Montebello City Council
August 23, 2023

October 2, 2022

City of Montebello
Mr. James Enriquez, P.E.

Director / City Engineering
1600 W. Beverly Blvd.

Montebello, CA 90640

RE: Amendment #11 – Landscape Design - Revisions

Dear Mr. Enriquez,

Attached is Additional Work Proposal for Landscape Design revisions. The services and fee includes:

(a) Update Construction Documents (bid set), planting, irrigation and details, , for Via San Clemente and the golf club house due to the revised area of landscape and the design intent provided by Maverick Hospitality.
(b) Design Development for Top Golf Way, both sides of the road way, incorporating the design intent provided by Maverick Hospitality. Presentation to Top Golf for approval.
(c) Construction Documents, planting, irrigation and details, for Top Golf Way, both sides of the road way, incorporating the design intent provided by Maverick Hospitality.

This is for additional design and coordination services outside of the existing SportFive Agreement with the City of Montebello.

The attached proposal is from Cummings Curley and Associates. Total additional fee is $7,550. Detailed information and a summary of projected hours and hourly rates is included. In addition to the $7,550 fee, SportFive will add an additional five (5%) percent for coordination and management.

Total Fee for Amendment #11, Landscape Design Revisions - $7,927.50.

If you have any questions, or require further information, please feel free to contact me any time.

Sincerely,

Michael Angus / SportFive

Proposal Summary
Date
2/28/2020
Proposal No.
10188
Design Services Proposed To

SPORTFIVE
C/O
17662 Irvine Boulevard Suite 4
Tustin, California 92780
Cummings Curley and Associates, Inc.
1700 Pacific Coast Highway, Suite C
Seal Beach, California 90740
Client Project No.

PO 126
Project
Montebello Campus 2020
Phone 562.424.8182 Fax 562.424.8181
Total
Landscape Architects
Description Total
Site Data Collection 1,500.00
Landscape Schematic Design Plans 4,025.00
Schematic Design meeting for coordination and review. (1) 960.00 Design Development 3,500.00
Design Development meeting for coordination and review. (1) 960.00 Construction Documents 5,175.00
Construction Documents meetings for coordination and review. (3) 2,880.00 Construction Administration Phase 1,900.00
Construction Administration Phase Meetings on site (6) 2,970.00 AD2 Increase in scope to design and detail the temporary Event Lawn and transitions

03.01.22 ($5,000.00)
Design Development 2,000.00
Construction Documents 3,000.00
AD3 Value Engineering 06.20.22 4,110.00
AD4 09.27.22 0.00
Update Construction Documents (bid set), planting, irrigation and details, , for Via San Clemete and the golf club house due to the revised area of landscape and the design intent provided by Maverick Hospitality.
2,775.00
Design Development for Top Golf Way, both sides of the road way, incorporating the design intent provided by Maverick Hospitality. Presentation to Top Golf for approval.
2,000.00
Construction Documents, planting, irrigation and details, for Top Golf Way, both sides of the road way, incorporating the design intent provided by Maverick Hospitality.
2,775.00
This is a summary of fees outlined in the above referenced proposal submitted by Cummings Curley and Associates. For complete scope of services and terms and conditions proposed, refer to the referenced document.
$40,530.00

November 16, 2022

City of Montebello
Mr. James Enriquez, P.E.

Director / City Engineering
1600 W. Beverly Blvd.

Montebello, CA 90640

RE: Amendment #12 – Construction Staking for Civil Contractor Phase One

Dear Mr. Enriquez,

Attached is Additional Work Proposal for Construction Staking for the Civil Contractor Phase One. The services and fee include On-Site and Off-Site Construction Staking performed by DRC Engineering.

This is for additional services outside of the existing SportFive Agreement with the City of Montebello.

The attached proposal is from DRC Engineering. Total additional fee is $67,500. Detailed information and a summary of projected hours and hourly rates is included. In addition to the $67,500 fee, SportFive will add an additional five (5%) percent for coordination and management.

Total Fee for Amendment #12, Construction Staking for Civil Contractor Phase One - $70,875.

If you have any questions, or require further information, please feel free to contact me any time.

Sincerely,

Michael Angus / SportFive

November 7, 2022 Proposal No. 22-833S
Mike Angus
Sport Five
488 Madison Avenue, 16th Floor
New York, NY 10022
480-483-9500
Via email: [email protected]

RE: Proposal for Construction Staking
Montebello Golf Course - Montebello, CA

Dear Mr. Angus,
Enclosed is DRC Engineering’s proposal for Construction Staking to be completed at the Montebello Golf Course project located at 901 Via San Clemente in the City of Montebello, CA. We appreciate the opportunity to propose on this Project and look forward to a continued association with you and Sport Five.

Please contact me should you have any questions.

Sincerely,

R. Micah King
Survey Manager
Attachment

Scope of Services and Fees:November 7, 2022
Job No. 22-833

Project: Montebello Golf Course - Montebello, CA

1.0 INTRODUCTION
This Scope of Services for Construction Staking will facilitate the development of Montebello Golf Course project located in Montebello, CA. The following is an outline of the anticipated tasks that will be detailed in Section 2.0:

On-Site
Recover and Perpetuate Control
Demolition Limit Stakes
Fine Grade Stakes
Building Pad Stakes
Building Pad Certifications
Building Structure Control Stakes
Building Form Certification
Catch Basins and Local Depressions
Storm Drain System Stakes
Sewer System Stakes
Water System Stakes
Curb and Gutter Stakes
Hardscape Stakes
Trash Enclosure Stakes
Restake / Certification Allowance
Calculations/Cutsheets
Off-Site
Storm Drain System Stakes
Catch Basins and Local Depressions
Sewer System Stakes
Water System Stakes

2.0 SCOPE OF SERVICES
On-Site
Recover and Perpetuate Control
Establish horizontal and vertical staking control based on the existing Site conditions, approved construction plans and the Record Maps for the site. Maintain adequate site control throughout the duration of the project.

Demolition Limits Stakes
Provide control stakes indicating the limits of the removals for improvements shown on the approved plan to be removed prior to start of construction.

Scope of Services and Fees:September 22, 2022
Job No. 22-820

Project: Montebello Golf Course - Montebello, CA
Fine Grade Stakes
Perimeter Curbs: Rough grade stakes will also be set for the on-site perimeter curbs at 50’ intervals and at BC’s & EC’s.

Building Pad Stakes
Building Pad: Provide Rough Grade Stakes at 10’ x 10’ offsets to the building envelope and at an offset to grid lines @ 100-foot maximum intervals for the building pad.

Building Pad Certification
Certify pad locations and elevations per the approved Precise Grading Plan and the approved structural section. If a pad is not within tolerance requirements, additional pad certifications will require Additional Work Authorizations.

Building Structure Control Stakes
Provide Building Structure Control stakes at an offset to the building corners or at an offset to gridlines as mutually agreed upon with the Contractor prior to staking. Provide grades to finish floor on the stakes or at two separate locations agreed upon with the contractor. This item is limited to the foundation only.

Building Form Certification
Certify building form locations and elevations per the approved Precise Grading Plan and the approved Foundation Plan. If the forms are not within tolerance requirements, additional form certifications will require Additional Work Authorizations.

Catch Basins and Local Depressions
Provide not more than Four (4) stakes each to be set in one (1) operation per catch basin. This includes simultaneous staking of adjacent local depressions if required.

Storm Drain System Stakes
Main Line: Provide stakes at primary points of control, angle points, grade breaks, centerline of manholes and structures, and at not less than twenty-five-foot (25’) intervals along the main line.

Infiltration System: Provide control stakes at agreed-upon offsets to the centerline of the bio swales and bio retention areas including angle points, storm chamber corners, toes of slopes and all related structures including dry wells.

Sewer System Stakes
Main Line: Provide stakes at primary points of control, centerline of manholes, and at not less than twenty- five-foot (25’) intervals along the main line.

Laterals: Provide stakes at primary points of control, centerline of cleanouts and grease interceptor manholes and at not less than twenty-five-foot (25’) intervals along the lateral.

Water System Stakes
Provide stakes at primary points of control, angle points, main line intersections, and at not less than fifty-foot (50’) intervals along the main line. Grades will be given referencing flowline of the pipe for profiled lines and finish surface over the pipe for non-profiled lines.

Fire Hydrants and Post Indicator Valves: Provide two (2) stakes referenced to top of curb at each fire Hydrant and PIV location with cuts or fills referenced to the top of curb.

Scope of Services and Fees:September 22, 2022
Job No. 22-820

Project: Montebello Golf Course - Montebello, CA
Curb and Gutter Stakes
Provide stakes at primary points of control, BC’s, EC’s, angle points, grade breaks, and at not less than twenty-five-foot (25’) intervals along curb face for curbs and along the center of v-gutters shown on the approved improvement plans. Redwood headers will also be staked under this task.

Hardscape Stakes
Provide stakes at primary points of control, BC’s, EC’s, angle points, grade breaks, and at not less than twenty-five-foot (25’) intervals along hardscape edges for the hardscape shown on the approved improvement plans that cannot be controlled by an adjacent feature. This task also includes the staking of the freestanding site signage with grades referencing finish grade or surface as shown on the precise grading plan.

Trash Enclosure Stakes
Provide stakes for the Trash Enclosure Walls. The stakes will be set at the beginning, steps, angle points and ends of the walls. Grades will be given referencing top of footing, top of wall or finish grade as indicated on the approved Precise Grading Plan.

Restaking / Certification Allowance
Provide stakes to replace damaged or destroyed stakes that were previously placed. Also provide Line and grade verification for various site improvement like but not limited to placement of underground wet utilities, rough grade verification, sub grade verification, base grade verification, back cuts that could not be anticipated during the preconstruction process. For this task, an estimated Budget Allowance of 40 hours is being set. Additional hours, if necessary, will be invoiced as “Additional Services” per the attached Schedule of Hourly Billing Rates. No staking within or beyond this task will be performed without authorized written approval from the Client and will be invoiced on a time and material fee based on our current hourly rate schedule included hereon not to exceed the budget amount of $11,600 without written authorization from the client. Detailed descriptions of tasks, hours and date work is performed will be included each month this task is utilized.

Calculations/Cutsheets
Calculate site for construction staking based on approved and signed improvement plans. Provide client with a copy of the cutsheets daily.

Off-Site
Storm Drain System Stakes
Main Line: Provide stakes at primary points of control, angle points, grade breaks, centerline of manholes and structures, and at not less than twenty-five-foot (25’) intervals along the main line.

Catch Basins and Local Depressions
Provide not more than Four (4) stakes each to be set in one (1) operation per catch basin. This includes simultaneous staking of adjacent local depressions if required.

Sewer System Stakes
Main Line: Provide stakes at primary points of control, centerline of manholes, and at not less than twenty- five-foot (25’) intervals along the main line.

Laterals: Provide stakes at primary points of control, centerline of cleanouts and grease interceptor manholes and at not less than twenty-five-foot (25’) intervals along the lateral.

Scope of Services and Fees:September 22, 2022
Job No. 22-820

Project: Montebello Golf Course - Montebello, CA
Water System Stakes
Provide stakes at primary points of control, angle points, main line intersections, and at not less than fifty-foot (50’) intervals along the main line. Grades will be given referencing flowline of the pipe for profiled lines and finish surface over the pipe for non-profiled lines.

Fire Hydrants and Post Indicator Valves: Provide two (2) stakes referenced to top of curb at each fire Hydrant and PIV location with cuts or fills referenced to the top of curb.

Scope of Services and Fees:September 22, 2022
Job No. 22-820

Project: Montebello Golf Course - Montebello, CA

3.0 FEE SCHEDULE
The Scope of Services outlined in Section 1.0 will be completed for a fixed fee as indicated below. Although the scope items are interrelated and assigned a fixed fee, each task has been listed below with its corresponding budget amount. Services performed will be subject to a 50% increase in the base rate if the hours exceed eight (8) in a day or for work on a Saturday, Sunday or Holiday. Services will include round- trip drive time to and from DRC’s Anaheim Hills Office. Additional Services will not be performed until authorized in writing by Client.

A total of Twenty Five (25) move-ins have been allocated to complete the Scope of Services detailed in Section 2.0. The move-ins must be adhered to for the work to be completed within the Fixed Fee shown below. Additional move-ins will be billed as additional work.

Task Fixed Fee On-Site
Recover and Perpetuate Control $1,700
Demolition Limit Stakes $600
Fine Grade Stakes $1,500
Building Pad Stakes $1,700
Building Pad Certifications $2,000
Building Structure Control Stakes $2,600
Building Form Certification $2,300
Catch Basin and Local Depression Stakes $1,700
Storm Drain System Stakes $5,800
Sewer System Stakes $1,200
Water System Stakes $1,000
Curb and Gutter Stakes $10,400
Hardscape Stakes $3,500
Trash Enclosure Stakes $700
Restake / Certification Allowance $11,600
Calculations/Cutsheets $900
Sub Total $49,200
Off-Site
Storm Drain System Stakes $7,100
Catch Basin and Local Depression Stakes $1,000
Sewer System Stakes $4,600
Water System Stakes $3,800
Sub Total $16,500
Grand Total $65,700

Scope of Services and Fees:September 22, 2022
Job No. 22-820

Project: Montebello Golf Course - Montebello, CA

4.0 SCHEDULE OF HOURLY BILLING RATES
Principal .....................................................................................$190.00/Hour Project Manager ........................................................................$180.00/Hour Project Engineer / Surveyor.......................................................$170.00/Hour Design Engineer ........................................................................$160.00/Hour CADD Drafter.............................................................................$145.00/Hour Engineering Aide / Administration .............................................$125.00/Hour 2-Man Survey Crew (Prevailing Wage).....................................$290.00/Hour

5.0 CONTRACT PROVISIONS
1: It is DRC Engineering Inc.’s (DRC) policy to meet all schedule requirements while maintaining a competent and professional level of service. In return, it is expected that all invoices will be paid in a timely manner. It is agreed and understood that all invoices will be considered delinquent sixty (60) days after invoice date.
2: Client shall pay the cost, plus 10%, for any applicable application and governmental fees, title company charges, well monuments, outside vendor reproduction costs, in-house reproduction cost, and delivery or messenger services incurred on Client’s behalf. If requested, we will provide a computer printout, which details these costs. We do not typically provide any additional back up for these generally nominal expenses as part of our fee.
3: Miscellaneous fees shall be billed monthly as they are incurred. Invoices shall be considered due and payable upon presentation.
4: In the event this Agreement is breached, terminated, or canceled, or if Additional Services are required, then Client shall pay DRC per the foregoing hourly rates for work completed. 5: The above Schedule of Hourly Billing Rates is for straight time only. In the case of overtime, the rate charged will be 1-1/2 times the hourly rates shown.
6: The fee stated herein does not include any sales or use tax. In the event that a sales and/or use tax is imposed by local, state, or federal authority, upon the services rendered hereunder, such sales and/or use tax shall be in addition to said fee herein, and shall be the full responsibility of the Client. 7: This proposal may be considered as effective for six (6) months from the date of this letter. If the project is not completed within one (1) year after the scheduled start date (due to no fault of DRC), additional reimbursement may be required. If required, such additional reimbursement would be subject to negotiation and mutual agreement between both parties.
8: The Client agrees to limit DRC’s liability to the Client and to all contractors and subcontractors on the project, to damages based on proven professional negligent acts, errors or omissions on the part of DRC only.

We are prepared to begin work on this project upon receipt of authorization.

Accepted by: _________________________Title: ____________________ Client: Sport Five Date: ____________________

December 20, 2022

City of Montebello
Mr. James Enriquez, P.E.

Director / City Engineering
1600 W. Beverly Blvd.

Montebello, CA 90640

RE: Amendment #13 – Construction Staking Outside of Scope

Dear Mr. Enriquez,

Attached is Additional Work Proposal for Construction Staking for the Civil Contractor Phase One that is outside of the original scope of. The services and fee include On-Site and Off-Site Construction Staking performed by DRC Engineering.

This is for additional services outside of the existing SportFive Agreement with the City of Montebello.

The attached proposal is from DRC Engineering. Total additional fee is $15,225. Detailed information and a summary of projected hours and hourly rates is included. In addition, we anticipate an allowance/cost of $8,700 for future final rough grade verification for the golf course area.

In addition to the $23,925 fee, SportFive will add an additional five (5%) percent for coordination and management.

Total Fee for Amendment #13, Construction Staking Outside of Scope - $25,121.25.

If you have any questions, or require further information, please feel free to contact me any time.

Sincerely,

Michael Angus / SportFive

Mike Angus
Sport Five DRC Job No. 21-167S
488 Madison Ave. 16th Floor, New York, NY 10022
Email: [email protected]
Re: Municipal Golf Course Renovation
Contract No. -
Additional Work Authorization (AWA) Request 1 / Oct 1 - Nov 30, 2022 Services The following is a breakdown of additional services for your approval.

AWA No. 001
Item No. Date Task Hrs Chgs

1. 10/27/22 STAKE GRADING LIMITS 8 $2,320.00

2. 10/28/22 STAKE OUT LAKE LIMIT AND TOPO PER SKETCH 3 .5 $1,015.00

3. 11/15/22 STAKE ROUGH GRADE CONTOURS 5.5 $1,595.00

4. 11/16/22 STAKE ROUGH GRADE CURB 6 $1,740.00

5. 11/16/22 STAKE ROUGH GRADE CONTOURS 4 $1,160.00

6. 11/17/22 STAKE LIMITS ON SOUTH SIDE OF GOLF COURSE 9.5 $2,755.00

7. 11/18/22 STAKE ROUGH GRADE LIMITS ON SOUTH SIDE OF

GOLF COURSE

2.5 $725.00

8. 11/21/22 STAKE LIMITS ON SOUTH SIDE OF GOLF COURSE 9 $2,610.00

9. 11/29/22 SHOWED UP TO STAKE OUT STORM DRAIN LINES

AND RICO DID NOT WANT US TO SET ANY MORE SD

STAKES BUT TO SET DAYLIGHT STAKES
3 $870.00

10. 11/29/22 REVIEW LIMIT STAKES. DIDN'T SEE ANY MISS ING STAKES, PER OUR STAKE OUT PLAN.

1.5 $435.00
Grand Total 52.5 $15,225.00
December 20, 2022
Dear Mike :

From: Jay Brander
To: chizukahaggerty aimcsworld.com; Michael McAlpine
Cc: ANGUS, Michael; Enriquez, James; [email protected]; Amy Johnson; Micah King Subject: RE: Montebello Golf Course Renovation Project - Draft Weekly Meeting 004 Minutes 12/6/22 Date: Friday, December 9, 2022 3:35:45 PM
[EXTERNAL]
Team,
Two items I didn’t see in the minutes:

Item #1 switchgear- I confirmed with Amy, once a switchgear vendor is selected that gear will need to be reviewed by SCE prior to ordering. It is part of the DRC Dry Utility scope of work to facilitate the review of the vendor supplied shop drawing with the appropriate SCE planner.

Item #2 Golf hole turnover- We spent a chunk of time discussing confirmation of grading prior to turnover of a golf hole area from LA Engineering to American Landscape. I suggested we could run a GPS grid over the mass graded area picking up highs/lows in order to compare to the expected grades (per rough grading plan.) DRC’s current survey contract was based on certifications of Civil drawings. If DRC is to do a post Mass grading certification on the golf areas, this would be out-of-scope effort. Assuming single certification for each golf area I estimate that to be about 30 hours ($8700) effort for the survey crew, depending on how exactly the holes are to be certified it may be less time. We can go on T&M or we can set-up a change order.

Jay Brander, P.E. | Project Manager
DRC Engineering, Inc.
www.drc-eng.com | LinkedIn
an employee owned company

t: 714.685.6860 x 376 | [email protected]
160 South Old Springs Road Suite 210, Anaheim Hills, CA 92808

From: chizukahaggerty aimcsworld.com <[email protected]> Sent: Friday, December 9, 2022 12:38 PM
To: [email protected]; [email protected]; Enriquez, James <[email protected]>; Chenelia, Samantha <[email protected]>; ANGUS, Michael <[email protected]>; Rick Smith <[email protected]>; Jay Brander <[email protected]>; Soila Proctor <[email protected]>; Amy Johnson <ajohnson@drc- eng.com>; Logan Frick <[email protected]>; [email protected]; Joe Goodrich <[email protected]>; Tony Marino <[email protected]>; Patrick Gertner <[email protected]>; [email protected]; George Elkin <[email protected]>; David Stout <[email protected]>; Mark Campbell <[email protected]>; Jeff Green <[email protected]>; Alejandro Gonzalez <[email protected]>; Aaron O'Brien <[email protected]>; Michael Nossett <[email protected]>; Alberto Rico <[email protected]>; Natalie Peters <[email protected]>; Gary

Peterson <[email protected]>; Tim Dugan <[email protected]>; Alex Garcia <[email protected]>; Jorge Salazar <[email protected]>; Noe Herrera <[email protected]>; Laura Martinez <[email protected]>; [email protected] Cc: mestrada aimcsworld.com <[email protected]>; Michael McAlpine <[email protected]>; gperez aimcsworld.com <[email protected]>; Michael Torres <[email protected]>; Matthew Perez <[email protected]>; [email protected]; sburkett aimcsworld.com <[email protected]> Subject: Montebello Golf Course Renovation Project - Draft Weekly Meeting 004 Minutes 12/6/22

Good afternoon all,

Attached, please find the draft meeting minutes for the weekly construction meeting held on 12/6/22.

Please let me know if you have any updates, questions, or concerns.

Thank you so much,
Chizuka Haggerty
818-731-1808

December 22, 2022

City of Montebello
Mr. James Enriquez, P.E.

Director / City Engineering
1600 W. Beverly Blvd.

Montebello, CA 90640

RE: Amendment #14 – Temporary Golf Clubhouse Option Coordination

Dear Mr. Enriquez,

This is an Additional Work Proposal for our design team to assist with conceptual planning and coordination for a potential temporary Golf Clubhouse. This is outside of the original scope. The services and fee include conceptual design time, memo/correspondence, assist City and prepare/provide James for for City Council presentation, coordination/consulting with engineers and discuss cost estimate with George Elkin, performed by DFA Architects.

This is for additional services outside of the existing SportFive Agreement with the City of Montebello.

Total additional fee will be billed as time and materials, not to exceed $8,500, unless approved.

In addition to the $8,500 fee, SportFive will add an additional five (5%) percent for coordination and management.

Total Fee for Amendment #14, Temporary Golf Clubhouse Option Coordination - $8,925.

If you have any questions, or require further information, please feel free to contact me any time.

Sincerely,

Michael Angus / SportFive

February 28, 2023
City of Montebello
Mr. James Enriquez, P.E.

Director / City Engineering
1600 W. Beverly Blvd.

Montebello, CA 90640
RE: Amendment #15 - G eotech Services Requested for Field Conditions Dear Mr. Enriquez,
Attached is Additional Work Proposal for geotechnical services for reviewing and advising current field conditions.

This is for additional design and coordination services outside of the existing SportFive Agreement with the City of Montebello.

The fees listed below (attached proposals) are from our design team:

Leighton Consulting, Inc. $2, 905.23
Total additional fee is $2,905.23. Detailed information and a summary of projected hours and hourly rates is included. In addition to the $2,905.23 fee, SportFive will add an additional five (5%) percent for coordination and management.

Total Fee for Amendment #15, Geotech Services Requested for Field Conditions - $3,050.49.

If you have any questions, or require further information, please feel free to contact me any time.

Sincerely,
Michael Angus / SportFive

Payment is due upon receipt. After 30 days a late charge of 1 ½% per month (18% APR) will be added.

C81843M
SportFive
7077 E. Marilyn Road, Suite 140
Scottsdale, AZ 85254
Professional Services $ 2,782.00
Other Direct Charges $ 123.23
AMOUNT DUE $ 2,905.23

INVOICE
Invoice Date: February 28, 2023
Invoice Number: 55421
REMIT TO: For questions concerning this invoice or EFT
information:

Leighton Consulting, Inc. Please contact Leighton Consulting, Inc. at 2600 Michelson Drive, Suite 400
IRVINE, CA 92612 (949) 681-4240
[email protected]
Client Contract / PO
Client PM Michael Angus
Leighton Project No.: 13378.003
Project Manager: Djan Chandra
PM Email Address: [email protected]
Charges from: 2/1/2023
Charges through: 2/28/2023
Leighton Consulting, Inc.

A California Corp.: Federal ID No.: 73-1650031

SERVICES RENDERED
Site Reconnaissance and Geotechnical Recommendations
Subgrade Preparation for Storm Drain Lateral A-3
Pro Shop at Montebello Golf Course
901 Via San Clemente, Montebello, California
Authorized Amount:
$ 2,912.00
$ 0.00
$ 2,905.23
$ 6.77
Previously Invoiced:

Current Invoice:

Contract Remaining:

55421
Invoice No.:
2/28/2023
Invoice Date:

SportFive
Client:

Leighton Consulting, Inc.

Principal
$
290.00

1.00 $
290.00
Word Proc/Proj Admin
$

90.00 1.30
$
117.00
502 Project Administration

Principal
$
290.00

2.00 $
580.00
Sr. Staff Eng/Geo/Sci.
$
185.00

3.00 $
555.00
500 Office/Reports

Field/Laboratory Supervisor
$
165.00

4.00 $
660.00
408 Field Review/QA

Principal
$
290.00

2.00 $
580.00
300 Data Evaluation & Analysis

Professional Fees
Rate
Hours
Total
Vehicle Usage
$
20 4
$

80.00 Mileage - Project Direct
$
.655
66 $

43.23 $
123.23
Other Direct Charges

Total Charges for This Invoice
$
2,905.23

March 28, 2023

City of Montebello
Mr. James Enriquez, P.E.

Director / City Engineering
1600 W. Beverly Blvd.

Montebello, CA 90640

RE: Amendment #16 – Additional Engineering and Dry Utility Coordination Services for Street Lights

Dear Mr. Enriquez,

Attached is Additional Work Proposal for engineering services for the Montebello Golf Course Project.

The services and fee includes work associated with the requested street light design.

This is for additional design and coordination services outside of the existing SportFive Agreement with the City of Montebello.

The attached proposal is from DRC Engineering, Inc. Total additional fee is $7,750. Detailed information and a summary of projected hours and hourly rates is included. In addition to the $7.750 fee, SportFive will add an additional five (5%) percent for coordination and management.

Total Fee for Amendment #16, Engineering Services - $8,137.50.

If you have any questions, or require further information, please feel free to contact me any time.

Sincerely,

Michael Angus / SportFive

March 27, 2023
Job No. 21-167
Mike Angus
Sport Five
488 Madison Avenue, 16th Floor
New York, NY 10022
480-483-9500
RE: Additional Work Authorization AWA #4 Montebello Golf Course Dear Mike,
Please find enclosed Additional Work Authorization (AWA) #4 for Montebello Golf Course 901 Via San Clemente, Montebello, CA 90640. This work authorization is intended to cover additional work requested and necessary work that was not included as part of our proposal for the Montebello Golf Course project. We appreciate the opportunity to be involved with this project and look forward to its successful completion.

Please contact me should you have any questions.

Sincerely,
Jeptha Brander, PE
Project Manager
Attachment

Scope of Services and Fees:March 27, 2023
Job No. 21-167 AWA #4

Project: Montebello Golf Course

1.0 INTRODUCTION & SCOPE OF SERVICES
This Additional Work Authorization #4 (AWA) is for additional engineering and dry utility coordination services related to the Montebello Golf Course. The following Scope of Services outlines the identified additional tasks required for the successful completion of the project.

Sub-Consultant Coordination
Per City of Montebello staff request DRC has engaged a sub-consultant MEP to prepare a street light photometric plan and provide necessary design services for street light locations and layout.

DRC will prepare street CAD Base file for design use, oversee and coordinate with sub-consultant for additional design services related to installation of new LED street lighting along Via San Clemente.

Street Light Design
Proposal from JMPE Electrical Engineering (sub-consultant) is included and should be referenced for scope of work and fee breakdown. Task assumes new streetlights match current design LED light package for access road and can feed from public access road light meter pedestal.

Via San Clemente Dry Utility SCE Coordination
DRC Dry Utility department will prepare work order package for use by City of Montebello to get a SCE removal package for existing SCE street light system located along Via San Clemente.

Task assumes no change required to Clubhouse SCE utility design for meter pedestal or addition of new meter pedestal.

Clubhouse Rule 16 - Service Extension Coordination (Electric/Communication/Gas) DRC will prepare and submit to the utilities the required utility documents for utility provider utilities to properly design the new service extension and prepare the work order package. For each work order package, the utility will prepare contracts and invoices and DRC will review the contracts and invoices and process the packages to the client for execution and payment and then back to the utilities.

2.0 SCOPE of SERVICES EXCEPTIONS
No additional services will be performed on the project without prior written authorization from the client. For clarification, this scope of work does not include the following tasks:
Any task or services not specifically included under the Scope of Services Section above.

Scope of Services and Fees:March 27, 2023
Job No. 21-167 AWA #4

3.0 FEE SCHEDULE
The scope of services outlined in Section 1.0 will be completed for a fixed fee as indicated below. It is agreed and mutually understood that the tasks are interrelated and that the fee is divided into tasks solely to facilitate the preparation and approval of progress billings in accordance with terms of the agreement. The task fees shown below, plus any fees for reimbursable expenses and authorized additional services, represent the total contract amount.

Construction Documents
Task Fixed Fee
Sub Consultant Coordination $1,200
Street Light Design $2,800
Via San Clemente Dry Utility SCE Coordination $2,000
Clubhouse Rule 16 $1,750
Subtotal $7,750
Total $7,750
Reimbursable Allowance $500

Scope of Services and Fees:March 27, 2023
Job No. 21-167 AWA #4

4.0 HOURLY SCHEDULE OF BILLING RATES
Principal $190.00/Hour
Project Manager $180.00/Hour
Project Engineer / Surveyor $170.00/Hour
Design Engineer $160.00/Hour
CADD Drafter $145.00/Hour
Engineering Aide / Administration $125.00/Hour
2-Man Survey Crew $250.00/Hour

5.0 CONTRACT PROVISIONS
1: It is DRC Engineering Inc.’s (DRC) policy to meet all schedule requirements while maintaining a competent and professional level of service. In return, it is expected that all invoices will be paid in a timely manner. It is agreed and understood that all invoices will be considered delinquent sixty (60) days after invoice date.
2: Client shall pay the cost, plus 10%, for any applicable application and governmental fees, title company charges, well monuments, outside vendor reproduction costs, in-house reproduction cost, and delivery or messenger services incurred on Client’s behalf. If requested, we will provide a computer printout, which details these costs. We do not typically provide any additional back up for these generally nominal expenses as part of our fee. 3: Miscellaneous fees shall be billed monthly as they are incurred. Invoices shall be considered due and payable upon presentation.
4: In the event this Agreement is breached, terminated, or canceled, or if Additional Services are required, then Client shall pay DRC per the foregoing hourly rates for work completed. 5: The above Schedule of Hourly Billing Rates is for straight time only. In the case of overtime, the rate charged will be 1-1/2 times the hourly rates shown. 6: The fee stated herein does not include any sales or use tax. In the event that a sales and/or use tax is imposed by local, state, or federal authority, upon the services rendered hereunder, such sales and/or use tax shall be in addition to said fee herein, and shall be the full responsibility of the Client.
7: This proposal may be considered as effective for six (6) months from the date of this letter. If the project is not completed within one (1) year after the scheduled start date (due to no fault of DRC), additional reimbursement may be required. If required, such additional reimbursement would be subject to negotiation and mutual agreement between both parties. 8: The Client agrees to limit DRC’s liability to the Client and to all contractors and subcontractors on the project, to damages based on proven professional negligent acts, errors or omissions on the part of DRC only.

We are prepared to begin work on this project upon receipt of authorization.

Accepted by: Title:

SportfiveDate:

End of Proposal

ELECTRICAL ENGINEERING

LIGHTING DESIGN
CA REGISTRATION NO E13083

JM PE
627 OLIVE STREET
SANTA BARBARA, CA 93101
(805) 569.9216
[email protected]
www.jmpe.net

March 24, 2023

DRC Engineering, Inc.
160 South Old Springs Rd., Suite 210
Anaheim, CA 92808

Attn: Jay Brander, PE

Re: Montebello Golf Course, Via San Clemente
Street Lighting
Electrical Engineering Fee Proposal

I. Scope of Work:

A. New meter pedestal at golf course clubhouse frontage.

B. New street lights from Garfield/Via San Clemente intersection to roadway/driveway intersection 1000 feet south.

C. New street light circuit.

II. Scope of Design:

A. Site electrical plan:

1. Conduit.

2. Conductors.

3. Circuiting.

4. Street light locations.

B. Street lighting details.

C. Meter pedestal detail.

D. Site lighting photometric plan.

E. Street light details.

F. Coordination with DRC Engineering.

III. Items Excluded:

A. Additional street lighting.

B. Traffic signal engineering.

IV. Fees for Services:

A. A flat fee of $2,800.00 shall be invoiced for design.

B. Additional services shall be invoiced on an hourly basis only after prior authorization.

C. Hourly rates are: $200 for engineering and $100 for drafting.

V. Liability Limitations:

A. JMPE has no control over, nor is it responsible for any acts, errors, omissions, equipment failures or delays caused by the Client, Owner, other consultants, contractors, subcontractors or any of their agents or employees, manufacturers, shippers, installers, any other persons performing any work on the project, or users of the work. JMPE is not responsible for contractor’s failure to carry out the construction in a responsible manner and in accordance with applicable codes, contract documents and recommendations.

Montebello Golf Course, Via San Clemente, Street Lighting March 24, 2023 Electrical Engineering Fee Proposal Page 2

B. JMPE is not responsible for any unapproved changes to its final drawings and specifications, including but not limited to, substitutions of or by manufacturers, substitutions by contractors, variation in layouts, quality and quantity of fixtures.

VI. Termination of Agreement:

A. This Agreement is terminable by eith er party at any time upon ten (10) days’ written notice. In the event this Agreement is terminated for any reason; the Client is obligated for JMPE’s services and charges incurred before the termination date.

B. The provisions of this Ag reement are valid for 30 days. If this Agreement is not signed by Client and received by JMPE by this date, the Agreement’s terms and conditions will be open for further negotiation.

VII. Invoice Submittal: Please indicate to whom all invoices are to be submitted.

Name:

Attn:

Phone:

Address:

E-Mail:

Preferred method of billing:  USPS mail OR  Email OR  Both Select one.

Sincerely,

John Maloney, PE

Approved by: Date:

April 18, 2023

City of Montebello
Mr. James Enriquez, P.E.

Director / City Engineering
1600 W. Beverly Blvd.

Montebello, CA 90640

RE: Amendment #17 – Revisions to Golf Clubhouse Architect Plans

Dear Mr. Enriquez,

This is an Additional Work Proposal for our design team to assist with revisions to current Golf Clubhouse construction documents to include items requested by Maverick. This is outside of the original scope. The services and fee include design time and coordination, performed by DFA Architects.

This is for additional services outside of the existing SportFive Agreement with the City of Montebello.

Total additional fee will be billed as time and materials, not to exceed $21,950, unless approved.

In addition to the $21,950 fee, SportFive will add an additional five (5%) percent for coordination and management.

Total Fee for Amendment #17, Revisions to Golf Clubhouse Architect Plans - $23,047.50.

If you have any questions, or require further information, please feel free to contact me any time.

Sincerely,

Michael Angus / SportFive

April 17, 2023

Mr. Michael Angus
Sport Five Golf, LLC
7077 E. Marilyn Road, Suite 140
Scottsdale, Arizona 85254

Re: Montebello GC – Additional Services – Exhibit ‘A’
DFA Project No. 19124

Revisions to the current construction documents set labeled and dated as Delta #1, 2 nd Health Department
Submittal 11.18.2022. Revisions to the current doc uments shall not be clouded and delta’d however the entire set will be Issued as Bid Package and Dated 05.04.2023.

General Modifications

1. Print entire set and Issue as Bid Package and Dated 05.01.2023.

2. Revise Stage Pavilion and BBQ pavilion to be included within contract documents, remove “Bid Alternate” notes from page.

3. Provide Division 01 note in specification for 15% overstock on finishes. (DFA to coordinate which finishes for overstock).

Site Modifications

1. Increase concrete apron at trash enclosure into drive 20’-24’ depth from gates.

2. Trash enclosure exterior finish shall be revised to EIFS finish.

3. Revise security fencing layout and remove sliding p edestrian gate. Gate shall be standard pedestrian swing gate.

4. Provide 24”x24” pavers in lieu of currently specified concrete hardscape under roof overhang and adjacent to building. Courtyard shall be revised to match paver pattern.

5. Provide paver connection path to new event area.

6. Add FFE round fire table and seating at the NW corn er of the hardscape between main entry door and event lawn.

7. Provide additional power distribution for new event lawn west of event lawn area

Building Modifications

1. Revise Door 101b – Change to D6 with side light to match mullions in door. Doors would be double swing with hold open closer and cylinder lock.

2. Coordinate Doors 117b 122a and 122b to be factory color to match building finish (White).

3. Update note regarding signage package to verify it calls out as Owner provided, General Contractor to coordinate with owner vendor.

4. Update all TV locations to accommodate an 85” monitor. Revise note for monitor to be provided by owner’s vendor, general contractor to coordinate.

5. Provide Waterless urinals in lieu of low water and Ecopower flush valve; water service shall remain in case of future installation of water use fixtures. Keep Ecopower valve on water closets.

6. Update interior restroom elevations - Tile needs to be full height elevations 112n 112m112l 112k 111g 111h 111f 112e 112d 112c 112a. All public comm on restrooms shall have full height tile to prevent vandalism to the drywall. Private restroom is OK as is.

7. Update handsets and door pulls to have black finish in lieu of white finish.

8. Architectural and Electrical plans to include coord ination with owner provided AV/IT vendor for extra conduit locations.

End of list.

May 24, 2023

City of Montebello
Mr. James Enriquez, P.E.

Director / City Engineering
1600 W. Beverly Blvd.

Montebello, CA 90640

RE: Amendment #18 – Additional Engineering and Dry Utility Coordination Services for Pump Station Drive and Additional Lake Coordination

Dear Mr. Enriquez,

Attached is Additional Work Proposal for engineering services for the Montebello Golf Course Project.

The services and fee includes work associated with the requested pump station driveway and additional lake coordination.

This is for additional design and coordination services outside of the existing SportFive Agreement with the City of Montebello.

The attached proposal is from DRC Engineering, Inc. Total additional fee is $11,000. Detailed information and a summary of projected hours and hourly rates is included. In addition to the $11.000 fee, SportFive will add an additional five (5%) percent for coordination and management.

Total Fee for Amendment #18, Engineering Services - $11,550.00.

If you have any questions, or require further information, please feel free to contact me any time.

Sincerely,

Michael Angus / SportFive

April 30, 2023
Job No. 21-167
Mike Angus
Sport Five
488 Madison Avenue, 16th Floor
New York, NY 10022
480-483-9500
RE: Additional Work Authorization AWA #5 Montebello Golf Course Dear Mike,
Please find enclosed Additional Work Authorization (AWA) #5 for Montebello Golf Course 901 Via San Clemente, Montebello, CA 90640. This work authorization is intended to cover additional work requested and necessary work that was not included as part of our proposal for the Montebello Golf Course project. We appreciate the opportunity to be involved with this project and look forward to its successful completion.

Please contact me should you have any questions.

Sincerely,
Jeptha Brander, PE
Project Manager
Attachment

Scope of Services and Fees:April 30, 2023
Job No. 21-167 AWA #5

Project: Montebello Golf Course

1.0 INTRODUCTION & SCOPE OF SERVICES
This Additional Work Authorization #5 (AWA) is for additional engineering and dry utility coordination services related to the Montebello Golf Course. The following Scope of Services outlines the identified additional tasks required for the successful completion of the project.

Lake Coordination
Due to site grading issues with the rough grading of the lake, DRC prepared exhibits necessary to support decision making process by the design team and inform City of Montebello staff of issues and impacts resulting from the lake placement. As part of the effort to prepare exhibits DRC conducted additional site surveys to determine initial “As-Built” of the rough graded lake.

DRC also prepared exhibits to depict necessary remedial grading based on evaluation of planned golf bridge. Upon agreement of action DRC provided site survey staking.

Lake Pump Driveway
DRC will prepare and submit to the city a stand-alone plan sheet for inclusion with phase 3 bid.

This plan will depict the necessary required scope of work to remove existing non-compliant drive apron and re-construct a compliant drive apron along with information necessary for the relocation of existing fencing to be behind a path of travel.

2.0 SCOPE of SERVICES EXCEPTIONS
No additional services will be performed on the project without prior written authorization from the client. For clarification, this scope of work does not include the following tasks:
Any task or services not specifically included under the Scope of Services Section above.

Scope of Services and Fees:April 30, 2023
Job No. 21-167 AWA #5

3.0 FEE SCHEDULE
The scope of services outlined in Section 1.0 will be completed for a fixed fee as indicated below. It is agreed and mutually understood that the tasks are interrelated and that the fee is divided into tasks solely to facilitate the preparation and approval of progress billings in accordance with terms of the agreement. The task fees shown below, plus any fees for reimbursable expenses and authorized additional services, represent the total contract amount.

Construction Documents
Task Fixed Fee
Lake Coordination $6,300
Lake Pump Driveway $4,700
Subtotal $11,000
Total $11,000

Scope of Services and Fees:April 30, 2023
Job No. 21-167 AWA #5

4.0 HOURLY SCHEDULE OF BILLING RATES
Principal $190.00/Hour
Project Manager $180.00/Hour
Project Engineer / Surveyor $170.00/Hour
Design Engineer $160.00/Hour
CADD Drafter $145.00/Hour
Engineering Aide / Administration $125.00/Hour
2-Man Survey Crew $250.00/Hour

5.0 CONTRACT PROVISIONS
1: It is DRC Engineering Inc.’s (DRC) policy to meet all schedule requirements while maintaining a competent and professional level of service. In return, it is expected that all invoices will be paid in a timely manner. It is agreed and understood that all invoices will be considered delinquent sixty (60) days after invoice date.
2: Client shall pay the cost, plus 10%, for any applicable application and governmental fees, title company charges, well monuments, outside vendor reproduction costs, in-house reproduction cost, and delivery or messenger services incurred on Client’s behalf. If requested, we will provide a computer printout, which details these costs. We do not typically provide any additional back up for these generally nominal expenses as part of our fee. 3: Miscellaneous fees shall be billed monthly as they are incurred. Invoices shall be considered due and payable upon presentation.
4: In the event this Agreement is breached, terminated, or canceled, or if Additional Services are required, then Client shall pay DRC per the foregoing hourly rates for work completed. 5: The above Schedule of Hourly Billing Rates is for straight time only. In the case of overtime, the rate charged will be 1-1/2 times the hourly rates shown. 6: The fee stated herein does not include any sales or use tax. In the event that a sales and/or use tax is imposed by local, state, or federal authority, upon the services rendered hereunder, such sales and/or use tax shall be in addition to said fee herein, and shall be the full responsibility of the Client.
7: This proposal may be considered as effective for six (6) months from the date of this letter. If the project is not completed within one (1) year after the scheduled start date (due to no fault of DRC), additional reimbursement may be required. If required, such additional reimbursement would be subject to negotiation and mutual agreement between both parties. 8: The Client agrees to limit DRC’s liability to the Client and to all contractors and subcontractors on the project, to damages based on proven professional negligent acts, errors or omissions on the part of DRC only.

We are prepared to begin work on this project upon receipt of authorization.

Accepted by: Title:

SportfiveDate:

End of Proposal

May 24, 2023

City of Montebello
Mr. James Enriquez, P.E.

Director / City Engineering
1600 W. Beverly Blvd.

Montebello, CA 90640

RE: Amendment #19 – Landscape Design - Revisions

Dear Mr. Enriquez,

Attached is Additional Work Proposal for Landscape Design revisions. The services and fee includes update Construction Documents (bid set), planting, irrigation and details, to be included as plans for the upcoming Golf Course Clubhouse contractor bid process.

This is for additional design and coordination services outside of the existing SportFive Agreement with the City of Montebello.

The attached proposal is from Cummings Curley and Associates. Total additional fee is $4,450. Detailed information and a summary of projected hours and hourly rates is included. In addition to the $4,450 fee, SportFive will add an additional five (5%) percent for coordination and management.

Total Fee for Amendment #11, Landscape Design Revisions - $4,672.50.

If you have any questions, or require further information, please feel free to contact me any time.

Sincerely,

Michael Angus / SportFive

From: Robert Curley
To: ANGUS, Michael
Cc: Chandler Eskew
Subject: RE: Montebello Even Lawn
Date: Tuesday, May 2, 2023 5:38:56 AM
[EXTERNAL]
Much larger scope.

1. Eliminate the golf landscape that is already under contract. So that it is not confusing for the Clubhouse bid of what is included.

NEW CLUB HOUSE WORK ONLY LANDSCAPE BID SET
$2,960.00

2. Revise your plans to show the new landscape area which is the big 14,000 SF synthetic turf event lawn. They also want a engineered compacted base under the 14,000 SF area for elephants to walk on it. Is this subgrade base something you do? If so add a note for how to install the sub base.

I CAN ADD THENOTE ETC. I WILL NEED TO KNOW DEPTH THEY AR ELOOKING FOR. $1,490.00

3. Coordinate with Chandler/DFA on who is showing the lights that Brad/Jeff want. LIGHTS GO ON ARCHITECTUYRAL OR ELECTRICAL.

4. Keep the upper event lawn area by the old Clubhouse on the plan as an alternate that the Clubhouse set of contractors will bid on. NOTED

TOTAL FEE FOR THE ABOVE 4 ITEMS: $4,440.00

Robert Curley
Cummings Curley and Associates, Inc.

Principal Landscape Architect
562.424.8182 x112
[email protected]

From: ANGUS, Michael <[email protected]>
Sent: Monday, May 1, 2023 5:52 PM
To: Robert Curley <[email protected]>
Cc: Chandler Eskew <[email protected]>
Subject: RE: Montebello Even Lawn

Hey Robert,

Attached is a PDF that shows that new big area of synthetic turf.

We need you to update your landscape set for the Clubhouse Bid.

1. Eliminate the golf landscape that is already under contract. So that it is not confusing for the Clubhouse bid of what is included.

2. Revise your plans to show the new landscape area which is the big 14,000 SF synthetic turf

event lawn. They also want a engineered compacted base under the 14,000 SF area for elephants to walk on it. Is this subgrade base something you do? If so add a note for how to install the sub base.

3. Coordinate with Chandler/DFA on who is showing the lights that Brad/Jeff want.

4. Keep the upper event lawn area by the old Clubhouse on the plan as an alternate that the Clubhouse set of contractors will bid on.

If you need more $ than what you emailed me let me know asap. I will get an approval from James/City on Tuesday.

Will need your revised and final Clubhouse (including the upper event lawn area already designed as an alternate) by May 16.

Chandler…please make sure you or Robert show the lighting or lighting conduit, whatever we have from Jeff/Brad on someones plan for the bid.

Thank you,
Mike Angus
(480) 688-4047

May 24, 2023

City of Montebello
Mr. James Enriquez, P.E.

Director / City Engineering
1600 W. Beverly Blvd.

Montebello, CA 90640

RE: Amendment #20 – Electrical Engineering Services – Revised Golf Lighting

Dear Mr. Enriquez,

Attached is Additional Work Proposal for Electrical Engineering Services for the Montebello Golf Course Project. The services and fee includes revisions to the electrical design based on final golf course light poles and lights.

This is for additional design and coordination services outside of the existing SportFive Agreement with the City of Montebello.

The attached proposal is from Douglas Fredrikson Architects, Inc. Total additional fee is $2,800.

Detailed information and a summary of projected hours and hourly rates is included. In addition to the $2,800 fee, SportFive will add an additional five (5%) percent for coordination and management.

Total Fee for Amendment #20, Electrical Engineering Services - $2,940.

If you have any questions, or require further information, please feel free to contact me any time.

Sincerely,

Michael Angus / SportFive

Invoice
Date
5/18/2023
Invoice #
4301
Bill To
Sportfive
Michael Angus
Total
Description Amount
Electrical Engineering For: 2,800.00
Montebello Municipal Golf Course Renovation
Lighting Revisions Back to 20 poles, relocate lake pump equipment #22108
Payment is due upon receipt. Thank you for your business. $2,800.00

June 8, 2023

City of Montebello
Mr. James Enriquez, P.E.

Director / City Engineering
1600 W. Beverly Blvd.

Montebello, CA 90640

RE: Amendment #21 – Construction Staking Outside of Scope “B”

Dear Mr. Enriquez,

Attached is Additional Work Proposal for Construction Staking for the Civil Contractor Phase One and Phase Two that is outside of the original scope of. The services and fee include On-Site and Off-Site Construction Staking performed by DRC Engineering.

This is for additional services outside of the existing SportFive Agreement with the City of Montebello.

The attached proposal is from DRC Engineering. Total additional fee is $50,000. Detailed information and a summary of projected hours and hourly rates is included. Our hope is that there is enough budget to accomplish all remaining Phase One and Phase Two survey and staking, and potentially have some budget remaining for some Phase Three Golf Clubhouse scope survey and staking as well, if needed.

In addition to the $50,000 fee, SportFive will add an additional five (5%) percent for coordination and management.

Total Fee for Amendment #21, Construction Staking Outside of Scope “B” - $52,500.00.

If you have any questions, or require further information, please feel free to contact me any time.

Sincerely,

Michael Angus / SportFive

May 23, 2023 Job No. 21-167S
Michael Angus
Sport Five
488 Madison Ave 16th Flr, New York NY 10022
Via Email: [email protected]
RE: Additional Work Authorization #5 (AWA #5_R1)
Montebello Golf Course - 901 Via San Clemente, Montebello, CA Mike,
Please find enclosed additional work authorization (AWA) request #5 for survey services outside of the original scope of services.

Please feel free to contact me if you have questions related to this AWA.

Sincerely,
R. Micah King, PLS
Vice President Survey
Attachment

Scope of Services and Fees:May 23, 2023
Job No. 21-167S
Additional Work Authorization #5

Project: Montebello Golf Course - 901 Via San Clemente, Montebello, CA

1.0 INTRODUCTION & SCOPE OF SERVICES
AWA #5 is for additional survey services required for the Montebello Golf Course project. The following scope includes completed and anticipated task(s) required for the successful completion of the project.

Miscellaneous Survey Services
DRC has or will provide additional survey services including the following:

Lake:
Lake Stakes (Original design plan lake vs. 1 st As-Built Lake Location) Revised Lake Limit Stakes and Landing Area (For Bridge Landing) As-built Lake (second time)
Revised Lake Limit Stakes (For Edge Corrections per Lake Plans) Golf:
Turf Line Stakes (For irrigation main line layout)
Light Stakes (Stake proposed golf lights, pick-up field walk revised locations) Event Lawn Stakes (For shaper)
Greens and Tee Stakes
Misc. Extras:
Dry Utility Stakes (Via San Clemente)
Driveway Pick-up Stakes
Locate Borrow Pit in Remainder Parcel
Re-mobilization for Sewer
As-built Rough Grade Fill Areas
Rough Grade Curb Stakes for Parking Lot around Clubhouse Various Re-staking and Staking for Revisions
Projected remaining (out of contract) work:
Pump station driveway construction staking for demolition and re-construction. Guard Shack Kiosk construction staking for demolition and ramp construction. Cal-Water services staking

2.0 FEE SCHEDULE
The scope of services detailed in Section 1.0 will be completed for a fixed fee as indicated below, and per the terms of the original agreement.

Task Fixed Fee
Miscellaneous Survey Services $50,000
Total $50,000
Accepted by: ____________________________ Title: _____________________________ Sport Five Date: _____________________________

June 8, 2023

City of Montebello
Mr. James Enriquez, P.E.

Director / City Engineering
1600 W. Beverly Blvd.

Montebello, CA 90640

RE: Amendment #22 – Sportfive Additional Services Outside Original Scope

Dear Mr. Enriquez,

Attached is Additional Work Proposal for past, ongoing and future design and coordination items performed by the Sportfive team that that is outside of the original scope of.

This is for additional services outside of the existing SportFive Agreement with the City of Montebello.

The attached proposal is from Sportfive. Total additional fee is $78,800. Detailed information and a summary of projected hours and hourly rates is included. As your design partner on this job, we offer this significantly reduced time and fee in good faith and hopes that we can continue this partnership and provide our resources through completion of the overall project.

Total Fee for Amendment #22, Sportfive Additional Work Outside Original Scope - $78,800.00.

If you have any questions, or require further information, please feel free to contact me any time.

Sincerely,

Michael Angus / SportFive

June 8, 2023

City of Montebello
Mr. James Enriquez, P.E.

Director / City Engineering
1600 W. Beverly Blvd.

Montebello, CA 90640

RE: SportFive Proposal for Additional Design and Coordination Budget / Fee

Dear Mr. Enriquez,

Attached is Additional Work Proposal for SportFive for past, ongoing and future items outside of the original scope of services.

Estimated task breakdown and hourly billing of rates summary:

Part One – Past Work – Golf Course Scope - $27,200
Additional design and project coordination. From December 2021 thru April 2023. 68 weeks at a significantly reduced average of 4 hours per week, at a significantly reduced average hourly rate of $100 per hour.

Part Two – Future Work – Golf Course Scope - $9,600
Anticipated additional design and project coordination. From May 2023 thru October 2023. 24 weeks at a significantly reduced average of 4 hours per week, at a significantly reduced average hourly rate of $100 per hour.

Part Three – Extended Schedule for Golf Clubhouse – Golf Clubhouse Scope - $42,000 Anticipated ongoing design and project coordination. From November 2023 thru April 2023. 6 months at proposed reduced fee of $7,000 per month fee.

Total Fee for above Part One, Two and Three - TOTAL $78,800.00

If you have any questions, or require further information, please feel free to contact me any time.

Sincerely,

Michael Angus / SportFive

June 8, 2023

City of Montebello
Mr. James Enriquez, P.E.

Director / City Engineering
1600 W. Beverly Blvd.

Montebello, CA 90640

RE: Amendment #23 – Additional Reimbursable Expenses to Complete Project

Dear Mr. Enriquez,

This is an Additional Work Proposal for estimated reimbursable expenses (travel, plan printing, etc) in association with completed Phase One, Phase Two and Phase Three.

This is for additional design and coordination services outside of the existing SportFive Agreement with the City of Montebello.

Our original contract reimbursable expense budget is projected to run out on or around June 15. We have been requested to make more trips for project coordination than planned for. Also, requested plan set printing requests and expense was much more than expected. The delay of the golf clubhouse also will significantly affect the reimbursable costs as originally it was originally planned to be built simultaneously with golf course and all other scope. All expenses to be pre-approved and billed only as incurred.

Total additional budget is $24,000. SportFive agrees to waive the additional five (5%) percent for coordination and management.

Total Fee for Amendment #23, Reimbursable Expenses to Complete Project - $24,000

If you have any questions, or require further information, please feel free to contact me any time.

Sincerely,

Michael Angus / SportFive

July 6, 2023

City of Montebello
Mr. James Enriquez, P.E.

Director / City Engineering
1600 W. Beverly Blvd.

Montebello, CA 90640

RE: Amendment #24 – Pump Station and SES Slab Foundation Design

Dear Mr. Enriquez,

Attached is Additional Work Proposal for preparing the structural slab foundation plan for the Irrigation Pump Station and the SES for the Montebello Golf Course Project. The services and fee includes:

Structural engineering and associated CAD services for the design of two new concrete slabs on grade as described herein. The concrete slabs will support a premanufactured pump station and a SES electrical cabinet respectively.

This is for additional design and coordination services outside of the existing SportFive Agreement with the City of Montebello.

The attached proposal is from Vertex Consulting Structural Engineers. Total additional fee is $2,000.

Detailed information and a summary of projected hours and hourly rates is included. SportFive agrees to waive the additional five (5%) percent for coordination and management.

Total Fee for Amendment #24, CSI Specification Preparation - $2,000.

If you have any questions, or require further information, please feel free to contact me any time.

Sincerely,

Michael Angus / SportFive

1 PROPOSAL for

PROFESSIONAL STRUCTURAL ENGINEERING CONSULTING

SERVICES

AGREEMENT

Prepared on the 30th day of June in the year of 2023.

Between the ENGINEER: Vertex Consulting Structural Engineers, LLC 8165 East Indian Bend Road, Suite 105
Scottsdale, AZ 85250
P: 480.773.7042 F: 480.773.7046
[email protected]

And the CLIENT: SPORTFIVE
7007 East Marilyn Road, Suite 140
Scottsdale, AZ 85254

For the following project: Pump Station and SES Slabs for:

Montebello Golf Club
988 Via San Clemente
Montebello, CA 90640
Vertex Proposal No. 22104.93P

SCOPE OF WORK

BASIC SERVICES shall include structural engineering and associated CAD services for the design of two new concrete slabs on grade as described herein. The concrete slabs will support a premanufactured pump station and a SES electrical cabinet respectively. The premanufactured pump station is approximately 7’-8” x 17’-8” x 8’-10” tall on an approximately 10’-0” x 20’-0” concrete slab. The SES cabinet is approximately 3’-0” x 6’-3” x 7’-6” tall with an approximately 5’-0” x 10’-0” concrete slab. The concrete slabs will be designed to support the loads from the equipment. The premanufactured pump station and the SES cabinet and their attachment to the slab will be designed by others at the Client’s expense. The Engineer will check the concrete slab for the attachment of the equipment anchorage to the concrete. The Client is responsible for providing the necessary information regarding the equipment including the in-use weight, the center of gravity and anchorage of the equipment to the slab. Construction Administration has been included in the fee for Construction Documents, and shall consist of city review comments, shop drawing review, responses to contractor RFI’s, and interpretation of drawings.

BASIS OF COMPENSATION

Our fee for the BASIC SERVICES, as described, will be as follows:

• Construction Documents $ 2,000.00

COMPENSATION FOR ADDITIONAL SERVICES not included in the Basic Services will be based on time expended and will be billed at the following hourly rates:

Hourly Rates
Principal $160/hour Administrative $60/hour
Senior Engineer $130/hour Reimbursable Costs Cost x 1.15 Engineer $110/hour Structural Observations $1,200/visit Drafting $90/hour Engineering Site Visits $1,200/visit

2 Vertex Proposal No. 22104.93P Cont. (6/30/23)
Montebello Golf Club – Pump Station Slab

Reimbursable Costs. Client shall reimburse the Engineer all costs incurred in connection with the services rendered.

Reimbursable costs include, but are not limited to, travel costs, sub-consultants, materials, copies, delivery, etc. that are attributable to this project and services. Travel costs are defined as air travel, lodging, meals and incidentals, ground transportation, and all other costs associated with travel. Charges for plotting or printing of documents will be $3.00 per sheet if plotted in-house, or actual cost for drawings printed and/or plotted by an agreed upon printing company.

Invoicing and Payment Provisions:

Invoices will be submitted monthly by the Engineer for payment by the Client. Payment is due upon receipt of invoice.

The Client is responsible for payment of full amount whether they receive payment or not. After thirty (30) days from the invoice date, a finance charge of 1.5% per month, compounded monthly, will be charged on the unpaid balance of the past due account. Payment by the Client will thereafter be applied first to the accrued interest and then to the principal unpaid balance. Any attorney fees, court costs, or other costs incurred in collection of delinquent accounts shall be paid by the Client. If payment of invoices is not current, the Engineer may suspend performing further work. If the Client requires a Purchase Order number on our invoice, it must be provided along with this signed Proposal.

 Client requests use of this P.O. number on all invoices regarding this job. P.O. #________

Additional Conditions/Services:

Unless specifically noted in the Basic Services, Special Inspections, Structural Observations, and Engineering Site Visits are not included in the agreement. The project should carry a minimum 3% contingency for potential coordination and value-added items. The liability of the Engineer is limited to, and shall not under any circumstances exceed, the amount of the fee paid to the Engineer for work on this project. Any applicable statute of limitations shall begin to run not later than the date of final completion of the project.

If someone other than the above-named client is to be invoiced for any portion of this Proposal, it must be noted below.

 Client requests additional invoice be sent to:

Name: ____________________________________________________, at Address: ___________________________________________________ for Service: ______________________________________ Amount: $ _________

It shall be the responsibility of the Client to furnish Vertex CSE, LLC with one complete set of contract documents.

ACCEPTANCE:

VERTEX CSE, LLC SPORTFIVE

BY: ___________________________________

TITLE: _________________________________
Samuel A. Burchard P.E.

Principal DATE: _________________________________

July 18, 2023

City of Montebello
Mr. James Enriquez, P.E.

Director / City Engineering
1600 W. Beverly Blvd.

Montebello, CA 90640

RE: Amendment #25 – Landscape Design – Expanded Landscape Areas

Dear Mr. Enriquez,

Attached is Additional Work Proposal for Landscape Design revisions. The services and fee includes update Construction Documents (bid set), planting, irrigation and details. The work consists of (a) the expanded upper hillside event area and (b) the additional landscape area at the Golf Clubhouse at the edge of existing lake.

This is for additional design and coordination services outside of the existing SportFive Agreement with the City of Montebello.

The attached proposal is from Cummings Curley and Associates. Total additional fee is $2,392. Detailed information and a summary of projected hours and hourly rates is included. In addition to the $2,392 fee, SportFive will add an additional five (5%) percent for coordination and management.

Total Fee for Amendment #25, Landscape Design Expanded Landscape Areas - $2,512.00.

If you have any questions, or require further information, please feel free to contact me any time.

Sincerely,

Michael Angus / SportFive

July 18, 2023
Maverick Hospitality Inc and Trend Sports llc
c/o Michael J. Angus
Golf Course Design & Development
7077 East Marilyn Road, Suite 140
Scottsdale, Arizona 85254
Re: Amendment 6 to Cummings Curley and Associates Proposal No. 10188 City of Montebello P.O. No. 126
Dear Michael:

As you requested, we provide this additional fee proposal for the Montebello Campus 2020 Project .

This additional fee is based on providing landscape construction documents for the increase in scope to expand the Upper Event Lawn Area, add a synthetic turf area between the lake and cart path to the south west of the club house and replace three pine trees with a species of more interest, fitting to the design and minimal litter.

Our additional fee for the revised scope of work shall be two thousand three hundred and ninety-two dollars ($2,392.00).

Construction Plans:

Principal 14.5 hrs. @ $165.00 $2,392.00
Total Fee: $2,392.00
If the description of work presented herein is agreeable, please Cummings Curley and Associates with a formal Agreement for signature.

Offered by,
CUMMINGS CURLEY AND ASSOCIATES, INC.

Robert L. Curley
President
Landscape Architect
1 7 0 0 P a c i f i c C o a s t H i g h w a y , S u i t e C , S e a l B e a c h , C a l i f o r n i a 9 0 7 4 0 T e l . 5 6 2 . 4 2 4 . 8 1 8 2 C F a x 5 6 2 . 4 2 4 . 8 1 8 1 C w w w . c u m m i n g s c u r l e y . c o m e s t a b l i s h e d 1 9 7 0
California 3583 • Arizona 30100 • Nevada 578 • Colorado 1559 • Texas 3337 • Idaho 17005 • Montana 25872 Utah 377204 • Washington 1069 • Oregon 1120 • Ohio 2201613 • Florida TLA201 • Missouri 2022036503 • CLARB 913

August 23, 2023

Gabriel Perez
Principal-in-Charge
AIM Consulting Services
12121 Valley Boulevard, Ste 206
El Monte, CA 91732

ENGAGEMENT LETTER FOR CONSULTANT SERVICES

SUBJECT: MONTEBELLO MUNICIPAL GOLF COURSE RENOVATI ON AND RELATED PROJECT – ADDITIONAL CONSTRUCTION MANAGEMENT/INSPEC TION

SERVICES
AGREEMENT NO. 3919
TASK NO. 5

The purpose of this Engagement Letter is for the Ci ty of Montebello (the “City”) to engage AIM Consulting Services (the “Consultant”) to provide a dditional construction management/inspection services pursuant to terms and conditions of the Master Retainer Agreement (Agreement No. 3919) approved by the City Council on October 13, 2021 an d entered into by and between the City of Montebello and Consultant, in the manner set forth in Exhibit A, “Scope of Services” of the Master Retainer Agreement.

The Scope of Work to be completed pursuant to this Engagement Letter and the cost breakdown are set forth in Exhibit A, attached hereto. The co st for performing the services under this Engagement Letter shall not exceed one hundred seve nty-one thousand two hundred and forty- eight dollars ($171,248), without prior written app roval. The charges and hourly rates shall not exceed those stated and in effect when the Master R etainer Agreement was approved on October 13, 2021 and as stated in the fee schedule attached hereto as Exhibit B.

Consultant acknowledges and agrees that the personn el assigned to this Project, as set forth in Exhibit A shall not be substituted unless prior wri tten authorization is given by the Director of Publ ic Works / City Engineer. Pursuant to Government Code 87300 et seq ., Consultant has provided (for submittal to the City Clerk) a California Fair Poli tical Practices Commission Statement of Economic Interest- Form 700 for each of each of its staff assigned to the Project.

By signing and returning this Engagement Letter, th e authorized agent of the Consultant agrees to the provisions stated herein. The engagement of the Consultant for the services stated herein shall occur upon the execution of this letter by the Cons ultant and the Public Works Director pending issuance of a “Notice to Proceed.”

ATTACHMENT E

THE CITY OF MONTEBELLO

Recommended By:

AIM Consulting Services
By:

Its:

Arlene Salazar
Acting City Manager

Date:

Approved By:

City Attorney

Date:

Exhibits:

A. Scope of Work/Services under Engagement Letter a nd Cost Breakdown B. Master Agreement Fee Schedule

Exhibit A

Scope of Work and Cost Breakdown

AIM Consulting Services

970 S. Village Oaks Dr., STE 205 │ Covina, CA 91724 │ 323.271. 4602 │ WWW.AIM CSWORLD.COM August8, 2023

Mr. James Enriquez, P.E.

Director of Public Works / City Engineer
City of Montebello
1600 West Beverly Boulevard
Montebello, CA 90640 - 3932

RE: CITY OF MONTEBELLO ON-CALL PROGRAM/CONSTRUCTION MANAGEMENT SERVICES

MONTEBELLO MUNICIPAL GOLF COURSE CIVIL- RENOVATION PROJECT CHANGE ORDER

Dear Mr. Enriquez,

AIM Consulting Services respectfully requests a change to the current contract for work on the Golf Course Civil contract and Golf Course Renovation contract due to additional costs associated with the additional estimating work, inspection overtime work, and special inspection services needed to complete the projects.

Estimating $66,448
Inspection overtime $40,155
Special inspection (Kleinfelder) $64,645

Included in this proposal is a fee to capture additional costs related to the current Golf Course Renovation project overtime construction work needed to meet project planting milestones that was jeopardized due to inclement weather in 2022/2023. Current estimates include performed overtime work and projected overtime through the end of September 2023. Estimating changes include services performed to date and work to be performed due to design changes and change order field work. Additional Kleinfelder special inspection services include Pole Soundness evaluation work, additional soils testing due to rain, clubhouse pad certification, and remaining special inspection services NTE $25,000.

Attached please find Kleinfelder supporting documentation and Estimating documentation.

Respectfully submitted,

Gabriel Perez
Principal-in-Charge
AIM Consulting Services
[email protected]

Exhibit B

Master Agreement Fee Schedule

12121 Valley Boulevard, Ste 206 │ El Monte, CA 91732 │ 323.271.4602 │ www.AIMCSworld.com AIM Consulting Services

June 17, 2021

Mr. James Enriquez, P.E.

Director of Public Works / City Engineer
City of Montebello
1600 West Beverly Boulevard
Montebello, CA 90640 - 3932

RE: CITY OF MONTEBELLO ON-CALL CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES RFP NO. 21-32 – SCHEDULE OF BILLING RATES

POSITION CLASSIFICATION RATE
Project / Construction Manager -I $ 145.00
Project / Construction Manager -II $ 163.00
Project / Construction Manager - III $ 184.00
Inspection MEP/Civil - I $ 108.00
Inspection MEP/Civil - II $ 125.00
Inspection MEP/Civil - III $ 138.00
Scheduler / Project Controls - I $ 112.00
Scheduler / Project Controls - II $ 133.00
Scheduler / Project Controls - III $ 143.00
Estimator - I $ 107.00
Estimator - II $ 128.00
Estimator - III $ 149.00
Office Engineer - Doc Control -I $ 66.00
Office Engineer - Doc Control - II $ 77.00
Office Engineer - Doc Control - III $ 89.00
Engineer MEP/Civil/Controls - I $ 112.00
Engineer MEP/Civil/Controls - II $ 133.00
Engineer MEP/Civil/Controls - III $ 143.00
Asset/Move Coordinator - I $ 112.00
Asset/Move Coordinator - II $ 122.00
Asset/Move Coordinator - III $ 138.00

Should you have any questions, please feel free to contact me at (323) 271-4602. Thank you for your consideration.

Sincerely,

Gabriel Perez
Principal-in-Charge
AIM Consulting Services
[email protected]

August 23, 2023

Gabriel Perez
Principal-in-Charge
AIM Consulting Services
12121 Valley Boulevard, Ste 206
El Monte, CA 91732

ENGAGEMENT LETTER FOR CONSULTANT SERVICES

SUBJECT: MONTEBELLO MUNICIPAL GOLF COURSE RENOVATI ON AND RELATED PROJECT (PHASE 3) – CONSTRUCTION MANAGEMENT/INSPECT ION

SERVICES
AGREEMENT NO. 3919
TASK NO. 6

The purpose of this Engagement Letter is for the Ci ty of Montebello (the “City”) to engage AIM Consulting Services (the “Consultant”) to provide a dditional construction management/inspection services pursuant to terms and conditions of the Master Retainer Agreement (Agreement No. 3919) approved by the City Council on October 13, 2021 an d entered into by and between the City of Montebello and Consultant, in the manner set forth in Exhibit A, “Scope of Services” of the Master Retainer Agreement.

The Scope of Work to be completed pursuant to this Engagement Letter and the cost breakdown are set forth in Exhibit A, attached hereto. The co st for performing the services under this Engagement Letter shall not exceed five hundred sixty-two thousand and eleven dollars ($562,011), without prior written approval. The charges and hou rly rates shall not exceed those stated and in effect when the Master Retainer Agreement was appro ved on October 13, 2021 and as stated in the fee schedule attached hereto as Exhibit B.

Consultant acknowledges and agrees that the personn el assigned to this Project, as set forth in Exhibit A shall not be substituted unless prior wri tten authorization is given by the Director of Publ ic Works / City Engineer. Pursuant to Government Code 87300 et seq ., Consultant has provided (for submittal to the City Clerk) a California Fair Poli tical Practices Commission Statement of Economic Interest- Form 700 for each of each of its staff assigned to the Project.

By signing and returning this Engagement Letter, th e authorized agent of the Consultant agrees to the provisions stated herein. The engagement of the Consultant for the services stated herein shall occur upon the execution of this letter by the Cons ultant and the Public Works Director pending issuance of a “Notice to Proceed.”

ATTACHMENT F

THE CITY OF MONTEBELLO

Recommended By:

AIM Consulting Services
By:

Its:

Arlene Salazar
Acting City Manager

Date:

Approved By:

City Attorney

Date:

Exhibits:

A. Scope of Work/Services under Engagement Letter a nd Cost Breakdown B. Master Agreement Fee Schedule

Exhibit A

Scope of Work and Cost Breakdown

AIM Consulting Services

970 Village Oaks Dr. , STE 205 │ Covina CA. 91724 │ 323.271. 4602 │ WWW.AIM CSWORLD.COM August 9, 2023

Mr. James Enriquez, P.E.

Director of Public Works / City Engineer
City of Montebello
1600 West Beverly Boulevard
Montebello, CA 90640 - 3932

RE: CITY OF MONTEBELLO ON-CALL PROGRAM/CONSTRUCTION MANAGEMENT SERVICES

MONTEBELLO MUNICIPAL GOLF COURSE CLUB HOUSE PROJECT

Dear Mr. Enriquez,

The City of Montebello is seeking qualified consultant team to provide Construction Management services as a member of the city’s project delivery team in support of the City’s Golf Course Club House project. AIM Consulting Services (AIMCS) plans to maintain our team for this project as a continuation of our services on the current Golf Course Renovation project.

The City of Montebello Needs a partner with:

1. Experience and understanding of the complexities inherent in managing various capital improvement projects and delivery methods, with deep local resources, and with both County and local agency/utility review and approval management experience.

2. Proven ability to manage and coordinate the planning, programming, design, and construction of projects no matter what the delivery model.

3. Construction management expertise to coordinate and manage the execution of various construction types for its capital improvement program.

We formed our team to combine the proven Construction Management capabilities and depth of resources with extraordinary knowledge and value that will ensure the best possible outcome for the City of Montebello—Recognizing that the City desires a multidisciplinary Construction Manager with the ability to mobilize quickly to manage the Golf Course Club House project, we propose maintaining senior staff member Mike McAlpine and team to oversee and manage the City of Montebello Golf Course Club House project. Mike’s current assignment and familiarity with site conditions along with other team members will help to deliver the City’s project on time and on budget. As part of the project delivery team, AIMCS has included in our proposal a comprehensive staffing plan for the management and execution of the work in the field.

Construction Management Services
AIMCS’s work at the Montebello Golf Course Campus has involved overseeing the implementation of complex construction projects and the coordination of several design teams and contractors working at the Montebello Golf Course site. AIMCS will continue to coordinate with all contractors, design teams, and the City of Montebello to minimize impacts to project milestone dates. Concurrent management of the Golf Course Renovation project will continue at

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no additional cost to the City of Montebello from the period of Award through the Middle of December when the Renovation project is set to complete.

During construction AIMCS will continue to manage cost control, estimating, CPM scheduling, document control, contract administration, claims mitigation, FF&E coordination, ADA Compliance, transition planning, project closeout and warranty administration. All of our key project team members have served public agencies in various capacities, and are accustomed to working with governmental agencies, and have a good understanding of public agency issues, procedures, and policies. AIMCS will implement the use of Procore to manage the flow of documents for the overall construction program.

Our experienced Construction management team will work with the City of Montebello to have access to tools and solutions that meet their specific project needs:
 Real-time safety, schedule, cost, quality, cash flow, and status  Web-based interactive systems that provide real-time communication, information access, availability, and reports
 Simple, low-cost implementation processes
 Specific modifications to meet customer requirements
 Effective business processes and methodologies

AIMCS Project Approach
Our approach, based on strategies that have repeatedly proven effective in managing public agency capital projects, includes:
 Assessing the resource needs of the Project and assigning an experienced Team that understands the goals, objectives, and expectations of the City.  Initiating a process to create the systems, procedures, and controls to provide information in a transparent manner to the City.
 Engendering a spirit of teamwork among all the parties involved.  Establishing clear lines of responsibility, authority, and communications.  Deploying proven project, cost, and document management systems.  Evaluating project schedules to deliver the project on time.  Developing a timely, multi-level system for tracking and facilitating issue resolution.  Documenting all activities, processes, and changes.
 Using standardized disciplined work practices and verifying compliance.

By mobilizing our CM Team according to the needs of the Project during construction and closeout phase, all CM activities can be performed within the established milestone schedule.

Preconstruction Conference Club House
AIMCS will conduct a Preconstruction Conference following the Notice to Proceed. At the Preconstruction Conference, we will convey to the contractor the expectations of the City. The agenda for the Preconstruction Conference will include, but not be limited to the following:

1. Construction working hours (work shifts); noise abatement requirements

2. Traffic Realignment Plan (each intersection)

3. Construction vehicle haul routes, delivery hours, and restrictions

4. Master construction schedule

5. Three-week look-ahead schedule

6. Illness & Injury Protection Plan (IIPP) or Site-Specific Safety Plan

7. Storm Water Pollution & Prevention Plan (SWPPP)

8. Subcontractor mobilization notification procedures

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9. Pay application procedures

10. Change order request procedures

11. RFI and submittal requirements

12. Materials testing and specialty inspection procedures

13. “As-Built” Plans and specifications procedures

14. Punch list and close-out procedures

15. Substantial completion and Notice of Completion procedures

16. Warranty and commissioning procedures

The AIMCS standard operating procedure is to establish the goal and objectives, operating parameters, guidelines, expectations, and requirements up front in an effort to mitigate problems that might otherwise present themselves over the course of the construction phase of the project.

Management Information Systems
AIMCS will maintain accurate and orderly detailed files, written records, and documents concerning the project during all stages of planning, design, and construction: this includes project correspondence, meeting minutes of job conferences, progress reports, shop drawings, and other submissions; contract documents, such as addenda; change orders; supplemental drawings; and all other project-related documents. All records, documents, and/or information regarding the project will be provided to the City.

One of the keys to a well-managed project is to establish and maintain a project file system at the work site. AIMCS will use Primavera Contract Manager (Procore) software—or other client- specified software or reporting methods—to maintain an electronic version of all documents. In addition, hard copies of all original documents will be retained within the document controls system, also known as the Master Files Archives System (MFAS). Distribution of documents will be established by AIMCS, in conjunction with the City, designers, and contractors.

The Master Files Archives System will consist of the following types of documentation which will be maintained at the job site:
 All correspondence and contract documents
 Building, utility, and easement permits
 Change order and claims logs and supporting documentation  Construction progress photographs
 Contractor submittals
 Request for Information (RFI) logs
 Daily, weekly, and monthly inspection reports
 Independent inspection and testing reports
 Non-compliance reports and corrective action responses  Payment requests and approved payments
 Operation & Maintenance (O&M) Manuals
 Meeting minutes
 Monthly progress reports
 Public affairs and media issues
 Quality control program compliance and reports
 Safety program compliance and reports
 CPM schedules and recovery plans
 Warranties and guarantees
 Contractor samples and mock-ups

Coordinate Submittals

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All aspects of the contractor’s project submittal process will be carefully reviewed to make sure that full compliance with requirements of the project specifications. We will ensure that a Master List of Submittals is acceptably prepared and approved prior to the start of contractor’s submission process. The Master List of Submittals will be appropriately coordinated with approved baseline schedule and a List of Contact Deliverables will be developed. Our review will focus first and foremost on elements specified in the project specifications and ensure that the submittals are developed and submitted in the quantities and format specified. Project submittals will include, in accordance with ACI Specification, shop drawings, samples, catalog cuts, product data, calculations, reports, etc. We will maintain an up-to-date Submittal Log and monitor the submittal approval process (by aging days) to ensure timeliness and thoroughness. We will ensure that record files including transmittal correspondence are properly maintained.

Review Traffic Controls - Plans
All aspects of the contractor’s traffic plan will carefully be reviewed to make sure that full compliance with all applicable State codes, municipal ordinances, and requirements of the project specifications are met. Our review will focus first and foremost on elements of the traffic plan that pertain to safety of the public and of construction workers during the course of construction. The plan must provide for immediate ingress and egress of safety vehicles, such as ambulances and fire trucks, at all times during construction. To manage safety, the traffic plan must include flag personnel trained in traffic control and the safety of the public, and pedestrians must be considered and provided for. Approaches to the construction site by trucks and heavy equipment must not disrupt the flow of traffic on adjacent public streets. Traffic safety and control should be a standing topic at all construction status and “tailgate” meetings.

Weekly Construction Meetings
AIMCS will conduct job meetings with contractors, consultants, and representatives from the City to discuss procedures, performance, progress, problems, and scheduling. Minutes of such meetings will be distributed to all attendees in a format authorized by the City.  The AIMCS Senior Project/Construction Manager will chair all meetings required to manage the project, including biweekly progress meetings and coordination meetings with the contractors. AIMCS will take detailed minutes at all meetings and prepare and distribute these minutes within four business days of a meeting. Our minutes will include a detailed list of action items resulting from each meeting, listing the date the action item was established, the responsible party, and the target date for resolution.  Copies of minutes will be distributed to all attendees as well as other parties determined by AIMCS and the City.

Issues Management
AIMCS will coordinate replies to all contractor RFIs. We will review the plans and specifications, and will be prepared to assist the design team with regards to clarifications or discrepancies, and we will expedite all replies from the designers to contractors to mitigate any potential project delays.
 We will maintain an Issues Management log so that all issues that are time-sensitive receive the proper attention by all project participants at the earliest opportunity.  We will establish open communications with project teams through all phases of a project’s delivery.
 We will maintain an Issue-Action report so that each issue is tracked in coordination with the corresponding action required, and by whom.
 We will conduct project review work sessions at frequent intervals to discuss issues and provide supervision and guidance in resolving them.

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Schedule
AIMCS recognizes that schedule control is an essential element for the successful execution of any project. As such, we will review current construction schedules with contractors, develop mitigation schedules, and verify compliance with progress scheduling requirements. The master CPM schedule will serve as the contract baseline by which the contractor’s progress will be measured and tracked. Actual progress and resource usage will be continuously reviewed, monitored, and recorded against planned logic, sequencing, and quantities installed, to identify deviations from the approved plan so that we can recommend immediate corrective action, as required.

Detailed schedules will be developed by the contractor using software prescribed in the specifications, such as Oracle Primavera Project Planner (P6). The schedule will show the sequence and interdependency of all the project activities, including non-construction activities (e.g., drawing approvals, procurement, etc.) and construction activities. The detailed schedules will be developed and approved in accordance with the project specifications. All activities should be resource-loaded (i.e., quantity of material to be installed, manpower requirements such as crews, major equipment, and crew production rates, etc.). This information will be used to document the contractor’s anticipated activity resources and calculate realistic durations.

The AIMCS Team knows the importance that schedule tracking plays on large and small capital improvement programs. We will provide scheduling services to the City using Microsoft Project or P6.

Our experienced staff will implement a proactive process for analyzing the work to be accomplished during construction and post-construction phases. We will develop the plan with input from the City to establish the detailed sequence in which work will be executed. The project schedule establishes a critical path, which defines the longest consecutive sequence of activities totaling up to the overall project duration. In developing the schedule critical path, we will be able to evaluate changes to the work which could potentially extend the total allowable contract period. The AIMCS Team will use Schedule Control in the management of construction duration and cost growth on the project.

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We realize that live integration between estimating and scheduling delivers the true advantages of earned value including: having cost performance and schedule performance in a single unified view, getting a true picture of the project’s value at any point in time, and having an accepted standard for monitoring project status and likelihood of success. Our AIMCS Team is expert in developing and tracking Budgeted Cost of Work Scheduled (BCWS), Budgeted Cost of Work Performed (BCWP), Actual Cost of Work Performed (ACWP), and Estimated Cost at Completion (EAC).

Integration between Primavera and the selected cost estimating software allows live two-way updating of budgets and schedules. Our estimating and scheduling staff can make changes in either the schedule or the cost estimate to view impacts before they occur, in turn saving time and money. We offer on-site and off-site services for any sized organization. In addition, we have professionals available on a long- or short-term basis to help on location, as indicated by our accompanying Cost Proposal options. We provide an enterprise view of projects to identify potential problems and opportunities early on, to:
 Minimize/eliminate costly delays that can impact your construction schedule  Help you communicate more efficiently and effectively with your subcontractors  Coordinate procurement sequences to allow timely delivery of key materials  Manage the timely performance of construction activities  Improve accountability among the City, general contractor, and subcontractors  Take advantage of better sub bids from your subcontractors because of their increased efficiencies
 Discourage unfounded claims and liquidated damages with precise documentation

Cost Control
The AIMCS Team will prepare cost estimates and negotiate amounts for the work to be performed on a change order basis and submit the information with a recommendation to the City for approval.

AIMCS provides industry-specific estimating software templates to get projects started quickly. We utilize and apply multiple estimating techniques depending on the project, including historical analysis of completed jobs of similar scope and complexity; crew productivity, history, and expertise; and resource availability and assembly basis, which allows our staff to create estimates that match how you manage your projects.

Analysis reporting allows at-a-glance summaries for making cost decisions. AIMCS will analyze available cash flow, corresponding costs, summary information about estimate cost and timelines, and potential revenue with the client’s selected estimating software. We will call on our previous successful experience in projects of similar scope and complexity to create accurate estimates, generate preliminary budgets, and compare subcontractor and vendor change orders with little time and effort.

The AIMCS Team will create cost breakdown structures with unlimited levels of detail to model the job and provide a head start for construction management with estimating software. AIMCS compares quoted values to plug-and-detail values to make informed decisions. Through these efforts, our Team will be able to streamline the process of reviewing quotes, while developing a powerful comparison matrix to negotiate with the contractor while demonstrating due diligence.

Combined with scheduling tools, AIMCS will be able to link estimates, work plans, and schedules to display expected cash flow, as well as “what if” analysis to maximize the decision-making process for the City.

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The AIMCS Team will provide cost estimating services for construction, providing detailed and independent cost estimates as required. We have the capability to perform comprehensive cost estimating at any point during the project and at any level of detail required.

We use computer-based systems to develop costs by component (labor-crew based, equipment, and material), and by any level of the project work breakdown structure (WBS) by area, phase, or building component including CSI or Uniformity (elemental), all of which facilitates cost per component for the review process or development of cost modeling. As an extension to cost estimating, we can review project plans and specifications to isolate construction activities or systems that show unexpectedly large costs per square foot, procurement time, or construction time. Alternatives and an estimate of their impacts on project schedule, cost, and quality can then be proposed.

Change Orders
AIMCS utilizes an effective, objective, and equitable approach to managing change orders. This approach has proven to produce beneficial ripple effects far beyond that of any individual change. If the contractor is aware that commercial issues will be addressed promptly and equitably, change order pricing will be more realistic, and managers will be able to continue focusing their attention on the timely progression of the Project.

We will implement an AIMCS- and City-established change order management process to provide the necessary checks and balances to obtain the required approvals prior to proceeding with any changed work. In all instances where changes are to be made, we will evaluate the impacts of the proposed changes so that we may expedite the project and avoid potential contractor claims. To facilitate this, AIMCS will establish a computerized change order control and reporting system in Expedition or another client-approved reporting system. When a potential change order becomes a change order, the modification will be tracked as a Change Order Alert. We will monitor the status of change orders, expediting their process by maintaining a Change Order Status Log to record critical dates and action steps from initiation to resolution of each change order. We will also prepare a monthly Change Order Summary Report and a Memorandum of Delay documenting any delays which may have occurred. Individual change order files will be developed and will carry the change order reference, the date of submittal, the date work started, actual dollar amount, proposed amount (if not settled), dates of settlement, and signing and processing dates.

A separate change order file will be established for each contract, and a complete summary report will be provided for the related total contract costs. To reduce the impact of unanticipated changes or claims during the construction phase, a system will be established to identify a changed condition as early as possible, quickly address alternatives, and rapidly provide direction to the contractor.

Dispute Resolution
AIMCS will track potential and actual claims as soon as they arise, assess their cost and time impact, review possible mitigation measures, perform cost-benefit analyses as appropriate, and propose solutions. If a claim cannot be resolved or mitigated at the project level, we will assess all relevant information and make recommendations at the appropriate level for settlement, negotiation, and/or litigation, if necessary. We will also maintain and update claims status logs as part of our document control system.

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AIMCS will quickly and equitably adjudicate claims to reduce settlement costs and impacts on work progress. By maintaining detailed documentation, we will expedite the entitlement and quantum determinations during the claims process, with the aim of defusing disputes through making the entitlement issue(s) clear to all parties involved.

Public Relations
AIMCS will utilize local periodicals as well as other forms of advertising to effectively and quickly inform the business community and public at large of any interruptions or extended impacts to ongoing traffic operations. Throughout the Project duration, AIMCS will also communicate any business opportunities, as well as job opportunities related to the work being performed. It is our practice to encourage local participation in the project delivery process in order to foster community pride and appreciation. In the spirit of that effort, AIMCS will implement a local participation program whenever the opportunity is open during the construction process to implement such a program.

Permits/Environmental Compliance
Throughout the course of the Project, AIMCS will review and enforce requirements stipulated in permits issued by the involved regulatory agencies. If the contractor is not proceeding with work in an appropriate manner, AIMCS will issue non-compliance letters to track issues and potential deficient work.

Progress Payments
Monitoring the project budget will involve reviewing the contractor’s monthly progress payment applications, current quantities and estimated quantities to be completed by line item, approved and projected change orders to complete the Project, and the impact of potential claims. AIMCS will use Expedition computer software to track, monitor, and develop cost estimates to complete the Project. AIMCS will also use the contractor’s approved CPM schedule to project estimates for completion, closely monitoring and evaluating:
 Progress and final payment applications
 Cost estimates for change orders
 Contract conflicts
 Projected unit prices, if required
 Time and material records

Monthly Status Reports
AIMCS will maintain a job diary, describing all of the activities that occur daily. This will include the number of workers, identified by trade, employed at the site by each contractor; the number of hours worked; material shortages; labor difficulties; weather conditions; visits by officials; decisions reached; and any other observations pertinent to the work.

In addition to daily field inspection reports, our Field Engineer, will prepare regular weekly and monthly reports to describe the progress and conditions of the Project. These reports will be compiled from project records, daily inspection records, and man-hour reports, reflecting, at a minimum, the following items:
 Weekly reports
 Description of work performed and major quantities installed  Key project developments or milestones completed
 Equipment at the site, material deliveries or shortages, and manpower  Problem areas and action items
 Safety issues

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 Monthly reports
 Construction progress with percent complete compared to plan and progress photos  Project status including milestones, schedules, and budget  Change order status
 Status of RFIs, submittals, and contractor approvals

All daily, weekly, and monthly field reports will be reviewed and signed by our Project Manager to verify timeliness, accuracy, and completeness. This communication tool will keep everyone informed of the Project status. AIMCS will witness all of the contractor’s tests, as required, to verify conformance with the contract documents for each aspect of the project. As AIMCS has done on many of its successfully completed CM assignments, we are prepared to hire an independent testing service, if necessary, to check compliance.

Mike McAlpine, our Senior Project/Construction Manager, may stop any part of the work if the methods or conditions are unsatisfactory, resulting in an unsafe working condition. Work will cease until the unacceptable situation is resolved with the contractor.

Site Safety
Safety is always at the forefront of our construction inspection effort. Our inspectors must commit to a safety program with a thorough understanding of the AIMCS Safety Plan, as well as the construction contractor’s project Safety Plan. Safety issues must be resolved promptly and properly. Work being conducted in an unsafe manner must immediately be halted. Our highest objective on construction sites is always to have every person on the project go home safely each and every night.

The safety program developed by each contractor will be reviewed, revised, and/or adjusted as necessary. Coordination on all of the safety programs for the project will take appropriate action to enforce adherence by each contractor to the programs. Contractor deviance from the safety programs will be reported to the client. Precautions will be taken to minimize the risk of injury to persons and damage to property from the work. Hard hats, safety vests, eye protection, ear protection, respirators, work shoes, emergency telephone numbers, tool box meetings, and OSHA are common topics of discussion on a construction project. AIMCS will pay strict attention to maintaining safe work conditions and security at the project site.

AIMCS will monitor the contractor’s compliance with our own safety guidelines and standard industry safety practices. To verify the contractor’s understanding of job site safety regulations and procedures, we will make sure that the contractor submits a project safety program for our review. The contractor’s safety program will be reviewed for:
 Job site inspections and their frequency
 Safety program execution responsibility
 Job-site first-aid medical treatment responsibility
 Public protection devices (e.g., barricades)
 Accident procedures
 Hospital/ambulance service
 First-aid equipment and supplies
 Health hazards (e.g., proper ventilation of enclosed areas)  Fire protection
 Safety education of new employees
 Safety meetings
 Employee protective devices
 Protection of the public

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AIMCS will work with the contractors to implement their programs and will conduct periodic safety inspections in accordance with a safety procedures checklist. We will hold monthly (or more frequently, if necessary) meetings with the contractor’s supervisory personnel for the purpose of reviewing the status of the project safety program.

In the process of monitoring the contractor’s adherence to safety practices, we will monitor the contractor’s safety provisions as the work progresses with respect to all applicable rules, regulations, and requirements.

“As-Built” Drawings
During the course of the Project, AIMCS will work with the contractor to maintain accurate sets of “As-Built” drawings and specifications. These drawings will be turned over to the City at the conclusion of the Project. The contractor will certify the drawings as “As-Built,” and AIMCS will accept them as “As-Built” by performing a review for accuracy and completeness prior to submission to the City. A marked-up set of field drawings will be consistently updated and kept on file during construction by the AIMCS QA/Construction Manager. This record will be used to verify completeness, accuracy, and compliance of the contractor’s “As-Built” drawings. AIMCS’s set of field drawings will be turned over to the City at the close of the Project.

Final Walkthrough
AIMCS will manage all punch list items, and see that they are addressed and signed off by the City. In addition, AIMCS will verify that all required certificates of compliance are in place and that O&M manuals, including “As-Built” drawings, are delivered for record keeping.

A detailed plan and schedule for the substantial and final completion, acceptance, and close- out of the construction contract will be developed, and will contain the following:
 Notice of Substantial Completion
 Notice of Completion
 Letter of Acceptance
 Punch Lists
 Final Inspection
 Final Payment Checklist
 Release and Waiver of Lien
 Final Progress Payment Report & Retention Release
AIMCS will develop complete punch lists that will be verified prior to final acceptance of the work.

Punch lists will include all activities that must be completed to comply with the requirements of the construction documents. We will determine substantial completion of each portion of the project and coordinate with the contractor to have necessary repairs completed as quickly as possible. The maintenance of an updated punch list will keep all parties informed of outstanding and completed work.

We will prepare a Final Payment Checklist that will be completed prior to preparing the Final Progress and Payment Report. A Release and Waiver of Lien will then be completed. Completion of this document and subsequent signature by the contractor will be required prior to payment of the contract retention. This will document that there are no liens, claims, and/or stop notices filed outstanding against the City or AIMCS.

Following notification of the contractor’s final completion, AIMCS will conduct a final inspection.

We will transmit to the City the required guarantee affidavits, releases, bonds, waivers, keys, manuals, record drawings, and maintenance stock. We will certify that all work has been performed and completed in accordance with the approved plans, specifications, and contract

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documents; and that the final payment estimates to the contractor are correct. AIMCS will initiate a final Progress Payment Report and Retention Release Form. When completed, these will be sent to the City, thereby requesting issuance of the Final Progress Payment and/or Retention Release.

AIMCS will notify the City in writing upon the test and approval of all component systems prior to operation. We will assist in the preparation of a plan and support the City during the startup phase of operations. We will verify that manuals are completed and that the contractor provides training for all project-related systems.

Project Completion Report and Project Closeout
The AIMCS Team will be meticulous when it comes to the execution of the activities leading up to the recommendation for acceptance of your project as “100% complete.” The punch lists for each site and the management of the activities, tasks, and deliverables associated with each will be part of the Project close-out activities. We will be tenacious when it comes to project close-out, and Notice of Substantial Completions and Notices of Completion will only be issued when the contractor has performed the requisite work in accordance with the approved plans, specifications, and contract documents and the Designer-of-Record has signed off. All “As-Built” drawings, warranties, and O&M manuals will be among the Project Records turned over to the City of Pico Rivera’s Department of Public Works upon completion.

Inspection Services
AIMCS’s goal is to provide the necessary construction inspection services to make sure that the projects are completed in compliance with the contract plans and specifications, on schedule, and with minimal change orders. AIMCS has provided detailed inspection services for construction activities, performing field measurements, collecting data, and preparing record plans showing all changes from initial project plans. AIMCS inspection will make sure that all services have been performed in accordance with the respective agency’s latest construction practices, policies, and procedures.

AIMCS will conduct regular daily inspections to determine whether field work is compliant with construction document requirements. AIMCS inspection staff will makes sure that inspections are carefully documented on a daily basis. For this purpose, our inspectors prepare daily inspection reports. These daily inspection reports, which will be filed within one day following the inspection of any work performed, will accurately document construction progress in accordance with the following:
 Detailed description and location of work performed
 Quantities of work performed, as well as quantities of major materials installed or delivered
 Specific equipment used and usage hours for each pay item (Note: all idle equipment on jobsite)
 Occurrence(s) and result(s) of any quality test(s) or other test(s) performed  Unusual conditions or problems
 Cause and duration of any delays
 Temperature, weather conditions, and time of work performed

AIM Consulting Services inspectors collaborate with Designers and the City of Montebello to provide design and construction oversight on the golf course projects.

Quality Control/Inspection/Material Testing
In any construction project, the contract documents detail the required scope of work and quality to be achieved by the CM. AIMCS will be responsible for making sure the contractors are using

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their best efforts to achieve the required end product. To accomplish this objective, AIMCS has many tools available to verify that contractors incorporate the highest quality materials and workmanship into the project as detailed by the contract documents.

The Project Team will develop a comprehensive Quality Management and Inspection Program to encompass all construction activities for the Project. This program will be integrated with the QMP for the Project.

The Quality Management and Inspection Program will be administered by the Project Manager and will cover all aspects of the Project from initial review of specifications and drawings (for constructability); through procurement of materials (including shop inspections for major components and critical items, if required); to an on-site program of tests, inspections, and documentation.

The Quality Management and Inspection Program will be based upon portions of the approved QMP. The program will implement quality control methods to make sure that construction activities are performed in accordance with approved drawings, specifications, applicable codes and standards, and contractual requirements. Responsibilities and authority for administration of the Quality Management and Inspection Program and completion of work, along with the standards of quality to be applied, will be clearly defined. The major elements of the program will include the following:
 Procedures to control activities affecting quality, including interfaces among project participants.
 Inspection planning to identify applicable attributes, material tests, reporting, and acceptance criteria.
 Technical inspection, supervision, and coordination of the work until final completion and acceptance of the work by the City, verifying that the materials furnished and work performed are in accordance with the approved plans, drawings, specifications, and construction documents.
 Prevention of installation of work, or furnishing of materials or equipment, which has not been properly approved or otherwise fails to conform to the approved plans, drawings, specifications, and/or construction documents.  Verification that all inspection, quality control tests, or any other tests required by law, rule, or regulation—or by the construction documents—are performed satisfactorily and on time, including off-site and controlled inspection and soils testing, welding, cement, concrete, masonry, structural or reinforcing steel, or any other material or equipment.

Quality
AIMCS will achieve contractor quality performance through the implementation of a QA/QC Program consistent with the City’s Quality Program, and through routine quality audits performed by our corporate office. Quality Control in the field will be managed through rigorous field inspections by our inspector(s), expedited reporting of defective items, and implementation of a tracking system to ensure timely resolution of items. Quality Assurance will be managed through routine process audits to verify implementation and execution of best practice inspection methods and processes.

Field Inspection & Testing
The primary purpose of regular inspections is to determine whether field work is compliant with construction document requirements. These inspections need to be carefully documented on a daily basis. For this purpose, our team’s Lead Inspector will prepare daily inspection reports. These

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daily inspection reports, which will be filed within one day following the inspection of any work performed, will accurately document construction progress in accordance with the following:
 Detailed description and location of work performed
 Quantities of work performed, as well as quantities of major materials installed or delivered
 Specific equipment used and usage hours for each pay item (Note: all idle equipment on job site)
 Occurrence(s) and result(s) of any quality test(s) or other test(s) performed  Unusual conditions or problems
 Cause and duration of any delays
 Temperature, weather conditions, and time of work performed

Our inspection effort is straight-forward to enable each project to be completed according to the plans, specifications, contract documents, and applicable codes. Key to this objective will be to make sure that the AIMCS Team of Inspectors becomes well-versed in the project plans and specifications early on, prepares detailed inspection reports to verify that materials and labor are in conformance, and documents work progress. Maintaining an organized, professional, and diligent daily inspection routine, and communicating with the City immediately when issues arise, will also be critical to the success of the Project.

MATERIAL TESTING (KLEINFELDER)
As requested by AIM Consulting Services, the Kleinfelder team will provide the following construction materials testing services in conformance with Caltrans requirements and the City’s QAP manual:
 Structural cast-in-place concrete sampling, and testing.  Soils, aggregate base, and asphalt concrete observation, sampling, and testing.  Laboratory concrete, soils, aggregate base, and asphalt concrete testing.  Preparation of a final report documenting materials testing.

The estimated durations, quantities and services should be considered approximate and subject to change based on the contractor’s actual methodology and work schedule. Kleinfelder will provide a Project Manager to coordinate and provide oversight of our field personnel for our services. Kleinfelder will staff the project with technicians appropriately certified and approved by the jurisdictional authority to perform materials testing services on each element of work being observed, tested, or inspected.

Concrete Sampling and Testing
Kleinfelder will provide a Caltrans certified material tester to perform services which are anticipated to include slump and temperature tests, and casting concrete specimens for compressive strength testing in accordance with the project specifications and local jurisdiction requirements. Concrete specimens will be picked up and delivered to our laboratory after the initial on-site curing period. Concrete batch tickets for all concrete placed will be monitored during placement for mix compliance verification. We have assumed the proper submittals of material compliance (for reinforcing steel, cement, aggregate, and admixtures) will be submitted to the Engineer of Record to eliminate qualification testing by us. We have not included concrete batch plant inspection as part of this proposal. Kleinfelder can provide these services for an additional fee if desired following our receipt of appropriate authorization.

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Soils and Aggregate Base Observation and Testing
Kleinfelder will staff the project with a soils technician to observe and test the soil during backfill, compaction, excavation of footings, and preparation of roadway subgrade. Our services will include in-situ density testing by nuclear and/or sand cone method. Compaction testing will be performed to document that in-place soil density and moisture content of engineered fills are within the allowable range based on industry standards. Our personnel will sample materials for transportation to our laboratory to provide Caltrans test method 216 and 231 testing as needed and described in our fee. If additional testing is required, Kleinfelder can perform these services for an additional fee after receiving appropriate authorization.

Asphalt Concrete Observation and Testing
Our services will include continuous field density testing during placement of asphalt concrete pavement and periodic batch plant inspection on an as requested basis. Batch tickets will be periodically verified for conformance to the project plans and samples will be obtained at the project site and delivered to our laboratory for testing. Mix temperatures and total quantities will be recorded in the field and documented daily.

LABOR COMPLIANCE (PACIFIC RESOURCES)
AIMCS will engage an employee to act as an extension of City staff to manage the project to meet requirements per the City, The consultant employee will perform the bid analysis and submit to Metro the Award Package, monthly invoices and other documentation as required per City, LAPM, Metro and grant requirements. In addition, the consultant employee will coordinate with the City ‘s Labor Compliance Consultant in accordance with the LAPM.

Pacific Resources Services Corporation will provide labor compliance services to ensure that prevailing wages are paid during the construction of the project and in compliance with Section 1770, et seq. and/or Davis-Bacon and related acts requirements.

The services to be provided include the following:

1. Provide required language and prevailing wage documentation to the client for prevailing wage compliance.

2. Provide applicable prevailing wage rate(s) to the client and contractors, upon request, and post at project location as required under the Davis-Bacon requirements.

3. Assist the client, in requesting determination throughout the conformance process.

4. Verify all subcontractors are eligible to work on the project by checking contracting status with both California and Federal Lists, including the California Department of Industrial Relations and the Federal Excluded Parties List.

5. Conduct all pre-bid orientation conferences to ensure that all bidders are fully educated and informed of relevant labor code and/Davis-Bacon requirements.

6. Attend pre-construction, including providing a checklist of law and regulations which need to be followed to comply with State and/or Federal regulations, as well as all forms required for labor compliance. Pacific Resources Services attendance can be in person or vial conference call or webinar.

7. Provide a phone line and email contact where contractors and subcontractors can contact PRS for clarification, certified payroll, apprenticeship, and compliance issues.

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8. Perform a license check with the California Contractor’s License Board for current and active license status, as well as worker’s compensation coverage of all contractors and all listed sub-contractors.

9. Review & compare work classification with the California prevailing wage classification and/or Davis-Bacon requirements.

10. Monitoring of all weekly certified payroll, including, but not limited to: correct classification of workers proper wages paid, proper calculations and payment of fringe benefits and training contributions, review overtime, shift pay, weekend and holiday work/pay, only permissible deductions will be allowed, cross reference of onsite interviews with certified payroll to verify all workers are listed and review the “certification” or “statement of compliance” is complete and signed by an individual of knowledge and authority.

11. Conduct site visits while the project is under construction and interview workers. Interview at least one worker per craft on site. Site visits will be coordinated with the Construction Management firm to ensure that the contractor is on site.

12. Monitoring of all apprenticeship requirements. Collection and review of DAS-140 and DAS-142 forms. Review of applicable ratios, correct wages paid, training contributions (CAC Forms). Verification that all apprentices also have an active Division of Apprentice Standards and/or BAT (US Dept. of Labor Bureau of Apprenticeship Training) registration.

13. Verification that apprentices are properly supervised and employed in approved ratios as required by both California and Federal apprenticeship regulations applicable to Davis- Bacon Projects.

14. Respond to inconsistencies or deliberate deceptions on the part of the contractors and/or subcontractors through additional detailed audit through review of cancelled checks, timecards and related records and seek appropriate resolution with the California and/or Davis-Bacon regulations.

15. Communication with contractors, Pacific Resources Services will work with all subcontractors with the goal of amicable agreement on resolving issues related to violations, penalties, and compliance. All meeting and calls with contractors will be documented and maintained by Pacific Resources Services.

16. Once work on the project is completed, Pacific Resources Services to send out a final letter to the contactor and any subcontractor who might still have outstanding items. Pacific Resources Services provides a 10-day window of time during which the contractor/subcontractor can submit additional documentation or make corrections.

Once the time expires, Pacific Resources Services closes out the project relating to issues or outstanding wages, apprenticeship issues and any restitution or penalties due.

17. Maintain all records for a period of three (3) years.

18. Attend any compliance or auditing meetings with the state and/or Federal agencies relating to the labor compliance on this project.

19. Provide training and other assistance relating to labor compliance as requested by the client and contractor(s).

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20. Establish a working relationship with the governing agencies on behalf of the client.

Our in-house services offered by the firm provide clients with “one stop shop”—working from the City of Montebello assigned office, AIMCS will work with the City to incorporate project requirements and to respond proactively to the client’s goals and objectives. Attached for your consideration is the project staffing plan and usage estimate for the duration of the project. If you have any questions regarding any of the information provided, please contact me at your earliest convenience.

Please see attached Fee Schedule for Construction Management Services.

Sincerely,

Gabriel Perez
Principal-in-Charge
AIM Consulting Services
[email protected]

FEE PROPOSAL
AIM Consulting Services and Consultant Staffing Plan

CONSTRUCTION MANAGEMENT SERVICES MONTEBELLO MUNICIPAL GOLF COURSE CLUB-HOUSE

CITY OF MONTEBELLO
Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun
2024
Project Manager III (AIMCS) $ 184.00 $201,664 80 168 168 168 176 176 160 -$ -$ Hrs. #REF! #REF! 80.00$ 168.00$
$14,720 $30,912 $30,912 $30,912 $32,384 $32,384 $29,440 $201,664 Engineer MEP/Civil/Controls I $ 112.00 $27,776 80 168
112.00$ ##### -$ -$ Hrs. #REF! #REF!
$8,960 $18,816 $0 $0 $0 $0 $0 $27,776
Inspection MEP/Civil - III $ 138.00 $156,048 80 168 168 168 176 176 160 #REF! #REF! #REF! #REF! #REF! #REF! #REF!
$11,040 $23,184 $23,184 $23,184 $24,288 $24,288 $26,880 $156,048 Scheduler / Project Controls - III $ 143.00 $0
$0 $0 $0 $0 $0 $0 $0 $0
Estimator III $ 149.00 $ 74,400
$74,400
$459,888
Special Inspection (KLEINFELDER) $63,515
$63,515
Labor Compliance (PACIFIC RESOURCES) $13,608
$1,944 $1,944 $1,944 $1,944 $1,944 $1,944 $1,944 $13,608 PROCORE PMIS SOFTWARE 2 Year Contract $25,000
$25,000
$102,123
$562,011

PROJECT BUDGET BREAKDOWN - ESTIMATED FEES
CONSTRUCTION MANAGEMENT 303,840.00$
INSPECTION 156,048.00$
SPECIAL INSPECTION 63,515.00$
LABOR COMPLIANCE 13,608.00$
PROJECT MANAGEMENT INFORMATION SYSTEM 25,000.00$
SUBTOTAL - CM (Not to Exceed - Labor) 562,011.00$

* Extensions of time due to Contractor Delays / Owner Delays / Inclement Weather, will be compensated through time and material process
** Proeject Management Information System (PROCORE)
***Work calculated 13 month duration including closeout

TOTAL - CONSTRUCTION MANANAGEMENT AND INSPETION SERVICES TOTAL
COST
Construction Management Services & Inspection

SUBTOTAL - CONSTRUCTION MANAGEMENT / INSPECTION SERVICES Additional Services
C M T E A M - Staffing PlanAdditional ServicesSUBTOTAL - ADDITIONAL SERVICES

NOT TO EXCEED

NOT TO EXCEED

POSITION

Direct
Labor
2023
2024

TOTAL HRS
/ AMT
C o n s t r u c t i o n M a n a g e m e n t & Inspection S e r v i c e s 2023

CLUB HOUSE / GOLF COURSE

RENOVATION CLUB HOUSE CONSTRUCTION

Exhibit B

Master Agreement Fee Schedule

12121 Valley Boulevard, Ste 206 │ El Monte, CA 91732 │ 323.271.4602 │ www.AIMCSworld.com AIM Consulting Services

June 17, 2021

Mr. James Enriquez, P.E.

Director of Public Works / City Engineer
City of Montebello
1600 West Beverly Boulevard
Montebello, CA 90640 - 3932

RE: CITY OF MONTEBELLO ON-CALL CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES RFP NO. 21-32 – SCHEDULE OF BILLING RATES

POSITION CLASSIFICATION RATE
Project / Construction Manager -I $ 145.00
Project / Construction Manager -II $ 163.00
Project / Construction Manager - III $ 184.00
Inspection MEP/Civil - I $ 108.00
Inspection MEP/Civil - II $ 125.00
Inspection MEP/Civil - III $ 138.00
Scheduler / Project Controls - I $ 112.00
Scheduler / Project Controls - II $ 133.00
Scheduler / Project Controls - III $ 143.00
Estimator - I $ 107.00
Estimator - II $ 128.00
Estimator - III $ 149.00
Office Engineer - Doc Control -I $ 66.00
Office Engineer - Doc Control - II $ 77.00
Office Engineer - Doc Control - III $ 89.00
Engineer MEP/Civil/Controls - I $ 112.00
Engineer MEP/Civil/Controls - II $ 133.00
Engineer MEP/Civil/Controls - III $ 143.00
Asset/Move Coordinator - I $ 112.00
Asset/Move Coordinator - II $ 122.00
Asset/Move Coordinator - III $ 138.00

Should you have any questions, please feel free to contact me at (323) 271-4602. Thank you for your consideration.

Sincerely,

Gabriel Perez
Principal-in-Charge
AIM Consulting Services
[email protected]

MONTEBELLO MUNICIPAL GOLF COURSE RENOVATION PROJECT

C.P. No. 894-3

CLUBHOUSE CONSTRUCTION

TOTAL PROJECT BUDGET / SPENDING PLAN

Previously Authorized Project Budget
Project Expenses Estimated Cost
Conceptual Pre-Design Project Development (Trend Sports, LLC) (Auth 10/12/22) $494,705
Program Management Service (AIM CS – Auth 11/10/21) $382,720 Additional Services (Auth 8/1/22 ) $188,841
Architectural/Engineering Design Service (Sportfive – Auth 11/10/21) $1,238,290 Additional Services (Auth 5/11/22 ) $188,790
Additional Services (Auth 8/1/22) $149,980
Additional Services (Administrative Auth 10/3/22) $7,928 Construction Management / Inspection – (Auth 10/12/22) $1,283,543 Phase 1 – Grading & Utilities Construction
(L os Angeles Engineering, Inc.) – (Auth 10/12/22) $5 ,094 ,000 Phase 1 Construction Contingency (5%) $254,700
Phase 2 – Golf Course Construction
(American Landscape, Inc.) - (Auth 11/9/22) $9,664, 658 Phase 2 Construction Contingency (5%) $483,233
Irrigation Pump Station Purchase (MCI-Flowtronex – Auth 9/28/22) $295,000 Utilities (Installation and Fees) $573,612
Total: $20,300,000

Recommended Project Budget Amendment
Project Expenses Estimated Cost
Phase 1 and 2 Expenses
Architectural/Engineering Design Service (Sportfive) – Additional Services $362,487 Construction Management / Inspection (AIM CS) – Additional Services for Phase 1 and 2 $171,248
Phase 1 – Grading & Utilities Construction
(L A Engineering, Inc.) – Change Orders in Excess of Contingency $564,800 Phase 2 – Golf Course Construction
(American Landscape, Inc.) - Change Orders in Excess of Contingency $1, 340,617 Asbestos Abatement (Northstar) $150,000
Electrical Switch Gear – (Auth 3/8/23) $128,000
Temporary Generator Rental (Pump Station) – (Auth 5/24/23) $131,327 Additional Utility Fees $300,000
Phase 1 and 2 Subtotal: $3,148 ,4 79

ATTACHMENT G

Phase 3 Expenses
Phase 3 – Golf Course Clubhouse
(RC Construction Services, Inc. ) - (Recommended) $1 0,144 ,000 Phase 3 Construction Contingency (5%) $507,200
Construction Management / Inspection (AIM CS) $562,011 Clubhouse Landscaping $500,000
Via San Clemente Pavement Reconstruction $500,000
Miscellaneous Expenses $250,000
Phase 3 Subtotal: $12, 463, 211
Total Expenses (Phase 1, 2 and 3) : $15, 611 ,6 90

Project Funding Amount
Gas Tax $2,250,000
General Fund Reserve (See Fiscal Impacts in Staff Report) $13,361,690 Total Funding : $15, 611,690

TOTAL PROJECT COST: $35,911,690

Statutory Exemptions. State code number:

_______________________________________________
Print Form
Notice of Exemption Appendix E
From: (Public Agency): ____________________________
To: Office of Planning and Research
P.O. Box 3044, Room 113 _______________________________________________Sacramento, CA 95812-3044 County Clerk
(Address)
___________________________
___________________________
County of: __________________
Project Title: ____________________________________________________________________________ Project Applicant: ________________________________________________________________________ Project Location - Specific:

Project Location - City: ______________________ Project Location - County:

Description of Nature, Purpose and Beneficiaries of Project:
_____________________
Name of Public Agency Approving Project: _____________________________________________________ Name of Person or Agency Carrying Out Proj ect: ________________________________________________ Exempt Status: (check one):

Ministerial (Sec. 21080(b)(1); 15268);
Declared Emergency (Sec. 21080(b)(3); 15269(a));
Emergency Project (Sec. 21080(b)(4); 15269(b)(c));
Reasons why project is exempt:

Lead Agency
Contact Person: ____________________________
Area Code/Telephone/Extension: _______________
If filed by applicant:

1. Attach certified document of exemption finding.

2. Has a Notice of Exemption been filed by the public agency approving the project? Yes No
Signature: ____________________________ Date:

Signed by Lead Agency
Signed by Applicant
Authority cited: Sections 21083 and 21110, Public Resources Code. Date Received for filing at OPR:

Reference: Sections 21108, 21152, and 21152.1, Public Resources Code. _______________
Categorical Exemption. State type and section number: ____________________________________ ______________________________________________
______________ Title: _______________________
Revised 2011

August 10, 2023

Alex Hernandez
J-Squared General Contractors, Inc.
1844 W. Business Center Drive
Orange, CA 92867

Subject: Montebello Municipal Golf Course Renovatio n Project – Phase 3 (C.P. No. 894-3)
Notice of Intent to Reject Bid

Dear Ms. Hernandez:

The City of Montebello (“City”) has independently r eviewed J-Squared General Contractor, Inc.’s (“J-Squared’s”) bid that was submitted for the above-referenced project (“Project”) and discovered non-waivable mat erial bid errors rendering J- Squared’s bid nonresponsive. City staff will recommend that the City Council reject J-Squared’s bid as nonresponsive and award the cont ract to the lowest responsible bidder submitting a responsive bid, Rob ert Clapper Construction Services, Inc. dba R.C. Construction Services (“RCCS”).

As a threshold matter, the City has broad discretion to determine responsiveness and may accept a responsive bid even if there are minor irregularities, mistakes or deviations, as long as such deviations are immateri al or inconsequential. 1 In determining whether the deviations are immaterial o r inconsequential the City may consider whether the deviation:

1. would affect the amount of the bid;

2. results in an unfair competitive advantage;

3. affects the ability of the City to make bid com parisons

4. could be a vehicle for favoritism;

5. could influence potential bidders to refrain fr om bidding. 2 However, the City has no authority to waive deviati ons that are material or consequential.
3 1 (See Menefee v. County of Fresno (1985) 163 Cal. App. 3d 1175; Ghilloti Construction Co. v. City of Richmond (1996) 45 Cal.App.4th 897.)
2 (Konica Business Machines U.S.A. Inc. v. Regents o f University of California, 206 Cal.App.3d 449.) 3 (Konica Business Machines U.S.A. Inc. v. Regents o f University of California, 206 Cal.App.3d 449; Valley Cr est

A review of J-Squared’s bid reveals several material deficiencies as follows:

1. The Bid Proposal did not include a Bid Bond and a Bid Bond was not provided prior to the deadline for submitting bids, Wednesday July 12, 2023 at 10:00 am.

2. The subcontractor list on Page C-7 does not list the type of work to be performed by the subcontractor. Additionally there is no listing of a subcontractor for the performance of specialty fire sprinkler work.

3. The Bid Proposal Forms did not include signed ad denda and did not include pages C-17 to C-26 as follows:

a. Non-Lobbying Certification for Federal Aid Contr acts (C-17). This deficiency results in the potential for favoritism, an unfair competitive advantage and impairs the ability of the City to ma ke a fair comparison of the bids.
b. Disclosure of Lobbying Activities (C-18 to C-20) . This deficiency results in the potential for favoritism, an unfair competitive advantage and impairs the ability of the City to ma ke a fair comparison of the bids.
c. Proposal Guarantee Bid Bond (C-21). Public Cont ract Code 20171 states that a bid shall not be considered unless ac companied by a bid bond.
d. Bidder’s Violation/Safety Questionnaire (C-22). This deficiency impairs the ability of the City to make a fair comp arison of the bids, and results in the potential for an unfair competitive advantage. e. Bidder’s Information (C-25 to C-26). This defic iency impairs the ability of the City to make a fair comparison of th e bids, and results in the potential for an unfair competitive advantage.

The City Council will consider the award of this contract at its meeting on August 23, 2023. For the above reasons City staff will rec ommend that the City Council reject the bid submitted by J-Squared as nonrespons ive and award the contract to the apparent responsive low bidder, RCCS.

J-Squared is entitled to submit written materials to City Staff and the City Council.

If you wish to submit materials please provide them to City Staff not later than Thursday August 17, 2023 at 12:00 pm PST, so they c an be included in the Council Agenda. You may make a presentation to the City Council on August 23, 2023, but the City is not required to conduct a hea ring or provide written finding

Landscape, Inc. v. City of Davis (1996) 41 Cal.App.4th 1432.)

to support its decision in this matter. 4

Sincerely,

James Enriquez
Director of Public Works / City Engineer

4 Taylor Bus Service, Inc. v. San Diego Board of Edu cation, 195 CA3d 1331

ITEM # 8

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT

TO: Honorable Mayor and City Council Members

FROM: Arlene Salazar, Acting City Manager

BY: Adrianna Kendricks, Director of Transportation

SUBJECT: AWARD PROFESSIONAL SERVICES AGREEMENT NO. 4125, TO

TENNANT SALES AND SERVICE COMPANY, FOR SCRUBBER AND
SWEEPER REPLACEMENT REQUEST FOR QUOTE NO. Q-23-1

DATE: August 23, 2023

RECOMMENDATION(S):

It is recommended that the City Council:

1. Award Professional Services AgreementNo. 4125 to Tennant Sales and Service Company, for a total not-to-exceed amount of Two Hundred Eighteen Thousand, Six Hundred and Fifteen Dollars ($218,615), for the Scrubber and Sweeper Replacement Request for Quote No. Q-23-1 (RFQ No. Q-23-1); and

2. Authorize the Acting City Manager, and/or designee, to take action necessary to execute and finalize the agreement on behalf of the City of Montebello; and

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

FISCAL IMPACT:

On July 24, 2023, Tennant Sales and Service Company (Tennant) submitted their best and final value contract pricing of $218,615. This project will be funded using Fiscal Year 2023-24 Transit Operating Budget - Corporate Shops - Machinery & Equipment Account (Account No. 600-90-915-6010.10). Sufficient funds are appropriated in this account; therefore, a budget amendment is not needed to fund the $218,615 project cost.

BACKGROUND/DISCUSSION:

On June 15, 2023, the City of Montebello Published RFQ No. Q-23-1 (see Attachment A). RFQ No. Q-23-1 was developed to find replacements for the existing scrubber and sweeper cleaning equipment, which are 20 years old and beyond their useful life. The

CITY COUNCIL AGENDA REPORT - MEETING OF AUGUST 23, 2023

replacement equipment would be three (3) new Tennant scrubbers and sweepers (T16, S30, and T20 models) that would be used to maintain the cleanliness of the Transportation Department’s maintenance facilities.

Vendors were provided the opportunity to submit questions and concerns, and corresponding answers were published using the City’s online advertising platform, PlanetBids.com. In addition, it was each vendor’s responsibility to review and acknowledge all publicly announced addendums, then craft their scope of service following such changes. Furthermore, vendors were asked to thoroughly review the requirements and submit a complete quote package including a cover sheet, resume, cost proposal, and three (3) references.

All quotes were due Thursday, July 13, 2023. The City received two (2) quotes—one from Social Glass, Inc. and the other from Tennant. Staff conducted a preliminary review of the two (2) quotes and determined that the quote submitted by Social Glass, Inc. (Social Glass) was non-responsive and did not conform with the requirements of RFQ No. Q-23-

1. Social Glass's quote lacked structure and was incomplete. Further, Social Glass failed to provide a required cover sheet outlining the following: Company/vendor name, name of representative, contact telephone and email, signature, title, date, vendor resume, etc.

In addition, Social Glass provided an incomplete “Cost Proposal Sheet” for refurbished equipment. The remaining quote was approved to be reviewed further by the Evaluation Committee.

ENVIRONMENTAL:

N/A

ANALYSIS:

On July 26, 2023, an Evaluation Committee comprised of three (3) raters from the Transportation Department evaluated Tennant’s quote. Each rater independently reviewed and evaluated the quote in accordance with the equipment requirements outlined in RFQ No. Q-23-1.

The Evaluation Committee reviewed and assessed the Tennant quote as being the best value and most responsive to the City’s needs. The qualitative attributes (cover sheet, vendor resume, and references) presented in the quote package not only demonstrated Tennant as a competitively priced vendor, but also emphasized the company’s credibility to provide the required equipment. Among several other notable factors, the vendor presented a very clear and concise quote package; highlighting several years of experience in the equipment industry, an itemized list of each piece of equipment with associated components, and references emphasizing efficiency in completing equipment acquisition for agencies with an operation structure similar to the City.

Furthermore, staff conducted an independent cost analysis of the requested scrubbers and sweeper equipment to determine if the quote received from Tennant is fair and reasonable. After extensive research, it was concluded that Tennant pricing provided the best value to the City in comparison to other vendors with similar equipment:

CITY COUNCIL AGENDA REPORT - MEETING OF AUGUST 23, 2023

Since the City only received two (2) quotes and one was non-responsive, MBL is requesting authority to purchase three (3) new Tennant scrubbers and sweeper equipment from Tennant to replace the old inoperable scrubber and sweeper. The scrubbers and sweeper equipment will be acquired through the procedures outlined in Montebello Municipal Code (MMC) Section 3.20.050, as authorized under California Government Code Section 54202. In accordance with MMC 3.20.050 (D), the City Council by a four-fifths vote may approve the purchase of the supplies and equipment needed if it would be impractical, useless, or uneconomical to follow the bidding procedures, and that the welfare of the public would be promoted by dispensing with the same.

SUMMARY:

Staff recommends that the City Council award Agreement No. 4125, attached hereto in substantial form (see Attachment C), to Tennant Sales and Service Company, for a total amount of Two Hundred Eighteen Thousand, Six Hundred and Fifteen Dollars ($218,615) (see Attachment D), for the purchase of Scrubber and Sweeper Replacement equipment; authorize the Acting City Manager to take action necessary to execute and finalize a contract on behalf of the City; and direct staff to take such additional, and related, actions that may be desirable.

ATTACHMENT(S)

1. ATTACHMENT A - Request for Quote (RFQ) No. Q-23-1

2. ATTACHMENT B - Tennant Sales and Service Company Proposal

3. ATTACHMENT C - Agreement No. 4125 (DRAFT)

4. ATTACHMENT D - Cost Proposal Sheet

NEXT STEPS:

N/A

City of Montebello
REQUEST FOR QUOTE (RFQ) No. Q-23-1

SCRUBBERS AND SWEEPER REPLACEMENT
June 15th, 2023

ONLINE QUOTE SUBMITTAL ONLY THROUGH PLANET BIDS
NOTE: Updates, changes, or addendums to the RFQ are posted at:
https://pbsystem.planetbids.com/portal/33072/portal-home

ATTACHMENT A

RFQ No. Q-23-1
2 INTRODUCTION

The City of Montebello (“City”), Montebello Bus Lines (MBL), is soliciting quotes from highly - qualified vendors to provide three (3) new Tennant scrubbers and sweeper equipment. MBL must purchase new scrubbers and sweeper to replace old inoperable sweeper and scrubber Tennant models 6500, 7200, and 7300.

As the third-largest municipal bus system in Los Angeles County, MBL proudly serves 4.5 million passengers annually throughout the communities of Alhambra, Bell Gardens, San Gabriel, Boyle Heights, Commerce, Downtown Los Angeles, East Los Angeles, La Mirada, Montebello, Monterey Park, Pico Rivera, Rosemead, South Gate, and Whittier. To provide reliable and efficient pu blic transportation services to the residents of Montebello and neighboring communities, the agency relies on the Maintenance Division to have the relevant equipment required to maintain and service MBL’s fleet.

SCOPE OF SERVICES

PROJECT DESCRIPTION

This Request for Quote (RFQ) seeks a Vendor (“Vendor”) to provide three (3) new scrubbers and sweeper equipment Tennant models T16, S30, and T20. The scrubbers and sweeper equipment are meant to clean the flooring and surrounding pavement at the MBL maintenance facility. The selected Vendor must provide scrubbers and sweeper equipment that are new, meet the Original Equipment Manufacturer (OEM) specifications, and include a unique tracking number.

Manufacturer: Tennant

TENNANT SCRUBBERS AND SWEEPER EQUIPMENT

1. Tennant S30 – This sweeper will require the base equipment and the optional equipment listed below:
a. Audio-Visual Backup Alaram
b. Light Packages
c. Rear Tower Bumpers
d. Dual Side Brushes
e. WaterShield Side Brush Wet Dust Control
f. Blower Attachment
g. Vacuum Wand
h. Fire Extinguisher
i. Steel Hopper
j. Engine-LPG

2. Tennant T16 – This scrubber will require the base equipment and the optional equipment listed below:
a. EC-H20 Solution System
b. FAST-Foam activated Scrub Technology
c. ES-Extended Scrub w/ Detergent Metering
d. Scrubbing Side Brush
e. Back-Up Rear Safety AV Module (LED)

RFQ No. Q-23-1
3 f. Tubular Steel Front Bumper
g. Tubular Steel Rear Squeegee Guard
h. Spray Hose (15ft/5m) w/ Retracting Reel
i. Pre-sweep Attachment with Dust Control
j. Battery Watering System
k. Dual Vacuum Fans
l. Rollout Battery Kit
m. Head Light (LED)
n. Vacuum Wand (on demand)
o. On Board Charger
p. High-Capacity Batteries (4hrs) 36V, 360AH

3. Tennant T20 – This scrubber will require the base equipment and the optional equipment listed below:
a. Engine-LPG

Warranty:

A. The Vendor warrants all provided services, components, parts, and material furnished under this contract against defects or failures, for a period of at one (1) year from the date of acceptance.

B. Warranty repairs shall include materials, freight of any kind, travel expenses, mileage, labor, and any other related expenses necessary to correct defects.

Term of Agreement
A. Completion of this project will be no later than December 30th, 2023. However, the City may grant additional hours for services related to this project.

GENERAL TERMS AND CONDITIONS

QUOTE SUBMITTALS
Quotes must be received by Thursday, July 13th, 2023, at 3:00 PM Pacific Standard Time and submitted in accordance with the instructions contained in this RFQ. No exceptions will be granted regardless of reason or circumstances. Quote Submittals will be received electronically via the City website, on-line electronic submission at www.PlanetBids.com The RFQ shall include the following:
▪ Cover sheet stating the following:
· Company/Vendor Name
· Name of Representative
· Contact telephone and email
· Signature
· Title
· Date

RFQ No. Q-23-1
4 ▪ Vendor’s resume
▪ Cost Proposal Sheet
▪ Three (3) references

All Quotes must contain an original signature by an authorized officer of the company.

POINT OF CONTACT
This RFQ is issued by the City, and the Senior Management Analyst will be the sole point of contact (“Point of Contact”) during the RFQ submission and procurement process.

Communication initiated by respondents to this RFQ with members of the City Council, officers, personnel, or employees of the City, other than as coordinated by the Point of Contact, may be grounds for disqualification. Any inquiry or request during this submission or procurement process shall be submitted in writing to the following Point of Contact:

City of Montebello Transportation Department
Attention: Rohan Anderson,
Senior Management Analyst
400 South Taylor Ave.

Montebello, CA 90640
(323) 558-1625 ext. 104
Email: [email protected]

If the Point of Contact determines a response to any such inquiry is warranted, the response will be issued to all prospective Vendors via:
https://pbsystem.planetbids.com/portal/33072/portal-home

INCORPORATION OF QUOTE INTO AGREEMENT
This RFQ and the Vendor’s response, including all promises, warranties, commitments, and representations made in the successful Quote, shall be binding and incorporated by reference in the City’s contract with the successful Vendor.

TIMETABLE & SCHEDULE OF EVENTS
Scheduled Tasks Scheduled Date
Issuance of RFP Thursday June 15th, 2023
Deadline to Submit Questions Tuesday June 27th, 2023, at 3:00 PM PST Responses to Questions Provided Thursday July 6th, 2023 Deadline to Submit Proposals Thursday July 13th, 2023, at 3:00 PM PST Presentations & Intent to Award Week of August 7th, 2023

ADDENDA
Any changes made by the City to the requirements in this RFQ will be made by written addenda.

Any written addenda issued to this RFQ shall be incorporated into the terms and conditions of any resulting Agreement. The City will not be bound by any modifications to or deviations from the requirements outlined in this RFQ as the result of oral instructions. The City reserves the right to revise or withdraw this RFQ at any time and for any reason.

RFQ No. Q-23-1
5 CLARIFICATIONS
Should a Vendor require clarifications of this RFQ, the Vendor shall notify the Point of Contact identified in this RFQ in writing. Should the City, in its sole discretion, determine that the point in question is not clearly and fully set forth; the City will issue a written addendum clarifying the matter. The aforesaid addendum shall be posted on the www.PlanetBids.com web page.

All questions, clarifications, or comments must be submitted no later than 3:00 pm, Tuesday, June 27th, 2023. No questions will be answered individually by the City or MBL.

Requests for clarification, questions, and comments must be posted on the PlanetBids.com Q & A section. The City is not responsible for failure to respond to a request that has not been submitted in accordance with this section.

Responses by the City to the clarifications, comments, and questions will be communicated via PlanetBids.com. Every attempt will be made to respond to all Vendors in accordance with the procurement schedule for this RFQ. Inquiries received after the deadline will not be accepted and will be returned to the sender without a response.

Requests for clarifications and questions should be formatted in the following manner:

1. Section

2. Paragraph number

3. Page number

4. Text of passage being questioned

5. Question

DISCREPANCIES AND MISUNDERSTANDINGS
Proposing Vendors must satisfy themselves by personal examination of any worksite, drawings, Scope of Services , and by any other means as they may believe necessary, as to the actual physical conditions, requirements, and difficulties under which the work must be performed. No Proposing Vendor shall at any time after submission of the Quote, make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for the satisfactory completion of the job. Any errors, omissions, or discrepancies found in any plans, specifications, or other documents provided, shall be called to the attention of the City and clarified before the submission of Quotes.

WITHDRAWAL OF QUOTES
Proposing Vendors may withdraw their Quotes in writing, provided that such requests are received by the City before the scheduled deadline for Quote submission or within six (6) months following the scheduled deadline for Quote submission when no contract has been awarded.

TIME OF COMPLETION
The contract time shall commence from the date on the Notice to Proceed (NTP) as authorized in writing by the City. The services shall be completed within the period specified in the RFQ. In case the services under the terms of these provisions and related purchase contract shall be necessarily delayed because of a strike, injunctions, government controls, or by reasons of any cause or circumstances beyond the control of the successful Vendor, the time of completion shall be extended by a number of days to be determined in each instance by mutual agreement between Vendor and MBL.

RFQ No. Q-23-1
6 PAYMENT
A separate invoice, referencing the respective purchase order number, shall be issued in duplicate for each invoice shown in the payment schedule, and addressed to the City of Montebello, Attn:

Accounts Payable, 1600 West Beverly Boulevard, Montebello, California, 90640.

Payment will be made within thirty (30) days after acceptance and approval of the invoice.

SCOPE OF CONTRACT
The Vendor shall provide all services necessary as per the Scope of Service described in this RFQ.

AWARD OF CONTRACT

The contract resulting from this RFQ will be awarded to the responsive and responsible Vendor whose quote, conforming to the requirements of the RFQ, is determined to be the lowest responsible bidder (“Best Value” as described in the Federal Transit Administration Circular 4220.1F). No agreement shall exist until the City Council or the City Manage r has awarded the contract and it has been mutually executed. The City reserves the right to:
· Accept all or any part of a Quote;
· Reject any or all Quotes for any reason;
· Waive any informality or minor errors to the extent permitted by law; · Award the Agreement as the interest of the City may require; · Cancel the entire RFQ; and/or
· Issue subsequent RFQ’s.

An Evaluation Committee comprised of MBL staff in accordance with the Quote Evaluation Criteria set forth in the Evaluation Criteria section of this RFQ will evaluate all the Quotes.

EVALUATION CRITERIA
Acceptance of any statement submitted pursuant to this RFQ shall not constitute any implied intent to enter into a contract for consulting services. Award will be made to the Vendor whose quote offers lowest responsible Bidder whose Quote complies with all requirements prescribed herein. If lowest responsible Bidder refuses or fails to execute the Contract, the City may award the contract to the next lowest responsible Bidder.

REFERENCES
All reference information requested in this RFQ and specified in the form included in this RFQ must be submitted with the Quote. Refer to Exhibit A.

At the discretion of the Evaluation Committee, the City may elect to perform site visits at the Vendor’s customer locations. These optional site visits will be in addition to any presentations and/or technical demonstrations. Some or all RFQ Evaluation Committee members would travel, at City expense, to sites at which finalist Vendors are performing like servic es. The purpose of such visits shall be to provide the evaluation team with an increased understanding of the process and assess the Vendor’s implementation and performance.

RFQ No. Q-23-1
7 PROPOSAL SIGNATURES
If an individual makes the Quote it shall be signed and the full name and address of the Vendor shall be given. If a partnership makes the Quote, it shall be signed with the partnership name, by a member of the partnership who shall sign by name and the name and address of each partner shall be given.

If a corporation prepares the Quote, the name of the corporation shall be provided and signed by two (2) duly authorized Officers and, if available, stamped with the corporate seal, and the names and titles of all officers of the corporation shall be given. If a corporation provides a certified letter stating that one (1) duly authorized officer signature is binding for the corporation, this will suffice to omit the second signature requirement in the Quote. A certified letter is to be included in the Quote accompanied by the Letter of Transmittal.

PRE-CONTRACTUAL EXPENSES
The City will be under no obligation for payment of pre -contractual expenses. Pre -contractual expenses are defined as expenses incurred by Vendor in:
· Preparing the Quote in response to this request
· Submitting that Quote to the City
· Negotiating with the City any matter related to this Quote, and/or · Any other expenses incurred by the Vendor before the date of the award

CITY OF MONTEBELLO RIGHTS
In its discretion, the City reserves the right to:

1. Reject any and/or all Quotes for no reason or any reason including but not limited to the following:
a. The Quote is incomplete, non -responsive, obscure, irregular, or lacking necessary detail and specificity.

b. The Vendor, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services.

c. The Vendor failed or neglected to complete and submit any information within the time specified by the City, and as may be otherwise required herein.

2. Reject any Quote that, in the opinion of the City, is so unbalanced in comparison to other Quotes received and/or to the City’s internal estimates that it does not accurately reflect the cost to perform;

3. Accept all or any part of a Quote;

4. Cancel the entire RFQ;

5. Issue subsequent RFQs; or

6. Waive any errors or informalities in any Quote, to the extent permitted by law

RFQ No. Q-23-1
8 LICENSING, PERMITS, AND TAXES
The Vendor shall be appropriately licensed in accordance with the laws of the State of California for the work to be performed. The cost for any required licenses and/or permits shall be the responsibility of the successful Vendor. The successful Vendor is liable for all taxes due as a result of the contract.

RESPONSIBILITY FOR COMPLIANCE WITH LEGAL REQUIREMENTS
The Vendor’s product, services, and facilities shall be in full compliance with all applicable Federal, State, and local regulations, standards, and ordinances, re gardless of whether or not they are referred to in the RFQ.

CONFIDENTIALITY AND PUBLIC RECORD
All Vendors are hereby put on notice that each Quote received shall become the exclusive property of the City. Notwithstanding authorized exemptions and privileges, each Quote shall be subject to disclosure according to the California Public Records Act and/or the Federal Freedom of Information Act. The City shall not in any way be liable or responsible for the disclosure if required to do by law.

JOINT OFFERS
Where two (2) or more Vendors desire to submit in response to this RFQ, they shall do so on a prime-sub Vendor basis rather than as a joint venture. The City intends to contract with a single firm and not with multiple firms doing business as a joint venture. Any Quote submitted on behalf of any form of a joint venture or partnership between two (2) existing Vendors may be considered collusive and may be rejected as non-responsive.

COMPANY PERSONNEL
It shall be the burden of the successful Vendor to ensure all personnel possesses qualifications and/or experience. All personnel required in performing the services herein shall be secured at the expense of the successful Vendor. Personnel shall not be employees of or have any contractual relationship with the City. Successful Vendor’s personnel shall conduct themselves in a professional manner to all City employees at all times. Rude or discourteous behavior by the successful Vendor will not be tolerated and the offense can be justification for termination of the contract. All sub-Vendors of successful Vendor shall abide by all the requirements outlined in this section.

SINGLE QUOTE RESPONSE
If only one Quote is received in respo nse to this RFQ, a detailed cost/price Quote may be requested of the Vendor. A cost or cost and price analysis and evaluation and/or audit of the cost may be performed to determine if the price is fair and reasonable. If the City determines a cost analysis is required, Vendor must be prepared to provide, upon request, cost summaries of estimated costs (i.e. labor, equipment, supplies, overhead costs, etc.) and documentation supporting all cost elements.

RFQ No. Q-23-1
9 PROTEST PROCEDURES
All protests must be filed in accordance with the following:

1. The protest must be in writing and identify the solicitation (RFQ) number.

2. The protest must be submitted by some return receipt method or guarantee of delivery that ensures that the protest was received promptly. The City is not responsible for lost or delayed deliverables.

3. The party’s standing to protest must be identified.

4. Identification of the specific provision, law, regulation, specification, procedure, or policy violated.

5. A statement of the relief requested.

Protests related to the content of the RFQ shall be received no later than ten (10) days before the Quote due date; or within five (5) days after Quote opening. If the Protest does not comply with the preceding requirements it may not be evaluated and may be returned to the Protestor.

All protests shall be submitted to the Point of Contact identified in this solicitation. If the solicitation is funded with Federal Transit Administration (FTA) monies, a protest may be filed with the FTA.

However, the FTA only accepts protests alleging that a grantee failed to have written protest procedures or did not comply with those procedures or protests that involve a conflict of interest or fraud.

RFQ No. Q-23-1
10 EXHIBIT A

REFERENCES
At Least Three (3) References
1 Project City/Agency/Other:

Person of Contact:

Phone Number:

E-mail Address:

Address:

City, State, Zip Code:

Description of Contract (Please
include contract value, award
date, term of contract, and
description of work):

Contract Value: $
Award Date:

Term of Contract:

Description of Work:

2 Project City/Agency/Other:

Person of Contact:

Phone Number:

E-mail Address:

Address:

City, State, Zip Code:

Description of Contract (Please
include contract value, award
date, term of contract, and
description of work):

Contract Value: $
Award Date:

Term of Contract:

Description of Work:

3 Project City/Agency/Other:

Person of Contact:

Phone Number:

E-mail Address:

Address:

City, State, Zip Code:

Description of Contract (Please
include contract value, award
date, term of contract, and
description of work):

Contract Value: $
Award Date:

Term of Contract:

Description of Work:

RFQ No. Q-23-1

CITY OF MONTEBELLO

MONTEBELLO BUS LINES
Exhibit B
RFQ No. Q-23-1

OUTDOOR SWEEPER AND SCRUBBER REPLACEMENT

COST PROPOSAL SHEET
Quantity Description of Work Cost of Needs
3 Outdoor Sweeper and Scrubber Equipment $
1 Shipping Cost $
Warranty (Months)
$
$
$
TOTAL
$

List other costs/fees: Description Cost/Fees

RFQ No. Q-23-1
12 Authorized Signature: Date:

Print Name & Title:

Business Name:

Address:

City, State, Zip:

Phone Number:

E-mail Address:

TENNANT – 10400 CLEAN STREET, EDEN PRAIRIE, MN 55344- 2650, USA 7/24/2023
C
ity of Montebello Transportation Department
400 South Taylor Ave
Montebello, CA 90640
A
ttention: Rohan Anderson
Subject: Tennant Sales and Service Company (TSSC) Response to RFQ Q-23-1 M
r. Anderson,
T
ennant Sales and Service Company looks forward to continuing our successful relationship with the City of Montebello Transportation Department. Included in the enclosed offer:
• T
SSC Response to RFQ Q-23-1
• Clarifications and Exceptions
• Machine Quotes
• Product Brochures
• Warranty Information
S
incerely,
G
arrett Olson
Government Contract and Bid Admin
Tennant Sales and Service Company
763-513-2521/[email protected]

ATTACHMENT B

City of Montebello

REQUEST FOR QUOTE (RFQ) No. Q-23-1

SCRUBBERS AND SWEEPER REPLACEMENT
June 15th, 2023

ONLINE QUOTE SUBMITTAL ONLY THROUGH PLANET BIDS
NOTE: Updates, changes, or addendums to the RFQ are posted at:
https://pbsystem.planetbids.com/portal/33072/portal-home

RFQ No. Q-23-1
2 INTRODUCTION

The City of Montebello (“City”), Montebello Bus Lines (MBL), is soliciting quotes from highly - qualified vendors to provide three (3) new Tennant scrubbers and sweeper equipment. MBL must purchase new scrubbers and sweeper to replace old inoperable sweeper and scrubber Tennant models 6500, 7200, and 7300.

As the third-largest municipal bus system in Los Angeles County, MBL proudly serves 4.5 million passengers annually throughout the communities of Alhambra, Bell Gardens, San Gabriel, Boyle Heights, Commerce, Downtown Los Angeles, East Los Angeles, La Mirada, Montebello, Monterey Park, Pico Rivera, Rosemead, South Gate, and Whittier. To provide reliable and efficient pu blic transportation services to the residents of Montebello and neighboring communities, the agency relies on the Maintenance Division to have the relevant equipment required to maintain and service MBL’s fleet.

SCOPE OF SERVICES

PROJECT DESCRIPTION

This Request for Quote (RFQ) seeks a Vendor (“Vendor”) to provide three (3) new scrubbers and sweeper equipment Tennant models T16, S30, and T20. The scrubbers and sweeper equipment are meant to clean the flooring and surrounding pavement at the MBL maintenance facility. The selected Vendor must provide scrubbers and sweeper equipment that are new, meet the Original Equipment Manufacturer (OEM) specifications, and include a unique tracking number.

Manufacturer: Tennant

TENNANT SCRUBBERS AND SWEEPER EQUIPMENT

1. Tennant S30 – This sweeper will require the base equipment and the optional equipment listed below:
a. Audio-Visual Backup Alaram
b. Light Packages
c. Rear Tower Bumpers
d. Dual Side Brushes
e. WaterShield Side Brush Wet Dust Control
f. Blower Attachment
g. Vacuum Wand
h. Fire Extinguisher
i. Steel Hopper
j. Engine-LPG

2. Tennant T16 – This scrubber will require the base equipment and the optional equipment listed below:
a. EC-H20 Solution System
b. FAST-Foam activated Scrub Technology
c. ES-Extended Scrub w/ Detergent Metering
d. Scrubbing Side Brush
e. Back-Up Rear Safety AV Module (LED)
-Option not available on T16
-Option not compatible with i) steel hopper. Quoted steel hopper.

RFQ No. Q-23-1
3 f. Tubular Steel Front Bumper
g. Tubular Steel Rear Squeegee Guard
h. Spray Hose (15ft/5m) w/ Retracting Reel
i. Pre-sweep Attachment with Dust Control
j. Battery Watering System
k. Dual Vacuum Fans
l. Rollout Battery Kit
m. Head Light (LED)
n. Vacuum Wand (on demand)
o. On Board Charger
p. High-Capacity Batteries (4hrs) 36V, 360AH

3. Tennant T20 – This scrubber will require the base equipment and the optional equipment listed below:
a. Engine-LPG

Warranty:

A. The Vendor warrants all provided services, components, parts, and material furnished under this contract against defects or failures, for a period of at one (1) year from the date of acceptance.

B. Warranty repairs shall include materials, freight of any kind, travel expenses, mileage, labor, and any other related expenses necessary to correct defects.

Term of Agreement
A. Completion of this project will be no later than December 30th, 2023. However, the City may grant additional hours for services related to this project.

GENERAL TERMS AND CONDITIONS

QUOTE SUBMITTALS
Quotes must be received by Thursday, July 13th, 2023, at 3:00 PM Pacific Standard Time and submitted in accordance with the instructions contained in this RFQ. No exceptions will be granted regardless of reason or circumstances. Quote Submittals will be received electronically via the City website, on-line electronic submission at www.PlanetBids.com The RFQ shall include the following:
▪ Cover sheet stating the following:
· Company/Vendor Name
· Name of Representative
· Contact telephone and email
· Signature
· Title
· Date
-Option not compatible with side scrub brush
-Option not compatible with I) rollout battery kit
-Per the attached manufacturer warranty

RFQ No. Q-23-1
4 ▪ Vendor’s resume
▪ Cost Proposal Sheet
▪ Three (3) references

All Quotes must contain an original signature by an authorized officer of the company.

POINT OF CONTACT
This RFQ is issued by the City, and the Senior Management Analyst will be the sole point of contact (“Point of Contact”) during the RFQ submission and procurement process.

Communication initiated by respondents to this RFQ with members of the City Council, officers, personnel, or employees of the City, other than as coordinated by the Point of Contact, may be grounds for disqualification. Any inquiry or request during this submission or procurement process shall be submitted in writing to the following Point of Contact:

City of Montebello Transportation Department
Attention: Rohan Anderson,
Senior Management Analyst
400 South Taylor Ave.

Montebello, CA 90640
(323) 558-1625 ext. 104
Email: [email protected]

If the Point of Contact determines a response to any such inquiry is warranted, the response will be issued to all prospective Vendors via:
https://pbsystem.planetbids.com/portal/33072/portal-home

INCORPORATION OF QUOTE INTO AGREEMENT
This RFQ and the Vendor’s response, including all promises, warranties, commitments, and representations made in the successful Quote, shall be binding and incorporated by reference in the City’s contract with the successful Vendor.

TIMETABLE & SCHEDULE OF EVENTS
Scheduled Tasks Scheduled Date
Issuance of RFP Thursday June 15th, 2023
Deadline to Submit Questions Tuesday June 27th, 2023, at 3:00 PM PST Responses to Questions Provided Thursday July 6th, 2023 Deadline to Submit Proposals Thursday July 13th, 2023, at 3:00 PM PST Presentations & Intent to Award Week of August 7th, 2023

ADDENDA
Any changes made by the City to the requirements in this RFQ will be made by written addenda.

Any written addenda issued to this RFQ shall be incorporated into the terms and conditions of any resulting Agreement. The City will not be bound by any modifications to or deviations from the requirements outlined in this RFQ as the result of oral instructions. The City reserves the right to revise or withdraw this RFQ at any time and for any reason.

RFQ No. Q-23-1
5 CLARIFICATIONS
Should a Vendor require clarifications of this RFQ, the Vendor shall notify the Point of Contact identified in this RFQ in writing. Should the City, in its sole discretion, determine that the point in question is not clearly and fully set forth; the City will issue a written addendum clarifying the matter. The aforesaid addendum shall be posted on the www.PlanetBids.com web page.

All questions, clarifications, or comments must be submitted no later than 3:00 pm, Tuesday, June 27th, 2023. No questions will be answered individually by the City or MBL.

Requests for clarification, questions, and comments must be posted on the PlanetBids.com Q & A section. The City is not responsible for failure to respond to a request that has not been submitted in accordance with this section.

Responses by the City to the clarifications, comments, and questions will be communicated via PlanetBids.com. Every attempt will be made to respond to all Vendors in accordance with the procurement schedule for this RFQ. Inquiries received after the deadline will not be accepted and will be returned to the sender without a response.

Requests for clarifications and questions should be formatted in the following manner:

1. Section

2. Paragraph number

3. Page number

4. Text of passage being questioned

5. Question

DISCREPANCIES AND MISUNDERSTANDINGS
Proposing Vendors must satisfy themselves by personal examination of any worksite, drawings, Scope of Services , and by any other means as they may believe necessary, as to the actual physical conditions, requirements, and difficulties under which the work must be performed. No Proposing Vendor shall at any time after submission of the Quote, make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for the satisfactory completion of the job. Any errors, omissions, or discrepancies found in any plans, specifications, or other documents provided, shall be called to the attention of the City and clarified before the submission of Quotes.

WITHDRAWAL OF QUOTES
Proposing Vendors may withdraw their Quotes in writing, provided that such requests are received by the City before the scheduled deadline for Quote submission or within six (6) months following the scheduled deadline for Quote submission when no contract has been awarded.

TIME OF COMPLETION
The contract time shall commence from the date on the Notice to Proceed (NTP) as authorized in writing by the City. The services shall be completed within the period specified in the RFQ. In case the services under the terms of these provisions and related purchase contract shall be necessarily delayed because of a strike, injunctions, government controls, or by reasons of any cause or circumstances beyond the control of the successful Vendor, the time of completion shall be extended by a number of days to be determined in each instance by mutual agreement between Vendor and MBL.

RFQ No. Q-23-1
6 PAYMENT
A separate invoice, referencing the respective purchase order number, shall be issued in duplicate for each invoice shown in the payment schedule, and addressed to the City of Montebello, Attn:

Accounts Payable, 1600 West Beverly Boulevard, Montebello, California, 90640.

Payment will be made within thirty (30) days after acceptance and approval of the invoice.

SCOPE OF CONTRACT
The Vendor shall provide all services necessary as per the Scope of Service described in this RFQ.

AWARD OF CONTRACT

The contract resulting from this RFQ will be awarded to the responsive and responsible Vendor whose quote, conforming to the requirements of the RFQ, is determined to be the lowest responsible bidder (“Best Value” as described in the Federal Transit Administration Circular 4220.1F). No agreement shall exist until the City Council or the City Manage r has awarded the contract and it has been mutually executed. The City reserves the right to:
· Accept all or any part of a Quote;
· Reject any or all Quotes for any reason;
· Waive any informality or minor errors to the extent permitted by law; · Award the Agreement as the interest of the City may require; · Cancel the entire RFQ; and/or
· Issue subsequent RFQ’s.

An Evaluation Committee comprised of MBL staff in accordance with the Quote Evaluation Criteria set forth in the Evaluation Criteria section of this RFQ will evaluate all the Quotes.

EVALUATION CRITERIA
Acceptance of any statement submitted pursuant to this RFQ shall not constitute any implied intent to enter into a contract for consulting services. Award will be made to the Vendor whose quote offers lowest responsible Bidder whose Quote complies with all requirements prescribed herein. If lowest responsible Bidder refuses or fails to execute the Contract, the City may award the contract to the next lowest responsible Bidder.

REFERENCES
All reference information requested in this RFQ and specified in the form included in this RFQ must be submitted with the Quote. Refer to Exhibit A.

At the discretion of the Evaluation Committee, the City may elect to perform site visits at the Vendor’s customer locations. These optional site visits will be in addition to any presentations and/or technical demonstrations. Some or all RFQ Evaluation Committee members would travel, at City expense, to sites at which finalist Vendors are performing like servic es. The purpose of such visits shall be to provide the evaluation team with an increased understanding of the process and assess the Vendor’s implementation and performance.

RFQ No. Q-23-1
7 PROPOSAL SIGNATURES
If an individual makes the Quote it shall be signed and the full name and address of the Vendor shall be given. If a partnership makes the Quote, it shall be signed with the partnership name, by a member of the partnership who shall sign by name and the name and address of each partner shall be given.

If a corporation prepares the Quote, the name of the corporation shall be provided and signed by two (2) duly authorized Officers and, if available, stamped with the corporate seal, and the names and titles of all officers of the corporation shall be given. If a corporation provides a certified letter stating that one (1) duly authorized officer signature is binding for the corporation, this will suffice to omit the second signature requirement in the Quote. A certified letter is to be included in the Quote accompanied by the Letter of Transmittal.

PRE-CONTRACTUAL EXPENSES
The City will be under no obligation for payment of pre -contractual expenses. Pre -contractual expenses are defined as expenses incurred by Vendor in:
· Preparing the Quote in response to this request
· Submitting that Quote to the City
· Negotiating with the City any matter related to this Quote, and/or · Any other expenses incurred by the Vendor before the date of the award

CITY OF MONTEBELLO RIGHTS
In its discretion, the City reserves the right to:

1. Reject any and/or all Quotes for no reason or any reason including but not limited to the following:
a. The Quote is incomplete, non -responsive, obscure, irregular, or lacking necessary detail and specificity.

b. The Vendor, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services.

c. The Vendor failed or neglected to complete and submit any information within the time specified by the City, and as may be otherwise required herein.

2. Reject any Quote that, in the opinion of the City, is so unbalanced in comparison to other Quotes received and/or to the City’s internal estimates that it does not accurately reflect the cost to perform;

3. Accept all or any part of a Quote;

4. Cancel the entire RFQ;

5. Issue subsequent RFQs; or

6. Waive any errors or informalities in any Quote, to the extent permitted by law

RFQ No. Q-23-1
8 LICENSING, PERMITS, AND TAXES
The Vendor shall be appropriately licensed in accordance with the laws of the State of California for the work to be performed. The cost for any required licenses and/or permits shall be the responsibility of the successful Vendor. The successful Vendor is liable for all taxes due as a result of the contract.

RESPONSIBILITY FOR COMPLIANCE WITH LEGAL REQUIREMENTS
The Vendor’s product, services, and facilities shall be in full compliance with all applicable Federal, State, and local regulations, standards, and ordinances, re gardless of whether or not they are referred to in the RFQ.

CONFIDENTIALITY AND PUBLIC RECORD
All Vendors are hereby put on notice that each Quote received shall become the exclusive property of the City. Notwithstanding authorized exemptions and privileges, each Quote shall be subject to disclosure according to the California Public Records Act and/or the Federal Freedom of Information Act. The City shall not in any way be liable or responsible for the disclosure if required to do by law.

JOINT OFFERS
Where two (2) or more Vendors desire to submit in response to this RFQ, they shall do so on a prime-sub Vendor basis rather than as a joint venture. The City intends to contract with a single firm and not with multiple firms doing business as a joint venture. Any Quote submitted on behalf of any form of a joint venture or partnership between two (2) existing Vendors may be considered collusive and may be rejected as non-responsive.

COMPANY PERSONNEL
It shall be the burden of the successful Vendor to ensure all personnel possesses qualifications and/or experience. All personnel required in performing the services herein shall be secured at the expense of the successful Vendor. Personnel shall not be employees of or have any contractual relationship with the City. Successful Vendor’s personnel shall conduct themselves in a professional manner to all City employees at all times. Rude or discourteous behavior by the successful Vendor will not be tolerated and the offense can be justification for termination of the contract. All sub-Vendors of successful Vendor shall abide by all the requirements outlined in this section.

SINGLE QUOTE RESPONSE
If only one Quote is received in respo nse to this RFQ, a detailed cost/price Quote may be requested of the Vendor. A cost or cost and price analysis and evaluation and/or audit of the cost may be performed to determine if the price is fair and reasonable. If the City determines a cost analysis is required, Vendor must be prepared to provide, upon request, cost summaries of estimated costs (i.e. labor, equipment, supplies, overhead costs, etc.) and documentation supporting all cost elements.

RFQ No. Q-23-1
9 PROTEST PROCEDURES
All protests must be filed in accordance with the following:

1. The protest must be in writing and identify the solicitation (RFQ) number.

2. The protest must be submitted by some return receipt method or guarantee of delivery that ensures that the protest was received promptly. The City is not responsible for lost or delayed deliverables.

3. The party’s standing to protest must be identified.

4. Identification of the specific provision, law, regulation, specification, procedure, or policy violated.

5. A statement of the relief requested.

Protests related to the content of the RFQ shall be received no later than ten (10) days before the Quote due date; or within five (5) days after Quote opening. If the Protest does not comply with the preceding requirements it may not be evaluated and may be returned to the Protestor.

All protests shall be submitted to the Point of Contact identified in this solicitation. If the solicitation is funded with Federal Transit Administration (FTA) monies, a protest may be filed with the FTA.

However, the FTA only accepts protests alleging that a grantee failed to have written protest procedures or did not comply with those procedures or protests that involve a conflict of interest or fraud.

RFQ No. Q-23-1
10 EXHIBIT A

REFERENCES
At Least Three (3) References
1 Project City/Agency/Other:

Person of Contact:

Phone Number:

E-mail Address:

Address:

City, State, Zip Code:

Description of Contract (Please
include contract value, award
date, term of contract, and
description of work):

Contract Value: $
Award Date:

Term of Contract:

Description of Work:

2 Project City/Agency/Other:

Person of Contact:

Phone Number:

E-mail Address:

Address:

City, State, Zip Code:

Description of Contract (Please
include contract value, award
date, term of contract, and
description of work):

Contract Value: $
Award Date:

Term of Contract:

Description of Work:

3 Project City/Agency/Other:

Person of Contact:

Phone Number:

E-mail Address:

Address:

City, State, Zip Code:

Description of Contract (Please
include contract value, award
date, term of contract, and
description of work):

Contract Value: $
Award Date:

Term of Contract:

Description of Work:

El Monte City School District
Jenny Lee
(626)453-3700
[email protected]
El Monte, CA, 91731
3246 Meeker Ave
$16605.55
12/14/2022
n/a
T12 Scrubber Purchase
Victor Valley Transit Authority
Dana Curtis
760-948-4021
[email protected]
17150 Smoke Tree Street
Hesperia, CA, 92345
$15,970.08
12/16/2019
N/A
T600 Cylindrical Scrubber
City of Long Beach
Juan Mercado
562-570-5410
[email protected]
Long Beach, CA 90806
2600 Temple Ave
n/a
T12 Rider Scrubber, T600e Walkbehind purchase
45,000
10/14/2019

RFQ No. Q-23-1

CITY OF MONTEBELLO

MONTEBELLO BUS LINES
Exhibit B
RFQ No. Q-23-1

OUTDOOR SWEEPER AND SCRUBBER REPLACEMENT

COST PROPOSAL SHEET
Quantity Description of Work Cost of Needs
3 Outdoor Sweeper and Scrubber Equipment $
1 Shipping Cost $
Warranty (Months)
$
$
$
TOTAL
$

List other costs/fees: Description Cost/Fees

192,790.07
6,063.62
See attached
Taxes
218,614.67
19,760.98

Diane A. Zanish, Assistant Secretary, Kristen M. Zehr, Assistant Secretary

TENNANT – 10400 CLEAN STREET, EDEN PRAIRIE, MN 55344- 2650, USA

TENNANT – 10400 CLEAN STREET, EDEN PRAIRIE, MN 55344- 2650, USA City of Montebello
Clarifications and Exceptions

Warranty:

Offeror is providing its manufacturer’s warranties which are attached to bid response.

Term of Agreement:

Due to the current constraints within the global supply chain, our current lead times for the S30 and T20 are (8) months ARO and the T16 is (9) months ARO. Lead times may fluctuate, and we will endeavor to deliver prior to December 30
th, 2023. However, Tennant cannot be held liable for
supply chain issues and transportation delays.

Licensing, Permits, And Taxes:

Vendor cannot remove taxes from a quote/order without a valid exemption certificate. City of Montebello would be responsible for taxes unless a valid exemption certificate is provided.

Single Quote Response:

Vendor can provide quote examples in case of single quote response to demonstrate price is fair and reasonable.

Tennant Sales and Service Company
10400 Clean Street
Eden Prairie, MN 55344-2650 USA
Tel: 1-800-553-8033
Fax: 1-763-513-2142

Quotation
Customer Number 3237433

CITY OF MONTEBELLO

BUS GARAGE
400 S TAYLOR AVE
MONTEBELLO CA 90640-5057
Ship-To

CITY OF MONTEBELLO

BUS GARAGE
400 S TAYLOR AVE
MONTEBELLO CA 90640-5057
Bill-To

CITY OF MONTEBELLO
1600 W BEVERLY BLVD
MONTEBELLO CA 90640-3970
Quotation Number 24866551
Quotation Date 07/21/2023
Valid Until 08/21/2023
PO Number S30 QUOTE
Delivery Terms

FOB SHIPPING PT FRT PPD & ADD
Payment Terms
Net 30 Days
Currency US Dollars
Qty Unit Material Description
Unit
Price
Extended
Value
1 PC M-S30 MODEL S30 RIDER SWEEPER
Machine Warranty: Parts 48 m /Labor 6m/Trip 6m/ 2800 hr Reference Number: S30-LP
Machine as equipped
Trim Level XP
Power Source LPG
LPG Tank Full
UL/ETL Rating UL Type LP
Safety Light Package Outdoor
Side Brush Location Dual
Side Brush Dust Control Wet
Power Wand/Vacuum Wand Vacuum Wand
Heavy Duty Rear Bumper Yes
Seat Deluxe Seat with Armrests
Front Tire(s) Solid Rubber
Rear Tire(s) Pneumatic-Radial
Fire Extinguisher Yes
Cleaning Tool Polypropylene and Wire Brush
Side Cleaning Tool Polypropylene Brush
Warranty Standard Warranty
Ultimate Performance
Guarantee
Yes
Operator Manual English
Prepared By: Jenni Flores-Chamu, Customer Service Representative

Tennant Sales and Service Company
10400 Clean Street
Eden Prairie, MN 55344-2650 USA
Tel: 1-800-553-8033
Fax: 1-763-513-2142
Quotation
Customer Number 3237433

CITY OF MONTEBELLO

BUS GARAGE
400 S TAYLOR AVE
MONTEBELLO CA 90640-5057
Ship-To

CITY OF MONTEBELLO

BUS GARAGE
400 S TAYLOR AVE
MONTEBELLO CA 90640-5057
Bill-To

CITY OF MONTEBELLO
1600 W BEVERLY BLVD
MONTEBELLO CA 90640-3970
Quotation Number 24866551
Quotation Date 07/21/2023
Valid Until 08/21/2023
PO Number S30 QUOTE
Delivery Terms

FOB SHIPPING PT FRT PPD & ADD
Payment Terms
Net 30 Days
Currency US Dollars
Qty Unit Material Description
Unit
Price
Extended
Value
Parts Manual Yes
Packaging Pad Wrap
Custom Solutions Yes
Custom Solutions 326103 - BLOWER ATTACHMENT
Price 73,190.07 73,190.07
Net Value 73,190.07 73,190.07
Subtotal 73,190.07
Net Freight 2,345.36
State Sales Tax 6.00 % 4,391.39
County Sales Tax 1.25 % 914.88
Special District Tax 2.25 % 1,646.78
Special District Tax 0.75 % 548.93
Total 83,037.41

REINVENT HOW THE WORLD CLEANS
S30 Ride-On
Sweeper
Easily pick up everything from cement dust to heavy debris with the powerful S30 Ride-On Sweeper. Achieve maximum
performance and consistent cleaning results in the toughest applications – indoors or outdoors!

REINVENT HOW THE WORLD CLEANS
Three stage
SweepMax ® Plus
Optional HEPA
filtration system
IRIS® Asset Manager
Available Technologies

Engineered for Productivity

1. SweepMax ® Plus Stage 1: Perma-Filter TM helps
keep bulky debris, moisture and dirt in the hopper
removing 90% of particulates from the air stream.

2. SweepMax ® Plus Stage 2: Cyclonics longer
filter life with exclusive cyclonics dust control that
removes an additional 90% of dust particles from
the air stream before reaching the filter.

3. SweepMax ® Plus Stage 3: Canister Nanofiber
Filer is MERV 15-rated, flame retardant Donaldson
Ultra-Web® filter loads and shakesback 70%
more effectively, and cleaner air from filtering
sub-micron dust particulates down to .5 microns at
99% efficiency.

4. Reduce downtime and operator fatigue with
easy no-tool brush removal and change, aided by
the self-guiding 8-spline drive and idler hub.

5. Easy-to-set color-coded brush wear indicator
for quick brush pressure settings.

6. Increased sweeping results with a main brush
that is only 2 in (51 mm) wider than the hopper
opening, as compared to some competitors with
brushes wider than their hopper openings .
1 2
3 5
6 4
Optional Accessories FOPS certified
pressurized
cabin, available
with heat and air
conditionaing.
1-StepTM start
button with controls
that enable sweeping
systems to be
activated with a
single green button.

Get the performance
you need for your specific
environment with
these options.

1 2
3 4
5 6
7 8
9 1. II-Speed TM sweep system increases the
speed of the main brush, side brush, and vacuum
fan by 15%.

2. Standard Thermo-Sentry TM hopper
temperature sensor.

3. Heavy-gauge steel machine frame designed for
long-term structural reliability and strength.

4. SweepMax ® Plus provides cyconic filtration and
dry dust control for sweeping all floor surfaces .

5. Retractable, spring-loaded flap recirculates
debris for improved sweeping results.

6. Rounded corner design improves turn-off from
walls or racking to minimize damage.

7. Large capacity hydraulic oil tank and triple
accessory pumps.

8. EasyOpenTM service access with
onboard diagnostics

9. ShakeMax® 360 orbital shaker in-hopper
delivers 70% more effective shakeback and
quieter operation
Inside the
S30
ANSI tested Overhead
Guard protects the
operator from objects
falling directly above.

Dual side brushes
for increased
productivity.

SWEEPING SYSTEM
Cleaning path: Single side brush | Dual side brush 62.5 in / 1,588 mm | 80 in / 2,032 mm Main brush length (tubular) 45 in / 1,145 mm
Side broom diameter 26 in / 660 mm
Debris hopper 14 ft3 / 395 L
Debris hopper weight capacity: Plastic | Steel 1,080 lb / 490 kg | 1,200 lb / 545 kg Debris hopper: Dump height (variable to) | Dump reach 60 in / 1,525 mm | 30 in / 760 mm

DUST CONTROL SYSTEM
Filter area 80 ft 2 / 7.4 m2
Dust filtration (seasoned filter) 0.5 microns at 99% efficiency Vacuum fan speed: Normal sweeping mode | Litter sweeping mode 4,600 rpm | 5,500 rpm Vacuum diameter 11 in / 280 mm

PROPELLING SYSTEM
Propel speed forward (variable to) 8 mph / 13 km/h
Propel speed reverse (variable to) 3.0 mph / 5.0 km/h
Engine - LPG Gross Intermittent Power* | Tennant Governed Power 51.6 hp / 38.5 kW @ 2800 rpm | 42.4 hp / 31.6 kW @ 2300 rpm Engine - gasoline: Gross Intermittent Power* | Tennant Governed Power 50.7 hp / 37.8 kW @ 2800 rpm | 40.6 hp / 30.3 kW @ 2300 rpm Engine - diesel: Gross Intermittent Power* I Tennant Governed Power 24.8 hp/18.5 kW @ 2300 rpm I 24.8 hp/18.5 kW @ 2300 rpm Gradeability - full hopper 10° / 18%
Gradeability - empty hopper 14° / 25%
Ground clearance 4 in / 100 mm

MACHINE SPECIFICATIONS
Length 93 in / 2,360 mm
Width 62.5 in / 1,590 mm
Height with overhead guard | Without overhead guard 82.5 in / 2,095 mm | 58 in / 1,475 mm Weight (net) 3,570 lb / 1,620 kg
Minimum aisle turn 113 in / 2,870 mm

WARRANTY
See your local representative for warranty information
S30 Specifications
For a demonstration or additional information,
call +1.800.553.8033 or email [email protected]
S30-brochure-en-noam 8/21
©2021 The Tennant Company logo and other trademarks designated with the symbol “®” are trademarks of Tennant Company registered in the United States and/or other countries. Tennant Company’s products are sold and serviced through subsidiaries of Tennant Company and distributors. All rights reserved. *Per SAE J1995
Specifications subject to change without notice.

Specifications based on standard machine configurations, no options We are where you are
Tennant has the industry’s largest direct sales and
service organization and a well-supported network of
authorized distributors worldwide.

Buying, leasing, renting
We offer flexible options to get you the machines you
need, however you need them.

Solutions for your unique needs
Whatever your cleaning needs, Tennant offers a variety
of high quality equipment to help you increase your
cleaning productivity.

TennantTrue®
Optimize equipment performance and protect your
investment with TennantTrue® parts and service.

With a vision to become a global leader in sustainable cleaning innovation that empowers our customers to create a cleaner, safer and healthier world, Tennant creates solutions that are changing the way the world cleans.

Tennant – Reinvent how the world cleans
T ennant Company
10400 Clean Street
Eden Prairie, MN 55344-2650
USA/Canada: +1 .800.553.8033
Quebec: +1 .800.361 .9050
Overseas: +1 .763.540.1315
www.tennantco.com | [email protected]

Tennant Sales and Service Company
10400 Clean Street
Eden Prairie, MN 55344-2650 USA
Tel: 1-800-553-8033
Fax: 1-763-513-2142

Quotation
Customer Number 3237433

CITY OF MONTEBELLO

BUS GARAGE
400 S TAYLOR AVE
MONTEBELLO CA 90640-5057
Ship-To

CITY OF MONTEBELLO

BUS GARAGE
400 S TAYLOR AVE
MONTEBELLO CA 90640-5057
Bill-To

CITY OF MONTEBELLO
1600 W BEVERLY BLVD
MONTEBELLO CA 90640-3970
Quotation Number 24865572
Quotation Date 07/07/2023
Valid Until 08/07/2023
PO Number T16 QUOTE
Delivery Terms

FOB SHIPPING PT FRT PPD & ADD
Payment Terms
Net 30 Days
Currency US Dollars
Qty Unit Material Description
Unit
Price
Extended
Value
1 PC M-T16 T16 POWER SCRUBBER, RIDER
Machine Warranty: Parts 36 m/ Labor 24m / Trip 6m/ 2000 hr Reference Number: T16-910-C
Machine as equipped
Cleaning Type Cylindrical
Cleaning Technology ec-H2O
Severe Environment Switch Yes
Power Source Battery
Battery Wet 360AH C/20
Battery Watering System Yes
Battery Exchange System Battery Roll Out
Additional Battery One
Charger Location Off-Board
Charger 21A 85-265V AC 50/60Hz 1Ph
Squeegee Material Linatex
UL/ETL Rating UL Type E
Productivity Package Yes
Safety Light Package Yes
Side Brush Type Scrubbing
Power Wand/Vacuum Wand Vacuum Wand
Spray Nozzle with Hose Yes
Heavy Duty Front Bumper Yes
Heavy Duty Squeegee Yes
Prepared By: Jenni Flores-Chamu, Customer Service Representative

Tennant Sales and Service Company
10400 Clean Street
Eden Prairie, MN 55344-2650 USA
Tel: 1-800-553-8033
Fax: 1-763-513-2142
Quotation
Customer Number 3237433

CITY OF MONTEBELLO

BUS GARAGE
400 S TAYLOR AVE
MONTEBELLO CA 90640-5057
Ship-To

CITY OF MONTEBELLO

BUS GARAGE
400 S TAYLOR AVE
MONTEBELLO CA 90640-5057
Bill-To

CITY OF MONTEBELLO
1600 W BEVERLY BLVD
MONTEBELLO CA 90640-3970
Quotation Number 24865572
Quotation Date 07/07/2023
Valid Until 08/07/2023
PO Number T16 QUOTE
Delivery Terms

FOB SHIPPING PT FRT PPD & ADD
Payment Terms
Net 30 Days
Currency US Dollars
Qty Unit Material Description
Unit
Price
Extended
Value
Protection
Seat Standard Seat
Headlight(s) Yes
Warning Lights and Alarms AV BU Alarm-Strobe on Tank
Cleaning Tool Polypropylene Brush
Side Cleaning Tool Without
Warranty Standard Warranty
Ultimate Performance
Guarantee
Yes
Operator Manual English
Parts Manual Yes
Packaging Pad Wrap
Price 53,705.00 53,705.00
Net Value 53,705.00 53,705.00
Subtotal 53,705.00
Net Freight 1,630.32
State Sales Tax 6.00 % 3,222.30
County Sales Tax 1.25 % 671.31
Special District Tax 2.25 % 1,208.36
Special District Tax 0.75 % 402.79
Total 60,840.08

REINVENT HOW THE WORLD CLEANS
ec-H2OTM technology
IRIS® Asset Manager
ES® Extended Scrubbing
High capacity battery
power sources
Available Technologies
T16 Battery-Powered
Rider Scrubber
Lower your cost of ownership, using innovative cleaning technology that is versatile and easy to maintain - the T16 has it all!

REINVENT HOW THE WORLD CLEANS

Engineered for Productivity

1. Optional scrubbing side brush provides a 45 in
/ 1145 mm scrub path, and a large 50 gal / 190 L
solution tank is engineered for maximum cleaning
performance and productivity.

2. Easy to identify maintenance Touch Points
ensure daily maintenance items are checked
and your investment is properly maintained and
protected.

3. Touch-N-Go™ Control Module with 1-Step™
Button – enhance safety with intuitive controls
located right in front of the operator, eliminating the need to remove hands from the steering wheel to
change scrub settings.

4. Reduce repair costs and protect the rear
squeegee when backing up with the optional rear
squeegee protection kit.
1 2
3 4
Optional Accessories
Protect operators
from falling objects
with the optional
overhead guard.

Bring high
performance spill
recovery to hard to
reach areas with
the optional
in-line telescoping
vac wand.

Protect the T16
from contact
damage with the
optional severe
environment
front bumper.

1 3
5 v

1. Keep the operator compartment neat and
tidy to achieve new levels of productivity.

The side cargo net and removable tool caddy
help the operator stay organized and keep the
compartment free of debris.

2. Improve handling of debris in the cleaning
process with an optional dry sweeping system
that captures dust in a self-contained filter bag for
easy disposal.

3. Extend component life and reduce
maintenance cost with the AC brushless
propelling motor that operates more efficiently
than traditional DC motors.

4. Improve cleaning results by equipping the
T16 with the scrub head that best suits the
application.

5. Reduce operating costs with robust
machine construction that stands up to severe
environments, but is also designed to prevent
damage to walls and fragile fixtures.

6. Reduce slip/fall and maintenance costs with
the Dura-Trak™ parabolic squeegee system that
provides excellent water recovery and can be
changed easily without tools.

Inside the
T16
4 6
2

CLEANING SYSTEM
Scrub Path (standard) | with Scrubbing Side Brush 36 in / 910 mm | 45 in / 1,145 mm Sweep Path presweep (dual side brushes) 46 in / 1,170 mmv Disk brush speed 300 rpm
Disk brush down force (up to) 250 lb / 114 kg
Cylindrical brush speed 500 rpm
Cylindrical brush down force (up to) 200 lb / 91 kg
Solution tank 50 gal / 190 L
Solution capacity (ES ®) 75 gal / 280 L
Recovery tank 60 gal / 225 L
Vacuum fan | speed | water lift 0.75 hp / 0.56 kW | 14,000 rpm | 65 in / 1,650 mm

PROPELLING SYSTEM
Propel speed forward (variable to) | Propel speed reverse (variable to) 5.6 mph / 9 km/h | 2.5 mph / 4 km/h Gradeability (transport at gross weight) | working (scrubbing) 8˚ / 14.1% | 4˚ / 7% BATTERY SELECTIONS (EST. CONTINUOUS RUNTIME: ECONOMY MODE) Battery optional packages Wet 235 AH | Wet 360 AH

MACHINE SPECIFICATIONS
Length basic machine 74 in / 1,880 mm
Width, body 41 in / 1,040 mm
Height (top of steering wheel) 58 in / 1,475 mm
With overhead guard 82 in / 2,080 mm
Weight empty (no battery) 1,100 lb / 500 kg
Minimum aisle turn 83 in / 2,110 mm
Sound level (Disk: Mode #1) | (Cylindrical: Mode #1) 68 dBA | 71 dBA Sound pressure level tested per ISO 11201 as recommended by the AACEM and OSHA

WARRANTY
See your local representative for warranty information
T16 Specifications
For a demonstration or additional information,
call +1.800.553.8033 or email [email protected]
t16-brochure-en-noam 4/21
©2021 The Tennant Company logo and other trademarks designated with the symbol “®” are trademarks of Tennant Company registered in the United States and/or other countries. Tennant Company’s products are sold and serviced through subsidiaries of Tennant Company and distributors. All rights reserved.

Specifications subject to change without notice.

We are where you are
Tennant has the industry’s largest direct sales and
service organization and a well-supported network of
authorized distributors worldwide.

Buying, leasing, renting
We offer flexible options to get you the machines you
need, however you need them.

Solutions for your unique needs
Whatever your cleaning needs, Tennant offers a variety
of high quality equipment to help you increase your
cleaning productivity.

TennantTrue®
Optimize equipment performance and protect your
investment with TennantTrue® parts and service.

With a vision to become a global leader in sustainable cleaning innovation that empowers our customers to create a cleaner, safer and healthier world, Tennant creates solutions that are changing the way the world cleans.

Tennant – Reinvent how the world cleans
T ennant Company
10400 Clean Street
Eden Prairie, MN 55344-2650
USA/Canada: +1 .800.553.8033
Quebec: +1 .800.361 .9050
Overseas: +1 .763.540.1315
www.tennantco.com | [email protected]

Tennant Sales and Service Company
10400 Clean Street
Eden Prairie, MN 55344-2650 USA
Tel: 1-800-553-8033
Fax: 1-763-513-2142

Quotation
Customer Number 3237433

CITY OF MONTEBELLO

BUS GARAGE
400 S TAYLOR AVE
MONTEBELLO CA 90640-5057
Ship-To

CITY OF MONTEBELLO

BUS GARAGE
400 S TAYLOR AVE
MONTEBELLO CA 90640-5057
Bill-To

CITY OF MONTEBELLO
1600 W BEVERLY BLVD
MONTEBELLO CA 90640-3970
Quotation Number 24865570
Quotation Date 07/07/2023
Valid Until 08/07/2023
PO Number T20 QUOTE
Delivery Terms

FOB SHIPPING PT FRT PPD & ADD
Payment Terms
Net 30 Days
Currency US Dollars
Qty Unit Material Description
Unit
Price
Extended
Value
1 PC M-T20 MODEL T20 SCRUBBER
Machine Warranty: Parts 36 m/ Labor 24m / Trip 6m/ 2000 hr Reference Number: T20-C-LP
Machine as equipped
Source Plant 3200 Plant
Trim Level Membrane Panel
Cleaning Type Cylindrical
Cleaning Technology Conventional
Squeegee Material Linatex
Power Source LPG
LPG Tank Full
UL/ETL Rating UL Type LP
Front Tire(s) High Traction
Rear Tire(s) Solid Rubber
Cleaning Tool Polypropylene Brush
Side Cleaning Tool Without
Warranty Standard Warranty
Ultimate Performance
Guarantee
Yes
Operator Manual English
Parts Manual Yes
Packaging Pad Wrap
Price 65,895.00 65,895.00
Prepared By: Jenni Flores-Chamu, Customer Service Representative

Tennant Sales and Service Company
10400 Clean Street
Eden Prairie, MN 55344-2650 USA
Tel: 1-800-553-8033
Fax: 1-763-513-2142
Quotation
Customer Number 3237433

CITY OF MONTEBELLO

BUS GARAGE
400 S TAYLOR AVE
MONTEBELLO CA 90640-5057
Ship-To

CITY OF MONTEBELLO

BUS GARAGE
400 S TAYLOR AVE
MONTEBELLO CA 90640-5057
Bill-To

CITY OF MONTEBELLO
1600 W BEVERLY BLVD
MONTEBELLO CA 90640-3970
Quotation Number 24865570
Quotation Date 07/07/2023
Valid Until 08/07/2023
PO Number T20 QUOTE
Delivery Terms

FOB SHIPPING PT FRT PPD & ADD
Payment Terms
Net 30 Days
Currency US Dollars
Qty Unit Material Description
Unit
Price
Extended
Value
Net Value 65,895.00 65,895.00
Subtotal 65,895.00
Net Freight 2,087.94
State Sales Tax 6.00 % 3,953.70
County Sales Tax 1.25 % 823.69
Special District Tax 2.25 % 1,482.64
Special District Tax 0.75 % 494.21
Total 74,737.18

T20

HEAVY -DUTY INDUSTRIAL SCRUBBER
 Achieve excellent cleaning results with aggressive scrubbing and MaxPro2TM hydraulic technology
 Maximize productivity with ec-H2O TM technology for cleaning up to three times longer than conventional scrubbing
 Increase visibility with cab-forward design, open sightlines, and steering-wheel-mounted controls
 Improve the operator and supervisor experience with available Pro-Panel TM technology

EQUIPMENT
CREATING A CLEANER, SAFER, HEALTHIER WORLD.

THE T20 ADDRESSES YOUR KEY BUSINESS CHALLENGES

REDUCE COST TO CLEAN
• Maximize productivity with an optional side brush that provides increased reach along edges and a wider cleaning path.

MAINTAIN HEALTH & SAFETY
• Ensure safe operation with cab-forward design that improves visibility and full front shroud that ensures operator leg and foot protection.

ENHANCE FACILITY IMAGE
• Deliver excellent cleaning results with MaxPro2TM hydraulic technology that provides consistent power to the brush drive motors regardless of floor surface changes.

EASY OPERATION & MAINTENANCE
• Reduce training and simplify operation with the Touch-n-GoTM control module featuring 1-StepTM start button.

A HIGH-PEFORMING, HEAVY -DUTY SCRUBBER FOCUSED

ON DELIVERING CUSTOMIZED SOLUTIONS TO MEET

CUSTOMER NEEDS

ADDITIONAL

EXCLUSIVE

TECHNOLOGIES
All technologies increase
scrub time up to three times
using a single tank of water.

ES® Extended Scrubbing productivity
enhancement system recycles cleaning
chemicals to increase uptime and
improve productivity by scrubbing
floors using 66% less chemicals than
traditional cleaning methods.
ec-H2OTM technology electrically converts water into an innovative cleaning solution that cleans effectively, saves money, improves safety, and reduces environmental impact* compared to daily cleaning floor chemicals and methods. * Based on a study by EcoForm™. Visit www.tennantco.com for more information.

AVAILABLE PRO-PANEL™ TECHNOLOGY REDEFINES

THE USER EXPERIENCE
Transform your cleaning operation with Pro-PanelTM
technology – a revolutionary breakthrough in user
experience. Pro-PanelTM technology integrates
multiple controls into an intuitive, high-visibility
touch screen interface.
 Effectively manage your asset and operators
with supervisor controls that allow the machine
function to be matched to the operator skill level
and prevent unauthorized use.
 Ensure successful starts with Pro-ID TM operator login that automatically activates the specific operator’ s personalized cleaning settings and downloadable Pro-CheckTM pre-operation checklists.
 Increase cleaning efficiency with programmable Zone SettingsTM that allow you to establish preferred cleaning settings by area of facility.  Provide operators a view of their cleaning path without having to take their eyes off the direction of travel with PerformanceViewTM.  Increase visibility with backup camera featuring colored guidelines that help drivers avoid objects when in reverse.
 Reduce the need for extensive operator training with on-board, on-demand videos.
 Increase machine ease of use with 28 different language options.

Pro-Check™
Pro-ID™PerformanceView™Backup CameraMultiple Languages

INNOVATIVE TECHNOLOGIES

Scrubbing side brush widens
cleaning path up to 54 in/1,370 mm.

Disk scrub head for effective
scrubbing and simple no-tool
brush change.

Rear and side steel guards protect
squeegee upon impact and prevent
it from hooking on to obstacles.

INSIDE THE
T20KEY OPTIONS
Touch-n-GoTM control module
with 1-StepTM start button allows
easy access to cleaning settings
without having to remove hands
from wheel
Optional ec-H2OTM technology
improves productivity and reduces
environmental impact
Solution and recovery tanks
allow for complete visual
inspection and cleanout
Heavy-gauge steel
frame with full
wraparound bumper
and cushioned
rollers help protect
machine life
Cylindrical brushes and easy-to-remove
debris tray maximize productivity
Dura-TrackTM parabolic squeegee with
SmartReleaseTM improves water pickup and
damage resistance
Yellow touch
points save time
and ensure proper
maintenance
Forward operating position
improves operator safety
and visibility
Full front shroud
ensures operator
leg and foot
protection
Front-wheel steering
and high-traction
tires provide excellent
maneuverability in
congested spaces
Corrosion-resistant
DuramerTM construction
on shrouding and
solution and recovery
tanks for long life

Dura-Track™ Parabolic Squeegee
Overhead guard protects
operators from falling objects.

High-powered pressure washer
allows for easy blast-cleaning of
hard-to-reach areas.

ENGINEERED FOR PRODUCTIVITY

KEY OPTIONS
Operator Compartment
Heavy-duty Frame and
Cushioned Corner Rollers
Touch-n-GoTM control module with 1-StepTM start
button allows operators quick access to all settings
without removing hands from the steering wheel.

Easy-access design offers quick service access and
visibility to on-board diagnostics, helping minimize
downtime and reduce maintenance costs.

Dura-TrackTM parabolic squeegee with
SmartReleaseTM delivers exceptional water pickup
and reduces maintenance and replacement parts
due to squeegee damage.

Debris tray on cylindrical units is equipped with
handle and wheels to allow for simple and fast
removal, transport, and emptying of the debris.

Cab-forward position and spacious operator
compartment provide outstanding visibility,
safety and ergonomics to protect operators, the
machine and your facility.

Heavy-duty frame with cushioned corner rollers
helps protect your facility and machine.

Debris Tray
Easy-Access Design
Touch-n-GoTM Control Module
Safety warning light
ensures awareness of
machine during operation.

Manage your cleaning program
with key performance metrics
based on machine data.

T20 HEAVY -DUTY INDUSTRIAL SCRUBBER

SCRUBBING SYSTEM
Cleaning path
Cylindrical main brushes 40 in / 1,020 mm
Disk main brushes 42 in / 1,070 mm
With scrubbing side brush 54 in / 1,370 mm
With sweeping side brush (cylindrical only) 56 in / 1,420 mm

BRUSH DRIVE SYSTEM
Cylindrical main brushes
Brush speed 480 rpm
Brush down pressure (up to) 425 lb / 193 kg
Brush diameter (2) 12 in / 300 mm
Disk main brushes
Brush speed 230 rpm
Brush down pressure (up to) 400 lb / 181 kg
Brush diameter (3) 14 in / 360 mm
Disk side brush
Brush speed 150 rpm
Scrubbing brush diameter 16 in / 410 mm
Sweeping brush diameter (cylindrical) 21 in / 533 mm

SOLUTION DELIVERY SYSTEM
Solution tank 80 gal / 303 L
Solution capacity with ES® 125 gal / 473 L

RECOVERY SYSTEM
Recovery tank 95 gal / 360 L
Demisting chamber 15 gal / 57 L
Debris tray
Volume capacity 1.1 ft3 / 31 L
Weight capacity 110 lb / 50 kg
Vacuum fans
Speed 11,000 rpm
Water lift 35 in / 890 mm

PROPELLING SYSTEM
Propel speed forward (variable to) 8.0 mph / 12.9 km/h Propel speed reverse (variable to) 3.0 mph / 4.8 km/h Engine-gasoline
Gross Intermittent Power* 50.7 hp / 37.8 kW @2800 rpm
Tennant Governed Power 40.6 hp / 30.3 kW @2300 rpm
Engine-LPG (2.0 L)
Gross Intermittent Power* 51.6 hp / 38.5 kW @2800 rpm
Tennant Governed Power 42.4 hp / 31.6 kW @2300 rpm
Engine-diesel (1.5 L)
Gross Intermittent Power* 24.8 hp / 18.5 kW @2300 rpm
Tennant Governed Power 24.8 hp / 18.5 kW @2300 rpm
Gradeability
Transport at gross weight 10.0°/18%
Working (cleaning) 8.0°/14%
Ground clearance 3 in / 76 mm

MACHINE SPECIFICATIONS
Length 95 in / 2,410 mm
Width
Frame 50 in / 1,270 mm
Rear squeegee 51 in / 1,300 mm
With side brush 58 in / 1,473 mm
Height 58 in / 1,473 mm
With overhead guard 83.5 in / 2,120 mm
Weight (empty) 3,300 lb / 1,497 kg
Minimum aisle turn 110 in / 2,790 mm

WARRANTY
See your local representative for warranty information. *Per SAE J1995
Specifications subject to change without notice.

TENNANTTRUE ® PARTS, SERVICE

AND FINANCE SOLUTIONS
 Reduce rework, labor and
safety costs by using only
TennantTrue parts and
service.
 Ensure optimal cleaning
performance by selecting
a TennantTrue Service
program provided by a
network of over 400 factory-
trained Tennant service
representatives.
 Improve uptime by
leveraging TennantTrue
parts and service.
 Simplify budgeting by
bundling TennantTrue
service plans, including
parts, into the purchase or
financing of your machine.

SEEING IS BELIEVING
For a demonstration or additional information,
call +1.800.553.8033 or email [email protected]
Tennant
701 North Lilac Drive
Minneapolis, MN 55422 USA
USA/Canada: +1.800.553.8033
Quebec: +1.800.361.9050
Overseas: +1.763.540.1315
www.tennantco.com
[email protected]
t20-brochure-en-noam 4/20
©2020 The Tennant Company logo and other trademarks designated with the symbol “®” are trademarks of Tennant Company registered in the United States and/or other countries. Tennant Company’ s products are sold and serviced through subsidiaries of Tennant Company and distributors. All rights reserved.

Lease. Pre-Owned. Rent. Tennant has
flexible options that get you the machines
you need, however you need them.

EQUIPMENT

United States and Canada Industrial Limited Warranty

Machine Type Model Parts Labor Travel Hour Meter
Scrubbers T12, T16, T17, T202 36 Months 24 Months 6 Months 2000 T16 AMR1 36 Months1 24 Months1 6 Months1 2000
Sweepers S203, 6200 24 Months 6 Months 6 Months 2000
S302, 8002 48 Months 6 Months 6 Months 2800
Sentinel4 24 Months 6 Months 6 Months 2400
S10, S16 36 Months 6 Months 6 Months 2000
Scrubber / Sweeper M17, M202, M302 36 Months 24 Months 6 Months 2000 Litter Vac ATLV4300 24 Months 6 Months 6 Months 2000

1 AMR related autonomy kit, electronics, and sensors: 1 year parts, no labor, and no trip coverage 2 See EPA Emission Control Warranty Statement for details on the PSI Gasoline or LPG engine emission control system coverage 3 See Evaporative Emission Control Warranty Statement for details on the evaporative emission control system coverage for machines equipped with the Kubota gasoline engine.
4 Hopper and water tank carry a 5-year or 5,000 hour (whichever occurs first) parts warranty.

NEW MA CHINE WARRANTY
Tennant Company warrants to the original purchaser, for the above-stated periods (whichever occurs first), that machines will be free from defects in workmanship and material, provided that machines are installed, operated, and maintained in accordance with Tennant written manuals or other instructions.

The warranty period begins on the installation date at the end-user site. This warranty does not apply to damage or failure cau sed by accident, misuse, negligence, abuse, improper repair, or maintenance of the machines. Please refer to the Operator Manual for proper mach ine operation and maintenance instructions.

Demonstrator machines purchased from Tennant carry the same warranty as a new machine.

LABOR AND TRAVEL WARRANTY
Tennant will, at its option, provide labor and travel or pay for outside repair for the above-stated periods.

PARTS WARRANTY
Parts replaced or repaired under this warranty are guaranteed for the remainder of the warranty period. Consumable parts, expec ted to wear from normal use, are not covered under the parts warranty. Items that are covered on a prorated basis include tires (1 year) and lead acid, gel and AGM batteries (2 years). Industrial steel tray batteries and lithium-ion batteries are warranted by the manufacturer for five (5) years or 2000 charge cycles, whichever comes first. Brushes that fail due to defect within one (1) year will be covered based on percentage of remai ning bristle length.

Fiber reinforced composite shrouds and Duramer ™ shrouds, hoppers, solution, and recovery tanks are warranted for ten (10) years.

REPAIR PARTS WARRANTY
After the warranty period expires, all repair parts supplied by Tennant except batteries are warranted against defects for the period of ninety (90) days. Lead acid, gel and AGM batteries are covered on a prorated basis for twelve (12) months. Industrial steel tray batte ries and lithium-ion batteries are warranted by the manufacturer for five (5) years or 2000 charge cycles, whichever comes first. The repair parts w arranty only covers parts, not labor or travel (see service labor section for terms).

SERVICE LABOR WARRANTY

Labor and travel performed by a Tennant service representative are warranted for thirty (30) days from the date the repairs are completed.

This policy does not cover work performed by any service company other than Tennant Company, and is restricted to the specific repair operation or component for which a claim is made.

DISCLAIMER

TENNANT COMPANY EXPRESSLY DISCLA IMS A NY AND ALL OTHER W A RRANTIES EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, ANY IMPLIED WARRANTY OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. TENNANT SHALL NOT

BE LIABLE FOR INCIDENTAL OR CONSEQUENTIAL DA M AGES, WHETHER DIRECT OR INDIRECT, INCLUDING, BUT NOT LIMITED TO,

BUYER'S LOSS OF MATERIAL OR PROFITS, INCREA SED EXPENSE OF OPERATION, BODILY INJURY, LOSS OF USE OF PROPERTY OR DOWNTIME.

Tennant Company reserves the right to change its warranty policy without notice.

TC-208-05-001 Rev 04/21

ATTACHMENT C

CITY OF MONTEBELLO
PROFESSIONAL SERVICES AGREEMENT NO. 4125

WITH TENNANT SALES & SERVICE COMPANY
THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into on August 23, 2023 (“Effective Date”), by and between the CITY OF MONTEBELLO, a California municipal corporation (the “CITY”) and TENNANT SALES & SERVICE COMPANY, a Minnesota corporation registered to do business in California (the “CONTRACTOR”). The CITY and the CONTRACTOR are sometimes referred to herein individual as the “Party,” and jointly as the “Parties.”

RECITALS
WHEREAS, the CITY desires to retain a qualified professional CONTRACTOR to provide three (3) new Tennant scrubbers and sweeper equipment for the CITY’s Transportation Department; and
WHEREAS, the CONTRACTOR represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees; and
WHEREAS, the CONTRACTOR represents the degree of specialized expertise contemplated within California Government Code, Section 37103, and is qualified to perform such services by virtue of its experience and the training, education, and expertise of its principals and employees; and WHEREAS, no official or employee of the CITY has a financial interest, within the provisions of Sections 1090 – 1092 of the California Government Code, in the subject matter of this Agreement.

WHEREAS, CONTRACTOR responded to CITY’s Request for Quotes dated June 15, 2021 (“RFQ No. Q-23-1”), as such is set forth fully in Exhibit “A” hereto and incorporated fully herein by this reference (hereinafter “Contractor Proposal”).

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:
a. This Agreement and its Exhibits.
b. CONTRACTOR’S Proposal and “Best and Final Offer” to RFQ No. Q-23-1 dated July 24, 2023, attached hereto as Exhibit “B”. c. 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.

PROFESSIONAL SERVICES AGREEMENT NO. 4125

SECTION 2. SERVICES / COMPENSATION.

A. The CONTRACTOR shall provide to the CITY those services that are set forth fully in CONTRACTOR’s proposal dated July 24, 2023 “Proposal and Best and Final Offer” attached hereto as Exhibit “B” and incorporated fully herein by this reference (hereinafter “Professional Services”).

B. The CONTRACTOR shall complete the Scope of Services in a timely manner, and in accordance with an agreed-upon work schedule to be determined by the Parties.

C. CONTRACTOR shall be compensated at a sum not-to-exceed Two Hundred Eighteen Thousand, Six Hundred and Fifteen Dollars ($218,615) annually (the “Maximum Annual Compensation”) for the performance of the Scope of Services as set forth in Exhibit “B”. CONTRACTOR shall provide an itemized billing statement to CITY for the Scope of Services performed. The CONTRACTOR shall not incur fees or costs which exceed the Maximum Annual Compensation without the prior written consent of the CITY.

D. The CITY will be invoiced upon completion of the Scope of Services set forth herein. Payment in full of an invoice must be received by the CONTRACTOR within thirty (30) days of the date of such invoice.

E. Work performed shall be deemed approved and accepted by the CITY as and when invoiced unless the CITY objects within fifteen (15) days of invoice date by written notice specifically stating the details in which the CITY believes such work is incomplete or defective, and the invoice amount(s) in dispute.

The CITY shall pay undisputed amounts as provided for in the preceding paragraph.

SECTION 3. TERM.

This Agreement shall commence on August 23, 2023, and shall terminate upon completion of the Professional Services; provided such shall be on or before February 28, 2024 (“Date of Completion”), unless such deadline is extended in writing by a further agreement between the Parties or the Agreement is terminated sooner as provided in Section 8 herein.

SECTION 4. PERFORMANCE.
a. The CONTRACTOR shall at all times, faithfully, competently, and to the best of its ability, experience, and talent, perform all tasks described herein. b. The CONTRACTOR shall employ, at a minimum, generally accepted standards and practices utilized by companies engaged in providing similar services, as are required of CONTRACTOR hereunder, in meeting its obligations under this Agreement.
c. The CONTRACTOR shall be knowledgeable of and subject to all CITY ordinances, rules and regulations, standard operating procedures, and the supervisory chain of command.
d. The CONTRACTOR shall have the right to retain, subject to t h e

PROFESSIONAL SERVICES AGREEMENT NO. 4125

CITY's approval, additional individuals, contractors or subcontractors to assist in the completion of services as herein defined. Compensation for additional individuals, contractors or subcontractors shall be the sole and exclusive responsibility of the CONTRACTOR.
e. The CONTRACTOR shall retain all original reports, field and office notes, correspondence, calculations, maps, and other documents specifically related to the services provided by the CONTRACTOR 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 CONTRACTOR 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 property of the CITY, and ownership of said work product shall be retained by the CITY. The CONTRACTOR may take and retain copies of such written p roducts as desired, but no such written products shall be the subject of a copyright application by the CONTRACTOR. b. All data, documents, discussion, or other information developed or received by the CONTRACTOR or provided for performance of this Agreement are deemed confidential and shall not be disclosed by the CONTRACTOR 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 CONTRACTOR 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 CONTRACTOR 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 CONTRACTOR and shall be the CITY’s agent with respect to obtaining the CONTRACTOR’s compliance hereunder.

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

PROFESSIONAL SERVICES AGREEMENT NO. 4125

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 CONTRACTOR which cannot be 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 CONTRACTOR, the CITY may take over the work and prosecute the same to completion by contract or otherwise for the account and at the expense of the CONTRACTOR. The CONTRACTOR 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 CONTRACTOR shall only be entitled to the Compensation for those Professional Services satisfactory performed on or before 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 CONTRACTOR. Upon the termination of this Agreement as provided herein, the CITY shall provide to the CONTRACTOR the part of Compensation which would otherwise be payable to the CONTRACTOR for services the CONTRACTOR 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 CONTRACTOR shall be reimbursed for any “non- refundable” costs that the CONTRACTOR has incurred for its services under this Agreement, provided that: (1) such “non- refundable” costs were incurred by the CONTRACTOR prior to the date of termination, and (2) that t h e CONTRACTOR provides the CITY with adequate proof that the CONTRACTOR 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 CONTRACTOR for its performance of services under this Agreement. The CONTRACTOR agrees to 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 CONTRACTOR 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 CONTRACTOR in the event of any default or breach by the CITY, or for any amount which may become due to the CONTRACTOR.

SECTION 11. INDEPENDENT CONTRACTOR.
a. The CONTRACTOR is and shall, at all times, remain as to the CITY a wholly independent contractor. Neither the CITY nor any of its elected officials, officers, employees, or agents shall have control over the conduct of the CONTRACTOR except as expressly set forth in this Agreement. The CONTRACTOR 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 the CONTRACTOR in connection with

PROFESSIONAL SERVICES AGREEMENT NO. 4125

the performance of this Agreement. Except as provided in this Agreement, the CITY shall not pay salary, wages, or other compensation to the CONTRACTOR for performance hereunder for the CITY, the CITY shall not be liable for compensation to the CONTRACTOR, the CONTRACTOR’s employees or the CONTRACTOR’s subcontractors 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 CONTRACTOR any sums required for Social 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 CONTRACTOR. The CITY shall have no responsibility to provide the CONTRACTOR, its employees or subcontractors with workers’ compensation insurance or any other insurance.

SECTION 12. CalPERS ANNUITANTS AND ELIGIBILITY INDEMNITY. a. If the CONTRACTOR is a California Public Employees’ Retirement System (“CalPERS”) annuitant, the CONTRACTOR 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 CONTRACTOR. If this Agreement remains in place, the CONTRACTOR 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 CONTRACTOR or any employee, agent, or subcontractor of the CONTRACTOR providing services under this Agreement claims or is determined by a court of competent jurisdiction or CalPERS to be eligible for enrollment in CalPERS as an employee of the CITY, the CONTRACTOR shall indemnify, defend, and hold harmless the CITY for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of t h e CONTRACTOR or its employees, agents, or subcontractors, 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 CONTRACTOR and any of its employees, agents, and subcontractors 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 t h e 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 t h e CITY for employer contribution and/or employee contributions for PERS benefits.

PROFESSIONAL SERVICES AGREEMENT NO. 4125

SECTION 13. LEGAL RESPONSIBILITIES.

The CONTRACTOR shall at all times observe and comply with all applicable laws, ordinances, codes, and regulations of the federal, state, and local governments including, but not 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 CONTRACTOR to comply with this section.

SECTION 14. INDEMNIFICATION.

The CONTRACTOR 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 imposed upon them for injuries or deaths of persons, or damage to property arising out of t h e CONTRACTOR’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 CONTRACTOR 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 CONTRACTOR’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 injury 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. Business Automobile Liability Insurance: If applicable, Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if the CONTRACTOR 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 Liability insurance appropriate to the
CONTRACTOR’S profession, with limit no less than $2,000,000 per occurrence or claim, $2,000,000 aggregate.
b. If the CONTRACTOR maintains higher limits than the minimums shown above, the CITY requires and shall be entitled to coverage for the higher limits maintained by the CONTRACTOR.

PROFESSIONAL SERVICES AGREEMENT NO. 4125

c. The CONTACTOR shall require each of its subcontractors, if any, to maintain insurance coverage that meets all of the requirements of this Agreement. d. The policy or policies required by this Agreement shall 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 CONTRACTOR agrees that if it does not keep the aforesaid insurance in full force and effect the CITY may either (i) immediately terminate this Agreement for Cause; or (ii) take out the necessary insurance and pay, at the CONTRACTOR’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 coverage 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 evidence 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: [email protected]
g. 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.

h.Evidence of Insurance during the entire term of the Agreement. At all times during the term of this Agreement, the CONTRACTOR 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 CONTRACTOR shall, prior to commencement of work under this Agreement, file with the CITY’s Risk Manager such certificate(s). i. The CONTRACTOR shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced 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. j. The general l i a b i l i t y a n d a u t o m o b i l e p o l i c i e s o f 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

PROFESSIONAL SERVICES AGREEMENT NO. 4125

the CITY. The CONTRACTOR 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. k. The insurance provided by the CONTRACTOR shall be primary to any coverage available to the CITY. Any insurance or self-insurance maintained by the CITY, its officers, employees, agents, or volunteers, shall be in excess of CONTRACTOR’s insurance and shall not contribute with it. l. All insurance coverage provided pursuant to this Agreement shall not prohibit the CONTRACTOR, and CONTRACTOR’s employees, agents or subcontractors, from waiving the right of subrogation prior to a loss. The CONTRACTOR hereby waives all rights of subrogation against the CITY. m. Any deductibles or self-insured retentions must be declared to and approved by the CITY. At the option of the CITY, the CONTRACTOR shall either reduce or eliminate the deductibles or self-insured retentions with respect to the CITY, or the CONTRACTOR shall procure a bond guaranteeing payment of losses and expenses. n. Procurement of insurance by the CONTRACTOR shall not be construed as a limitation of the CONTRACTOR'S liability or as full performance of CONTRACTOR’s duties to indemnify, hold harmless and defend under the indemnity covenants of this Agreement.

SECTION 16. SUBCONTRACT, ASSIGNMENT OR DELEGATION.

The CONTRACTOR shall not subcontract, 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-contractor, 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 CONTRACTOR and shall not bind or purport to bind the CITY and shall not release the CONTRACTOR 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-contractors. No such subcontract, delegation or assignment shall result in any increase in the amount of total compensation payable to the CONTRACTOR under the Agreement.

SECTION 17. NO WAIVER.

Waiver by any party hereto of any term, condition or covenant of this Agreement 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 reasonably 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

PROFESSIONAL SERVICES AGREEMENT NO. 4125

misrepresentation in connection with the provisions of 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 reasonably 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 Agreement, 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 right 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.
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 warranties 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

PROFESSIONAL SERVICES AGREEMENT NO. 4125

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 own 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 given 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 States 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: Arlene Salazar, Acting City Manager
1600 West Beverly Boulevard
Montebello, CA 90640
(323) 887-1200
With a copy to: City of Montebello – Montebello Bus Lines Attn: Adrianna Kendricks, Director of Transportation
400 South Taylor Avenue
Montebello, CA 90640
(323) 558 -1625 x 201
(323) 887- 4643 (Fax)
[email protected]
If to Contractor: Tennant Sales & Service Company
Attn: Garrett Olson, Government Contract and Bid Admin
10400 Clean Street
Eden Prairie, MN 55344
(763) 513-2521
[email protected]
An electronic communication (“ Electronic Notice”) shall be deemed written notice for purposes of this section if 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.

PROFESSIONAL SERVICES AGREEMENT NO. 4125

SECTION 23. NON-DISCRIMINATION AND EQUAL OPPORTUNITY
EMPLOYER.

In the performance of this Agreement, the CONTRACTOR shall not discriminate against any employee, sub-contractor, 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 CONTRACTOR will take affirmative action to ensure that sub- contractor 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, medical condition or sexual orientation.

SECTION 24. CONFLICT OF INTEREST.

The CONTRACTOR 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 CONTRACTOR under this Agreement, or which would conflict in any manner with the performance of its services hereunder. The CONTRACTOR further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, the CONTRACTOR 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 CONTRACTOR covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of services to t h e 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 CONTRACTOR. The CONTRACTOR's covenant under this section shall survive the termination of this Agreement.

SECTION 25. ENTIRE AGREEMENT.

This Agreement contains the entire understanding between the CITY and the CONTRACTOR. 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. 4125

IN WITNESS WHEREOF, the parties, through their respective authorized representatives, have executed this Agreement as of the date first written above. (“CITY”) (“CONTRACTOR”)

CITY OF MONTEBELLO TENNANT SALES & SERVICE

COMPANY
Arlene Salazar, Acting City Manager Garrett Olson, Government Contract and Bid Admin
Date: ___________ Date: ____________
ATTEST:

Christopher Jimenez, City Clerk
APPROVED AS TO FORM:

Arnold M. Alvarez-Glasman, City Attorney

EXHIBITS
Exhibit A – RFQ No. Q-23-1
Exhibit B – Contractor’s Scope Of Services

Exhibit “A”
RFQ No. Q-23-1

Exhibit “B”
CONTRACTOR’S SCOPE OF SERVICES

ATTACHMENT D

ITEM # 9

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT

TO: Honorable Mayor and City Council Members

FROM: Arlene Salazar, Acting City Manager

BY: Paul Espinosa, Police Chief

SUBJECT: REPORT OF EMERGENCY REPAIRS TO THE POLICE DEPARTMENT

BUILDING AND APPROVAL OF CONTRACTS FOR REQUIRED

REPAIR AND REMEDIATION WORK

DATE: August 23, 2023

RECOMMENDATION(S):

It is recommended that the City Council:

1. Receive and file the City Manager’s report of emergency repairs to the Montebello Police Department headquarters building pursuant to Montebello Municipal Code Section 3.20.140 and Public Contracts Code Section 22035; and

2. Determine and find that the repairs and remediation are of an emergency nature and required to prevent further water intrusion which, if left unattended, will continue to create toxic mold, officer safety concerns, and liability in regards to proper storage and handling of criminal evidence; and

3. Authorize the Acting City Manager to execute professional service agreements with ATI Restoration LLC., Mr. Rooter Plumbing, and Custom Craft Flooring for the repair of the Montebello Police Department to remediate the damage caused by water intrusion, in a total aggregate amount of $300,000; and

4. Amend the Fiscal Year 2023-24 budget by increasing appropriations by $300,000 in Account No.100-30-510-6040.60 (General Fund, Public Works, Facilities Maintenance, Other Contract Services-Building Maintenance/ Repairs); and

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

FISCAL IMPACT:

The recommended emergency repairs and remediation work are estimated to cost an aggregate amount not-to-exceed $300,000. This amount includes an estimated total of $280,000, plus an additional $20,000 in contingency funds should there be necessary

CITY COUNCIL AGENDA REPORT - MEETING OF AUGUST 23, 2023

change orders. The total cost will be paid from Account No.100-30-510-6040.60 (General Fund, Public Works, Facilities Maintenance, Other Contract Services-Building Maintenance/ Repairs). The recommended actions include amending the Fiscal Year 2023-24 budget by $300,000 in that account.

Risk Management staff have been working closely with the City's insurance provider in order to file claims to receive reimbursement for costs associated with the Police Department building damage. Staff have had multiple meetings with the City's insurance representatives over the past several months, as well as meeting with vendors specializing in mold detection and remediation recommended by the insurance company. To date, Staff have filed reimbursement claims totaling $347,000. This amount would reimburse the City for expenses related to the rental of portable lockers and showers since the current locker room is unusable, mold and related air quality testing, restoration, remediation and repair work, inspection by an industrial hygienist, and other related work and services. The reimbursement claims seek expenses dating back to the date of discovery (March, 2022), and will include all expenses through completion of final remediation work to bring the Police building back to full operational status.

Therefore, depending on the claim decision by the City's insurance broker, funds will be available to offset the General Fund expenditures related to the water damage. Staff anticipate reimbursement will be received by the end of the current fiscal year. Once a decision is made by the insurance company concerning the various claims filed, Staff will provide an update to the City Council on the total amount reimbursed.

BACKGROUND/DISCUSSION:

The winter of 2021-2022 saw excessive amounts of rain throughout Southern California. The large amount of rain caused severe intermittent flooding on the northeast area of the first floor of the City's Police Building (i.e., the area off Victoria Avenue, near the LA County library building). During the month of March 2022, hallway walls were being prepared for painting as part of routine maintenance and renovation work in the building. During the wallpaper removal, prior to painting, mold was discovered on the walls on the first floor of the Police building.

Due to the mold and substantial water intrusion on the first floor of the Police building, an air assessment was carried out on March 28, 2022. The purpose of this assessment was to determine the extent of the mold growth and identify the specific type of mold present.

During the assessment, it was discovered that Penicillium/Aspergillus, commonly referred to as black mold, was present on the first floor as well as the second-floor narcotics office. This type of mold can pose health risks and therefore, immediate action was taken to address the issue and ensure the safety and well-being of Police Department employees and any visitors to the Police building.

Subsequently, on April 12, 2022, the first floor of the Police Department was closed in order to commence the remediation process. This step was necessary to ensure the safety and well-being of all individuals working in or visiting the building. To ensure the continuity of public safety operations and maintain a safe working environment, all first- floor operations were relocated to the second and third floors of the Police building. This

CITY COUNCIL AGENDA REPORT - MEETING OF AUGUST 23, 2023

included the locker rooms, evidence storage, staff workstations and meeting rooms. Special attention and care were taken during this relocation process to ensure the security and proper handling of all evidence stored. Portable locker units (a total of 55) and portable bathrooms and showers were ordered to provide necessary locker and shower space to Police Department staff.

In April of 2022, a remediation and drying process was conducted as recommended by the City's insurance adjusters. During the remainder of 2022, the City sought to determine the cause and location of the water intrusion. Initial investigative efforts involved drilling through the concrete slab in order to determine if the water and moisture were coming from the ground. The readings showed that the water and moisture were not coming from the ground into the first floor.

On April 6, 2023, the City engaged a plumber to conduct a "smoke test" to determine the source and path of the water intrusion. Video of the "smoke test" taken by the plumber traces the water intrusion to right outside the door on the second floor at the north entrance of the Police building. Further examination and inspection revealed a broken drainage pipe, one within the north wall of the building and one under the cement foundation of the first floor.

On May 11, 2023, an Industrial Hygienist, recommended by the City's property insurance adjusters, conducted air tests and took samples showing the continued existence of mold on the first floor of the Police building. The Industrial Hygienist shared the results with the restoration company, who remediated the affected areas in order to make the first floor habitable in June of 2023.

The Industrial Hygienist returned after the remediation efforts to take additional tests to ensure the air was clean and safe on the first floor. On June 28, 2023, the Industrial Hygienist issued a final report indicating the air samples taken were clean and safe. In response to the air assessments and final report, the first floor was reopened with limited access. This limited opening allowed access to the shooting range and gym. The remaining areas of the first floor require additional repairs to flooring, walls and the locker room. Once these repairs are completed, the remaining areas of the first floor will be opened for use by Police Department staff.

The remaining repairs and maintenance work will address the following concerns:

• Officers unable to use the cot room to sleep prior to court appearance after working at night or an extended watch.
• Officers unable to use shower facilities due to current condition of the locker room and shower area.
• Although the shooting range is useable for quarterly qualification all other training has been restricted due to current first floor repairs still being needed. • Evidence storage and processing has been severely affected and repairs must be made to restore the storage facility. Continuing to use the temporary storage

CITY COUNCIL AGENDA REPORT - MEETING OF AUGUST 23, 2023

facility can negatively affect criminal prosecutions and open up the City to civil liability.

Additionally, the first floor of the Police building is used for Police Explorer and volunteer Citizens on Patrol meetings and training. The office space and training areas are currently unavailable due to the state of disrepair.

ENVIRONMENTAL:

The recommended emergency repairs are exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to the California Code of Regulations Title 14 Section 15269. The air tests show that the air is now clean. However, in order to ensure that the first-floor air stays clean for the health and safety of personnel and to restore operations, it is urgent that the City make the necessary repairs before we get more rain and the same issues reoccur.

ANALYSIS:

The City has received repair estimates from the remediation/restoration company recommended by the City's insurance adjusters (ATI Restoration, LLC) . The remediation/restoration company has agreed upon rates with the City's property insurance company. The work estimates were reviewed by the Director of Public Works and are in-line with restoring the first floor and making it fully operational. Additionally, Public Works will be available to assist in the completion of the repairs, which will include painting and other aesthetic finishes.

The City is prepared to proceed with the emergency repairs required to bring the Police building back to full operational status. Pursuant to Montebello Municipal Code (MMC) Section 3.20.140, the City Manager has the authority in cases of emergency “to order any direct and immediate action necessary to repair or replace a public facility, procure the necessary equipment, services and supplies for the purposes of addressing the emergency, without giving notice for bids to let contracts….” Upon taking such action, the City Manager is required to provide a report to City Council of such action at the next regular City Council meeting.

This agenda report provides such a notice and serves as a recommendation to approve the necessary contracts with the repair and remediation companies needed to restore the Police building to full operational status (i.e., ATI Restoration LLC., Mr. Rooter Plumbing, and Custom Craft Flooring). Per the municipal code, approval of these contracts for this purpose requires a four-fifths (4/5) approval vote by the City Council. Given the exigent circumstances surrounding the discovery and eventual remediation of the mold caused by water intrusion into the Police building, coupled with the City's insurance company involvement in recommending the testing and repair companies, it was prudent to engage the various vendors through the authority of MMC Section 3.20.140.

CITY COUNCIL AGENDA REPORT - MEETING OF AUGUST 23, 2023

SUMMARY:

The City Council is being asked to receive and file the City Manager’s report regarding the emergency repairs required to remediate the water damage to the Police Building.

Additionally, the City Council is being asked to authorize the City Manager to approve agreements with ATI Restoration LLC., Mr. Rooter Plumbing, and Custom Craft Flooring in a total aggregate amount not-to-exceed $300,000 for the required and necessary mold remediation repairs. Approval of these contracts is done by utilizing the emergency contracting process per California Public Contract Code Section 22035 and Montebello Municipal Code Chapter 3.20.140. The estimates provided include the allowable contingency amount considering the scope of work.

Approval of the contracts noted above requires amending the Fiscal Year 2023-24 budget by increasing appropriations by $300,000 in Account No.100-30-510-6040.60 (General Fund, Public Works, Facilities Maintenance, Other Contract Services-Building Maintenance/ Repairs). Staff is currently working with the City's insurance broker to file reimbursement claims for various expenses related to the mold remediation, testing, locker and shower rental, repairs to walls and flooring, etc. To date, Staff has submitted claims totaling $347,000. Once a decision by the City's insurance company on the various claims is rendered, Staff will provide an update to the City Council.

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ITEM # 10
PAYMENT OF BILLS: ADOPT RESOLUTION NO. 23-65 APPROVING THE CITY WARRANT REGISTER OF DEMANDS DATED AUGUST 23, 2023

RESOLUTION NO. 23-65

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MONTEBELLO

APPROVING AND ALLOWING CERTAIN CLAIMS AND DEMANDS

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

SECTION 1. That the reference is hereby made to that certain Register of Audited Demand No.1557, consisting of 7 pages, and including:

Warrant No.

G
eneral: Check No. 600732 through 600858
ACH No. 4701 through 4787
Successor Agency: ACH No. 17 through 17
On f
ile in the office of the City Clerk, the same having been audited and approved by the Assistant Director of Finance as required by law.

SEC
TION 2. That the said City Council having examined each such demand does hereby approve and direct the payment of same, as set forth in said Register, except the following Warrant No.
______________________________

______________________________

______________________________

S
ECTION 3. That the City Clerk shall certify to the passage and adoption of this Resolution and that the same shall be in full force and effect.

AP
PROVED AND ADOPTED this 23rd day of August 2023.
___
____________________________
David N. Torres, Mayor
A
TTEST: APPROVED AS TO FORM:
___
____________________ ________________________________ Christopher Jimenez, City Clerk Arnold M. Alvarez -Glasman, City Attorney

RESOLUTION NO. 23-65

• Exhibit A – Warrant Register

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 th e foregoing Resolution No. 23-65 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 23 rd day of August 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

EXHIBIT A
WARRANT # DATE AMOUNT ACCOUNT DESCRIPTION VENDOR # VENDOR NAME General Account
4701 08/03/2023 $3,067.35 SUPPLIES 3163 BANK OF AMERICA 4702 08/03/2023 $999.43 SUPPLIES 3163 BANK OF AMERICA
4703 08/03/2023 $4,305.12 SUPPLIES 3163 BANK OF AMERICA 4704 08/03/2023 $667.49 TRAVEL & MEETINGS 3163 BANK OF AMERICA 4705 08/03/2023 $125.21 SUPPLIES 3163 BANK OF AMERICA
4706 08/03/2023 $3,039.25 SUPPLIES 3163 BANK OF AMERICA 4707 08/03/2023 $113.57 ADVERTISING/PRINTING SERVICES 3163 BANK OF AMERICA 4708 08/03/2023 $5,000.00 VEHICLE PURCHASES 1700 72 HOUR LLC 4709 08/03/2023 $94,841.03 CONTRACT SERVICES 16120 ALVAREZ-GLASMAN & COLVIN 4710 08/03/2023 $13,950.22 SUPPLIES 2586 AMAZON CAPITAL SERVICES INC 4711 08/03/2023 $4,457.08 SUPPLIES 62880 AMERICAN MARKER 4712 08/03/2023 $480.00 CONTRACT SERVICES 2365 LETICIA TORRES 4713 08/03/2023 $31,202.81 CONTRACT SERVICES 3016 ANTARES GOLF LLC 4714 08/03/2023 $3,169.48 CONTRACT SERVICES 3588 ANTHONYS PORTABLE RESTROOMS INC 4715 08/03/2023 $72.77 ADVERTISING/PRINTING SERVICES 35980 SAEED RADMEHR 4716 08/03/2023 $16,825.33 CONTRACT SERVICES 2102 JOHN P BEROKOFF 4717 08/03/2023 $24,720.00 CONTRACT SERVICES 3025 COMPLETE LANDSCAPE CARE INC 4718 08/03/2023 $6,031.55 CONTRACT SERVICES 2624 CRAFCO INC 4719 08/03/2023 $272.21 SUPPLIES 3108 MARIO ESPINOSA
4720 08/03/2023 $38,482.93 CONTRACT SERVICES 1175 GRAPHIC ELECTRIC INC 4721 08/03/2023 $570.07 SALES TAX LIABILITY 22560 H & H AUTO PARTS WHOLESALE 4722 08/03/2023 $3,962.50 CONTRACT SERVICES 46870 HDL COREN & CONE 4723 08/03/2023 $14,892.70 MACHINERY & EQUIPMENTS 2793 IBE DIGITAL 4724 08/03/2023 $146.25 SUPPLIES 48610 CRYSTAL JAIMEZ
4725 08/03/2023 $5,045.16 SUPPLIES 26670 LIFE-ASSIST INC 4726 08/03/2023 $12,131.84 ADVERTISING/PRINTING SERVICES 4162 MCGREGOR SHOTT, INC. 4727 08/03/2023 $10,000.00 PROMOTIONS 51550 MONTEBELLO CHAMBER OF COMMERCE 4728 08/03/2023 $675.00 CONTRACT SERVICES 26880 SEBASTIAN WATERWORKS INC 4729 08/03/2023 $149,570.86 CONTRACT SERVICES 35250 NATIONWIDE ENVIRONMENTAL SERVICES 4730 08/03/2023 $21,000.00 CONTRACT SERVICES 3491 NAVIRETAIL INC 4731 08/03/2023 $42,983.90 CONTRACT SERVICES 952 RELIANT IMMEDIATE CARE MEDICAL GROUP INC 4732 08/03/2023 $3,900.29 TRAINING 3244 SCRIPPS EXECUTIVE HEALTH MEDICAL GROUP INC City of Montebello
Register of Demands No. 1557
From Payment Date 7/28/23 - To Payment Date 08/10/23

EXHIBIT A
WARRANT # DATE AMOUNT ACCOUNT DESCRIPTION VENDOR # VENDOR NAME City of Montebello
Register of Demands No. 1557
From Payment Date 7/28/23 - To Payment Date 08/10/23
4733 08/03/2023 $1,603.23 SUPPLIES 2686 THE SHERWIN-WILLIAMS CO 4734 08/03/2023 $78,174.75 CONTRACT SERVICES 3133 ULTIMATE MAINTENANCE SERVICE 4735 08/03/2023 $50.66 SUPPLIES 3066 V & V MANUFACTURING INC 4736 08/10/2023 $251.49 TRAINING 3163 BANK OF AMERICA
4737 08/10/2023 $77.16 SUPPLIES 3163 BANK OF AMERICA
4738 08/10/2023 $3,559.11 SUPPLIES 3163 BANK OF AMERICA 4739 08/10/2023 $4,352.93 SUPPLIES 3163 BANK OF AMERICA 4740 08/10/2023 $2,732.76 SUPPLIES 3163 BANK OF AMERICA 4741 08/10/2023 $480.68 SUPPLIES 3163 BANK OF AMERICA
4742 08/10/2023 $2,439.52 SUPPLIES 3163 BANK OF AMERICA 4743 08/10/2023 $4,954.85 SUPPLIES 3163 BANK OF AMERICA 4744 08/10/2023 $274.20 SUPPLIES 3163 BANK OF AMERICA
4745 08/10/2023 $24.00 TRAVEL & MEETINGS 3163 BANK OF AMERICA 4746 08/10/2023 $830.87 TRAINING 3163 BANK OF AMERICA
4747 08/10/2023 $2,782.62 SUPPLIES 3163 BANK OF AMERICA 4748 08/10/2023 $3,063.95 DUES & SUBSCRIPTIONS 3163 BANK OF AMERICA 4749 08/10/2023 $4,806.67 SUPPLIES 3163 BANK OF AMERICA 4750 08/10/2023 $4,667.63 CONTRACT SERVICES 3163 BANK OF AMERICA 4751 08/10/2023 $4,597.24 SUPPLIES 3163 BANK OF AMERICA 4752 08/10/2023 $1,690.36 SUPPLIES 3163 BANK OF AMERICA 4753 08/10/2023 $75.21 SUPPLIES 3163 BANK OF AMERICA
4754 08/10/2023 $368.07 CONTRACT SERVICES 3163 BANK OF AMERICA 4755 08/10/2023 $29.43 CONTRACT SERVICES 3163 BANK OF AMERICA 4756 08/10/2023 $936.11 SUPPLIES 3163 BANK OF AMERICA
4757 08/10/2023 $69.21 FUEL 3163 BANK OF AMERICA
4758 08/10/2023 $1,352.03 SUPPLIES 3163 BANK OF AMERICA 4759 08/10/2023 $2,117.89 SUPPLIES 3163 BANK OF AMERICA 4760 08/10/2023 $317.21 FUEL 3163 BANK OF AMERICA
4761 08/10/2023 ($317.21) FUEL 3163 BANK OF AMERICA
4762 08/10/2023 $9,880.48 SUPPLIES 3163 BANK OF AMERICA 4763 08/10/2023 $4,856.42 DUES & SUBSCRIPTIONS 3163 BANK OF AMERICA 4764 08/10/2023 $4,725.46 SUPPLIES 3163 BANK OF AMERICA 4765 08/10/2023 $2,693.14 MACHINERY & EQUIPMENTS 3163 BANK OF AMERICA 4766 08/10/2023 $1,900.18 SUPPLIES 3163 BANK OF AMERICA

EXHIBIT A
WARRANT # DATE AMOUNT ACCOUNT DESCRIPTION VENDOR # VENDOR NAME City of Montebello
Register of Demands No. 1557
From Payment Date 7/28/23 - To Payment Date 08/10/23
4767 08/10/2023 $3,875.58 SUPPLIES 3163 BANK OF AMERICA 4768 08/10/2023 $116.34 SUPPLIES 3163 BANK OF AMERICA
4769 08/10/2023 $2,093.53 SUPPLIES 3163 BANK OF AMERICA 4770 08/10/2023 $4,275.68 SUPPLIES 3163 BANK OF AMERICA 4771 08/10/2023 $1,250.00 RETIREMENT 3730 AT RETIREMENT SERVICES LLC 4772 08/10/2023 $1,250.00 RETIREMENT 3730 AT RETIREMENT SERVICES LLC 4773 08/10/2023 $15,429.57 CONTRACT SERVICES 3016 ANTARES GOLF LLC 4774 08/10/2023 $608.58 ADVERTISING/PRINTING SERVICES 35980 SAEED RADMEHR 4775 08/10/2023 $1,601.07 CONTRACT SERVICES 2102 JOHN P BEROKOFF 4776 08/10/2023 $89.30 MACHINERY & EQUIPMENTS 438 CODE RED FIRE INC 4777 08/10/2023 $1,000.00 DUES & SUBSCRIPTIONS 72 COGRAN SYSTEMS LLC 4778 08/10/2023 $5,047.20 SUPPLIES 21690 COLUMBIA BUSINESS FORMS INC 4779 08/10/2023 $41,331.17 FUEL INVENTORY 962 MO DION & SONS INC 4780 08/10/2023 $695.00 CONTRACT SERVICES 46870 HDL COREN & CONE 4781 08/10/2023 $26,751.34 CDBG-CV 1349 HEART OF COMPASSION 4782 08/10/2023 $16,465.37 CONTRACT SERVICES 2793 IBE DIGITAL 4783 08/10/2023 $15,669.66 CONTRACT SERVICES 3490 INTER-CON SECUIRTY SYSTEMS INC 4784 08/10/2023 $477.95 CONTRACT SERVICES 3276 MARK ROBERT LOPEZ 4785 08/10/2023 $1,615.76 ADVERTISING/PRINTING SERVICES 2594 THE SAUCE CREATIVE SERVICES CORP 4786 08/10/2023 $25,000.00 CONTRACT SERVICES 3602 THE PUN GROUP LLP 4787 08/10/2023 $374,764.80 CONTRACT SERVICES 40970 ARAKELIAN ENTERPRISES ACH TOTALS $1,206,527.61
600732 08/03/2023 $1,347.00 GENERAL GOVERNMENT 4126 LEVALASI JOYCE QUIROGA 600733 08/03/2023 $3,500.00 VEHICLE MAINTENANCE/EXPENSES 3333 A & A FLEET PAINTING INC 600734 08/03/2023 $4,004.36 UTILITY SERVICES 1732 AT&T CORP 600735 08/03/2023 $9,039.68 AFLAC OTHER 55860 AFLAC
600736 08/03/2023 $7,950.00 INSURANCE 42330 ALLIANT INSURANCE SERVICES INC 600737 08/03/2023 $1,543,500.51 INSURANCE 42330 ALLIANT INSURANCE SERVICES INC 600738 08/03/2023 $560.50 UTILITY SERVICES 39550 AT&T
600739 08/03/2023 $1,245.83 SUPPLIES 1529 ATHANS ICE HOUSE 600740 08/03/2023 $8,200.00 CONTRACT SERVICES 3868 ATLANTIC STRATEGIES, LLC 600741 08/03/2023 $845.00 VEHICLE MAINTENANCE/EXPENSES 278 ATLAS RADIATOR INC