES AGREEMENT NO. _____

With a copy to: City of Montebello – Department Name
Attn: Name and Title of Department Head
1600 West Beverly Boulevard
Montebello, CA 90640
(323) 558 -1625 ext.

Email: [ENTER EMAIL ADDRESS]

If to Consultant: Consultant Name
Attn: ___________________
Address
City, CA #####
(###) ###-####
Email

An electronic communication (“ Electronic Notice”) shall be deemed written notice for purposes of this section i f sent to the electronic mail address specified above.

Electronic Notice shall be deemed received at the time the party sending Electronic Notice receives verification of receipt by the receiving party. Any party receiving Electronic Notice may request and shall be entitled to receive the notice on paper, in a nonelectronic form.

SECTION 23. NON-DISCRIMINATION AND EQUAL OPPORTUNITY EMPLOYER.

In the performance of this Agreement, the CONSULTANT shall not discriminate against any employee, sub -consultant, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, mental condition or sexual orientation. The CONSULTANT will take affirmative action to ensure that sub - consultant and applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medi cal condition or sexual orientation.

SECTION 24. CONFLICT OF INTEREST.

The CONSULTANT covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by the CONSULTANT under this Agreement, or which would conflict in any manner with the performance of its services hereunder. The CONSULTANT further covenants that, in performance of this Agreement, no person having any such interest shall be employed by i t. Furthermore, the CONSULTANT shall avoid the appearance of having any interest that would conflict in any manner with the performance of its services pursuant to this Agreement.

The CONSULTANT covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of services to the CITY as a result of the performance of this Agreement, or the services that may be procured by the CITY as a result of the recommendations made by the CONSULTANT. The CONSULTANT's covenant under this section shall survive the termination of this Agreement.

SECTION 25. ENTIRE AGREEMENT.

PROFESSIONAL SERVICES AGREEMENT NO. _____

This Agreement contains the entire understanding between the CITY and the CONSULTANT. Any prior agreements, promises, negotiations or representations not expressly set forth herein are of no force or effect. Subsequent modifications to this Agreement shall be effective only if in writing and signed by each party. If any term, condition, or covenant of this Agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions of this Agreement shall be valid and binding.

[SIGNATURE PAGE TO FOLLOW]

PROFESSIONAL SERVICES AGREEMENT NO. _____

IN WITNESS WHEREOF, the parties, through their respective authorized representatives, have executed this Agreement as of the date first written above.

(“CITY”) (“CONSULTANT”)

CITY OF MONTEBELLO CONSULTANT NAME

René Bobadilla, City Manager Full Name, Title

ATTEST:

Christopher Jimenez, City Clerk

APPROVED AS TO FORM:

Arnold M. Alvarez-Glasman, City Attorney

EXHIBITS:
 Exhibit A – Request for Proposals for Services and
Contractor’s Proposal
 Exhibit B – Schedule of Compensation
 Exhibit C – Live Scan Fingerprinting Requirement

EXHIBIT “A”

Request for Proposals for Services and Contractor’s Proposal

EXHIBIT “B”

Schedule of Compensation

EXHIBIT “C”

Live Scan Fingerprinting Requirements

Prior to commencing services, the CONSULTANT may be required to successfully pass a Department of Justice fingerprinting background check (“Live Scan”) performed by a certified fingerprinting service provider or at the City of Montebello Police Department. The CONSULTANT shall be resp onsible for obtaining the Live Scan for its staff and shall bear the cost thereof. The agency completing the fingerprints must provide the City of Montebello Human Resources with the background check results and subsequent records for review. The CONSULTA NT must obtain a “Temporary Consultant’s Badge” issued by the City of Montebello Human Resources prior to performing work.

1 RFP 23 – 8
Printing, Graphic Design, and Mailing Services
Appendix C – Vendor Questionnaire
Business Name
Business Address
Business Phone Number
Contact Person
Name and Title

Contact Person
Phone Number

Contact Person
Email Address

Please submit responses to the following questions:

1. Is your business primary office
located within the City of
Montebello? If so, you may qualify
for the local vendor preference.

Please submit a copy of your
business license with your
proposal submission.

2. How many years of experience do
you have providing printing
services?

3. How many years of experience do
you have providing graphic design
services?

4. Have you ever provided services
for a public agency (e.g. city,
county, state, Federal, school
district)?

5. If you answered “yes”, please
provide the name of the public
agency that you most recently
provided services?

6. Can you provide same
day/expedited services?

7. Do you have a web-based platform
for submitting/receiving business
card orders?

ITEM # 16

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT

TO: Honorable Mayor and City Council Members

FROM: René Bobadilla, P.E., City Manager

BY: James Enriquez, Director of Public Works

SUBJECT: ANNUAL SLURRY SEAL PROJECT FOR FISCAL YEAR 2022-23 (CP NO. 892) – NOTICE OF COMPLETION

DATE: May 10, 2023

RECOMMENDATION(S):

It is recommended that the City Council:

1. Accept the Annual Slurry Seal Project for Fiscal Year 2022-23 (CP No. 892) as completed by Doug Martin Contracting Company, and

2. Find that the requested “Changes in Work” for the project (Attachment A) have no significant effect on the environment and approve the additional changes in the amount of $33,409. The final contract amount with Doug Martin Contracting Company is $657,193; and

3. Approve the Final Total Project Budget (Attachment B); and

4. Authorize the City Clerk to file the Notice of Completion with LA County Recorder (Attachment C); and

5. Authorize the City Manager to release the retention payment due to Doug Martin Contracting Company following the mandatory waiting period from the date of Notice of completion is recorded; and

6. Take such additional, related action that may be desirable.

FISCAL IMPACT:

The Final Total Project Budget (Attachment B) shows the total funding and sources that were approved by the City Council throughout the life of the project in the total aggregate amount of $810,000 between Fiscal Years 2021-22 and 2022-23. Also shown is the total aggregate expenditures for the project in the amount of $657,193.

The remaining project budget balance of $152,807 will be available for re-programming for other capital improvement projects, and will add to the fund balance in the Gas Ax,

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

Measure M and Measure R funds. No additional appropriations or budget amendments are required in order to close the project.

BACKGROUND/DISCUSSION:

On August 10, 2022, the City Council awarded a construction contract to Doug Martin Contracting Company, Inc. in the amount of $399,920 for the Annual Slurry Seal project Fiscal year 2022-23 (CP 892). The project consists of the application of asphalt emulsion slurry seal type II on various streets, including crack sealing prior to slurry seal application. Also, the project includes, repairing identified damaged pavement areas by grinding 2” AC pavement, and installing 2” AC. At other locations where the pavement was severely damaged, the pavement was replaced full depth plus 1”. Also, the work included the restoration of traffic striping markings, pavement markings and curb painting.

On October 12, 2022, The City Council approved a change order to Doug Martin Contracting Company, Inc., in an amount not-to-exceed $300,000 for additional work.

Construction started on Monday, October 31, 2022 and was completed on January 31, 2023. The City engineer has completed the field review and reviewed of inspection reports and has concluded that the Project, CP NO. 892, was completed satisfactorily and in accordance with the Project specifications.

NOTICE OF COMPLETION

Pursuant to Civil Code Section 3093, when a Capital Improvement Project is completed, a Notice of Completion must be prepared and filed with the County Recorder’s Office after completion of the improvements. In compliance with this section of the Civil Code, the City Engineer has prepared the required Notice of Completion for the City Council to accept the project as complete; and to authorize the City Clerk to file the Notice of Completion for recordation with the County Recorder’s Office.

Concurrent with the preparation of the Notice of Completion, the City Engineer approved the final progress payment based on the agreed upon scope of work; with a five (5%) percent retention being withheld from the progress payments. The final retention payment is released to the contractor sixty (60) days after recordation of the Notice of Completion.

ENVIRONMENTAL:

N/A

ANALYSIS:

N/A

SUMMARY:

It is recommended that the City Council accept as completed the Annual Slurry Seal

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

Project (C.P. No. 892) and authorize the City Clerk to process the Notice of Completion.

The total project expenses were less than the City Council approved budget ($657,193 vs. $810,000), therefore no budget amendment is required.

ATTACHMENT(S)

1. Attachment A - Changes in Work Summary

2. Attachment B - Final Total Project Budget

3. Attachment C - Notice of Completion

NEXT STEPS:

N/A

CHANGES IN WORK SUMMARY
April 26, 2023

ANNUAL SLURRY SEAL PROJECT FISCAL YEAR 2022-23
CP NO. 892

Project Description:

The slurry seal project consists of the application of asphalt emulsion slurry seal type II on various streets. This is a maintenance treatmen t that prolongs the life of the asphalt.

Prior to the slurry seal application, a crack seali ng will be applied to repair the existing cracks on the pavement. In addition to the slurry s eal application, the project includes repairing localized damaged areas of street pavemen t by removing and grinding 2” AC pavement and installing new 2” AC pavement, and at other locations removing and replacing full depth AC plus 1”. Also, the project includes the restoration of traffic striping, pavement markings, and curb painting.

Changes in Work:
(1) Additional work Cold-Mill AC at 2” Depth and 2” Asphalt C2 PG 64-10 for Iguala St & Poplar Ave. This Change
Order was approved by the City Council on October 12,
2022.
$ 266,975

(2) Additional Work for sawcut, remove and replace AC pavement full depth plus 1” C2-PG 64-10 prior to slurry seal.

$ 25,302
(3) Adjust 24” diameter Manhole cover

$ 1,837
(4) Adjust Water Valves

$ 3,220
(5) Add Centerline Striping to Vera Cruz Street

(6) Replace a sewer Frame & Cover

$ 1,400

$ 1,650

Total Changes in Work $ 300,384

Description of Changes:

(1) Prior to starting the work, City staff and cont ractor walked all streets included in the slurry seal project. During the fi eld inspection, City staff and the contractor agreed that Iguala street and Po plar Avenue were not

AT TACHMENT A

good candidates for slurry seal due to the depth of existing cracks and extensive pavement damage. Therefore, the repair of these two streets was revised to a grind-and-overlay, including cold- milling for a depth of 2” and 2” of asphalt pavement was placed. This Change Order was approved by the City Council on October 12, 2022.
(2) Additional locations of damaged pavement were i dentified by the contractor and City staff on streets that were sele cted for slurry seal treatment. At these additional locations, the exist ing pavement was severely damaged and needed to be removed at full d epth plus 1”. Six additional locations were added; 2 spots at 3rd Str eet from Mines St to end, 2 spots at Carmelita Ave from Greenwood Ave to Montebello Blvd, 1 spot at South 6 th Street from Beach Street to Mines Ave, and 1 Spot at North 10 th Street from Beverly Blvd to W. Cleveland Ave. (3) After the asphalt pavement removal and installa tion of new pavement, City staff identified one 24” manhole that was below the street surface, therefore it needed to be adjusted to grade to be a t the same street elevation. Bid item was not included in the original contract. (4) After the asphalt pavement removal and installa tion of new pavement, City staff identified two water valves that needed to be adjusted to grade. Bid item was not included in the original contract.
(5) The contractor advised City staff that the cent erline at Vera Cruz Street needed to be restored, slurry seal was applied to t he street and the centerline was not included in the original contract.
(6) Contractor informed to the City of a Sewer Manh ole in Via Val Verde that the frame and cover needed to be replaced due to th e bad condition of the manhole and it needed to be adjusted to grade. Cit y staff did a field verification and decided to replace the manhole with a new one.

Revised Contract Amount :

Original contract amount $ 399, 920 Adjustment for Final Quantities $ -43,111
Actual contract work completed $ 356,809
Changes in work previously approved
Changes in work to be authorized
$ 266,975
$ 33,409

Revised contract amount $ 657,193
Percent total change to original contract amount 16 4.3 %

ATTACHMENT B

ANNUAL SLURRY SEAL PROJECT FISCAL YEAR 2022-23
C.P. NO. 892

FINAL TOTAL PROJECT BUDGET

Project Expenses Final Cost
Original Construction Contract (Doug Martin) – (Awarded 08/10/2022 ) $ 399,920
Adjustment for Final Quantities Measured $ -43,111 Construction Change Orders – Approved 10/12/2022 $ 266,975 Construction Change Orders – (Recommended) $ 33,409

Total Project Cost: $ 657,193

Project Funding Budget Amount
Gas Tax (Fund 200) – FY 21-22 CIP Budget $ 300,000 Measure M (Fund 222) – FY 21-22 CIP Budget $ 100,000 Measure M (Fund 222) – FY 22-23 CIP Budget $ 250,000 Measure R (Fund 220) – FY 22-23 CIP Budget $ 160,000

Total Project Budget: $ 810,000

Note: The project was completed with $152,807 remaining balance. These funds will be available for reprogramming for other projects.

RECORDING REQUESTED BY

CITY OF MONTEBELLO

AND WHEN RECORDED MAIL TO

NAME CITY OF MONTEBELLO

CITY CLERK
STREET 1600 W Beverly Blvd.

ADDRESS
CITY Montebello,

STATE CA
ZIP 90640

SPACE ABOVE LINE FOR RECORDERS USE
________________________________________________________________________________________________________________________________________________

NOTICE OF COMPLETION
Notice pursuant to Civil Code Section 3093, must be filed within 10 days after completion. (See reverse side for complete requirements.) Notice is hereby given that:

1. The undersigned is owner or corporate officer of the owner of the interest or estate stated below in the property hereinafter described:

2. The full name of the owner is City of Montebello

3. The full address of the owner is 1600 W Beverly Bl vd., Montebello, CA 90640

4. The nature of the interest or estate of the owner is: in fee.

(if other than Fee, strike “In fee” and insert, for example, “purchaser under contract of purchase”, or “lessee”)

5. The full names and full addresses of all persons, if any, who hold title with the undersigned as joint tenants or as tenants in common are:

NAMES ADDRESSES

__________________________________________________ _____________________________________________

6. The full names and addresses of the predecessors in interest of the undersigned, if the property was transferred subsequent to the commencement of the work or improvements herein referred to:

NAMES ADDRESSES
__________________________________________________ __________________________________________

7. A work of improvement on the property hereinafter d escribed was completed on January 31, 2023. The gen eral scope of work consisted of the slurry sealing of existing asphalt pavements and minor street repairs.

8. The name of the contractor, if any, for such work of improvement was Doug Martin Contracting Company, Inc.

August 10, 2022
(If no contractor for work of improvement as a whole, insert “None”) (Date of Contract)

9. The property on which said work of improvement was completed is in the City of Montebello County of Lo s Angeles, State of CA, and is described as follows : Annual Slurry Seal Project FY 2022-23 (CP. No. 892)

Director of Public Works / City Engineer, City of Montebello (Signature of Owner or corporate officer of Owner named in paragraph 2, or his agent)

VERIFICATION

DO NOT RECORD

I, the undersigned, say: I am the City Clerk of the City of Montebello, the declarant of the foregoing Notice of Completion:

I have read said Notice of Completion and know the contents thereof; the same is true to my own knowle dge. I declare under penalty of perjury that the foregoing is true and correct.

Executed on_________________ , 2023 at City of Mont ebello, Montebello, CA __________________________________________________ (Personal signature of the individual who is swearing that the contents of the Notice of Completion are true)

REQUIREMENTS AS TO NOTICE OF COMPLETION

A notice of completion must be filed for record WIT HIN 10 DAYS after completion of the work of improvement (to be computed exclusive o f the day of completion), as provided in Civil Code Section 3093.

The “owner” who must file for record a notice of co mpletion of a building or other work of improvement means the owner (or his successor in -interest at the date the notice is filed) on whose behalf the work was done, though hi s ownership is less than the fee title.

For example, if A is the owner in fee, and B, lesse e under a lease, causes a building to be constructed, then B, or whoever has succeeded to hi s interest at the date the notice is filed, must file the notice.

If the ownership is in two or more persons as joint tenants or tenants is common, the notice may be signed by any one of the co-owners (i n fact, the foregoing form is designed for giving of the notice by only one cotenant), but the names and addresses of the other co-owners must be stated in paragraph 5 of the form.

Note that any Notice of Completion signed by a succ essor in interest shall recite the names and addresses of his transferor or transferors.

In paragraphs 3, 5 and 6, the full address called f or should include street number, city, county and state.

As to paragraphs 7 and 8, this form should be used only where the notice of completion covers the work of improvement as a whol e. If the notice is to be given only of completion of a particular contract, where the work of improvement is made pursuant to two or more original contracts, then this form must be modified as follows: (1) Strike the words “A work of improvement” from paragraph 6 and insert a general statement of the kind of work done or materials furnished pursuant t o such contract (e.g., “The foundations for the improvements”); (2) Insert the name of the contractor under the particular contract in paragraph 7.

In paragraph 8 of the notice, insert the name of th e contractor for the work of improvement as a whole. No contractor’s name need be given if there is no general contractor, e.g., on so-called “owner-builder jobs.”

In paragraph 9, insert the full, legal description, not merely a street address or tax description. Refer to deed or policy of title insu rance. If the space provided for description is not sufficient, a rider may be attached.

In paragraph 10, show the street address, if any, a ssigned to the property by any competent public or governmental authority.

This standard form covers most usual problems in th e field indicated. Before you sign, read it, fill in all blanks, and make changes proper to your transaction. Consult a lawyer if you doubt the form’s fitness for your purpose.

ITEM # 17

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT

TO: Honorable Mayor and City Council Members

FROM: René Bobadilla, P.E., City Manager

BY: James Enriquez, Director of Public Works

SUBJECT: ANNUAL CONCRETE REPAIR PROGRAM PROJECT FISCAL YEAR 2021-22 (CP NO. 891) – NOTICE OF COMPLETION

DATE: May 10, 2023

RECOMMENDATION(S):

It is recommended that the City Council:

1. Accept the Annual Concrete Repair Program Project from Fiscal year 2021-22 (CP No. 891) as completed by CJ Concrete Construction, Inc., and

2. Find that the requested “Changes in Work” for the project (Attachment A) have no significant effect on the environment and approve the changes in the aggregate amount of $274,628. The final contract amount with CJ Concrete Construction, Inc. is $1,483,611; and

3. Approve the Final Total Project Budget (Attachment B); and

4. Authorize the City Clerk to file the Notice of Completion with LA County Recorder (Attachment C); and

5. Authorize the City Manager to release the retention payment due to CJ Concrete Construction, Inc. following the mandatory waiting period from the date of Notice of completion is recorded; and

6. Take such additional, related action that may be desirable.

FISCAL IMPACT:

The Final Total Project Budget (Attachment B) shows the total funding and sources that were approved by the City Council throughout the life of the project in the total aggregate amount of $1,750,000 between Fiscal Years 2021-22 and 2022-23. Also shown is the total aggregate expenditures for the project in the amount of $1,564,603.

The remaining project budget balance of $185,397 will be available for re-programming for other capital improvement projects, and will return to fund balance in the appropriate

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

funds (Gas Tax, Measure R, SB1/RMRA or TDA-3). No additional appropriations or budget amendments are required in order to close the project.

BACKGROUND/DISCUSSION:

On June 8, 2022, the City Council awarded a construction contract to CJ Construction, Inc. in an amount not-to-exceed $1,208,926. The project consists of the removal and reconstruction of damaged existing concrete sidewalks, pedestrian ramps, curb and gutter, and driveway approaches at various locations within the City right-of-way.

Construction started on August 22, 2022 and was completed on February 24, 2023. The City Engineer has completed the field review and has reviewed the inspection reports and concluded that the Project, CP NO. 891, was completed satisfactorily and in accordance with the Project specifications.

NOTICE OF COMPLETION

Pursuant to Civil Code Section 3093, when a Capital Improvement Project is completed, a Notice of Completion must be prepared and filed with the County Recorder’s Office after completion of the improvements. In compliance with this section of the Civil Code, the City Engineer has prepared the required Notice of Completion for the City Council to accept the project as complete; and to authorize the City Clerk to file the Notice of Completion for recordation with the County Recorder’s Office.

Concurrent with the preparation of the Notice of Completion, the City Engineer approved the final progress payment based on the agreed upon scope of work; with a five (5%) percent retention being withheld from the progress payments. The final retention payment is released to the contractor sixty (60) days after recordation of the Notice of Completion.

ENVIRONMENTAL:

N/A

ANALYSIS:

N/A

SUMMARY:

It is recommended that the City Council accept as completed the Annual Concrete Repair Program Project (C.P. No. 891) and authorize the City Clerk to process the Notice of Completion. No budget amendments are required as the total expenses are less than the City Council approved budget ($1,546,603 vs. $1,750,000).

ATTACHMENT(S)

1. Attachment A - Changes in Work Summary

2. Attachment B - Total Project Budget

3. Attachment C - Notice of Completion

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

NEXT STEPS:

N/A

CHANGES IN WORK SUMMARY
April 26, 2023

Annual Concrete Repair Program Project Fiscal Year 2021-22 CP NO. 891

Project Description:

The Project consists of the removal and reconstruct ion of existing concrete sidewalks, curb & gutter, driveway approaches, and pedestrian curb ramps at various locations citywide, which were in bad condition or damaged, a nd were not in compliance with the American Disabilities Act (ADA).

Changes in Work:
(1) Ad ditional removal and replacement of existing concrete sidewalk
$ 56,803
(2) Additional removal and replacement of existing concrete driveway approach es
$ 31,887
(3) Additional removal and replacement of existing curb & gutter
$ 2 2,680
(4) Reconstruction of existing curb drain s $ 1,000 (5) Remove existing Tree $ 5,713
(6 ) Cross gutter s pandrel $ 93,075
(7 ) Install new sidewalk $ 19,770

Total Changes in Work $ 274,628

Description of Changes:

(1) During construction, City staff received several resident complaints regarding locations where the sidewalk was lifted due to tree roots, damaged concrete, and sidewalks with existing cross slopes that don’t comply with the American with Disabilities Act, cross slopes of more than 2%. City staff evaluated all the locations and made recommendations for locations where additional work needed to be performed at contract unit prices.
(2) City staff evaluated additional resident requests, and contractor suggestions for the reconstruction of additional driveway approaches, and after a field inspection City staff made recommendations for locations where additional work needed to be performed at contract unit prices.
(3) The contractor provided additional locations where curb & gutter was

ATTACHMENT A

damaged, and needed to be replaced. City staff directed the contractor to construct the additional work at contract unit prices.
(4) Two (2) locations where curb and gutter was reconstructed had existing curb drains. These existing curb drains were removed when the curb was removed.

New drains had to be installed at 412 N.16 th Street and 1808 Germain Drive. (5) Additional (6) trees were removed per the recommendations of the Project arborist. (2) trees at 121-123 N. 19 th Street, (1) tree at 1508 W. Beverly Terrace, (2) trees at 1509-1513 W. Beverly Terrace, and (1) tree at 629 N. 18 th Street. After the sidewalk was removed at these locations, extensive tree roots had to be removed making the tree unstable.
(6) Concrete cross gutter spandrels were not part of the project bid items. Cross gutter spandrels that were reconstructed around pedestrian ramps, driveways, and cross gutters was negotiated as additional work.

Revised Contract Amount :

Original contract amount $ 1,208,926
Adjustment for Final Quantities $ 57
Actual contract work completed $ 1,208,983
Changes in work to be authorized $ 274,628

Revised contract amount $ 1,483,611
Percent total change to original contract amount 12 2.7 %

ATTACHMENT B

ANNUAL CONCRETE REPAIR PROGRAM PROJECT FISCAL YEAR 2021-22 C.P. NO. 891

FINAL TOTAL PROJECT BUDGET

Project Expenses Final Cost
Original Construction Contract (CJ Concrete) – Awarded
06/08/2022 $ 1,208,926
Adjustment for Final Quantities Measured $ 57 Construction Change Orders – (Recommended) $ 274,628 Original Construction Management/Inspection (Onward
Engineering ) – Awarded 08/01 /2022 $ 83,100 Adjustment for Construction Management/Inspection Work Not Completed (Onward Engineering) $ -24,458
Utility Relocation – South Montebello Irrigation $ 22,350

Total Project Cost: $ 1,564,603

Project Funding Budget Amount
Gas Tax (Fund 200) – FY 21-22 CIP Budget $ 200,000 Measure R (Fund 220) – FY 21-22 CIP Budget $ 103,453 TDA – 3 (Fund 223) – FY 21-22 CIP Budget $ 46,547 Gas Tax (Fund 200) – (Appropriated 06/08/22) $ 500,000 Measure R (Fund 220) – ( Appropriated 06/08/22) $ 400,000 SB1 RMRA (Fund 201) – (Appropriated 06/08/22) $ 500,000

Total Project Budget: $ 1,750,000

Note: The project was completed with a $185,397 remaining balance in allocated project funds. These funds will be available for reprogramming for other projects.

RECORDING REQUESTED BY ATTACHMENT C

CITY OF MONTEBELLO

AND WHEN RECORDED MAIL TO

NAME CITY OF MONTEBELLO

CITY CLERK
STREET 1600 W Beverly Blvd.

ADDRESS
CITY Montebello,

STATE CA
ZIP 90640

SPACE ABOVE LINE FOR RECORDERS USE
________________________________________________________________________________________________________________________________________________

NOTICE OF COMPLETION
Notice pursuant to Civil Code Section 3093, must be filed within 10 days after completion. (See reverse side for complete requirements.) Notice is hereby given that:

1. The undersigned is owner or corporate officer of the owner of the interest or estate stated below in the property hereinafter described:

2. The full name of the owner is City of Montebello

3. The full address of the owner is 1600 W Beverly Bl vd., Montebello, CA 90640

4. The nature of the interest or estate of the owner is: in fee.

(if other than Fee, strike “In fee” and insert, for example, “purchaser under contract of purchase”, or “lessee”)

5. The full names and full addresses of all persons, if any, who hold title with the undersigned as joint tenants or as tenants in common are:

NAMES ADDRESSES

__________________________________________________ _____________________________________________

6. The full names and addresses of the predecessors in interest of the undersigned, if the property was transferred subsequent to the commencement of the work or improvements herein referred to:

NAMES ADDRESSES
__________________________________________________ __________________________________________

7. A work of improvement on the property hereinafter d escribed was completed on October 27, 2022. The gen eral scope of work consisted of the removal or trimming of tre es and the removal of damaged concrete and replacem ent with new concrete for curb, gutters, driveways, ADA ramps and sidewalks.

8. The name of the contractor, if any, for such work of improvement was CJ Construction, Inc.

June 08, 2022
(If no contractor for work of improvement as a whole, insert “None”) (Date of Contract)

9. The property on which said work of improvement was completed is in the City of Montebello County of Lo s Angeles, State of CA, and is described as follows : Annual Concrete Repair Program Project CP No. 891

Director of Public Works / City Engineer, City of Montebello (Signature of Owner or corporate officer of Owner named in paragraph 2, or his agent)

VERIFICATION

DO NOT RECORD

I, the undersigned, say: I am the City Clerk of the City of Montebello , the declarant of the foregoing Notice of Completion:

I have read said Notice of Completion and know the contents thereof; the same is true to my own knowle dge. I declare under penalty of perjury that the foregoing is true and correct.

Executed on_________________ , 2023 at City of Mont ebello, Montebello, CA __________________________________________________ (Personal signature of the individual who is swearing that the contents of the Notice of Completion are true)

REQUIREMENTS AS TO NOTICE OF COMPLETION

A notice of completion must be filed for record WIT HIN 10 DAYS after completion of the work of improvement (to be computed exclusive o f the day of completion), as provided in Civil Code Section 3093.

The “owner” who must file for record a notice of co mpletion of a building or other work of improvement means the owner (or his successor in -interest at the date the notice is filed) on whose behalf the work was done, though hi s ownership is less than the fee title.

For example, if A is the owner in fee, and B, lesse e under a lease, causes a building to be constructed, then B, or whoever has succeeded to hi s interest at the date the notice is filed, must file the notice.

If the ownership is in two or more persons as joint tenants or tenants is common, the notice may be signed by any one of the co-owners (i n fact, the foregoing form is designed for giving of the notice by only one cotenant), but the names and addresses of the other co-owners must be stated in paragraph 5 of the form.

Note that any Notice of Completion signed by a succ essor in interest shall recite the names and addresses of his transferor or transferors.

In paragraphs 3, 5 and 6, the full address called f or should include street number, city, county and state.

As to paragraphs 7 and 8, this form should be used only where the notice of completion covers the work of improvement as a whol e. If the notice is to be given only of completion of a particular contract, where the work of improvement is made pursuant to two or more original contracts, then this form must be modified as follows: (1) Strike the words “A work of improvement” from paragraph 6 and insert a general statement of the kind of work done or materials furnished pursuant t o such contract (e.g., “The foundations for the improvements”); (2) Insert the name of the contractor under the particular contract in paragraph 7.

In paragraph 8 of the notice, insert the name of th e contractor for the work of improvement as a whole. No contractor’s name need be given if there is no general contractor, e.g., on so-called “owner-builder jobs.”

In paragraph 9, insert the full, legal description, not merely a street address or tax description. Refer to deed or policy of title insu rance. If the space provided for description is not sufficient, a rider may be attached.

In paragraph 10, show the street address, if any, a ssigned to the property by any competent public or governmental authority.

This standard form covers most usual problems in th e field indicated. Before you sign, read it, fill in all blanks, and make changes proper to your transaction. Consult a lawyer if you doubt the form’s fitness for your purpose.

ITEM # 18

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT

TO: Honorable Mayor and City Council Members

FROM: René Bobadilla, P.E., City Manager

BY: Arlene Salazar, Assistant City Manager

SUBJECT: APPROVE AMENDMENT NO. 1 TO AGREEMENT NO. 4005 WITH

AVENU INSIGHTS & ANALYTICS, LLC

DATE: May 10, 2023

RECOMMENDATION(S):

It is recommended that the City Council:

1. Approve the attached Amendment to Agreement No. 4005 with Avenu Insights & Analytics, LLC, (Avenu); and

2. Take such additional, related action that may be desirable.

FISCAL IMPACT:

If approved, Amendment No. 1 to Agreement No. 4005 with Avenu will modify the term and compensation amount of the agreement. The new updated term will end on June 30, 2025. The agreement will still include two (2), one (1) year extension options if authorized before this date. In addition, the compensation amount will be increased to $125,000 per fiscal year for the duration of the agreement. A full breakdown of the annual compensation can be found in Exhibit C of Agreement No. 4005.

Purchase orders for this service will be generated as needed and based on the available funds in the requesting department's budget. It is anticipated the additional work under this agreement will occur in Fiscal Year 2023-24 and beyond. Therefore, a budget amendment for FY 2022-23 is not necessary. Sufficient funding for this agreement will be placed in the FY 2023-24 proposed budget.

BACKGROUND/DISCUSSION:

On August 12, 2020, the City Council approved a budget amendment of $80,000 to implement a records and document management and retention plan. The plan includes

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

objectives to purge out-of-date documents beyond the City Council approved records retention schedule and scan and retain electronic documents within the retention period for ease of access, among other benefits. Due to the number of physical documents that exist (in Department areas and in the basement), the City hired vendors to assist with the objectives related to document management. One of the vendors the City currently contracts with is Avenu for document scanning services.

In August 2022, the City established Agreement No. 4005 with Avenu for $45,000. This service was established under the City Manager’s authority (See Montebello Municipal Code Section 3.20.080 – Formal Contract Procedure) using an existing vendor agreement between Fulton County, Kentucky and Avenu. In February 2022, Fulton County established an agreement/purchase order with Avenu through a competitive process. Avenu allowed the City to purchase services using the same terms, conditions, and pricing/discount rates (Piggyback Purchase). This exception to the standard bidding process is authorized under Montebello Municipal Code Section 3.20.050 – Piggyback Purchase. The aforementioned municipal code section states:

Purchases of supplies and equipment for city use shall be made and accomplished in conformity with Section 3.20.080 or Section 3.20.090 except:

Piggyback Purchase - If the Purchasing Officer determines it to be in the best interest of the City, the Purchasing Officer is authorized to "piggyback" onto or join into an existing written purchase contract obtained through a competitive bidding process prepared by and awarded by another local, state or federal government agency.

Upon approval, staff commenced using the service to scan documents from the Building and Safety Division. This was due to the extensive amount of public records request for building permits. It was discovered that the number of documents required to be scanned (retained) was larger than the original scope of work envisioned. In an effort to provide greater and easier access to public records, it is necessary to expand the scope, term and not-to-exceed amount of Agreement No. 4005. The additional funding request is to complete the scanning in Community & Economic Development, Public Works, Police and City historical documents that are in basement.

Therefore, to continue using the services of Avenu, staff is seeking approval to amend the original agreement. Upon approval, the expenditure amount will be increased to $100,000 per fiscal year, and authorize the City Manager to increase by an additional $25,000 per fiscal year -- for a total not-to-exceed amount of $125,000 per fiscal year. In addition, the initial term of the agreement will be amended to end on June 30, 2025.

These changes will ensure the term is consistent with the City's budget year and streamline the budget and expenditure tracking process

ENVIRONMENTAL:

N/A

ANALYSIS:

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

N/A

SUMMARY:

In August 2022, staff established an agreement with Avenu for document scanning services for $45,000. The agreement has less than ten (10) percent remaining and additional scanning services are required. It is recommended the attached amendment is approved to increase the expenditure amount to $125,000 per fiscal year, and extend the term of the contract through June 30, 2025, with two (2) additional one (1) year extensions.

ATTACHMENT(S)

1. Attachment A - Agr No. 4005 - Avenu - Amendment No. 1

2. Attachment B - Agr No. 4005 - Avenu Insights

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ATTACHMENT A

CITY OF MONTEBELLO
AMENDMENT NO. 1 TO
PROFESSIONAL SERVICES AGREEMENT NO. 4005

WITH AVENU INSIGHTS & ANALYTICS, LLC
This Amendment No. 1 (“First Amendment”) is to that certain Agreement for Professional Services between the City of Montebello, a California municipal corporation (“City”) and Avenu Insights & Analytics, LLC (“Consultant”) dated August 22, 2022 (“Agreement”). The City and Consultant are sometimes referred to herein individually as the “Party” and jointly as the “Parties.”

RECITALS
WHEREAS, On August 22, 2022, the City and Consultant entered into the Agreement to utilize services of Consultant as an independent contractor to provide document scanning services in the City.

WHEREAS, the Parties desire to increase the compensation for the agreement to a sum-not-to-exceed One Hundred Thousand Dollars ($100,000) with an additional Twenty-Five Thousand Dollar increase per fiscal year at the City Manager’s discretion.

WHEREAS, the Parties desire to modify the term of the agreement through June 30, 2025 to make it consistent with the City’s fiscal year schedule.

The parties therefore agree as follows:

Section 1. The Compensation of the Agreement set forth in Section 2 of the Agreement is hereby amended in its entirety to read as follows:
“SECTION 2. SERVICES/COMPENSATION.
a. To the extent of a conflict between the terms of this Agreement and that set forth in any exhibits or attachments hereto, the term of this Agreement shall govern.
b. The CONSULTANT shall provide to the CITY all labor, equipment, materials and incidental necessary to provide document scanning services as set forth fully in the scope of work, as such is set forth fully in Exhibit “A” attached hereto and incorporated fully herein by this reference (hereinafter “Professional Services”) in an amount not-not-to-exceed One Hundred Thousand Dollars ($100,000) per fiscal year with an additional Twenty-Five Thousand Dollar increase per fiscal year at the City Manager’s discretion. Any increases to the not-to-exceed amount shall not be due to CONSULTANT without prior written approval by the City Manager.

AMENDMENT NO.1 TO AGREEMENT NO. 4005

c. The CONSULTANT shall be compensated for performance of the Professional Services as set forth in the Schedule of Compensation attached hereto as Exhibit “C” and incorporated fully herein by this reference (“Compensation”).

The CONSULTANT shall provide an itemized billing statement to the CITY each month for Professional Services performed. The CONSULTANT shall not incur fees or costs which exceed the Compensation without the prior written consent of the City.”
Section 2.The term of the Agreement set forth in Section 3 is hereby extended to June 30, 2025. The language for Section 3 of the Agreement is hereby amended in its entirety to read as follows:
“SECTION 3. TERM.
a. This Agreement shall commence upon issuance of a written “Notice to Proceed” (as further defined below) by the CITY and shall expire on June 30, 2025, unless terminated earlier as hereinafter provided. This agreement may be extended for up to two (2), one-year extensions upon such terms and conditions mutually agreed upon by the Parties in writing. b. Notice to Proceed. Any work or service contemplated under this Agreement shall not commence until the CITY has issued a written Notice to Proceed issued by City’s applicable department head.”
Section 3.Except as amended by this First Amendment, all other provisions of the Agreement shall remain unaltered and in full force and effect. In the event of a conflict between the provisions of this First Amendment and the provisions of the Agreement, the provisions of this First Amendment shall control.

IN WITNESS WHEREOF, the parties, through their respective authorized representatives, have executed this Agreement as of the date first written above. [SIGNATURES ON THE FOLLOWING PAGES]

AMENDMENT NO.1 TO AGREEMENT NO. 4005

CITY OF MONTEBELLO
___
René Bobadilla, City Manager
Date:_______________
ATTEST:

By: ___
Christopher Jimenez, City Clerk
APPROVED AS TO FORM:

By: ___
Arnold M. Alvarez-Glasman,
City Attorney

AVENU INSIGHTS & ANALYTICS, LLC
Name:

Title:

ATTACHMENT B

ITEM # 19

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT

TO: Honorable Mayor and City Council Members

FROM: René Bobadilla, P.E., City Manager

BY: Michael Solorza, Director of Finance

SUBJECT: TREASURER'S REPORT FOR THE QUARTER ENDING MARCH 31, 2023

DATE: May 10, 2023

RECOMMENDATION(S):

It is recommended that the City Council:

1. Receive and file the Quarterly Treasurer's Report for the quarter ending March 31, 2023 (Third Quarter).

FISCAL IMPACT:

Attached is a cash report and portfolio summary as of March 31, 2023 (Attachments A and B). This report provides a snapshot at quarter end of the City’s cash position, detailing balances in various accounts and types of investments.

The table below summarizes available cash by major type of account, comparing ending balances for June 2021 and 2022 and March 2022 and 2023. The “General” account combines Bank of the West, Local Agency Investment Fund (LAIF), and various Certificates of Deposit, and represents the most liquid and accessible source of cash for the City to pay ongoing expenses:

As of March 31, 2023, total available cash was $19.243 million greater than the same

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

quarter, prior year, and up versus June 30, 2022. The City’s overall cash position has improved over the years. For example, the June balance for the past seven years is shown below:

Comparing March ending balances from prior years, in 2017 overall cash was $38.693 million, versus $107.855 million as of March, 2023 – a $69.162 million improvement in the City’s available cash position (LAIF, Bank of the West, etc.), or put another way a 279% increase from six years ago.

The continuing strength of the City’s cash position is due to a number of reasons. A primary factor contributing to the additional cash is proceeds from Measure H, the City’s ¾ cent transaction and use tax. Property tax receipts are also up, as overall assessed values in the City continue to grow. The City has also received new/ one-time funding from the Federal government for Transit operations (Montebello Bus Lines) and has applied for and received new grants for various purposes.

It should also be noted that monthly cash balances do fluctuate, as monthly expenses can vary considerably from month to month, especially when comparing prior years. The City receives numerous grants from Federal, State and local governmental agencies, with expenses and concomitant revenue reimbursement varying depending on the grant award and the particular progress made in the project.

Despite these natural fluctuations in cash flow, one can see by the tables above that the City’s overall cash position has grown steadily over the past seven years. This improvement in cash flow ensures daily expenses are easily met, with no danger of having to postpone payments due to lack of liquidity. Sufficient liquidity is just one of many positive signs of the City’s progress towards financial stability and security.

The City receives income from the investment of idle cash. This revenue varies based on balances and current interest rate environments. The historically low interest rates of the past decade have limited the amount of revenue received from idle cash investments. However, interest rates have risen markedly in the past sixteen months, as the Federal Reserve continues to raise the federal funds rate in an effort to combat high inflation.

The effective rate of return on the City’s investment portfolio as of March 31, 2023 was

1.20%. It is useful to compare these rates of return to various U.S. Treasuries, as a general benchmark. Recent data (May 1) have the 10-year yield at 3.59%, 5-year at

3.64% and the 2-year yield at 4.14%. The inverted yield-curve – where shorter-term

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

treasuries have higher yields than longer-term ones despite carrying lower risk – is not often seen, and is often viewed as a harbinger to recession. The majority of the City’s idle cash is held in LAIF, with the March yield 2.74%, up from 2.07% in December and nine times the rate in March, 2022.

The City’s current investment policy allows funds to be invested in a broad range of Government Code approved fixed income vehicles. Staff will work to analyze opportunities that will help the City’s idle cash work harder (i.e., earn additional income) while not sacrificing safety or liquidity.

BACKGROUND/DISCUSSION:

State Government Code Section 53600 et al governs the investment of idle cash by local agencies. In addition, local agencies are required to have City Council approved investment policies which further dictate how funds are invested. Government Code Section 53646(b), as well as the City’s investment policy, provide for quarterly reporting of investment activity. The quarterly report, along with details found in Attachments A and B, are designed to provide additional information, comparing current year balances and performance to prior years, etc.

The City of Montebello holds idle cash in various depositories:

• Bank of the West checking accounts (i.e., General used to pay bills, Payroll for bi- weekly payroll, etc.)
• Local Agency Investment Fund (LAIF)
• Multi-Bank Securities (MBS) (i.e., Certificates of Deposit)

The investment of idle cash is predicated on the principals of: liquidity, safety and yield, in that order. The City earns interest from the various deposits, hence the diversification of where cash is held. However, the first and foremost priority is having adequate liquidity to pay daily operating costs: payroll, invoices for goods and services, etc.

Cash flow varies throughout the fiscal year, based on timing of the receipt of revenue.

The receipt of property tax revenue in April and December causes the largest inflow in daily cash, followed by quarterly sales tax “true up” payments (i.e., March, June, etc.), receipt of Successor Agency revenue (Redevelopment Property Tax Trust Fund) in January and June, etc.

Therefore, the City maintains a reasonable balance in its checking account – the most liquid account utilized for daily expenses. The LAIF account with the State Treasurer provides additional liquidity. Depending on cash flow needs, withdrawals or deposits are made from/to the LAIF account into/out of the General checking account. Finally, investment in Certificates of Deposit through a clearinghouse service (i.e., Multi-Bank Securities) provides additional yield with funds not needed for immediate liquidity deposited accordingly (approximately $1.736 million).

The table below provides an overview of the City’s major liquid cash accounts: Bank of the West checking and the two separate LAIF accounts, at quarter end from June, 2020

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

through March 2023. The changing amounts in available cash illustrate the trends of incoming revenue vs. outgoing expenses throughout the year. The average quarterly balance for the City’s checking account since June 2020 is $10.667 million, more than sufficient to meet weekly expenses.

The City’s Investment Policy was most recently reviewed and approved by the City Council on June 8, 2022. Prior to that, the policy was reviewed, approved and updated on: June 23, 2021, October 28, 2020, and August 19, 2019. The Government Code requires an annual review and approval of the investment policy statement – even if no changes are made.

The 2019 approval was the first time the City’s investment policy was updated since 2011, with a previous update done in 2007. These infrequent reviews and updates were clearly in violation of Government Code, which has been rectified over the last three years. Moreover, Staff has endeavored to present a more thoroughly researched quarterly Treasurer’s report, with detailed background and explanations of the various investment accounts – a marked improvement over prior years reports presented with no discussion or analysis.

In an effort to ensure the City complies with State law, the investment policy will continue to be presented annually along with budget adoption (June of each year). This process will ensure an annual review and update (as necessary) of the investment policy by the City Council, ensuring the City complies with State statutes.

The updated version of the City’s investment policy was submitted to the California Municipal Treasurers Association (CMTA) for consideration of their investment policy review and award program. The CMTA investment policy program utilizes public treasury officials to review public agency policies to ensure they comply with best practices and Government Code. For the first time in the City’s 101 year history, the City’s policy was submitted and passed the review with flying colors. Having passed this review process is one more indication of the progress made in achieving fiscal sustainability in Montebello, as its policies adhere to best practices.

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

ENVIRONMENTAL:

N/A

ANALYSIS:

N/A

SUMMARY:

It is recommended that the City Council receive and file the Quarterly Treasurer’s Report for the quarter ending March 31, 2023.

ATTACHMENT(S)

1. ATTACHMENT A - Cash Report as of 03_31_2023

2. ATTACHMENT B - Portfolio Summary as of 03.31.2023

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ATTACHMENT A

BANK OF THE WEST
Account Number Account Name 3/31/23
1 XXXX-XX770 H ousing Successor Agency of the City of Montebello $1 ,267,992.27 2 XXXX-XX093 Successo r Agency of the City of Montebello $1,343,704 .32 3 XXXX-71041 City of Montebello $2,494,858.18
4 XXXX-00184 City of Montebello - FSA $941.74
5 XXXX-XX331 General $10,901,393.69
6 XXXX-XX287 Trust & Agency $6,063.99
7 XXXX-XX803 Po lice Retiree Health Account $747,117.79 8 XXXX-XX267 Pa yroll $0.00
9 XXXX-XX362 Fi re Retiree Health Account $306,293.63
$17,068,365.61

STATE OF CALIFORNIA
Account Number Account Name 3/31/23
1 XX-XX-551 General $74,876,879.11
2 XX-XX-068 Successor Agency City of Mtb for Mtb RDA $14,159,841.3 0 $89,036,720.41

FIRST MERCANTILE TRUST
Account Number Account Name 3/31/23
XXX-XX-X746 CORPOR ATE ACCOUNT $12.98
XXX-XX-X999 TRUS T ACCOUNT $13,551.48
$13,564.46
Pershing LLC - CDs
Account Number Account Name 3/31/23
CD Enerbank USA (10/9/19-9/13/23) $249,000.00
CD Sallie Mae Bank (10/9/19-9/18/24) $247,000.00
CD RIA Federal Cr edit Union (10/11/19-10/11/23) $249,000.00 CD BMW Bank North America (10/11/19-10/11/23) $247,000.00 CD Merrick Bank (10/18/19-10/18/24) $249,000.00
CD Morgan Stanley Bank (10/30/19-10/30/24) $247,000.00
CD HSBC Bank USA (5/7/20-5/7/25) $248,000.00
$1,736,000.00
Total General Cash/Investments $90,009,130.98
Total SA Cash/Investments $15,503,545.62
Total HSA Cash/Investments $1,267,992.27
Total T&A Cash/Investments $1,060,417.15
Total Trustee Cash $13,564.46
Total Cash/Investments $107,854,650.48

CITY OF MONTEBELLO

MONTHLY CASH REPORT (ALL ACCOUNTS)
BALANCE AS OF MARCH 31, 2023

ITEM # 20

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT

TO: Honorable Mayor and City Council Members

FROM: René Bobadilla, P.E., City Manager

BY: Joseph Palombi, Director of Planning & Community Development

SUBJECT: ADOPT RESOLUTION NO. 23-29 TO TEMPORARILY SUSPEND

LIMITATIONS UNDER MONTEBELLO MUNICIPAL CODE SECTION

17.54.040(C)(3) FOR NON-CONFORMING BUILDINGS THAT WERE

DAMAGED OR PARTIALLY DESTROYED AS A RESULT OF THE

MONTEBELLO TORNADO IN ORDER TO FACILITATE REPAIRS

ASSOCIATED WITH AFFECTED BUILDINGS

DATE: May 10, 2023

RECOMMENDATION(S):

It is recommended that the City Council:

1. Adopt Resolution No. 23-29, approving a temporary suspension of the limitations under Montebello Municipal Code Section 17.54.040(C)(3) for Non-Conforming Uses/Buildings that were damaged or partially destroyed as a result of the Montebello tornado; and

2. Take such additional, related action that may be desirable.

FISCAL IMPACT:

There is no fiscal impact associated with approval of the resolution.

BACKGROUND/DISCUSSION:

On March 22, 2023, the City of Montebello experienced a tornado that significantly damaged several buildings located within the City’s industrial area. The National Weather Service estimated the tornado’s peak wind speed was approximately 110 mph and was recorded to be 50 yards wide. The aftermath of the tornado left approximately seventeen (17) buildings damaged and eleven (11) of those seventeen (17) buildings red-tagged, and unsuitable for occupation, as determined by the City’s Building Official.

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

ENVIRONMENTAL:

The suspension of code requirements is an administrative activity involving process and therefore, considered exempt from the California Environmental Quality Act (“CEQA”) under the CEQA Guidelines Section 15061(b)(3), the common sense exemption, in that it can be seen with certainty that there is no possibility that it may have a significant effect on the environment.

ANALYSIS:

In response to the tornado, City staff immediately assembled a tornado recovery taskforce consisting of several government agencies at the County, State and local levels.

On March 28, 2023, a tornado rapid response resource fair was held to connect impacted businesses and employees with appropriate resources needed to facilitate and streamline the rebuilding efforts, including rapid re-employment as needed.

In an effort to facilitate the reconstruction of the buildings that were affected by the tornado, the City desires to temporarily suspend existing limitations set forth under Montebello Municipal Code (“MMC”) Section 17.54.040(C)(3), which states that, “if a nonconforming building or structure is damaged or partially destroyed, it may be restored to the condition in which it existed immediately prior to the occurrence of such casualty; provided, that the total reconstruction cost does not exceed thirty-seven (37) percent of the fair market value of the building or structure. In addition, all such construction and/or repair work shall be completed within a period of one year from the date of the occurrence of the casualty.”

The above-referenced limitations set forth under Section 17.54.040(C)(3) will be temporarily suspended to pause the following provisions of the MMC from creating impediments to property owners and businesses who wish to rebuild or repair those buildings affected by the Montebello tornado: 1) the thirty-seven percent of fair market value threshold; and 2) the one-year time limit for repair or construction to be completed.

The suspension of these regulations will only be applicable to those seventeen (17) buildings that were impacted by the tornado that occurred on March 22, 2023. The Montebello tornado area is generally bounded by Washington Blvd. to the north, Date Street to the south, Maple Avenue to the east, and Vail Avenue to the west. The proposed temporary suspension of restrictions as described in this report and memorialized in Resolution No. 23-29 will be effective for a period of six (6) months from the date of approval of the City Council. Subsequent to this six-month period, the above-referenced provisions of the MMC will be reinstated and become fully effective and enforceable.

SUMMARY:

The proposed action to suspend regulations as specified in MMC Section 17.040.(C)(3) is intended to assist business owners and employees affected by the tornado in effort to help rebuild with minimal disruption to business operations. Staff recommends that the City Council adopt Resolution No. 23-29

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

ATTACHMENT(S)

1. Attachment A - Resolution No. 23-29 - Temporarily Suspend Nonconforming Provisions for Property in the Tornado Zone

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ATTACHMENT A
RESOLUTION NO. 23-29

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

MONTEBELLO, CALIFORNIA, TO TEMPORARILY SUSPEND

LIMITATIONS UNDER MONTEBELLO MUNICIPAL CODE SECTION

17.54.040(C)(3) FOR NON-CONFORMING BUILDINGS THAT WERE

DAMAGED OR PARTIALLY DESTROYED AS A RESULT OF THE

MONTEBELLO TORNADO IN ORDER TO FACILITATE REPAIRS

ASSOCIATED WITH AFFECTED BUILDINGS

RECITALS
WHEREAS, the City of Montebello (“City”) experienced the strongest tornado in Los Angeles County history in 40 years with 110 mile-per-hour winds on March 22, 2023; and
WHEREAS, this tornado was recorded to be 50 yards wide and left approximately seventeen (17) buildings damaged and eleven (11) of those structures were red-tagged within the City’s industrial zone; and
WHEREAS, Section 17.54.040(C)(3) of the Montebello Municipal Code (“MMC”) states that, “if a nonconforming building or structure is damaged or partially destroyed, it may be restored to the condition in which it existed immediately prior to the occurrence of such casualty; provided, that the total reconstruction cost does not exceed thirty- seven percent of the fair market value of the building or structure. In addition, all such construction and/or repair work shall be completed within a period of one year from the date of the occurrence of the casualty.”; and
WHEREAS, in order to facilitate the repair of damaged and destroyed businesses and buildings in an expeditious manner, the City desires to temporarily suspend the limitations set forth under MMC Section 17.54.040(C)(3) for a period of 6 months from the date of adoption of this Resolution; and
WHEREAS, the limitations set forth under this Section that will be suspended include (a) the thirty-seven percent of fair market value threshold and (b) the one year time limit for repair or construction to be completed; and WHEREAS, this suspension will only apply to those buildings that were damaged or partially destroyed as a result of the Montebello tornado that occurred on March 22, 2023; and
WHEREAS, Government Code section 36935 requires a resolution to be adopted or made only at a regular meeting or at a special meeting for which the notice of such special meeting specifies the business to be transacted; and WHEREAS, Government Code section 36936 requires a recorded majority vote of the total membership of the City Council to adopt a resolution; and

RESOLUTION NO. 23-29

WHEREAS, the City Council finds that the suspension of such limitations under MMC Section 17.54.040(C)(3) is necessary for the repair and operation of Montebello businesses affected by this natural disaster, is in the best interest of the City and is consistent with the City’s General Plan; and
WHEREAS, as a result of the facts and findings mentioned herein, the City of Montebello wishes to temporarily suspend the limitations under MMC Section

17.54.040(C)(3) to facilitate the construction and repair of buildings damaged by the Montebello tornado.

NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF MONTEBELLO HEREBY RESOLVES, FINDS, AND DECLARES AS FOLLOWS:

SECTION 1. The City Council, after consideration of the staff presentation and discussion, hereby finds that the above recitals are true and correct and incorporate them herein by this reference in support of its findings.

SECTION 2. The City Council further finds that the temporary suspension of the limitations under MMC Section 17.54.040(C)(3) to facilitate the construction and repair of buildings damaged by the Montebello tornado is necessary for the repair and operation of Montebello businesses affected by this natural disaster and is consistent with the City’s General Plan.

SECTION 3. The City Council further finds that it is in the best interest of the City of Montebello to temporarily suspend the limitations under MMC Section 17.54.040(C)(3) to facilitate the construction and repair of buildings damaged by the Montebello tornado.

SECTION 4. The City Council further finds that the suspension of these limitations is exempt from the California Environmental Quality Act (“CEQA”) under the CEQA Guidelines Section 15061(b)(3), the common sense exemption, in that it can be seen with certainty that there is no possibility that it may have a significant effect on the environment.

The suspension of code requirements is an administrative activity involving process and does not have a physical impact in the environment.

SECTION 5.For the reasons stated herein, the temporary suspension of the limitations under MMC Section 17.54.040(C)(3) to facilitate the construction and repair of buildings damaged by the Montebello tornado, is hereby ordered.

SECTION 6. The City Clerk is hereby authorized and directed to record this Resolution declaring vacation of the subject reserve habitat open space in Exhibit A in the Office of the Los Angeles County Recorder.

APPROVED AND ADOPTED THIS 10TH DAY OF MAY 2023.

RESOLUTION NO. 23-29

_______________________________
David N. Torres, Mayor
ATTEST:APPROVED AS TO FORM:

________________________________ ________________________________ Christopher Jimenez, City Clerk Arnold M. Alvarez-Glasman, City Attorney

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS:

CITY OF MONTEBELLO )
I, Christopher Jimenez, City Clerk of the City of Montebello, County of Los Angeles, State of California, hereby certify that the foregoing Resolution No. 23-29 was passed and adopted by the City Council of the City of Montebello, signed by the Mayor and attested by the City Clerk at a regular meeting of said Council held on the 10 th day of May 2023 and that said Resolution was adopted by the following vote, to-wit:

AYES:

NOES:

ABSTAIN:

ABSENT:

The undersigned, City Clerk of the City of Montebello, does hereby attest and certify that the foregoing Resolution is a true, full and correct copy of a resolution duly adopted at a meeting of said City which was duly convened and held on the date stated thereon, and that said document has not been amended, modified, repealed or rescinded since its date of adoption and is in full force and effect as of the date hereof.

DATE:

Christopher Jimenez, City Clerk

ITEM # 21

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT

TO: Honorable Mayor and City Council Members

FROM: René Bobadilla, P.E., City Manager

BY: James Enriquez, Director of Public Works

SUBJECT: APPROVAL OF AMENDMENT NO. 3 TO AGREEMENT NO. 3444 WITH

JOHNSON CONTROLS, INC FOR CITYWIDE HVAC MAINTENANCE

AND REPAIRS

DATE: May 10, 2023

RECOMMENDATION(S):

It is recommended that the City Council:

1. Approve Amendment No. 3 to Agreement No. 3444 with Johnson Controls for Citywide Heating, Ventilation, and Air Conditioning (HVAC) Maintenance and Repair increasing the annual contract amount for Fiscal Year 2022-23 by $75,000 to a total of $204,052; and

2. Authorize the City Manager to execute Amendment No. 3 on behalf of the City; and

3. Amend the Fiscal Year 2022-23 budget by increasing appropriations by $56,250 in Account No. 100-30-510-6040.60 (General Fund, Public Works, Facilities Maintenance, Building Maintenance/Reparis), and $18,750 in Account No. 600- 90-915-6040.60 (Transit, Corporate Shops, Building Maintenance/Repairs), and;

4. Authorize the issuance of an RFP for Citywide HVAC Maintenance and Repair services; and

5. Take such additional, related action that may be desirable.

FISCAL IMPACT:

Staff is recommending approval of Amendment No. 3 to Agreement No. 3444 with Johnson Controls Inc. (JCI) to increase the contract amount for Fiscal Year 2022-23 by seventy-five thousand dollars ($75,000). This will bring the total not-to-exceed annual cost for Fiscal Year 2022-23 to two hundred four thousand and fifty-two dollars ($204,052).

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

Additional appropriations to the Fiscal Year 2022-23 Budget are needed to continue the monthly HVAC maintenance and repair services at various City facilities until the end of the contract term and to fund necessary repairs outside of the scope of the contract. Staff will be issuing an RFP for this service since the contract with JCI is nearing the end of the 5-year term.

BACKGROUND/DISCUSSION:

On April 5, 2018, after issuing Request for Proposals No. 18-44 (“RFP 18-44”), the City awarded a contract to Johnson Controls to provide Citywide HVAC Maintenance and Repair Services on June 11, 2018. On July 10, 2019, City Council approved Amendment No. 1 to add funds for as-needed repairs to the contract. On June 23, 2021, the City Council approved Amendment No. 2 to add an additional two (2) years to the contract and expand the contract scope to include the Police Department for a total annual compensation of $129,052. Johnson Controls has and continues to demonstrate the ability, knowledge and experience to provide the HVAC maintenance and repair services for the City.

Many of the HVAC systems at various City facilities are well passed their expected service life and have required significant repairs throughout the current Fiscal Year that are beyond the scope of the current agreement. These repairs are critical to keeping City facilities comfortable and in good and safe working condition for employees and patrons.

Some examples of the various maintenance repairs completed are as follows: 1) The HVAC system at the Holified Library required a new variable frequency drive (VFD); 2) The HVAC system at the Cathy Hensel Youth Center required replacement of worn fan belts to provide heating to the childcare program and after-school programs; 3) The communication building that houses electronics for the 911 dispatch system required a new blower motor; 4) The Police Department air handler required new bearings and pulleys, to avoid severe damage to the unit. These are examples of required repairs and replacements to various HVAC systems that Johnson Controls has performed under the service contract during the current Fiscal Year. City-owned facilities have now returned to full operational capacities and an increase in use combined with aging facilities and equipment has resulted in an increase in the need for HVAC repairs. Additional funds are requested to increase the contract amount to continue daily operations.

ENVIRONMENTAL:

N/A

ANALYSIS:

N/A

SUMMARY:

Staff is recommending that the City Council approve Amendment No. 3 to Agreement

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

No. 3444 with Johnson Controls to provide Citywide HVAC Maintenance and Repair, including increasing the agreement by seventy-five thousand dollars ($75,000) for the current Fiscal Year and authorizing the City Manager to execute Amendment No. 3 on behalf of the City, and amend the Fiscal Year 2022-23 budget by increasing appropriations by $56,250 in Account No. 100-30-510-6040.60 (General Fund, Public Works, Facilities Maintenance, Building Maintenance/Reparis) and $18,750 in Account No. 600-90-915-6040.60 (Transit Fund, Corporate Shops, Building Maintenance/Repairs). Since the term for the agreement with JCI is approaching the end of the fifth year, staff will be issuing a Request for Proposals for this service.

ATTACHMENT(S)

1. Attachment A - Agreement No. 3444 - Amendment No. 3

2. Attachment B - Agreement No. 3444 and Amendments No. 1 and 2

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ATTACHMENT A

CITY OF MONTEBELLO

AMENDMENT NO. 3
TO PROFESSIONAL SERVICES AGREEMENT NO. 3444

WITH JOHNSON CONTROLS

This Amendment No. 3 to the Professional Services Agreement (“Amendment No. 3”), is made and entered into this 10 th day of May 2023, (“Effective Date”) by and between the City of Montebello, a California municipal corp oration, (hereinafter referred to as the “City”) and Johnson Controls, Inc., (hereinafter re ferred to as the “Consultant”). The City and the Consultant are sometimes hereinafter indivi dually referred to as a "Party" and jointly as the "Parties".

RECITALS

WHEREAS, the Consultant and the City entered into that certa in Agreement for Citywide HVAC Maintenance and Repair by and between the City of Montebello and Johnson Controls Inc., dated June 13, 2018 ("Agreem ent"), pursuant to which City retained Consultant to provide Citywide HVAC Mainte nance and Repair, as further described in the Agreement; and

WHEREAS, the Parties entered into Amendment No. 1 on July 10 , 2019 as authorized by the Agreement; and

WHEREAS, the Parties entered into Amendment No. 2 on June 23 , 2021 as authorized by the Agreement; and

WHEREAS, the Parties, being mutually satisfied with the othe r Party’s performance of the Agreement, desire to amend the a greement for the purpose of: (i) revising the compensation due to the expanded scope of work; and

WHEREAS, for the reasons set forth herein, the City and Cons ultant desire to enter into this Amendment No. 3, as set forth below.

NOW THEREFORE, in consideration of the mutual promises and covenan ts contained herein, the receipt adequacy of which is expressly acknowledged by the Parties, the Parties agree to amend the Agreement as follows:

AMENDMENTS

SECTION 1. Section 1 (C) of the Agreement Services/Compensation is amended to read as follows:

“C. CONSULTANT shall be compensated for the render ed services as set forth in Exhibit 1 of the Agreement in an annual amount not- to-exceed $204,052 for Fiscal Year 2022-23. Consultant shall provide an itemized billi ng statement to CITY each month for Professional Services performed. CONSULTANT shall n ot incur fees or costs which exceed the Compensation without the prior written consent of CITY.”

AMENDMENT NO. 3 TO AGREEMENT NO. 3444

SECTION 2. Except as expressly modified or supplemented by t his Amendment No. 3, all other provisions of the Agreement, shall remain unaltered and in full force and effect.

In the event of conflict between the provisions of this Amendment No. 3 and the provisions of the Agreement, the provisions of this Amendment No. 3 shall control.

[END OF AMENDMENT NO. 3 ]

[SIGNATURES ON THE FOLLOWING PAGES ]

AMENDMENT NO. 3 TO AGREEMENT NO. 3444

IN WITNESS WHEREOF, the Parties execute this Amendment No. 3 to take effect as of the Effective Date identified above.

(“CITY”) (“CONSULTANT”)
CITY OF MONTEBELLO JOHNSON CONTROLS, INC.

René Bobadilla, City Manager Brian E. Tansey, Area Service Manager

ATTEST:

Christopher Jimenez, City Clerk

APPROVED AS TO FORM:

Arnold M. Alvarez -Glasman, City Attorney

ITEM # 22

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT

TO: Honorable Mayor and City Council Members

FROM: René Bobadilla, P.E., City Manager

BY: Fernando Pelaez, Fire Chief

SUBJECT: APPROVAL TO SUBMIT GRANT APPLICATION TO THE SOUTHERN CALIFORNIA GAS COMPANY (SoCalGas) PLANNING GRANTS TO

SUPPORT CLIMATE ADAPTATION AND RESILIENCY

DATE: May 10, 2023

RECOMMENDATION(S):

It is recommended that the City Council:

1. Approve submission of a grant application for the SoCalGas Planning Grants to Support Climate Adaptation and Resiliency; and

2. Take such additional, related action that may be desirable.

FISCAL IMPACT:

The Southern California Gas Company (SoCalGas) Planning Grants to Support Climate Adaptation and Resiliency program is accepting applications for Fiscal Year 2022-

23. Grant awards are up to $50,000. If the City is successful in this grant application and is awarded funding, and once the amount of funding is determined, staff will return to the City Council with a request to appropriate the funds.

BACKGROUND/DISCUSSION:

The Southern California Gas Company (SoCalGas) Planning Grants to Support Climate Adaptation and Resiliency program was created by the shareholder-funded initiative to support local planning efforts to help prepare for and recover from climate change risks, such as extreme heat, wildfires, drought, subsidence, sea level rise, flooding, and mudslides.

In 2023, SoCalGas plans to award grants up to $50,000 through a competitive process.

An advisory panel of planning and sustainability experts will select the winning

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

applications from across Southern and Central California. Local governments and tribal communities that are participating in climate vulnerability assessments, climate adaptation, and resiliency plans, emergency management, or updating their local hazard mitigation plans to address climate adaptation are eligible to apply.

The application submission period for this grant began on April 15, 2023, and ends at 5 p.m. on June 2, 2023. Successful applicants will be funded commencing in 2024-2025.

Eligible proposals include projects or programs that address the local challenges of preparing vulnerability assessments, climate adaptation, and resiliency plans, and local hazard mitigation plans. Grant proposals will be assessed according to the following criteria:

1. DISADVANTAGED COMMUNITIES: SoCalGas encourages applicants to address vulnerabilities in disadvantaged and underserved communities.

2. COLLABORATION: the extent to which the grant proposal reflects coordination and partnerships with a diverse range of stakeholders (energy/water utilities, transportation, housing, etc.)

3. CO-BENEFITS: identify potential co-benefits of the adaptation work, such as benefits to public health, air quality, reductions in greenhouse gas emissions, and positive economic impact.

This grant will complement the City’s efforts in preparing and developing the Local Hazard Mitigation Plan (LHMP) and the current approved Emergency Management Plan.

ENVIRONMENTAL:

This item is not subject to the California Environmental Quality Act (CEQA) pursuant to the State CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, sections:
15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment); 15060(c)(3) (the activity is not a project as defined in Section 15378); and 15061(b)(3), because the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Because there is no possibility that this item may have a significant adverse effect on the environment, the item is exempt from CEQA.

ANALYSIS:

N/A

SUMMARY:

That the City Council approve submission of a grant proposal application for the Southern California Gas Company (SoCalGas) Planning Grants to Support Climate Adaptation and Resiliency. Should the City be successful in receiving the grant, subsequent City Council action will be presented to appropriate the grant funds and provide details on the exact use of the funding.

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

ATTACHMENT(S)
None
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ITEM # 23

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT

TO: Honorable Mayor and City Council Members

FROM: René Bobadilla, P.E., City Manager

BY: Fernando Pelaez, Fire Chief

SUBJECT: ACKNOWLEDGE SUBMITTAL OF GRANT APPLICATION TO THE

DEPARTMENT OF HEALTH AND HUMAN SERVICES SUBSTANCE

ABUSE AND MENTAL HEALTH SERVICES ADMINISTRATION
(SAMHSA)

DATE: May 10, 2023

RECOMMENDATION(S):

It is recommended that the City Council:

1. Acknowledge submission of a grant application in the amount of 2.5 million dollars for the Department of Health and Human Services Substance Abuse and Mental Health Services Administration (SAMHSA) Fiscal Year 2023 program; and

2. Take such additional, related action that may be desirable.

FISCAL IMPACT:

The Substance Abuse and Mental Health Services Administration (SAMHSA) Center for Substance Abuse Treatment (CSAT) is accepting applications for its Fiscal Year 2023 grant program. This grant is due on May 5, 2023, before the City Council meeting of May 10, 2023. Due to the deadline of this funding opportunity to fund the proposed collaboration effort the grant was submitted prior to bringing the item to City Council to avoid missing the opportunity for a large grant award to assist in providing local mental health treatment and supportive services. This grant program is for treatment for individuals with serious mental illness, serious emotional disturbance, or co-occurring disorders experiencing homelessness (Short Title: Treatment for Individuals Experiencing Homelessness- TIEH). If the City is successful in this grant application and is awarded funding in the amount of 2.5 million or an amount of funding is determined , staff will return to the City Council with a request to appropriate the funds.

BACKGROUND/DISCUSSION:

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

The Substance Abuse and Mental Health Services Administration (SAMHSA) is the agency within the U.S. Department of Health and Human Services (HHS) that leads public health efforts to advance the behavioral health of the nation and to improve the lives of individuals living with mental and substance use disorders. Congress established the SAMHSA in 1992 to make substance use and mental disorder information, services, and research more accessible. The goal of this agency is to lead public health and service delivery efforts that promote mental health, prevent substance misuse, and provide treatment and support to foster recovery while ensuring equitable access and better outcomes.

The Substance Abuse and Mental Health Services Administration (SAMHSA), Center for Mental Health Services (CMHS), accepted applications for the Treatment for Individuals Experiencing Homelessness grant program until Friday, May 5. The total amount of available announced for availability is $15,842,993. The purpose of this program is to provide comprehensive, coordinated and evidenced-based services for individuals, youth and families with a serious mental illness (SMI), serious emotional disturbance (SED) or co-occurring disorder (COD) who are experiencing homelessness.

Epidemiological studies have consistently found that 25–30% of homeless persons have a severe mental illness such as schizophrenia that has resulted in homelessness, housing instability and other mental health issues. In January 2023, SAMHSA announced a total of $15,842,993 in available funding had been allocated for the TIEH Program for Fiscal Year 2023. Successful applicants will be funded for a five-year grant project cycle from September 30, 2023 to October 30, 2028.

If awarded, recipients will be expected to 1) engage and connect the population of focus to behavioral health treatment, case management, and recovery support services; 2) assist with identifying sustainable permanent housing by collaborating with homeless services organizations and housing providers, including public housing agencies; and 3) provide case management that includes care coordination/service delivery planning and other strategies that support stability across services and housing transitions. With this program, SAMHSA aims to further expand opportunities to improve access to and delivery of coordinated, comprehensive mental health services and improve housing stability.

SAMHSA funds will support three primary types of activities:

1. Behavioral health outreach, treatment, and recovery-oriented services;

2. Coordination of housing and services to support the implementation and/or enhance long-term sustainability of integrated community systems that provide permanent housing and supportive services;

3. Efforts to engage and connect individuals with SUD or COD, who are experiencing homelessness to resources for health insurance, Medicaid, and mainstream benefits programs (e.g., Supplemental Security Income (SSI)/ Social Security Disability Insurance (SSDI), Temporary Assistance for Needy Families (TANF), Supplemental Nutrition Assistance Program (SNAP), etc.)

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 10, 2023

The City, in partnership with the San Gabriel Valley Council of Governments (SGVCOG), the San Gabriel Valley Regional Housing Trust (SGVRHT), and the Los Angeles Centers for Alcohol and Drug Abuse (L.A. CADA) will collaborate in developing an integrated approach to providing mental health treatment and supportive services to those who are identified as unhoused, experiencing substance abuse and/or mental health conditions.

Services will include behavioral counseling, residential treatment services, crisis services, peer support specialist services, transportation, and coordination of long-term housing solutions through the Operation Stay Safe Project.

This funding will address chronic behavioral health conditions that are exacerbated by the use of substances and/or dealing with a mental health diagnosis while experiencing homelessness. This funding would provide additional financial resources and increase access to licensed and certified substance-use and behavioral treatment services and will support Public Safety (Fire and Police) with an overall goal to increase access to services, decrease barriers to care and better serve and protect the community.

ENVIRONMENTAL:

This item is not subject to the California Environmental Quality Act (CEQA) pursuant to the State CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, sections:
15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment); 15060(c)(3) (the activity is not a project as defined in Section 15378); and 15061(b)(3), because the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Because there is no possibility that this item may have a significant adverse effect on the environment, the item is exempt from CEQA.

ANALYSIS:

N/A

SUMMARY:

That the City Council acknowledge submission of a grant proposal application for the Substance Abuse and Mental Health Services Administration (SAMHSA) Center for Mental Health Services (CMHS) Treatment for Individuals Experiencing Homelessness grant program. Should the City be successful in receiving the grant, subsequent City Council action will be presented to appropriate the grant funds and provide details on the exact use of the funding.

ATTACHMENT(S)

1. SAMHSA Notice of Funding Opportunity (NOFO) No. SM-23-006

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1 Department of Health and Human Services
Substance Abuse and Mental Health Services
Administration
FY 2023
Treatment for Individuals with Serious Mental Illness,
Serious Emotional Disturbance, or Co-Occurring
Disorders Experiencing Homelessness
(Short Title: Treatment for Individuals Experiencing
Homelessness)
(Modified Announcement)

Notice of Funding Opportunity (NOFO) No. SM-23-006
Assistance Listing Number: 93.243
Key Dates:

Application Deadline Applications are due by May 5, 2023.

Intergovernmental Review
(E.O. 12372)
Applicants must comply with E.O. 12372 if their state(s) participate(s). Review process recommendations from
the State Single Point of Contact (SPOC) are due no later than 60 days after application deadline.

Public Health System
Impact Statement
(PHSIS)/Single State
Agency Coordination
Applicants must send the PHSIS to appropriate state and local health agencies by the administrative deadline.

Comments from the Single State Agency are due no later
than 60 days of the application deadline

2 Table of Contents
EXECUTIVE SUMMARY .................................................................................................. 4 I. PROGRAM DESCRIPTION .................................................................................... 6

1. PURPOSE ....................................................................................................... 6

2. KEY PERSONNEL .......................................................................................... 8

3. REQUIRED ACTIVITIES ................................................................................. 8

4. ALLOWABLE ACTIVITIES ............................................................................ 10

5. USING EVIDENCE-BASED PRACTICES ..................................................... 11

6. DATA COLLECTION/PERFORMANCE MEASUREMENT AND PROJECT
PERFORMANCE ASSESSMENT ................................................................. 12

7. OTHER EXPECTATIONS ............................................................................. 14

8. RECIPIENT MEETINGS ............................................................................... 17 II. FEDERAL AWARD INFORMATION ..................................................................... 18

1. GENERAL INFORMATION ........................................................................... 18 III. ELIGIBILITY INFORMATION ................................................................................ 18

1. ELIGIBLE APPLICANTS ............................................................................... 18

2. COST SHARING AND MATCHING REQUIREMENTS ................................ 19

3. OTHER REQUIREMENTS ............................................................................ 19 IV. APPLICATION AND SUBMISSION INFORMATION ............................................ 20

1. ADDRESS TO REQUEST APPLICATION PACKAGE .................................. 20

2. CONTENT AND FORM OF APPLICATION SUBMISSION ........................... 20

3. UNIQUE ENTITY IDENTIFIER AND SYSTEM FOR AWARD MANAGEMENT ...................................................................................................................... 24

4. APPLICATION SUBMISSION REQUIREMENTS ......................................... 24

5. FUNDING LIMITATIONS/RESTRICTIONS ................................................... 25

6. INTERGOVERNMENTAL REVIEW (E.O. 12372) REQUIREMENTS ........... 26

7. OTHER SUBMISSION REQUIREMENTS .................................................... 26 V. APPLICATION REVIEW INFORMATION ............................................................. 26

1. EVALUATION CRITERIA .............................................................................. 26

2. BUDGET JUSTIFICATION, EXISTING RESOURCES, OTHER SUPPORT. 29

3 3. REVIEW AND SELECTION PROCESS ....................................................... 29 VI. FEDERAL AWARD ADMINISTRATION INFORMATION ...................................... 30

1. FEDERAL AWARD NOTICES ...................................................................... 30

2. ADMINISTRATIVE AND NATIONAL POLICY REQUIREMENTS ................. 31

3. REPORTING REQUIREMENTS ................................................................... 31 VII. AGENCY CONTACTS .......................................................................................... 32 Appendix A – Application and Submission Requirements .............................................. 33

1. GET REGISTERED ...................................................................................... 33

2. WRITE AND COMPLETE APPLICATION ..................................................... 35

3. SUBMIT APPLICATION ................................................................................ 39

4. AFTER SUBMISSION ................................................................................... 41 Appendix B - Formatting Requirements and System Validation ..................................... 43

1. SAMHSA FORMATTING REQUIREMENTS ................................................. 43

2. GRANTS.GOV FORMATTING AND VALIDATION REQUIREMENTS ......... 43

3. eRA COMMONS FORMATTING AND VALIDATION REQUIREMENTS ...... 44 Appendix C – General Eligibility Information .................................................................. 49 Appendix D – Confidentiality and SAMHSA Participant Protection/Human Subjects Guidelines .......................................................................................................... 50 Appendix E – Developing Goals and Measurable Objectives ......................................... 55 Appendix F – Developing the Plan for Data Collection and Performance Measurement 58 Appendix G – Biographical Sketches and Position Descriptions .................................... 60 Appendix H – Addressing Behavioral Health Disparities ................................................ 61 Appendix I – Standard Funding Restrictions .................................................................. 66 Appendix J – Intergovernmental Review (E.O. 12372) Requirements ............................ 68 Appendix K – Administrative and National Policy ........................................................... 70 Appendix L – Sample Budget and Justification............................................................... 77

4 EXECUTIVE SUMMARY
The Substance Abuse and Mental Health Services Administration (SAMHSA), Center for Mental Health Services (CMHS), is accepting applications for the Treatment for Individuals Experiencing Homelessness program. The purpose of this program is to provide comprehensive, coordinated and evidenced-based services for individuals, youth, and families with a serious mental illness (SMI), serious emotional disturbance (SED) or co-occurring disorder (COD) who are experiencing homelessness or at imminent risk of homelessness (e.g., people exiting jail or prison without a place to live).

Recipients will be expected to 1) engage and connect the population of focus to behavioral health treatment, case management, and recovery support services; 2) assist with identifying sustainable permanent housing by collaborating with homeless services organizations and housing providers, including public housing agencies; and 3) Provide case management that includes care coordination/service delivery planning and other strategies that support stability across services and housing transitions. With this program, SAMHSA aims to further expand opportunities to improve access to and delivery of coordinated, comprehensive mental health services and improve housing stability.

Funding Opportunity Title: Treatment for Individuals with Serious Mental Illness, Serious Emotional Disturbance, or Co-Occurring Disorders Experiencing Homelessness (Short Title: TIEH)
Funding Opportunity Number: SM-23-006
Due Date for Applications: May 5, 2023
Estimated Total Available
Funding:
$15,842,993
Estimated Number of Awards: 21

Estimated Award Amount: Up to $1 million per year per award for States and Territories
Up to $500,000 per year per award for political sub-
divisions of states; Indian tribes or tribal organizations; health facilities operated by or in accordance with a
contract or grant with the Indian Health Service; or
public or private non-profit entities.

Cost Sharing/Match Required: No
Anticipated Project Start Date: September 30, 2023
Anticipated Award Date: August 31, 2023

5 Length of Project Period: Up to 5 years
Eligible Applicants: Eligible applicants are States and Territories, including the District of Columbia, political subdivisions of States, Indian tribes, or tribal organizations (as such terms are defined in section 5304 of title 25), health facilities, or programs operated by or in accordance with a contract or award with the Indian Health Service, or other public or private non- profit entities.
[See Section III-1 for complete eligibility information.] Authorizing Statute: Section 520A, 42.U.S.C. §290bb–32, as amended

6 Be sure to check the SAMHSA website periodically for any updates on this program.

I. PROGRAM DESCRIPTION

1. PURPOSE
The purpose of the Treatment for Individuals Experiencing Homelessness (TIEH) program is to provide comprehensive, coordinated and evidenced-based services for individuals, youth, and families with a serious mental illness (SMI), serious emotional disturbance (SED) or co-occurring disorder (COD) who are experiencing homelessness or at imminent risk of homelessness (e.g., people exiting jail or prison without a place to live). Epidemiological studies have consistently found that about 25–30% of homeless persons have a severe mental illness such as schizophrenia.1 Recipients will be expected to 1) engage and connect the population of focus to behavioral health

1 https://www.ncbi.nlm.nih.gov/pmc/articles/PMC7525583/#ref2 All applicants MUST be registered with NIH’s eRA Commons, Grants.gov, and the System for Award Management (SAM.gov) in order to submit this application.

The process could take up to six weeks. (See Appendix A of this NOFO for all registration requirements).

If you are not currently registered with the eRA Commons, Grants.gov, and/or SAM.gov, you MUST begin the registration process immediately. If you are already registered in these systems, please confirm your SAM registration is still active and you are able to access your Grants.gov and eRA Commons accounts.

WARNING: BY THE DEADLINE FOR THIS NOFO YOU MUST HAVE
SUCCESSFULLY COMPLETED THE FOLLOWING TO SUBMIT AN APPLICATION:
• The applicant organization MUST be registered in NIH’s eRA Commons; AND
• The Project Director MUST have an active eRA Commons account (with the PI role) affiliated with the organization in eRA Commons.

No exceptions will be made.

DO NOT WAIT UNTIL THE LAST MINUTE TO SUBMIT THE APPLICATION. If you wait until the last minute, there is a strong possibility that the application will not be received without errors by the deadline.

7 treatment, case management, and recovery support services; 2) assist with identifying sustainable permanent housing by collaborating with homeless services organizations and housing providers, including public housing agencies; and 3) Provide case management that includes care coordination/service delivery planning and other strategies that support stability across services and housing transitions. With this program, SAMHSA aims to further expand opportunities to improve access to and delivery of coordinated, comprehensive mental health services and improve housing stability.

African Americans and indigenous people (including Native Americans and Pacific Islanders) remain considerably overrepresented among the homeless population compared to the U.S. population. People identifying as black or African American accounted for 39 percent of all people experiencing homelessness and 53 percent of people experiencing homelessness as members of families with children but are 12 percent of the total U.S. population. Together, American Indian, Alaska Native, Pacific Islander and Native Hawaiian populations account for one percent of the U.S. population, but five percent of the homeless population and seven percent of the unsheltered population.
2 Lastly, 33 percent of youth accessing homelessness services identified as LGBTQ according to a recent survey of service providers. This indicates that LGBTQ youth have a 120 percent increased risk of experiencing homelessness compared to youth who identify as heterosexual and cisgender.3
SAMHSA funds will support three types of activities for clients experiencing homelessness: (1) integrated behavioral health treatment and other recovery-support services; (2) efforts to engage and connect clients to enrollment resources for health insurance, Medicaid, and mainstream benefits (e.g., Supplemental Security Income (SSI)/Social Security Disability Insurance (SSDI), Temporary Assistance for Needy Families (TANF), Supplemental Nutrition Assistance Program (SNAP), SSI/SSDI Outreach Access and Recovery (SOAR) Program, etc.); and (3) coordination of housing and services that support sustainable permanent housing.

Treatment for Individuals Experiencing Homelessness awards are authorized under Section 520A, 42.U.S.C. §290bb–32, as amended.

2 Refer to the HUD 2021 Annual Homeless Assessment Report (AHAR) to Congress for further information about the current state of Homelessness in the United States at https://www.huduser.gov/portal/sites/default/files/pdf/2021-AHAR-Part-1.pdf.Ibid. 3 https://homelesslaw.org/wp-content/uploads/2020/02/2019-State-Index.pdf

8 2. KEY PERSONNEL
Key personnel are staff members who must be part of the project regardless of whether or not they receive a salary or compensation from the project. These staff members must make a substantial contribution to the execution of the project and should reflect SAMHSA’s expectation of diversity, equity, and inclusion in the selection of staff.

Key Personnel for this program are the Project Director (50 percent minimum level of effort), and the Evaluator (25 percent minimum level of effort). The Project Director is responsible for oversight of the entire project. The Evaluator is responsible for tasks related to GPRA data collection and other evaluation activities to demonstrate the effectiveness of the grant project’s goals and objectives.

If awarded, recipients will be notified by SAMHSA about whether the individuals designated for these positions have been approved. If recipients need to replace a Key Personnel during the project period, the individual proposed for the vacant position requires prior approval by SAMHSA after a review of the credentials of the staff member and the job description.

3. REQUIRED ACTIVITIES
Required activities are the activities that every award recipient must implement.

They must be reflected in the Project Narrative of your application. This is in response to Section V of this NOFO.

Project implementation is expected to begin by the fourth month of the award. In the Project Narrative (B.1), applicants must indicate the total number of unduplicated individuals that will be served each year of the award and over the total project period. Award recipients are expected to achieve the numbers that are proposed.

Award recipients must use SAMHSA’s funds to support direct services primarily. This includes the following activities:
• Identify and implement outreach and other types of engagement strategies to identify individuals, youth, and families who have SMI, SED, or COD who are experiencing homelessness (including encampments), or are at imminent risk of homelessness, who could benefit from enrollment in TIEH. • Develop and implement a service delivery plan that addresses the following:
o Screening for mental health, substance use, or co-occurring disorders. o Enrollment in TIEH and referral to mental health and substance use disorder treatment.
o Delivery of trauma-informed, culturally competent, client-centered, evidence- based, and integrated mental health and substance use services in collaboration and consultation with medical care providers. Treatment must be provided in outpatient, intensive outpatient, short-term residential, or

9 recovery housing programs. Short-term residential programs must be for 30 days or less in duration and at a cost of no more than 5 percent of the total annual award. Special attention should be paid to underserved populations. o Case management, care coordination, and supports for TIEH-enrolled individuals for linkages to housing and other necessary services, including a focus on supporting stability across service and housing transitions and during other critical periods (e.g., discharge from inpatient or residential treatment).
o Use of telehealth and/or telemedicine services.
o Peer-related supports and services (e.g., peer-led or peer-supported activities, hiring of staff with lived experience).
o Referrals for individuals and families not eligible for enrollment and follow-up after referral to ensure connection to services and housing.

• Hire staff that represent the population of the community (see Culturally and Linguistically Appropriate Services in Health and Health Care (CLAS Standard 3);

• Translate tools and resources available to recipients of services (see CLAS Standards 5-8);

• Provide, increase, or enhance access to services for people of all racial/ethnic/marginalized groups in the community,

• Create conflict and grievance resolutions processes that are culturally and linguistically appropriate (CLAS standard 14).

• Enroll eligible individuals in health insurance, Medicaid, and other mainstream benefits (e.g., publicly-funded assistance).
• Provide or ensure linkage to and support engagement with recovery support services to improve access to and retention in services and to continue treatment gains (e.g., vocational rehabilitation; childcare, educational, and transportation services; independent living skills (e.g., budgeting, financial education); occupational therapy; and psychosocial rehabilitation services).
• Assist with identifying sustainable permanent housing by collaborating with homeless services organizations and housing providers, including public housing agencies. Coordinate with local HUD Continuums of Care (CoCs) 4 to enroll
individuals in the local CoC Coordinated Entry System (CES).

4 https://www.hud.gov/program_offices/comm_planning/coc

10 • Coordinate with crisis and 988 systems to connect people in crisis who are experiencing homelessness or at risk of imminent homelessness to services and housing.
• Utilize or establish a culturally and linguistically diverse steering committee that meets at least quarterly to monitor the goals outlined in the program. Membership must be comprised of, at a minimum; local or regional representatives from substance abuse and mental health authorities, Medicaid agency, health department, public housing authorities; service providers; community members, employees, individuals (including youth) and/or families who are currently experiencing homelessness or have experienced homelessness and are recovering from SUDs or CODs; and the SAMHSA Government Project Officer (GPO).

Recipients are encouraged to add additional members based on the goals, objectives, or specific population of focus of the project (e.g., criminal justice, veterans’ affairs).

4. ALLOWABLE ACTIVITIES
Allowable activities are an allowable use of funds but are not required. Allowable activities may include:
• Create and maintain a stakeholder map to identify and prioritize engagement of key stakeholders, recognize coverage and or gaps in homeless services, strengthen connection and collaboration, and enhance consumer linkage to mental health and homeless services.

• Implement outreach strategies that provide HIV and hepatitis screening and effectively educate target populations on HIV and hepatitis screening, treatment, and prevention services. Refer identified clients to providers of appropriate treatment and prevention services and follow-up on the provision of services. • Implement and provide training on the
Behavioral Health Guide for Implementing
the National CLAS Standards t o service providers to increase awareness and acknowledgment of differences in language, age, culture, racial and ethnic disparities, socio-economic status, religious beliefs, sexual orientation and gender identity, and life experiences in order to improve the inclusiveness of the service delivery environment and ultimately improve behavioral health outcomes. • Provide activities that address behavioral health disparities and the social determinants of health.
• Implement efforts aligned to the award that may expand diversity equity, inclusion, and accessibility.
• Use data to understand who is served and disproportionately served (e.g., overserved or underserved).
• Develop and implement outreach and referral pathways that engage/target all demographic groups representative of your community.

11 Infrastructure Development optional allowable activity (maximum 15 percent of the total award for the budget period)
Although awards for the provision of services must be used primarily for direct services, SAMHSA recognizes that infrastructure changes may be needed to implement the services or improve their effectiveness. You may use no more than 15 percent of the total award for the types of infrastructure development listed below, if necessary, to support the direct service expansion of the project. You must describe in Section B of your Project Narrative the use of funds for infrastructure activities which may include:
• Developing partnerships with other providers for service delivery and stakeholders serving the population of focus, including those working with underserved and diverse populations.
• Training/workforce development to help your staff or other providers in the community identify mental health or substance abuse issues, implement evidence-based practices, or provide effective culturally and linguistically competent services consistent with the purpose of the program. • Policy development to support needed service system improvements (e.g., rate- setting activities, establishment of standards of care, adherence to the Behavioral
Health Guide for the National Standards for Culturally and Linguistically Appropriate Services (CLAS) in Health and Health Care, development/revision of credentialing, licensure, or accreditation requirements)5

5. USING EVIDENCE-BASED PRACTICES
SAMHSA’s awards for the provision of services are intended to fund services or practices that have a demonstrated evidence base and that are appropriate for the population(s) of focus. An evidence-based practice (EBP) refers to approaches to prevention, treatment, or recovery that are validated by documented research evidence.

Applicants are encouraged to visit the SAMHSA Evidence-Based Practice Resource Center (www.samhsa.gov/ebp-resource-center) and SAMHSA’s National Network to Eliminate Disparities in behavioral health (NNED) (https://nned.net/) to identify evidence-informed and culturally appropriate mental illness and substance use prevention and treatment practices that can be implemented in your project.

5 For purposes of this NOFO efforts do not include activities designed to influence the enactment of legislation, appropriations, regulations, administrative actions, or Executive Orders (“legislation and other orders”) proposed or pending before the Congress or any State government, State legislature or local legislature or legislative body, and recipients may not use federal funds for such activities. This restriction extends to both grassroots lobbying efforts and direct lobbying. However, for state, local, and other governmental recipients, certain activities falling within the normal and recognized executive-legislative relationships or participation by an agency or officer of a state, local, or tribal government in policymaking
and administrative processes within the executive branch of that government are not considered impermissible lobbying activities and may be supported by federal funds.

12 Both researchers and practitioners recognize that EBPs are essential to improving the effectiveness of treatment and prevention services. While SAMHSA realizes that EBPs have not been developed for all populations and/or service settings, application reviewers will closely examine proposed interventions for evidence base and appropriateness for the population of focus. If an EBP(s) exists for the population(s) of focus and types of problems or disorders being addressed, the expectation is that EBP(s) will be utilized. If one does not exist but there are evidence-informed and/or culturally promising practices that are appropriate or can be adapted, these interventions may be implemented in the delivery of services.

In your Project Narrative, in response to Section C of Section V of this NOFO, you will need to identify the evidence-based practice(s) and/or interventions that are evidence- informed and/or culturally promising that are appropriate or can be adapted to meet the needs of your specific population(s) of focus. You must discuss the population(s) for which the practice(s) has (have) been shown to be effective and document that it is (they are) appropriate for your population(s) of focus. You must also address how these interventions will improve outcomes and address how you will monitor and ensure the fidelity of EBPs and other appropriate interventions. In situations where an EBP is appropriate but requires additional culturally-informed engagement practices, this should be discussed in the application.

6. DATA COLLECTION/PERFORMANCE MEASUREMENT AND PROJECT

PERFORMANCE ASSESSMENT
Data Collection/Performance Measurement

All SAMHSA recipients are required to collect and report certain data so that SAMHSA can meet its obligations under the Government Performance and Results (GPRA) Modernization Act of 2010. You must document your plan for data collection and reporting in your Project Narrative in response to Section E : Data Collection and
Performance Measurement in Section V of this NOFO.

Award recipients are required to submit data into SAMHSA’s Performance Accountability and Reporting System (SPARS). SPARS access and training and technical assistance will be provided upon award.

TIEH recipients are required to report performance on both National Client Level Outcomes and Infrastructure Development, Prevention, and Mental Health Promotion (IPP) Indicators.

National Client Level Outcomes data will be gathered using a uniform data collection tool provided by SAMHSA. An example of the required data collection tool can be found at
https://spars.samhsa.gov/sites/default/files/2022-
09/CMHSNOMSToolEnglish.pdf. These data must be collected at baseline (i.e., the

13 client’s entry into the project), six months post baseline, and discharge. Data will be collected on:
• Behavioral Health Diagnosis(es)
• Demographic data
• Functioning in everyday life
• Stability in Housing
• Education and Employment
• Criminal and Criminal Justice Status
• Perception of Care
• Social Connectedness
You will also be expected to collect and report on the following IPP data quarterly through SPARS, tool available at https://spars.samhsa.gov/sites/default/files/2022- 09/IPP%20Results%20Form.pdf):
• The number of individuals screened for mental health or related interventions • The number and percentage of individuals receiving mental health or related services after referral.
• The number of communities that enhance health information sharing for provision of services between agencies and programs.
• The number of organizations collaborating/coordinating/sharing resources with other organizations as a result of the grant.

The collection of these data enables SAMHSA to report on key outcome measures relating to the program. In addition to these outcomes, performance measures collected by recipients will be used to demonstrate how SAMHSA’s programs are reducing disparities in behavioral health access, retention, service use, and outcomes nationwide.

Performance data will be reported to the public as part of SAMHSA’s Congressional Budget Justification.

A program evaluation may be required at the start of Year 5 to build the evidence base for this program. Recipients are required to participate fully in all aspects of the evaluation. This may include collection of additional client-level data and participation of sub-recipients. Details on the evaluation, including type of evaluation and research questions, will be provided at a later date.

Project Performance Assessment

In addition, recipients are required to report on their progress addressing the goals and objectives identified in your Project Narrative. Recipients must periodically review the

14 performance data they report to SAMHSA (as required above), assess their progress, and use this information to improve the management of their project. The project performance assessment should be designed to help you determine whether you are achieving the goals, objectives, and outcomes you intend to achieve and whether adjustments need to be made to your project.

Award recipients are also expected to collect and report on the following data in the annual project performance report:
• Services level data on the number of people reached or served for each of the program activities and information on the referrals made and housing placement disaggregated by race and ethnicity, and sexual gender minority status where possible (if appropriate);
• Systems level data on strategies, collaborations, training, and organizational changes made to implement the program activities, including linkages with local homeless Coordinated Entry systems for individuals and families served.

Performance assessments should be used to determine whether your project is having/will have the intended impact on behavioral health disparities. Recipients should also review the behavioral health Disparities Impact Statement (DIS) submitted within the first two months of the award. See Section VI.3
for information on required progress
reports.

Note: See Appendix E and Appendix F of this NOFO for more information on responding to this section.

7. OTHER EXPECTATIONS
SAMHSA Values That Promote Positive Behavioral Health

SAMHSA expects recipients to use funds to implement high quality programs, practices, and policies that are recovery-oriented, trauma-informed, and equity-based as a means of improving behavioral health.
6 Recovery is a process of change through which individuals improve their health and wellness, live a self-directed life, and strive to reach their full potential. Recovery- oriented recipients promote partnerships with people in recovery from mental and substance use disorders and their family members to guide the behavioral health system and promote individual, program, and system-level approaches that foster:

Health—managing one’s illnesses or symptoms and making informed healthy choices that support physical and emotional wellbeing; Home—a stable and safe place to live;

6 “Behavioral health” means the promotion of mental health, resilience and wellbeing; the treatment of mental and substance use disorders; and the support of those who experience and/or are in recovery from these conditions, along with their families and communities.

15 Purpose—meaningful daily activities such as a job or school; and Community— supportive relationships with families, friends and peers. Recovery-oriented systems of care embrace recovery as: emerging from hope; person-driven; occurring via many pathways; holistic; supported by peers and allies; culturally-based and informed; supported through relationship and social networks; involving individual, family, and community strengths and responsibility; supported by addressing trauma; and based on respect.

Trauma-informed Approaches
recognize and intentionally respond to the lasting
adverse effects of experiencing traumatic events. SAMHSA defines a trauma-informed approach through six key principles:
• Safety: participants and staff feel physically and psychologically safe; • Peer support: peer support and mutual self-help are key as vehicles for establishing safety and hope, building trust, enhancing collaboration, and utilizing their lived experience to promote recovery and healing; • Trustworthiness and Transparency: Organizational decisions are conducted to build and maintain trust with participants and staff;
• C ollaboration and Mutuality: importance is placed on partnering and leveling power differences between staff and service participants; • Cultural, Historical, & Gender Issues: culture and gender-responsive services are offered while moving beyond stereotypes/biases;
• Empowerment, Voice, and Choice: organizations foster a belief in the primacy of the people who are served to heal and promote recovery from trauma.7 It is critical recipients promote the linkage to recovery and resilience for those individuals and families impacted by trauma.

Behavioral health equity
is the right to access high-quality and affordable health care services and supports for all populations regardless of the individual’s race, age, ethnicity, gender (including gender identity), disability, socioeconomic status, sexual orientation, or geographical location. By improving access to behavioral health care, promoting quality behavioral health programs and practice, and reducing persistent disparities in mental health and substance use services for underserved populations and communities, recipients can ensure that everyone has a fair and just opportunity to be as healthy as possible. In conjunction with promoting access to high quality services, behavioral health disparities can be further reduced by addressing social determinants of health, such as social exclusion, unemployment, adverse childhood experiences, and food and housing insecurity.

Language Access Provision. Per Title VI of the Civil Rights Act of 1964, recipients of Federal financial assistance must take reasonable steps to make their programs,

7 https://ncsacw.samhsa.gov/userfiles/files/SAMHSA_Trauma.pdf

16 services, and activities accessible to eligible persons with limited English Proficiency.

Recipients must administer their programs in compliance with federal civil rights laws that prohibit discrimination based on race, color, national origin, disability, age and, in some circumstances, religion, conscience, and sex (including gender identity, sexual orientation, and pregnancy). (See Appendix K
)
Behavioral Health Disparities

If your application is funded, you will be expected to develop a behavioral health Disparity Impact Statement (DIS) no later than 60 days after your award. (See
Appendix H –Addressing Behavioral Health Disparities). Progress and evaluation of DIS activities will be reported in annual progress reports (see Section VI.3 Reporting Requirements).

The DIS is a data-driven, quality improvement approach to advance equity for all, and to identify racial, ethnic, sexual and gender minority, and rural populations at the highest risk for experiencing behavioral health disparities as part of their projects. The purpose of the DIS is for recipients to identify and address health disparities 8 and to develop and
implement an action plan with a disparity reduction and quality improvement process to close the identified gap(s). The aim is to achieve targeted behavioral health equity9 for disparate populations and improve systems.

The behavioral health disparity impact statement is in alignment with the expectations related to Executive Order 13985 “Advancing Racial Equity and Support for Underserved Communities Through the Federal Government.”

Tribal Behavioral Health Agenda

SAMHSA, working with tribes, the Indian Health Service, and National Indian Health Board developed the first collaborative National Tribal Behavioral Health Agenda (TBHA). Tribal applicants are encouraged to briefly cite the applicable TBHA foundational element(s), priority(ies), and strategies that are addressed by their

8 Healthy People 2030 defines a health disparity as a “particular type of health difference that is closely linked with social, economic, and/or environmental disadvantage. Health disparities adversely affect groups of people who have systematically experienced greater obstacles to health based on their racial or ethnic group; religion; socioeconomic status; gender; age; disability; mental health; cognitive, sensory, or physical disability; sexual orientation or gender identity; geographic location; or other characteristics historically linked to discrimination or exclusion.” 9 Behavioral health equity the right to access high quality and affordable health care services and supports for all populations regardless of the individual’s race, age, ethnicity, gender (including gender identity), disability, socioeconomic status, sexual orientation, or geographical location. Advancing behavioral health equity involves ensuring that everyone has a fair and just opportunity to be as healthy as possible. In conjunction with quality services, this involves addressing social determinants of health, such as employment and housing stability, insurance status, proximity to services, and culturally responsive care – all of which have an impact on behavioral health outcomes.

17 application. The TBHA can be accessed at
http://nihb.org/docs/12052016/FINAL%20TBHA%2012-4-16.pdf.

Tobacco and Nicotine-Free Policy

SAMHSA strongly encourages all recipients to adopt a tobacco/nicotine inhalation (vaping) product-free facility/grounds policy and to promote abstinence from all tobacco products (except in regard to accepted tribal traditions and practices).

Reimbursements for the Provision of Services

Recipients must utilize third-party reimbursements and other revenue realized from the provision of services to the extent possible and use SAMHSA funds only for services to individuals who are not covered by public or commercial health insurance programs, individuals for whom coverage has been formally determined to be unaffordable, or for services that are not sufficiently covered by an individual’s health insurance plan.

Recipients are responsible for determining affordability and insurance coverage and must have policies and procedures in place to address these areas. Recipients are also expected to facilitate the health insurance application and enrollment process for eligible uninsured clients. Recipients should also consider other systems from which a potential service recipient may be eligible for services (for example, the Veterans Health Administration or senior services), if appropriate for and desired by that individual to meet his/her needs. In addition, recipients are required to implement policies and procedures that ensure other sources of funding are utilized first when available for that individual.

Behavioral Health for Military Service Members and Veterans

SAMHSA encourages all recipients to address the behavioral health needs of active- duty military service members, returning veterans, and military families in designing and developing their programs and to consider prioritizing this population for services, where appropriate.

Behavioral Health for Lesbian, Gay, Bisexual, Transgender, Queer/Questioning, and Intersex (LGBTQI+) Individuals
In line with the Executive Order on Advancing Equality for Lesbian, Gay, Bisexual, Transgender, Queer, and Intersex Individuals and the behavioral health disparities that the LGBTQI+ population face, SAMHSA encourages all recipients to address the behavioral health needs of the LGBTQI+ population in designing and developing their programs and to consider prioritizing this population for services, where appropriate.

8. RECIPIENT MEETINGS
Recipient meetings will be held virtually, and recipients are expected to fully participate in these meetings. If SAMHSA elects to hold an in-person meeting, budget revisions

18 may be permitted. At these meetings, recipients will present the results of their projects and federal staff will provide technical assistance.

II. FEDERAL AWARD INFORMATION

1. GENERAL INFORMATION

Funding Mechanism: Grant Award

Estimated Total Available Funding: $15,842,993

Estimated Number of Awards: 21

Estimated Award Amount: Up to $1 million per year per award for States and Territories
Up to $500 thousand per year per award for
political sub-divisions of states; Indian tribes or
tribal organizations; health facilities operated
by or in accordance with a contract or grant
with the Indian Health Service; or public or
private non-profit entities.

Length of Project Period: Up to five (5) years

Anticipated Start Date September 30, 2023

Proposed budgets cannot exceed $1,000,000 for States and Territories or $500,000 for all other applicants in total costs (direct and indirect) in any year of the proposed project. Annual continuation awards will depend on the availability of funds, recipient progress in meeting project goals and objectives, timely submission of required data and reports, and compliance with all terms and conditions of award.

III. ELIGIBILITY INFORMATION

1. ELIGIBLE APPLICANTS
Eligible applicants are States and Territories, including the District of Columbia, political subdivisions of States, Indian tribes, or tribal organizations (as such terms are defined in section 5304 of title 25), health facilities, or programs operated by or in accordance with a contract or award with the Indian Health Service, or other public or private non-profit entities.

19 • SAMHSA seeks to expand its existing homelessness portfolio - the following applicants will not be eligible to receive funding through this award process:
o TI-17-009: Grants for the Benefit for Homelessness Initiative (GBHI) – funded in FY 2019
o TI-20-001 (GBHI) – funded in FY 2020 or FY 2022
o SM-18-014 (TIEH) – funded in FY 2019 with a start date of September 30, 2019, OR those funded in FY 2020 with a start date of January 15, 2020. (Please note: SM-18-004 TIEH recipients that received funding with start dates of September 30, 2018, OR November 30, 2018, are eligible to apply to this NOFO.)
• Applicants are eligible to apply for both TI-23-005 (GBHI) and SM-23-006 (TIEH).

Applicants applying for both programs will only be awarded funding under one program if both applications are in the fundable range.

All non-profit entities must submit documentation of their non-profit status in Attachment 8 of your application.

It is recommended that you review the information on eligibility in Appendix C of this
NOFO.

2. COST SHARING AND MATCHING REQUIREMENTS

Cost sharing/match is not required in this program.

3. OTHER REQUIREMENTS
• The Project Narrative must not exceed 10 pages. If the Project Narrative is over 10 pages, the application will not be considered for review.

• Evidence of Experience and Credentials
SAMHSA believes that only existing, experienced, and appropriately credentialed organizations with demonstrated infrastructure and expertise will be able to provide the required services quickly and effectively. Applicants are encouraged to include appropriately credentialed organizations that provide services to underserved, diverse populations. All Required Activities must be provided by applicants directly, by subrecipients, or through referrals to applicant partner agencies. Applicants must submit evidence under Attachment 1 of their application meeting three additional requirements related to the provision of services.

The three requirements are:

20 o A provider organization for direct client mental health services appropriate to the award must be involved in the proposed project. The provider may be the applicant or another organization committed to the project. More than one provider organization may be involved.
o Each mental health/substance use disorder treatment provider organization must have at least two years of experience (as of the due date of the application) providing relevant services (official documents must establish that the organization has provided relevant services for the last two years). o Each mental health/substance use disorder treatment provider organization must comply with all applicable local (city, county) and state licensing, accreditation, and certification requirements, as of the due date of the application.

The above requirements apply to all service provider organizations. A license from an individual clinician will not be accepted instead of a provider organization’s license. Eligible tribes and tribal organization mental health/substance use disorder treatment providers must comply with all applicable tribal licensing, accreditation, and certification requirements, as of the due date of the application. In Attachment 1, you must include a statement certifying that the service provider organizations meet these requirements.

Following application review, if your application’s score is within the fundable range, the Government Project Officer (GPO) may contact you to request that additional documentation be sent by email or uploaded through eRA Commons, or to verify that the documentation you submitted is complete. If the GPO does not receive this documentation within the time specified, your application will not be considered for an award.

IV. APPLICATION AND SUBMISSION INFORMATION

1. ADDRESS TO REQUEST APPLICATION PACKAGE

The application forms package specific to this funding opportunity can be accessed through Grants.gov Workspace or eRA ASSIST
. Due to difficulties with internet access,
SAMHSA understands that applicants may need to request paper copies of materials, including forms and required documents. See
Appendix A for more information on
obtaining an application package.

2. CONTENT AND FORM OF APPLICATION SUBMISSION
REQUIRED APPLICATION COMPONENTS: