CITY OF MONTEBELLO
CITY COUNCIL
REGULAR MEETING
WEDNESDAY, OCTOBER 23, 2024 AT 6:00 PM
CITY HALL COUNCIL CHAMBERS
1600 WEST BEVERLY BOULEVARD
MONTEBELLO, CALIFORNIA
CITY COUNCIL
Scarlet Peralta, Mayor
Salvador Melendez, Mayor Pro Tem
Angie M. Jimenez, Councilmember
Georgina Tamayo, Councilmember
David N. Torres, Councilmember
CITY MANAGER
Raul Alvarez
CITY TREASURER
David Matanga
CITY ATTORNEY
Arnold M. Alvarez-Glasman
CITY CLERK
Christopher Jimenez
DEPARTMENT HEADS
Assistant City Manager
Fire Chief
Police Chief
Director of Finance
Director of Human Resources
Director of Planning/Community Development
Director of Public Works
Director of Recreation and Community Services
Director of Transportation
Arlene Salazar
Fernando Pelaez
Paul Espinosa
Michael Solorza
Ramon Figueroa
Joseph Palombi
Cesar Roldan
David Sosnowski
John Soria
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NOTICES
This City Council Meeting ("Council") will be held in person and will meet at City Hall – City Council Chambers, 1600 West Beverly Boulevard, Montebello, California. The meeting will be live streamed and can be watched on the City’s website and YouTube Channel via the following link: https://www.montebelloca.gov, and may also be viewed on Spectrum Public Access Channel 3 for all Spectrum cable subscribers.
AMERICANS WITH DISABILITIES ACT: In compliance with the Americans with Disabilities Act (ADA) any person with a disability who requires special accommodations in order to participate in a meeting should contact the Administration Office at (323) 887-1437 Monday-Thursday from 7:30 a.m.-5:30 p.m. Please call 48 hours prior to the meeting to ensure that reasonable arrangements can be made to provide accessibility to this meeting (28 CFR 35.102-35.104 ADA Title II 1203). If you require translation services, please contact the City Clerk’s office 72 hours before this meeting. Si necesita servicios de traducción, comuníquese con la Oficina del Secretario Municipal 72 horas antes de esta reunión. 如果您需要翻译服务，请在会议前 72 小时联系市书记员办公室.
RULES OF DECORUM:
Pursuant to Section 54957.95 of the Government Code, the presiding member of the legislative body conducting a meeting, or their designee, is authorized to remove, or cause the removal of, an individual for disrupting the meeting.
Any such removal will be preceded by a warning to the disruptive individual by the presiding member of the legislative body or their designee that the individual’s behavior is disrupting the meeting and that the individual’s failure to promptly cease their disruptive behavior may result in their removal.
PUBLIC COMMENTS:
In-Person: For those interested in participating during the Public Comment period(s) or public testimony period for Public Hearings of the City Council meetings, you may address the City Council in person only the day of the meeting.
Speakers will be required to fill out a speaker card provided at the door and submit it to City Clerk staff prior to each Public Comment announcement period. Staff will number and call each speaker card in the order received. Closed Session begins at 6:00 p.m. and Regular Session begins immediately thereafter; if there is no Closed Session, Regular Session will begin at 6:00 p.m.
AGENDA MATERIALS: The agenda and/or agenda packet are available for public inspection at City’s website at:
Agendas, Minutes, and Videos,
October 23, 2024: City Council Meeting Page 3 of 7
IN CONSIDERATION OF OTHERS, PLEASE TURN OFF, OR MUTE, ALL CELL PHONES AND PAGERS
THANK YOU FOR YOUR COOPERATION
OPENING CEREMONIES
CALL TO ORDER - 6:00 P.M.
ROLL CALL
ANNOUNCEMENT OF CLOSED SESSION ITEMS
PUBLIC COMMENTS ON CLOSED SESSION ITEMS
At this time, the public may submit a speaker card to the City Clerk staff for Closed Session items, prior to the beginning of this statement. Speakers will be called in the order received. Please be aware that the maximum time allotted for members of the public to speak on Closed Session items shall not exceed three (3) minutes per person. State Law prohibits the City Council from taking action or entertaining extended discussion on a topic not listed on the agenda. Please show courtesy to others and direct all of your comments to the Mayor and City Council.
CLOSED SESSION
The City Attorney shall provide a briefing on the item listed for Closed Session as follows:
1. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION
Government Code Section 54956.9(d)(1)
NASA v. City of Montebello, et al.
2. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION Government Code Section 54956.9(d)(2)
Significant exposure to litigation in three cases which facts and circumstances need not be disclosed.
REGULAR SESSION - IMMEDIATELY FOLLOWING CLOSED SESSION
CLOSED SESSION REPORT
INVOCATION
PLEDGE OF ALLEGIANCE
CORRECTIONS TO THE AGENDA - CITY MANAGER
CEREMONIAL ITEMS/PRESENTATIONS
3. PROCLAMATION FOR BREAST CANCER AWARENESS MONTH
4. MONTHLY TREASURER'S REPORT
5. STATE OF THE TRANSIT DEPARTMENT PRESENTATION
6. INTRODUCTION OF NEW FIREFIGHTERS
PUBLIC COMMENTS ON NON-AGENDA ITEMS (30 MINUTES)
At this time, the public may submit speaker card(s) to the City Clerk staff, for both agenda and non-agenda items, prior to the beginning of this statement; Public Hearing items do not require a speaker card.
The City Council will address non-agenda items during this section and speakers will be called in the order received. Those persons not accommodated during this 30-minute period will have an opportunity to speak under “Public Comments – Continued”, after all scheduled matters have been considered. Public Hearing, Regular Business and/or Consent
October 23, 2024: City Council Meeting Page 4 of 7
Calendar items will be addressed at the time that matter of business is heard, in the order received.
Please be aware that the maximum time allotted for members of the public to speak shall not exceed three (3) minutes per speaker. State Law prohibits the City Council from taking action or entertaining extended discussion on a topic not listed on the agenda. Please show courtesy to others and direct all of your comments to the Mayor and City Council.
STAFF COMMUNICATIONS ON ITEMS OF COMMUNITY INTEREST
REGULAR BUSINESS
7. FISCAL YEAR 2024-25 FIRST QUARTER BUDGET REPORT
RECOMMENDATION: It is recommended that the City Council:
1. Receive and file this agenda report and the presentation on the Fiscal Year 2024-25 First Quarter Budget Report; and,
2. Amend the Compensation Plan and Table of Organization (Position Listing), Resolution No. 24-80 for certain Police, Fire and Transit Department classifications; and,
3. Amend the Master Position Control to reflect changes to the Table of Organization in the Transit Department; and,
4. Approve new and updated Job Classifications for positions in Transit, Finance and Administration; and,
5. Take whatever additional actions necessary.
8. CONSIDERATION AND APPROVAL TO AWARD AN EXCLUSIVE RESIDENTIAL FRANCHISE FOR RESIDENTIAL SOLID WASTE AND RECYCLING SERVICES PURSUANT TO RFP NO. 24-00
RECOMMENDATION: It is recommended that the City Council:
1. Award an exclusive residential franchise for solid waste, recycling, and organics collection and processing services to the lowest responsive proposer based on proposals received and evaluation ratings conducted pursuant to Request for Proposal (RFP) No. 24-00; and,
2. Authorize the City Manager to begin negotiations for exclusive residential solid waste, recycling, and organics services with Arakelian Enterprises, Inc., doing business as Athens Services, as the most responsive proposer for all single-family residential units and multiple-family residential premises having less than four units and, if unsuccessful, continue negotiations with the two other proposers according to the overall rating criteria set forth below; and,
3. Authorize the City Manager to negotiate the final terms of the agreement relating to the award of the residential franchise; and,
4. Authorize the City Manager to execute the final agreement relating to the award of the residential franchise.
9. APPROVE LETTER OF ENGAGEMENT TO MASTER RETAINER AGREEMENT NO. 4000 WITH KOA
CORPORATION FOR THE ENHANCED DESIGN OF THREE EXISTING SIGNALIZED INTERSECTIONS THAT ARE PART OF THE ADOPTED "FIRST MILE LAST MILE PLAN"
RECOMMENDATION: It is recommended that the City Council:
1. Approve a Letter of Engagement to Master Retainer Agreement No. 4000 between the City of Montebello and KOA Corporation for enhanced engineering design of three existing signalized intersections that are an integral part of the adopted "First Mile Last Mile Plan: in the amount not-to-exceed $492,199; and
2. Amend the Fiscal Year 2024-25 budget by increasing appropriations by $492,199 in Account No. 600- 90-900-6040.96 (Transit Fund, Transit Administration, Engineering Design Services); and
3. Authorize the City Manager to execute the Letter of Engagement on behalf of the City; and
4. Take such additional, related action that may be desirable.
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CONSENT CALENDAR
All matters listed under the Consent Calendar are considered to be routine. Any items a member wishes to discuss, including any items the public submitted speaker cards for, should be designated at this time. All other items may be approved in a single motion. Such approval will also waive the reading of any Ordinance.
10. ADOPT RESOLUTION NO. 24-78 DESIGNATING 4TH STREET FROM VICTORIA AVENUE TO ITS
TERMINUS AS A PREFERENTIAL PARKING DISTRICT
RECOMMENDATION: It is recommended that the City Council:
1. Adopt Resolution No. 24-78 designating 4th Street from Victoria Avenue to its terminus as a preferential parking district; and,
2. Take such additional, related action that may be desirable.
11. AMEND THE FISCAL YEAR 2024-25 CAPITAL IMPROVEMENT PROGRAM BUDGET TO APPROPRIATE
CARRYOVER FUNDS FOR VARIOUS PROJECTS
RECOMMENDATION: It is recommended that the City Council:
1. Amend the adopted Fiscal Year 2024-25 budget by increasing appropriations in the various accounts as detailed on Attachment A, Capital Improvement Program; and
2. Take such additional, related action that may be desirable.
12. TREASURERS REPORT FOR THE QUARTER ENDING SEPTEMBER 30, 2024
RECOMMENDATION: It is recommended that the City Council:
1. It is recommended the CIty Council receive and file the Treasurer's Report for the Quarter ending September 30, 2024 (1st Quarter of Fiscal Year 2024-25); and,
2. Take such additional, related action that may be desirable.
13. AUTHORIZE THE CITY MANAGER TO EXECUTE MEMORANDUM OF UNDERSTANDING (MOU) NO. 24-08
BETWEEN THE CITY OF MONTEBELLO AND ADVENTIST HEALTH WHITE MEMORIAL MONTEBELLO TO
MANAGE THE MONTEBELLO HOMELESS HEALTH NAVIGATION PROGRAM AS PART OF THE
CALIFORNIA INTERAGENCY COUNCIL ON HOMELESS ENCAMPMENT GRANT
RECOMMENDATION: It is recommended that the City Council:
1. Authorize the City Manager to execute Memorandum of Understanding (MOU) No. 24-08 between the City of Montebello and Adventist Health White Memorial Montebello; and
2. Take such additional, related action that may be desirable.
14. AWARD PROFESSIONAL SERVICES AGREEMENT NO. 4231 TO THE CENTER FOR TRANSPORTATION AND THE ENVIRONMENT, INC. FOR THE ZERO-EMISSION BUS FACILITIES AND FLEET TRANSITION PLAN
RECOMMENDATION: It is recommended that the City Council:
1. Award Professional Services Agreement No. 4231 to the Center for Transportation and the Environment, Inc. (CTE), for the Zero-Emission Bus Facilities and Fleet Transition Plan in a total not-to-exceed amount of Eight Hundred Ninety-Four Thousand, Twenty-One Dollars ($894,021); and
2. Authorize the City Manager to execute and finalize Agreement No. 4231 on behalf of the City of Montebello with CTE; and
3. Amend the Fiscal Yea 2024-25 budget by increasing appropriations by $894,021 in Account No. 600-90- 900-6040.95 (Transit Fund, Transit Administration, Other Professional Services); and
4. Take such additional, related, action that may be desirable
15. AMEND THE FISCAL YEAR 2024-25 TRANSIT CAPITAL IMPROVEMENT PROGRAM FOR VARIOUS
PROJECTS
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RECOMMENDATION: It is recommended that the City Council:
1. Amend the Transportation Department (Transit) Capital Improvement Program (CIP) budget for Fiscal Year 2024-25, for a total amount of $12,192,622 in the accounts and amounts as listed on Attachments A and B; and
2. Take such additional, related, action that may be desirable.
16. AMEND THE FISCAL YEAR 2024-25 BUDGET TO APPROPRIATE FEDERAL TRANSIT ADMINISTRATION
GRANT FUNDING FOR THE PURCHASE OF A MOBILE HYDROGEN FUELING STATION, AN ENTERPRISE
ASSET MANAGEMENT SYSTEM, AND NON-REVENUE RELIEF VEHICLES
RECOMMENDATION: It is recommended that the City Council:
1. Approve receipt of Six million, Four Hundred and Thirty-Six Thousand Dollars ($6,436,000) in federal grant funding awarded by the Federal Transit Administration (FTA) to purchase a mobile hydrogen fueling station, an enterprise asset management system (EAM System), and non-revenue relief vehicles; and,
2. Amend the Fiscal Year 2024-25 adopted operating budget to appropriate the FTA grant funds by increasing appropriations by a total amount of $6,838,500 as detailed in the Fiscal Impact section below (Table 1); and,
3. Take such additional, related, action that may be desirable.
17. PAYMENT OF BILLS: ADOPT RESOLUTION NO. 24-74 APPROVING THE CITY WARRANT REGISTER OF DEMANDS DATED OCTOBER 23, 2024
RECOMMENDATION: It is recommended that the City Council:
1. Adopt Resolution No. 24-79 approving the Warrant Register dated October 23, 2024
PUBLIC COMMENTS - CONTINUED
AB 1234 TRAVEL REPORTS
Members will provide a brief report on meetings attended at the expense of the local agency as required by Government Code Section 53232.3(d).
COUNCIL/AGENCY ORALS
Announcements and requests for future agenda items.
• Salvador Melendez, Mayor Pro Tem
• Angie M. Jimenez, Councilmember
• Georgina Tamayo, Councilmember
• David N. Torres, Councilmember
• Scarlet Peralta, Mayor
CLOSED SESSION - CONTINUED
ADJOURNMENT
The City of Montebello will adjourn to the next Regular Meeting on November 13, 2024, at 6:00 p.m., which can be live- streamed at https://www.montebelloca.gov (Click on Live Stream).
I, Kimberly Guillen, Senior Deputy City Clerk for the City of Montebello, hereby certify that a copy of this agenda has been
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posted on or before Sunday, October 20, 2024, no later than 6:00 p.m.
Kimberly Guillen, Senior Deputy City Clerk
EXHIBIT - CITY OF MONTEBELLO FORECASTED AGENDA
Please note, the attached exhibit is a draft version that is to be used for reference purposes only; agenda items, information, and dates are subject to change. The exhibit will be placed at the end of the Agenda Packet. • CITY OF MONTEBELLO FORECASTED AGENDA
ITEM # 7
CITY OF MONTEBELLO
CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager
BY: Michael Solorza, Director of Finance
SUBJECT: FISCAL YEAR 2024-25 FIRST QUARTER BUDGET REPORT
DATE: October 23, 2024
RECOMMENDATIONS:
It is recommended that the City Council:
1. Receive and file this agenda report and the presentation on the Fiscal Year 2024- 25 First Quarter Budget Report; and,
2. Amend the Compensation Plan and Table of Organization (Position Listing), Resolution No. 24-80 for certain Police, Fire and Transit Department classifications; and,
3. Amend the Master Position Control to reflect changes to the Table of Organization in the Transit Department; and,
4. Approve new and updated Job Classifications for positions in Transit, Finance and Administration; and,
5. Take whatever additional actions necessary.
FISCAL IMPACT:
The Fiscal Year 2024-25 budget was adopted on June 12, 2024. Since adoption, changes (amendments) to the budget have been made. In addition, there are now three months of revenue and expenditure results that allow trends to be analyzed and an updated budget forecast to be presented (i.e., actual results through the second week of October). In addition, presentation of quarterly reports on a regular basis show good financial stewardship and promote transparency.
This First Quarter Budget report will focus on the General Fund and will provide updated expenditure and revenue projections for the fiscal year. There will also be a brief discussion of the two enterprise funds which record the activity of the City-owned hotels
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
(Hilton Garden Inn and Home2Suites).
The General Fund budget was adopted with a $562,700 surplus: revenue of $76,663,600 and expenditures of $76,100,900. Since adoption in June, budget amendments have been made to department expenditure appropriations, and new information is available on revenue trends. Also, three months of actuals data provide trends for where expenditures are headed by year-end, allowing for updated estimates to be presented.
The updated expenditure and revenue projections for the General Fund are presented in the table below, as well as the adopted and amended budgets for FY 2024-25:
The chart below provides historical context, plotting actual, budgeted and projected General Fund revenues against expenditures:
There was a slight surplus pre-pandemic (i.e., prior to FY 2019-20). The large gap between revenue and expenditure actuals in FY 2019-20 shows the impact of lower revenue negatively impacted by the pandemic, plus one-time capital expenditures related to infrastructure projects that utilized the 2009 excess bond proceeds: Taylor Ranch Park project, City Hall roof replacement, Police HVAC replacement, etc.
The surplus in FY 2021-22 and FY 2022-23 continues a positive trend where revenue exceeds expenditures, assisted by the recognition of one-time revenues from the sale of the City’s water system, sale of property in the City of Pico Rivera and recognition of Coronavirus State and Local Fiscal Recovery Funds (CSLFRF). The FY 2024-25 1st Quarter projection shows a slight surplus of $43,221, comparing projected revenue vs. the amended budget.
The paragraphs below present a more detailed discussion of the changes based on 1st
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
Quarter actuals and their impact on the forecast for fiscal year end.
BACKGROUND/DISCUSSION:
N/A
ENVIRONMENTAL:
N/A
ANALYSIS:
At the time the FY 2024-25 budget was adopted on June 12, 2024, revenue and expenditure forecasts were based on April and May information, tempered and informed by prior year and historical data. The closing of the books for FY 2023-24 provided additional, unaudited insight into revenue and expenditure performance. That information along with additional data (i.e., actuals) from July – October allows an updated forecast for fiscal year-end to be presented.
Revenue
Overall, General Fund revenue is projected to be $1,996,800 higher than the adopted budget ($78.660 million vs. $76.664 million). This increase represents the net impact of changes to revenue accounts across the General Fund. The chart and table below present high-level overviews of General Fund revenue – by totals and major revenue category (refer to Attachment A for additional details on revenue):
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The largest positive change (in dollars) comes in the Licenses and Permits category, showing an increase of $876,200 over the adopted budget. There is a net $456,200 increase in projected cannabis related revenue, as well as $425,000 in additional revenue from building permits, plan check fees, and contractors licenses.
Sales tax is also up about $250,000 vs. the adopted budget. The table below shows sales tax data from FY 2021-22 through FY 2024-25, including the updated 1st Quarter forecast for all three separate sources of sales tax:
The dollar increases in projected sales tax equates to a 0.9% overall increase (versus adopted budget). The increase is coming from the Monterey Park Marketplace sharing and Measure H transaction and use tax. In April, 2023 residents of the City of Monterey Park approved a ¾ cent transaction and use tax – identical to Measure H approved in Montebello in March, 2020. At the time of budget adoption, Staff were working with Monterey Park officials to determine how much additional revenue would accrue to Montebello from the new transaction and use tax. Staff now have four quarters of remittances from Monterey Park and can project $200,000 in additional transaction and use tax revenue for FY 2024-25.
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
Montebello’s own transaction and use tax (Measure H) continues to perform well, and an additional $50,000 is projected for this fiscal year. The trend in Measure H revenue indicates it performs at a steady 67% ratio of the 1% Bradley Burns sales tax totals. The FY 2024-25 projection has been updated to reflect this ratio, hence the additional anticipated $50,000 in revenue.
Property tax shows a slight increase of $157,000 when compared to the adopted budget. This increase is due to re-calibrating FY 2024-25 projections with the unaudited actuals from FY 2023-24. Using last year’s secured property tax totals of $5.483 million, and applying a 4.0% assessed value (AV) growth rate, returns a projection of $5.600 million for this fiscal year. The 4.0% AV growth is a conservative estimate supported by information from the City’s property tax consultant (HdL Coren and Cone). Additional property tax data will be available after December to assist in updating these projections as part of the mid-year budget update.
The $220,000 net increase in the Franchise Taxes category is from increases to cable and solid waste (commercial) revenue streams, based on FY 2023-24 actuals. There are projected decreases in the towing and organic waste franchise fee categories.
Fines and Forfeitures projects an additional $160,000 in revenue ($3.300 million vs. $3.140 million budgeted). The single primary factor for this increase is improved revenue collection for parking tickets. Staff from Code Enforcement and Finance collaborated to provide additional avenues for payment of parking tickets. Adding a method for paying tickets in-person has resulted in a marked increase in remittances, which translates into additional revenue for FY 2024-25.
The Other Revenue category is projecting higher due to $200,000 in National Opioid Settlement payments. The City receives settlement funds from several class-action lawsuits related to the opioid crisis. These funds are utilized for field response medications used by the Fire Department, offsetting costs for purchasing Narcan and related supplies.
The additional $1.997 million in General Fund revenue (Attachment A) projected for FY 2024-25 is a positive sign of continued strong performance of property values in the City, as well as improved operations and other adjustments. Staff will continue to monitor revenue trends and will provide an update as part of the 2nd Quarter (mid-year) budget update in February, 2025.
Expenditures
General Fund expenditures are projected to be $78,617,179. This amount represents a $364,208 increase over the FY 2024-25 amended budget, and a $2.516 million increase over the adopted budget (Attachment B). The increase over the adopted budget takes into account budget amendments approved by the City Council since July, encumbrance rollovers from the prior year (which amend the budget), and updated forecasts for various line-item expense categories. The amended budget total is $78,25,971 -- a $2,152,071 increase over the adopted budget.
About $1.774 million of the $2.152 million increase to the adopted budget is from
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
encumbrance roll-overs (open purchase orders) in the Public Works, Community Development, Police and Fire Departments. The purchase order/encumbrance rollover process is standard and occurs at the end of each fiscal year. The remaining $378,259 in budget amendments are from FY 2024-25 City Council actions related to:
o Police Department server room HVAC repairs ($54,534) o Fire Department grant writing services ($35,000)
o City Park baseball field renovation ($288,725)
The chart below provides a historical trend back to FY 2018-19 of General Fund expenditures:
The table below shows – by Department/operational area – prior year actuals and budget as well as the updated FY 2024-25 projections based on actuals through October (refer to Attachment B for additional details and historical amounts):
It is important to compare 1st Quarter projected expenditures against the amended
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
budget. As noted above, there is approximately $2.152 million in budget amendments so far in FY 2024-25: from a combination of purchase order rollovers ($1.774 million) and City Council approved budget amendments ($378,259). The purchase order rollovers allow for major purchases and projects begun in FY 2023-24 to be completed in the current fiscal year (e.g., Police Department security cameras, Fire Department SCBA purchases, etc.)
The bulleted list below describes the variances – projected vs. amended budget – for several departments, based on this table showing variances between the FY 2024-25 amended budget and projected expenditures (by Department):
• Administration – the primary reason for estimated net projected expenditures coming in lower than the amended budget by $38,800 is salary savings • Community Development – there are slight salary savings throughout all divisions, coupled with some contract services savings, leading to the $50,800 projected savings vs. the amended budget
• Finance – the additional $90,900 in expenditures is from additional full and part- time salary, benefits and PERS expenditures
• Human Resources – this Department has numerous vacancies, leading to a projected savings of $176,500, primarily in salary and retirement expenses • Public Works – the $430,354 variance in Public Works is primarily due to projected savings in various contract services.
• Non-Departmental – the projected amount is $72,000 less than budgeted, with net savings from anticipated retiree medical health payments. Finance staff recently conducted an audit of these payments and were able to remove ineligible retirees – this reduced overall expenditures based on prior estimates.
The Police Department is projecting $1.900 million in expenses over the amended budget. There has been an increase in salary and overtime expenses, as recently approved MOUs (i.e., MPMA in 2023 and MPOA in 2024) increased base and various special/incentive pays for sworn members of the Department. This increase can be seen in salaries as well as overtime and PERS expenses, since these are calculated on base pay. There are also vacancies in key areas, requiring overtime to round out staffing where necessary. Staff will continue to monitor these expenses and will recommend budget amendments as part of the mid-year budget update to match the amended budget
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
with projected expenditures.
The Fire Department recently received a $5.8 million FEMA grant (SAFER). This funding, spread over two remaining fiscal years, directly offsets full-time firefighter salary and benefit costs. With the recent filling of vacancies, and the anticipated recruiting of additional firefighters, this grant funding will alleviate General Fund salary expenses. A portion of the $1.5 million in SAFER grant funding allotted for FY 2024-25 is contributing to the projected savings in the Fire Department ($708,000 vs. the amended budget). In addition, overtime is trending down, a positive result of filling vacancies.
Staff will continue monitoring expenses in each department and will provide an update with the 2nd Quarter report. In addition, budget amendments will be recommended as part of the 2nd Quarter budget update to align projected expenses with an updated amended budget.
Whether comparing projected expenses against the adopted or amended budget, it is important to always keep in mind projected revenue. So long as General Fund revenue is projected to exceed expenditures, then a surplus will be realized at fiscal year-end.
This 1st Quarter report shows an expected surplus of $43,221, as projected revenue has grown to $78.660 million, vs. the adopted budget amount of $76.664 million.
Adjustments to the Compensation Plan and Table of Organization The adopted FY 2024-25 budget included positions and funding for a dedicated park safety bureau in the Police Department. This bureau includes full and part-time Police Community Service Officers – non-sworn positions that patrol City parks. During recruitment for the part-time positions, it was discovered the salary range was much lower than the full-time positions. Regardless of whether the employees in the Police Community Service Officer (Police CSO) position are full or part-time, they perform identical duties. As such, they should be compensated at the identical rate. The updated salary resolution (Attachment C) shows the salary range for the part-time Police CSO adjusted to $16.88 - $21.08 per hour.
There are also two positions in the Transit Department – Facility Maintenance Manager and Transit Assistant Manager – requiring range adjustments. Currently, the Facility Maintenance Manager provides oversight of all administrative and operational functions for the Maintenance Division. The addition of the Transit Assistant Manager will provide added oversight specific to the safety and training program for all maintenance personnel to ensure uniformity and consistency with the Operations Division safety and training program. Since the Fleet Maintenance Supervisor classification is at Range 33, the Transit Assistant Manager classification must be adjusted from Range 34 to Range 36 to avoid compaction between the two classifications.
Recently, the Construction Manager position was created for city construction and facility related activities (i.e., Public Works) similar to the activities the Facility Maintenance Manager provides for the Transportation Department. It is recommended to adjust the salary range for the Facility Maintenance Manager from Range 46 to Range 48 to ensure parity of compensation between the two classifications. (These changes are also reflected on Attachment C).
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
Also, Transit requires three job classifications to be approved for authorized positions: Deputy Director of Transportation – Administration, Deputy Director of Transportation – Operations and Maintenance and Transit Assistant Manager (Attachment E). These position titles were created with the classification and compensation study in 2021. However, actual job classifications/descriptions were not developed and presented for City Council approval. Transit Department operations have developed such that these three positions are now required and recruitments done to fill them. However, in order to conduct recruitments, the job classifications must be approved.
A similar situation exists in the Finance and Administration Departments – position titles created but no formal job classifications were approved. Attached are job descriptions for Sr. Accountant and Executive Assistant (Attachment E). Both positions are needed and in order to recruit, job descriptions must be approved.
Finally, the Assistant Director of Fire salary range is being adjusted (Attachment C). The adjustment to Range 56 (from Range 54) puts this position in line with other Assistant Director classifications that have similar span of control and duties (i.e., Assistant Director of Finance, Assistant Director of Human Resources, etc.).
Hilton Garden Inn and Home2Suites (Revenue and Expenditures) The City’s two hotels have revenue and expenditure activity recorded in separate enterprise funds (Fund 620 for Hilton Garden Inn and Fund 625 for Home2Suites). These are separate and independent from each other, and also distinct from any Golf Course or Quiet Cannon operations (which have revenue and expenditures recorded in a separate fund, Fund 610).
To that end, it is useful to present recent financial results for both hotels and provide a comparison to financial results from prior fiscal years. The table below shows annual expenditure and revenue data from FY 2018-19 to FY 2023-24 for each hotel (as of the writing of this report, 1st quarter results from the hotel operator were not available):
The Hilton Garden Inn continued its post-pandemic operating improvement in FY 2023- 24, showing sustained recovery from prior years when occupancy was negatively impacted by the pandemic, as well as the remodel of the hotel where it was closed for six months. The hotel’s FY 2023-24 unaudited results show $6,703,555 in revenue against $5,588,488 in expenses, for $1,115,067 surplus. The adopted FY 2024-25 budget for the Hilton Garden Inn projects a $805,800 surplus – revenue of $6,950,000 vs.
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
expenditures of $6,144,200.
The Home2Suites hotel performed well last fiscal year, ending with a $971,023 surplus ($13,349,134 million in revenue against $12,376,111 million in expenditures). The FY 2024-25 budget for this hotel anticipates a $2,706,100 surplus -- $13,425,000 in revenue vs. $10,718,900 in expenditures.
The continuing economic recovery, especially in the leisure and travel industries as the pandemic’s negative impacts move further into the distance, have had a positive impact on the City’s hotels, allowing for the return to pre-pandemic travel patterns and an increase in occupancy rates and room revenue. Recent data shows occupancy rates for Hilton Garden Inn and Home2Suites in the range between 82% and 90% (respectively). Staff will continue monitoring the City’s hotels and reporting their performance on a quarterly basis.
SUMMARY:
This 1st Quarter Budget Report provides an overview of General Fund revenue and expenditure performance based on the first three months of FY 2024-25 (July – September). This initial budget “check-in” is an opportunity to update revenue and expenditure forecasts based on prior and current year actuals performance. The General Fund is projecting a surplus of $43,221 – $78.660 million in revenue versus $78.617 million in expenditures.
Staff will continue monitoring revenue and expenditure trends in the coming months and will utilize the additional data to provide a budget update for the 2nd Quarter (mid- year). The 2nd Quarter budget report will also serve as the beginning of budget development for next year, utilizing projections to build next year’s budget.
The recommended actions will also amend the Salary Resolution (Attachment C) and Master Position Control (Attachment D) and approve new and updated job classifications (Attachment E).
ATTACHMENT(S)
1. ATTACHMENT A - FY 2024_25 GF Revenue
2. ATTACHMENT B - FY 2024_25 GF Expenditures
3. ATTACHMENT C - Compensation Plan Resolution No. 24-80 UPDATED 1Q Budget Report
4. ATTACHMENT D - Master Position Control UPDATED 1Q Budget Update
5. ATTACHMENT E - Updated-New Job Classifications
General Fund Revenue ATTACHMENT A
1st Quarter Budget Update, 10/23/2024
2020-21
Adopted
Budget
2020-21
Actual
2021-22
Adopted
Budget 2021-22 Actual
2022-23
Adopted
Budget
2022-23
Actual
2023-24
Adopted
Budget
2023-24
Actual
2024-25
ADOPTED
BUDGET
1st Quarter
Projected
Variance:
Projected vs.
Adopted
Variance:
Projected vs.
Actuals
SALES TAX
1% Bradley Burns 11,270,000 13,507,132 12,470,000 14,617,152 14,380, 000 14,851,025 14,935,000 14,447,805 15,525,000 15,525,000 0 1,077,195 Monterey Park Marketplace 971,000 1,064,486 1,125,000 1,378,534 1,31 6,900 1,525,665 1,300,000 1,122,969 900,000 1,100,000 200,000 -22,969 Measure H 6,000,000 7,698,629 7,170,000 9,383,293 9,430,000 9,974,915 9,850,000 10,087,603 10,200,000 10,250,000 50,000 162,397 SALES TAX TOTAL 18,241,000 22,270,247 20,765,000 25,378,979 25,126,900 26,351,605 26,085,000 25,658,377 26,625,000 26,875,000 250,000 1,216 ,623 PROPERTY TAX 00
Secured 4,507,000 4,550,175 4,800,600 4,662,929 4,992,600 4,953,607 5, 229,000 5,483,163 5,443,000 5,600,000 157,000 116,837 In-Lieu of VLF 7,109,000 7,238,433 7,623,500 7,629,793 7,928,400 7,99 7,213 8,165,800 8,594,708 9,025,000 9,025,000 0 430,292 Other Property Tax 1,410,000 1,925,957 1,869,000 1,902,406 1,954,000 2,373,748 2,218,000 3,295,800 2,592,000 2,592,000 0 -703,800 PROPERTY TAX TOTAL 13,026,000 13,714,565 14,293,100 14,195,128 14,875,000 15,324,568 15,612,800 17,373,671 17,060,000 17,217,000 157,000 -1 56,671 OTHER TAXES 599,000 476,959 610,000 631,085 625,000 650,178 625,000 666,485 660,000 665,000 5,000 -1,485 FRANCHISE TAXES 2,272,000 2,316,250 2,163,000 2,300,508 2,445,000 3,013,891 3,055,000 3,449,842 3,325,000 3,545,000 220,000 95,158 LICENSES AND PERMITS 5,172,800 6,105,526 6,342,000 8,239,936 6,868,000 9,509,874 7,651,000 7,893,766 7,548,000 8,424,200 876,200 530,434 FINES AND FORFEITURES 2,600,000 2,301,787 2,250,000 2,499,502 2,920,000 3,390,006 2,940,000 3,034,337 3,140,000 3,300,000 160,000 265,663 INVESTMENT INCOME 150,000 77,455 225,000 16,846 124,000 520,594 350,000 723,374 520,000 52 0,000 0 -203,374 INTERGOVERNMENTAL 5,500 1,096,273 7,500 6,311,327 12,000 4,630,077 15,000 4,902,930 15,00 0 88,800 73,800 -4,814,130 CHARGES FOR SERVICE 6,894,300 5,770,641 7,066,850 7,248,267 7,720,800 7,995,755 7,940,100 8,470,350 8,372,600 8,482,400 109,800 12,050 OTHER REVENUE 2,440,500 9,823,255 3,896,700 2,962,046 3,869,100 4,840,631 4,742,500 5,644,245 4,698,000 4,843,000 145,000 -801,245 TRANSFERS IN 4,300,000 3,570,002 4,100,000 3,637,348 4,100,000 20,552,308 4,300,00 0 6,666,044 4,700,000 4,700,000 0 -1,966,044 TOTAL GENERAL FUND REVENUE 55,701,100 67,522,960 61,719,150 73,420, 972 68,685,800 96,779,487 73,316,400 84,483,421 76,663,600 78,660,400 1,996,800 -5,823,021
General Fund Expenditures ATTACHMENT B
1st Quarter Budget Update, 10/23/2024
2019-20 Actual
2020-21
Actuals
2021-22
Actuals
2022-23
Adopted
Budget
2022-23
Actuals
2023-24
ADOPTED
BUDGET
2023-24
Amended
Budget
2023-24
Actuals
2024-25
Adopted
Budget
2024-25
Amended
Budget
1st Quarter
Projected
Variance vs.
Amended
Administration / Elected 2,392,931 2,473,138 2,703,951 2,736,200 4,804,612 2,221,900 2,359,219 2,447,000 2,828,200 2,828,200 2,789,361 (38,839) Community Development 1,612,140 1,752,274 2,370,062 2,602,450 2,725,754 2,739,200 3,263,710 3,126,335 3,467,700 3,597,472 3,546,688 (50,784) Finance 2,227,568 2,201,468 2,676,890 2,648,900 2,657,374 3,082,650 2,996,118 3,006,824 2,967,200 2,975,485 3,066,386 90,901 Fire 15,114,996 15,310,306 15,325,501 16,887,400 18,158,612 17,074,150 19,129,565 20,103,813 18,226,100 18,481,299 17,773,316 (707,983) Human Resources 1,239,180 1,742,602 2,172,884 2,298,300 2,796,197 1,684,500 1,929,490 2,262,931 1,453,700 1,468,943 1,292,419 (176,524) Information Technology - - - - - - - - 1,229,800 1,245,995 1,162,811 (83,184) Parks and Recreation 4,472,874 5,078,363 5,992,391 3,140,600 4,030,430 4,170,450 4,293,227 4,733,761 5,215,500 5,555,633 5,489,039 (66,594) Public Affairs-Info Tech - - - - 3,172 1,656,600 1,599,316 1,710,362 - - - - Police 19,223,841 18,916,427 18,928,868 19,611,000 20,423,375 20,158,500 22,152,631 24,990,216 21,527,200 22,043,522 23,943,570 1,900,048 Public Works 8,865,983 9,998,328 10,799,523 14,906,750 16,981,915 16,752,800 17,555,891 16,553,608 15,478,100 16,349,022 15,918,668 (430,354) Non-Departmental 4,625,043 11,912,014 5,352,367 3,158,500 7,634,207 3,146,700 4,548,984 6,826,205 3,707,400 3,707,400 3,634,920 (72,480) 59,774,556 69,384,920 66,322,437 67,990,100 80,215,648 72,687,450 79, 828,151 85,761,055 76,100,900 78,252,971 78,617,179 364,208
RESOLUTION NO. 24-80
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF MONTEBELLO ADOPTING THE COMPENSATION PLAN AND
TABLE OF ORGANIZATION (POSITION LISTING)
THE CITY COUNCIL OF THE CITY OF MONTEBELLO DOES RESOLVE AS FOLLOWS:
SECTION 1. That the City Council of the City of Montebello has determined that the following listing of positions shall be the official and prescribed position titles and if applicable in accordance with the respective range numbers pertaining thereto and herein indicated in accordance with provisions of the Montebello Municipal Code and/or the Civil Service Rules and Regulations as previously enacted by this City Council:
ELECTED OFFICIALS
MONTHLY SALARY
RANGES
City Councilmembers $1,032 - $1,032
City Clerk $695 - $695
City Treasurer $695 - $695
CLASSIFIED MANAGEMENT RANGE
ANNUAL
MINIMUM
ANNUAL
MAXIMUM
Fire Battalion Chief 57 $135,307 $168,980
Fire Captain 46 $103,123 $128,787
Police Captain 67 $173,204 $216,308
Police Lieutenant 61 $149,354 $186,522
Police Sergeant 53 $122,581 $153,087
Senior Fire Inspector 38 $84,638 $105,702
CLASSIFIED NON-MANAGEMENT RANGE
ANNUAL
MINIMUM
ANNUAL
MAXIMUM
Account Clerk 7 $39,366 $49,163
Administrative Assistant 5 $37,470 $46,794
Assistant Engineer 33 $74,808 $93,425
Assistant Planner 30 $69,467 $86,754
Body Shop Mchanic 23 $58,440 $72,983
Building Inspector 27 $64,507 $80,560
Building Maintenance Tradeworker I 13 $45,653 $57,014
Building Maintenance Tradeworker II 16 $49,163 $61,398
Bus Operator 20 $54,267 $67,772
Business License Technician 12 $44,540 $55,624
Combination Building Inspector 37 $82,574 $103,123
Community Outreach Specialist 21 $55,624 $69,467
Community Risk Reduction Coordinator 32 $72,983 $91,146 Community Services Coordinator 13 $45,653 $57,014
Court Liaison 12 $44,540 $55,624
RESOLUTION NO. 24-80
Custodian 7 $39,366 $49,163
Electrician 27 $64,507 $80,560
Engineering Technician 22 $57,014 $71,203
Finance Technician 16 $49,163 $61,398
Fire Engineer 40 $88,923 $111,053
Fire Inspector 21 $55,624 $69,467
Firefighter 35 $78,595 $98,154
Fleet Service Worker 12 $44,540 $55,624
Heavy Equipment Mechanic 28 $66,119 $82,574
Human Resources Technician 27 $64,507 $80,560
Lead Finance Technician 24 $59,901 $74,808
Maintenance Worker 10 $42,393 $52,944
Parking Control Officer 12 $44,540 $55,624
Payroll Coordinator 24 $59,901 $74,808
Payroll Specialist 23 $58,440 $72,983
Permit Technician 18 $51,652 $64,507
Plumber 27 $64,507 $80,560
Police Community Service Officer 16 $49,163 $61,398
Police Corporal 46 $103,123 $128,787
Police Dispatcher I 22 $57,014 $71,203
Police Dispatcher II 27 $64,507 $80,560
Police Officer 43 $95,760 $119,592
Police Records Technician 10 $42,393 $52,944
Property & Evidence Technician I 20 $54,267 $67,772
Property & Evidence Technician II 23 $58,440 $72,983
Public Information Coordinator 24 $59,901 $74,808
Public Safety Radio Technician 31 $71,203 $88,923
Public Works Inspector 28 $66,119 $82,574
Records Coordinator 22 $57,014 $71,203
Senior Building Inspector 34 $76,678 $95,760
Senior Finance Technician 22 $57,014 $71,203
Senior Permit Technician 21 $55,624 $69,467
Storekeeper 18 $51,652 $64,507
UNCLASSIFIED MANAGEMENT RANGE
ANNUAL
MINIMUM
ANNUAL
MAXIMUM
Accounting Manager 44 $98,154 $122,581
Accounting Supervisor 30 $69,467 $86,754
Assistant City Manager 77 $217,369 $274,464
Administrative Manager 44 $98,154 $122,581
Assistant Director of Finance 56 $132,007 $164,858
Assistant Director of Fire 56 $132,007 $164,858
Assistant Director of Human Resources 56 $132,007 $164,858 Assistant Director of Planning and Community Development 55 $128,787 $160,837
RESOLUTION NO. 24-80
Assistant Director of Public Affairs 55 $128,787 $160,837 Assistant Director of Public Works 54 $125,646 $156,915 Assistant Director of Recreation & Community Services 51 $116,675 $145,711 Assistant Director of Transportation 54 $125,646 $156,915 Assistant Fire Chief 62 $153,087 $191,185
Assistant Police Chief 69 $178,405 $222,803
Associate Engineer 40 $88,923 $111,053
Building Maintenance Supervisor 30 $69,467 $86,754
Building Official 49 $111,053 $138,690
City Manager ^ $334,624 $334,624
Code Enforcement Manager 38 $84,638 $105,702
Construction Manager 48 $108,344 $135,307
Crime Prevention Supervisor 34 $76,678 $95,760
Deputy Director of Public Works 52 $119,592 $149,354
Deputy Director of Transportation 52 $119,592 $149,354
Deputy Director of Economic Development 52 $119,592 $149,354 Deputy Fire Chief 58 $138,690 $173,204
Director of Finance 71 $187,463 $234,082
Director of Human Resources 71 $187,463 $234,082
Director of Planning & Community Development 68 $174,053 $217,369 Director of Public Affairs/Information Technology 68 $174,053 $217,369 Director of Public Works/City Engineer 72 $192,222 $239,934 Director of Recreation & Community Services 67 $169,808 $212,067 Director of Transportation 69 $178,405 $222,803
Dispatch Supervisor 32 $72,983 $91,146
Economic Development Manager 50 $113,829 $142,157
Executive Assistant to the City Manager 30 $69,467 $86,754 Facility Maintenance Manager 48 $108,344 $135,307
Finance Supervisor 32 $72,983 $91,146
Finance Manager 44 $98,154 $122,581
Fire Chief 74 $201,848 $252,081
Fire Marshal 50 $113,829 $142,157
Fleet Maintenance Manager 44 $98,154 $122,581
Fleet Maintenance Supervisor 33 $74,808 $93,425
Fleet Services Manager 42 $93,425 $116,675
Fleet Services Supervisor 22 $57,014 $71,203
Golf Course Facilities Manager 35 $78,595 $98,154
Grants & Project Administrator 36 $80,560 $100,608
Housing Manager 48 $108,344 $135,307
Human Resources Analyst 34 $76,678 $95,760
Human Resources Manager 48 $108,344 $135,307
Information Systems Manager 49 $111,053 $138,690
Information Systems Supervisor 39 $86,754 $108,344
RESOLUTION NO. 24-80
Management Analyst 30 $69,467 $86,754
Office Manager 27 $64,507 $80,560
Park Maintenance Supervisor 30 $69,467 $86,754
Planner 35 $78,595 $98,154
Planning Manager 49 $111,053 $138,690
Police Chief 75 $206,895 $258,383
Police Records Supervisor 31 $71,203 $88,923
Principal Engineer 52 $119,592 $149,354
Principal Risk Officer 59 $142,157 $177,534
Public Affairs Manager 35 $78,595 $98,154
Public Information Officer 32 $72,983 $91,146
Public Safety Radio Supervisor 39 $86,754 $108,344
Public Works Inspector 28 $66,119 $82,574
Public Works Manager 37 $82,574 $103,123
Public Works Superintendent 43 $95,760 $119,592
Recreation Manager 35 $78,595 $98,154
Recreation Supervisor 29 $67,772 $84,638
Revenue Supervisor 30 $69,467 $86,754
Risk Management Analyst 30 $69,467 $86,754
Risk Manager 50 $113,829 $142,157
Senior Deputy City Clerk 39 $86,754 $108,344
Senior Economic Development Coordinator 34 $76,678 $95,760 Senior Human Resources Analyst 41 $91,146 $113,829
Senior Management Analyst 36 $80,560 $100,608
Senior Planner 41 $91,146 $113,829
Senior Procurement Analyst 33 $74,808 $93,425
Social Work Supervisor 40 $88,923 $111,053
Street Maintenance Supervisor 32 $72,983 $91,146
Superintendent/Facility Manager 38 $84,638 $105,702
Transit Administration Manager 45 $100,608 $125,646
Transit Assistant Manager 36 $80,560 $100,608
Transit Operations Manager 47 $105,702 $132,007
Transit Planner 36 $80,560 $100,608
Transit Supervisor 26 $62,933 $78,595
Warehouse Supervisor 26 $62,933 $78,595
^The City Manager’s salary is set by separate City Council approved contract.
UNCLASSIFIED NON-MANAGEMENT RANGES
ANNUAL
MINIMUM
ANNUAL
MAXIMUM
Accountant 26 $62,933 $78,595
Code Enforcement Coordinator 10 $42,393 $52,944
Code Enforcement Officer 27 $64,507 $80,560
Crime Analyst 32 $72,983 $91,146
RESOLUTION NO. 24-80
Deputy City Clerk 24 $59,901 $74,808
Economic Development Coordinator 26 $62,933 $78,595
Field Response Case Coordinator 11 $43,453 $54,267
Firefighter/Paramedic Trainee 21 $55,624 $69,467
Information Systems Analyst 36 $80,560 $100,608
Information Systems Technician 18 $51,652 $64,507
Police Trainee 41 $91,146 $113,829
Senior Accountant 35 $78,595 $98,154
Senior Administrative Assistant 14 $46,794 $58,440
HOURLY CLASSIFICATION
HOURLY
MINIMUM
HOURLY
MAXIMUM
Administrative Analyst 16.00 24.45
Administrative Secretary 18.55 23.41
Building Maintenance Tradeworker 16.00 20.31
Bus Operator 18.93 20.68
Clerical Assistant 16.00 18.33
Code Enforcement Technician 16.00 16.84
Community Services Aide - SYEP 16.00 16.00
Equipment Service Worker 16.00 19.11
Field Maintenance Worker 16.00 16.73
Finance Technician 16.88 21.08
Fire Engineer 27.43 35.02
Fire Inspector 22.56 28.80
Heavy Duty Fire Equipment Mechanic 45.41 49.10
Human Resources Manager 42.22 51.32
Information Systems Specialist 16.00 18.33
Intern 16.00 18.33
Lifeguard 16.00 16.64
Maintenance Worker 16.00 20.31
Mechanic's Assistant 16.00 17.49
Park Ranger 16.00 19.30
Parking Control Officer 18.72 21.28
Police Cadet 16.00 19.33
Police Community Services Officer 16.88 21.08
Police Dispatcher 26.35 31.25
Police Officer 32.49 41.43
Police Trainee 18.99 24.06
Police Youth Program Coordinator 17.55 22.45
Pool Manager 16.66 20.00
Property & Evidence Technician 16.66 24.45
Public Works Manager 34.72 42.23
Recreation Leader I 16.00 16.22
RESOLUTION NO. 24-80
Recreation Leader II 16.00 17.79
Recreation Leader III 16.00 18.75
Recreation Leader IV 16.71 20.55
Risk Management Assistant 16.00 21.45
Secretary 16.00 17.90
Senior Lifeguard 16.15 18.27
Senior Project Manager 63.87 77.66
Sports Official 16.00 24.45
Swim Instructor – Lifeguard 17.50 21.00
Transportation Revenue Coordinator 16.00 20.22
Transportation Specialist 16.00 24.45
SECTION 2. That the City Clerk shall certify to the adoption of this resolution, shall distribute copies to the Director of Human Resources and the Director of Finance, and the resolution shall be in full force and effect immediately upon ratification.
APPROVED AND ADOPTED THIS 23rd DAY OF OCTOBER, 2024
_______________________________
Scarlett Peralta, Mayor
ATTEST:APPROVED AS TO FORM:
________________________________ ________________________________ Christopher Jimenez, City Clerk Arnold M. Alvarez-Glasman, City Attorney
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS:
CITY OF MONTEBELLO )
I, Christopher Jimenez, City Clerk of the City of Montebello, County of Los Angeles, State of California, hereby certify that the foregoing Resolution No. 24-80 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 October, 2024 and that said Resolution was adopted by the following vote, to-wit:
AYES:
NOES:
RESOLUTION NO. 24-80
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
ATTACHMENT D
*UPDATES, 1st Quarter Budget Report 10/23/2024
FY 2021-22
FY 2022-23
AMENDED
FY 2023-24
ADOPTED
FY 2023-24
AMENDED
FY 2024-25
ADOPTED
FY 2024-25
AMENDED Variance
Elected
City Councilmember 5.0 5.0 5.0 5.0 5.0 5.0 0.0
City Clerk 1.0 1.0 1.0 1.0 1.0 1.0 0.0
City Treasurer 1.0 1.0 1.0 1.0 1.0 1.0 0.0
7.0 7.0 7.0 7.0 7.0 7.0 0.0
Administration
City Manager 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Assistant City Manager 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Senior Deputy City Clerk 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Deputy City Clerk 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Records Coordinator 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Management Analyst 0.0 0.0 1.0 1.0 1.0 1.0 0.0
Office Manager 1.0 1.0 1.0 1.0 1.0 0.0 -1.0
Executive Assistant to the City Manager 0.0 0.0 0.0 0.0 0.0 1.0 1.0 Senior Administrative Assistant 0.0 2.0 1.0 1.0 1.0 1.0 0.0
8.0 11.0 8.0 8.0 8.0 8.0 0.0
Finance
Director of Finance 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Assistant Director or Finance 1.0 1.0 1.0 1.0 1.0 1.0 0.0 Accounting Manager 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Finance Manager 0.0 0.0 1.0 1.0 1.0 1.0 0.0
Principal Risk Officer 0.0 0.0 0.0 0.0 1.0 1.0 0.0
Senior Management Analyst 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Management Analyst 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Senior Accountant 0.0 0.0 1.0 1.0 1.0 1.0 0.0
Accountant 4.0 5.0 5.0 5.0 6.0 6.0 0.0
Lead Finance Technician 0.0 0.0 1.0 1.0 1.0 1.0 0.0
Senior Finance Technician 5.0 5.0 8.0 8.0 8.0 8.0 0.0
Finance Technician 5.0 5.0 2.0 2.0 2.0 2.0 0.0
Senior Administrative Assistant 1.0 1.0 1.0 1.0 1.0 1.0 0.0
21.0 22.0 24.0 24.0 26.0 26.0 0.0
Fire
Fire Chief 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Assistant Fire Chief 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Deputy Fire Chief 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Fire Battalion Chief 3.0 4.0 6.0 6.0 6.0 6.0 0.0
Fire Captain 14.0 14.0 14.0 14.0 14.0 14.0 0.0
Fire Engineer 12.0 12.0 12.0 12.0 12.0 12.0 0.0
Firefighter (EMT) 24.0 24.0 24.0 24.0 24.0 24.0 0.0
Firefigher (Paramedic) 0.0 0.0 0.0 18.0 18.0 18.0 0.0
Firefighter/Paramedic Trainee 4.0 4.0 4.0 4.0 4.0 4.0 0.0 Fire Marshal 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Senior Fire Inspector 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Fire Inspector 2.0 2.0 2.0 2.0 2.0 2.0 0.0
Assistant Diretor of Fire 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Senior Management Analyst* 2.0 2.0 3.0 3.0 3.0 3.0 0.0
Public Saftey Radio Supervisor 1.0 1.0 1.0 1.0 1.0 1.0 0.0 Public Safetry Radio Technician 1.0 2.0 2.0 2.0 2.0 2.0 0.0 Social Work Supervisor 1.0 1.0 2.0 2.0 2.0 2.0 0.0
Field Response Case Coordinator 1.0 1.0 2.0 2.0 2.0 2.0 0.0 Senior Finance Technician 0.0 0.0 0.0 0.0 1.0 1.0 0.0
Senior Administrative Assistant 2.0 2.0 2.0 2.0 2.0 2.0 0.0
76.0 76.0 80.0 98.0 99.0 99.0 0.0
City of Montebello
Fiscal Year 2024-25 Budget
Master Position Control, by Department
ATTACHMENT D
*UPDATES, 1st Quarter Budget Report 10/23/2024
FY 2021-22
FY 2022-23
AMENDED
FY 2023-24
ADOPTED
FY 2023-24
AMENDED
FY 2024-25
ADOPTED
FY 2024-25
AMENDED Variance
City of Montebello
Fiscal Year 2024-25 Budget
Master Position Control, by Department
Human Resources
Director of Human Resources / Risk Management 1.0 1.0 1.0 1.0 1.0 1.0 0.0 Assistant Director of Human Resources / Risk Management 0.0 1.0 1.0 1.0 1.0 1.0 0.0 Human Resources Manager 1.0 1.0 2.0 2.0 2.0 2.0 0.0
Risk Manager 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Senior Human Resources Analyst 2.0 2.0 2.0 2.0 2.0 2.0 0.0 Human Resources Analyst 1.0 2.0 4.0 4.0 4.0 4.0 0.0
Human Resources Technician 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Risk Management Assistant 0.0 1.0 1.0 1.0 1.0 1.0 0.0
Senior Administrative Assistant 1.0 1.0 1.0 1.0 1.0 1.0 0.0
14.0 18.0 15.0 15.0 14.0 14.0 0.0
Planning and Community Development
Director of Planning and Community Development 1.0 1.0 1.0 1.0 1.0 1.0 0.0 Assistant Director of Planning and Community Development1.0 1.0 1.0 1.0 1.0 1.0 0.0 Deputy Director - Economic Development 0.0 0.0 0.0 0.0 1.0 1.0 0.0 Building Official 1.0 0.0 0.0 0.0 1.0 1.0 0.0
Housing Manager 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Planning Manager 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Economic Development Manager 0.0 1.0 1.0 1.0 1.0 1.0 0.0 Planner 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Assistant Planner 2.0 2.0 2.0 2.0 3.0 3.0 0.0
Code Enforcement Manager 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Code Enforcement Coordinator 1.0 1.0 1.0 1.0 1.0 1.0 0.0 Code Enforcement Officer 4.0 4.0 4.0 4.0 4.0 4.0 0.0
Parking Control Officer 0.0 2.0 2.0 2.0 2.0 2.0 0.0
Combination Building Inspector 1.0 0.0 0.0 0.0 1.0 1.0 0.0 Building Permit Technician 2.0 0.0 0.0 0.0 2.0 2.0 0.0
Senior Management Analyst 1.0 1.0 1.0 1.0 2.0 2.0 0.0
Management Analyst 2.0 2.0 2.0 2.0 3.0 3.0 0.0
Senior Administrative Assistant 1.0 1.0 1.0 1.0 1.0 1.0 0.0
21.0 20.0 20.0 20.0 28.0 28.0 0.0
Police
Police Chief 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Assistant Police Chief 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Police Captain 2.0 2.0 2.0 2.0 2.0 2.0 0.0
Police Lieutenant 6.0 6.0 6.0 6.0 7.0 7.0 0.0
Police Sergeant 10.0 10.0 10.0 10.0 11.0 11.0 0.0
Police Corporal 23.0 23.0 23.0 23.0 24.0 24.0 0.0
Police Officer 32.0 32.0 36.0 36.0 38.0 38.0 0.0
Police Community Service Officer 0.0 0.0 0.0 0.0 2.0 2.0 0.0 Police Records Supervisor 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Dispatch Supervisor 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Police Dispatcher II 5.0 5.0 5.0 5.0 5.0 5.0 0.0
Police Dispatcher I 5.0 5.0 5.0 5.0 5.0 5.0 0.0
Police Records Technician 9.0 9.0 9.0 9.0 9.0 9.0 0.0
Property and Evidence Technician 2.0 2.0 2.0 2.0 2.0 2.0 0.0 Crime Analyst 0.0 1.0 1.0 1.0 1.0 1.0 0.0
Court Liaison 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Grants and Project Administrator 1.0 1.0 1.0 1.0 1.0 1.0 0.0 Senior Management Analyst 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Senior Administrative Assistant 1.0 1.0 1.0 1.0 1.0 1.0 0.0 103.0 103.0 107.0 107.0 114.0 114.0 0.0
ATTACHMENT D
*UPDATES, 1st Quarter Budget Report 10/23/2024
FY 2021-22
FY 2022-23
AMENDED
FY 2023-24
ADOPTED
FY 2023-24
AMENDED
FY 2024-25
ADOPTED
FY 2024-25
AMENDED Variance
City of Montebello
Fiscal Year 2024-25 Budget
Master Position Control, by Department
Public Works
Director of Public Works 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Assistant Director of Public Works 1.0 2.0 2.0 2.0 1.0 1.0 0.0 Deputy Director 0.0 1.0 1.0 1.0 1.0 1.0 0.0
Administrative Manager 0.0 0.0 0.0 0.0 1.0 1.0 0.0
Assistant Engineer 2.0 2.0 2.0 2.0 2.0 2.0 0.0
Public Works Superintendent 1.0 1.0 1.0 1.0 1.0 1.0 0.0 Public Works Manager 0.0 1.0 1.0 1.0 1.0 1.0 0.0
Park Maintenance Supervisor 0.0 1.0 1.0 1.0 1.0 1.0 0.0 Street Maintenance Supervisor 1.0 1.0 1.0 1.0 1.0 1.0 0.0 Building Maintenance Tradeworker II 0.0 2.0 2.0 2.0 2.0 2.0 0.0 Electrician 0.0 1.0 1.0 1.0 1.0 1.0 0.0
Plumber 0.0 1.0 1.0 1.0 1.0 1.0 0.0
Maintenance Worker 14.0 22.0 22.0 22.0 22.0 22.0 0.0
Senior Management Analyst 1.0 1.0 1.0 1.0 2.0 2.0 0.0
Management Analyst 1.0 1.0 1.0 1.0 2.0 2.0 0.0
Senior Administrative Assistant 1.0 1.0 1.0 1.0 1.0 1.0 0.0 Administrative Assistant 0.0 0.0 0.0 0.0 1.0 1.0 0.0
25.0 45.0 46.0 46.0 42.0 42.0 0.0
Information Technology
Information Systems Manager 0.0 0.0 2.0 2.0 1.0 1.0 0.0 Information Systems Supervisor 0.0 0.0 1.0 1.0 1.0 1.0 0.0 Information Systems Analyst 0.0 0.0 3.0 3.0 4.0 4.0 0.0
0.0 0.0 11.0 10.0 6.0 6.0 0.0
Recreation and Community Services
Director of Recreation and Community Services 1.0 1.0 1.0 1.0 1.0 1.0 0.0 Assistant Director of Recreation and Community Services1.0 1.0 1.0 1.0 1.0 1.0 0.0 Recreation Manager 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Recreation & Community Services Superintendent 1.0 1.0 1.0 1.0 1.0 1.0 0.0 Golf Course Facilities Manager 0.0 0.0 0.0 0.0 1.0 1.0 0.0 Recreation Supervisor 0.0 1.0 1.0 2.0 3.0 3.0 0.0
Community Services Coordinator 4.0 4.0 5.0 6.0 6.0 6.0 0.0 Public Affairs Manager 0.0 0.0 0.0 0.0 1.0 1.0 0.0
Senior Management Analyst 0.0 0.0 0.0 0.0 1.0 1.0 0.0
Public Information Officer 0.0 0.0 0.0 0.0 2.0 2.0 0.0
Management Analyst 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Senior Administrative Assistant 1.0 1.0 1.0 1.0 2.0 2.0 0.0 Administrative Assistant 0.0 0.0 0.0 0.0 1.0 1.0 0.0
21.0 11.0 12.0 14.0 22.0 22.0 0.0
ATTACHMENT D
*UPDATES, 1st Quarter Budget Report 10/23/2024
FY 2021-22
FY 2022-23
AMENDED
FY 2023-24
ADOPTED
FY 2023-24
AMENDED
FY 2024-25
ADOPTED
FY 2024-25
AMENDED Variance
City of Montebello
Fiscal Year 2024-25 Budget
Master Position Control, by Department
Transportation
Director of Transportation 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Assistant Director of Transportation 1.0 1.0 1.0 1.0 1.0 1.0 0.0 Deputy Director 2.0 1.0 1.0 1.0 1.0 2.0 1.0
Transit Administration Manager 2.0 1.0 1.0 1.0 1.0 2.0 1.0 Transit Operations Manager 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Fleet Maintenance Manager 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Facility Maintenance Manager 1.0 1.0 1.0 1.0 1.0 1.0 0.0 Fleet Maintenance Supervisor 4.0 4.0 4.0 4.0 6.0 6.0 0.0 Transit Dispatch Supervisor 15.0 15.0 13.0 13.0 13.0 13.0 0.0 Transit Assistant Manager 3.0 3.0 3.0 3.0 3.0 5.0 2.0
Warehouse Supervisor 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Fleet Services Supervisor 1.0 1.0 2.0 2.0 2.0 2.0 0.0
Senior Management Analyst 0.0 1.0 3.0 3.0 3.0 2.0 -1.0
Management Analyst 3.0 4.0 5.0 5.0 5.0 5.0 0.0
Transit Planner 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Lead Finance Technician 0.0 0.0 0.0 0.0 1.0 1.0 0.0
Senior Finance Technician 0.0 0.0 0.0 0.0 0.0 1.0 1.0
Account Clerk 1.0 1.0 1.0 1.0 1.0 1.0 0.0
Finance Technician 3.0 3.0 3.0 3.0 3.0 2.0 -1.0
Senior Administrative Assistant 1.0 1.0 1.0 1.0 1.0 1.0 0.0 Bus Operator 120.0 150.0 150.0 150.0 150.0 150.0 0.0
Heavy Equipment Mechanic 15.0 15.0 15.0 15.0 15.0 15.0 0.0 Fleet Service Worker 13.0 13.0 13.0 13.0 13.0 13.0 0.0
Body Shop Mechanic 1.0 1.0 2.0 2.0 2.0 2.0 0.0
Building Maintenance Tradeworker II 1.0 2.0 2.0 2.0 2.0 2.0 0.0 Storekeeper 3.0 3.0 4.0 4.0 4.0 4.0 0.0
Administrative Assistant 5.0 5.0 3.0 3.0 3.0 3.0 0.0
204.0 234.0 233.0 233.0 236.0 239.0 3.0
Total Full-Time Employees 500.0 547.0 563.0 582.0 602.0 605.0 3.0 Total Full-Time Employees Net Elected 493.0 540.0 556.0 575.0 595.0 598.0 3.0 FY 2021-22
FY 2022-23
AMENDED
FY 2023-24
ADOPTED
FY 2023-24
AMENDED
FY 2024-25
ADOPTED
FY 2024-25
AMENDED Variance
Administration 8.0 11.0 8.0 8.0 8.0 8.0 0.0
Community Development 21.0 20.0 20.0 20.0 28.0 28.0 0.0 Finance 21.0 22.0 24.0 24.0 26.0 26.0 0.0
Fire 76.0 76.0 80.0 98.0 99.0 99.0 0.0
Human Resources 14.0 18.0 15.0 15.0 14.0 14.0 0.0
Parks and Recreation 21.0 11.0 12.0 14.0 22.0 22.0 0.0
Police 103.0 103.0 107.0 107.0 114.0 114.0 0.0
Public Works 25.0 45.0 46.0 46.0 42.0 42.0 0.0
Information Technology 0.0 0.0 11.0 10.0 6.0 6.0 0.0
Transit 204.0 234.0 233.0 233.0 236.0 239.0 3.0
493.0 540.0 556.0 575.0 595.0 598.0 3.0
CITY OF MONTEBELLO
DEPUTY DIRECTOR OF TRANSPORTATION
ADMINISTRATION
DEFINITION
Under general direction, provides highly responsible and complex financial and administrative assistance to the Director of Transportation in managing the city’s public transit system – administration program; and to perform related work as required.
MANAGEMENT RESPONSIBILITY
This classification has management -level responsibility for the Transportation Department – Administration Division, including the supervision of unit supervisors and all subordinate staff. All department work is directed and coordinated by this position.
EXAMPLES OF DUTIES
Perform a wide variety of responsible managerial and administrative support duties related to federal , state, and transit grant funding, including grant preparation, administration, compliance, and mandated reporting; works closely with federal agencies as grant and reporting system applications transition to the internet ; a dministers the department budget, including planning, preparation, purchasing, capital planning, and revenue monitoring; prepare various financial reports ; p rovides technical staff supp ort, information, and assistance to the City Council, City Manager, and Department Directors concerning public transit, grant funding and administrative programs ; participates in developing and implementing goals, objectives, policies, and priorities; recommend and implement resulting policies and procedures for transit operations related to grant funding compliance and financial management ; c oordinates and collaborate s with other city departments, divisions, and outside agencies; serve s as a liaison to tra nsit-related organizations about program funding activities, transit projects or problems; provides staff assistance to the Director of Transportation on policies, programs, procedures, and long-range capital improvement programs; manage and supervise the processing of transit purchasing activities; o versee and ensure payroll functions for the d epartment are performed in compliance with policies, procedures, and labor agreements ; d evelop, document, and maintain complex statistical information required for r eporting to the city, county, state, and federal agencies in accordance with individual agency guidelines ; review various personnel documents and reports and assist other division supervisors and managers in resolving personnel -related issues; p repare and present staff reports and other correspondence; attend and participate in professional group meetings; stay abreast
2 of new trends and innovations in grants management and federal procurement/finance guidelines; and perform related duties as required.
DEPUTY DIRECTOR OF TRANSPORTATION
EXAMPLES OF DUTIES - (Cont.)
submitted by division managers; determines major policies, plans long-term programs and makes technical decisions; advises on the acceptance of bids received on transit-related projects; recommends changes in the basic structure and staffing complement; administers the training and evaluation programs of personnel; resolves difficult administrative and transportation and maintenance problems; reviews and evaluates division performance and budget expenditures.
SPECIAL REQUIREMENTS
Possession of an appropriate California driver's license.
EMPLOYMENT STANDARDS
Knowledge of:
• Federal and state transit grant programs, including application, administration, and reporting requirements.
• Principles and practices of public transportation and paratransit programs. • Principles of municipal budgeting and financial administration. • Principles and practices of public purchasing and bidding. • Principles and practices of contract development, administration, and project management.
• Principles of supervision, training, and performance evaluation. • Principles of research and report preparation.
• Office procedures, methods, and equipment, including computers and applicable software applications.
• Pertinent federal, state, and local laws, codes, and regulations, including the basic requirements of the Americans with Disabilities Act as it relates to public transit services.
and
3 DEPUTY DIRECTOR OF TRANSPORTATION
EMPLOYMENT STANDARDS - (cont.)
Ability to:
• Perform complex administrative and analytical activities relating to federal, state, and local grant administration.
• Prepare and monitor a complex budget with multiple revenue sources. • Select, supervise, train, and evaluate staff.
• Interpret, explain, apply, and enforce a variety of laws, rules, and regulations. • Serve as an advisor to the City Council, City Manager, and other boards and commissions.
• Prepare and administer departmental budget and fiscal controls. • Prepare clear and concise reports.
• Represent the City's Transportation Department with concerned individuals, organizations, and other governmental agencies.
• Establish and maintain cooperative working relationships. • Communicate clearly and concisely, both orally and in writing.
and
Training and Experience: Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Equivalent to a bachelor’s degree from an accredited college or university with major course work in transportation administration, public administration, business administration, or a related field.
Experience: Four years of increasingly responsible professional experience in public transit programs involving the management and operation of a variety of public transit programs, including a minimum of two years in a management position.
October 2024 Res. No. XX-XX
CITY OF MONTEBELLO
DEPUTY DIRECTOR OF TRANSPORTATION
OPERATIONS AND MAINTENANCE
DEFINITION
Under general direction, provides highly responsible and complex assistance to the Director of Transportation in managing the city’s public transit system – operations and maintenance program; and to perform related work as required.
MANAGEMENT RESPONSIBILITY
This classification has management -level responsibility for the Transportation Department – Operations and Maintenance Division , including the supervision of unit supervisors and all subordinate staff. All department work is directed and coordinated by this position.
EXAMPLES OF DUTIES
Plans, organizes, directs, and coordinates a comprehensive public transit and vehicle maintenance program including public transit, transportation planning, and vehicle maintenance; develops and implements the d epartment capital improvement budget; provides technical staff support, information, and assistance to the City Council, City Manager, and Department Directors concerning public transit, transportation planning and vehicle maintenance proposals and programs; coordinates the efforts of the operations and maintenance divisions; confers with and advises supervisory assistants on problems relating to the planning and operation of public transit and related operations, the interpretation and enforcement of Federal and State transportation and transit laws, and the design and operation of transit systems; confers with other departments and governmental agencies regarding proposed or existing public transit projects or problems; provides staff assistance to the Director of Transportation on policies, programs, procedures, and long-range capital improvement programs; supervises the maintenance of records, official documents, and files relating to department operations; directs the preparation of reports and correspondence; directs formulation of a long-term program of public transit improvements; plans, coordinates, and reports on the maintenance and repair of city vehicles; directs the construction, maintenance, repair of equipment maintenance facilities and other transit-related facilities and equipment; prepares project, program, and case reports as required; prepares annual budget estimates and justification for transportation and vehicle maintenance activities; prepares presentations, correspondence, and reports on the city's transit-related activities; reviews plans, engineering reports, budget estimates, and proposed ordinances and regulations
2 DEPUTY DIRECTOR OF TRANSPORTATION
EXAMPLES OF DUTIES - (Cont.)
submitted by division managers; determines major policies, plans long-term programs and makes technical decisions; advises on the acceptance of bids received on transit-related projects; recommends changes in the basic structure and staffing complement; administers the training and evaluation programs of personnel; resolves difficult administrative and transportation and maintenance problems; reviews and evaluates division performance and budget expenditures.
SPECIAL REQUIREMENTS
Possession of an appropriate California driver's license.
EMPLOYMENT STANDARDS
Knowledge of:
• Modern principles, practices, and techniques of transportation planning as applied to the field of municipal public transit, including planning, developing, designing, constructing, operating, and maintaining a variety of equipment maintenance facilities. • Principles of personnel management and public administration. • Principles of supervision and training.
• Applicable City, County, State, and Federal laws, codes, and regulations affecting public transportation.
• Technical, legal, and public relations problems involved in the conduct of a municipal public transit program.
• Methods of preparing designs, plans, specifications, estimates, reports, and recommendations relating to public transit and public works facilities.
• Methods, materials, tools, and equipment used in the repair and maintenance of automotive and heavy equipment.
• Principles of local government, organization, and financing. • Budget development, preparation, and administration.
• Research methods and procedures.
and
DEPUTY DIRECTOR OF TRANSPORTATION
3 EMPLOYMENT STANDARDS - (cont.)
Ability to:
• Plan, organize, coordinate, and direct the city's public transit planning and vehicle maintenance activities.
• Provide supervision, training, and work evaluation for staff. • Formulate, implement, and evaluate department policies and procedures affecting provision of a comprehensive public transportation and vehicle maintenance program.
• Interpret, explain, apply, and enforce a variety of laws, rules, and regulations.
• Serve as an advisor to the City Council, City Manager, and other boards and commissions.
• Prepare and administer departmental budget and fiscal controls. • Research, collect, and analyze information related to transportation and vehicle maintenance.
• Prepare a variety of reports and presentations.
• Effectively represent the City's Transportation Department with concerned individuals, organizations, and other governmental agencies.
• Establish and maintain cooperative working relationships. • Communicate effectively orally and in writing.
and
Training and Experience: Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Equivalent to a bachelor’s degree from an accredited college or university with major course work in transportation administration, public administration, business administration, or a related field.
Experience: Four years of increasingly responsible professional experience in public transit programs involving the management and operation of a variety of public transit programs, including a minimum of two years in a management position.
October 2024 Res. No. XX-XX
CITY OF MONTEBELLO
EXECUTIVE ASSISTANT TO THE CITY MANAGER
DEFINITION
Under general supervision of the City Manager, the Executive Assistant to the City Manager performs complex, highly responsible, confidential administrative, advanced clerical, and routine programmatic support functions of a general or specialized nature; assists the City Manager and City Council with special programs, projects, and research.
EXAMPLES OF DUTIES
• Provides direct and confidential Executive Assistant support to the City Manager, Mayor, City Council and other administrative staff; receives visitors and answers inquiries and complaints from the public and provides appropriate information or assistance.
• As assigned, represents the City Manager at appropriate events; may lead and provide staff support to assigned committees and work groups; writes/prepares reports, attends meetings and takes minutes, transcribes notes, prepares and distributes minutes as required; coordinates and assists as needed with the preparation, distribution, and noticing Council agenda packets. • Coordinates and plans secretarial and clerical activities in the City Manager's Office; establishes and maintains the department's records management system .
Sorts, files, prepares, maintains , and processes time sheets, personnel forms, purchasing forms, and claim forms. Schedules meetings and appointments; maintains a calendar for meetings and other events; arranges travel to meetings , conferences, and other events.
• Establishes positive working relationships with representatives of community organizations, State/local agencies, City management and staff, and the public. • Refers calls and/or complaints to appropriate City staff for further assistance as needed and takes or recommends actions to resolve the complaint; receives and screens communications to the City Manager and City Council including office visitors, telephone calls, and e -mail messages. Opens, sorts, date stamps, and distributes mail; purchases goods and office supplies.
• May supervise, train , and direct other clerical support staff and performs other related duties as assigned.
2 DISTINGUISHING CHARACTERISTICS:
The incumbents are expected to independently perform the full scope of assigned duties.
The Executive Assistant to the City Manager performs a wide variety of tasks with considerable responsibility and political sensitivity exercised in segregating important matters to be brought to the attention of the City Manager.
A great deal of independent judgment is required in making decisions per established policies and in relieving the City Manager of operating details such as preparing routine correspondence and interviewing callers.
This classification is distinguished from the Senior Administrative Assistant by the performance of sensitive and confidential duties related to the administrative support of the City Manager, Mayor, and City Council.
ORGANIZATIONAL RESPONSIBILITIES
The incumbent may supervise other clerical staff as directed.
Knowledge, Skills, and Abilities:
Knowledge of Modern office, administrative, and clerical policies and procedures; City policies, rules, and regulations; complex clerical and administrative tasks; basic principles of applicable Federal, State, and local laws, codes, and regulations; methods and techniques of scheduling work assignments; modern office procedures, practices, methods, and equipment, including a computer and applicable software; methods and techniques for record-keeping and report preparation and writing; proper English usage, spelling, grammar, and punctuation; basic mathematics; occupational hazards and standard safety practices.
Skill in the operation of a variety of modern office equipment, such as personal computer, phone equipment, keyboards, and calculators; proficiency with Word, Excel, Outlook, PowerPoint and other standard office software.
Ability to: Provide complex clerical support to the City Manager’s Office; read, understand, and review documents for accuracy and relevant information; use applicable office terminology, forms, documents, and procedures in the course of the job; interpret and apply City rules, laws, and policies while carrying out a variety of administrative support tasks; organize and maintain complex filing and recordkeeping systems; type at a speed necessary for successful job performance; effectively represent the Department with concerned individuals, organizations, and other public
3 agencies; establish and maintain cooperative working relationships; communicate effectively orally and in writing.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be:
• Four years of increasingly responsible secretarial or administrative support work experience, preferably including experience working with a local government agency.
• Equivalent to two years of college-level coursework, preferably including courses in business administration, public administration, or a closely related field.
CITY OF MONTEBELLO
SENIOR ACCOUNTANT
DEFINITION
To perform a wide variety of responsible professional accounting work including the maintenance, compilation and review of various financial records; prepare various financial reports and financial statements; apply GASB pronouncements; account for complex financing of City projects and agreements; account for the City's grants and insures compliance with applicable laws and regulations; prepare and maintain all tax and compliance filings; assist staff at various levels; and perform a variety of technical tasks relative to assigned areas of responsibility.
DISTINGUISHING CHARACTERISTICS:
This is the advanced journey level class within the professional Accounting series.
Employees within this class are distinguished from the Accountant by the performance of advanced level accounting duties involving monitoring, maintaining and administering significant accounting processes and/or services involving complex analyses, accounting, recording, auditing and report preparation. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies within the work unit. Incumbents may be assigned to train and exercise technical supervision over lower level professional, technical and administrative support staff.
SUPERVISION RECEIVED AND EXERCISED:
Receives general supervision from the Accounting Manager, Assistant Director of Finance, Director of Finance or other managerial level. Provides functional and technical supervision to various staff levels. May directly supervise technical and administrative support staff as assigned, including those in the Accountant classification.
ESSENTIAL DUTIES
The following essential functions are typical for this classification. Incumbents may not perform all of the listed functions and/or may be required to perform additional or different functions from those below, to address business needs and changing business practices:
• Prepare various bank account reconciliations and fiscal agent statements; reconcile bank accounts to a variety of accounting modules; analyze banking and accounting transactions; make transfers; perform banking inquiries regarding checking activity including bank charges, cleared checks, outstanding checks, lost checks and stop payments, as required;
• Prepare annual opening and closing entries and reconciliations; prepares allocations, transfers, reservations and designations of ending financial resources and other activities necessary to close the activities at year end;
• Maintain records for assigned funds; ensuring that activities are properly accounted for, that required reports are submitted and that closing entries are made timely as required; prepares fund financial statements, schedules, footnote disclosures included in the ACFR in conformance with GAAP, GASB and other technical reporting requirements;
• Review, monitor and update subsidiary interfaces to the general ledger; balance general ledger with subsidiary ledgers; analyze activities in subsidiary systems to identify source and cause of variance;
• Assist in the preparation and maintenance of the City's annual budget; make computations, such as Departmental operating budgets, salaries and benefits, and capital requests; summarize and analyze budget submissions; prepare budget reports, details, schedules, worksheets and summaries; post approved revenue and expenditure budgets;
• Assist in the accounting and administration of various grants, direct/special assessments and various bond issuances; analyze and comply with funding agency accounting and reporting requirements;
• Maintain City debt records, make timely payments to fiscal agents, track debts and prepare and disseminate disclosure information, sizes and coordinates bond calls, reconcile and book fiscal agent statement activity, coordinate arbitrage calculations; provide required data to trustee;
• Assist in the accounting for complex financing projects and agreements;
• Respond to customer and departments inquiries and problems;
• Assist in the annual closing of the City's financial records;
• Maintain records of fixed assets, land, buildings and infrastructure; record asset additions and deletions by function and fund; determine value of asset from a variety of supporting documentation; calculate and maintain depreciation schedules;
• Assist in the recordation, estimation and accrual of various receivables and liabilities;
• Assist in the preparation of a variety of internal and external reports, as assigned;
• Assist in the preparation for and coordination of various annual and special audits;
• Provide technical and functional assistance/backup to Department operations as needed;
• Prepare and maintain various Federal, State and corporate tax filings including, wages, withholdings, taxable benefits, payments to independent contractors, sales and use taxes, fuel taxes, underground fuel tank storage taxes and other filings as appropriate;
• Provide training and functional supervision to assigned staff;
• Recommend or implement changes in accounting systems and procedures;
• Regularly and predictably attend work; and
• Perform related duties as assigned.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential function. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Knowledge of:
Generally accepted accounting principles (GAAP) and practices; Governmental Accounting and Auditing Standards (GAAS) and their application to a variety of accounting scenarios and transactions; Governmental Accounting Standards Board (GASB) pronouncements and practices;
Methods and techniques of financial statement preparation and auditing;
Automated financial management systems;
English grammar, spelling, punctuation and word usage at a level of proficiency required for successful job performance;
Current personal computing and modern office equipment and practices;
Advanced accounting principles and practices and their application to a variety of
accounting scenarios and transactions;
Advanced governmental accounting and auditing standards and their application to a variety of accounting scenarios and transactions;
Methods and techniques of financial statement preparation and auditing;
Municipal budgeting principles and methods; and
Advanced level use of database and spreadsheet software applications.
Ability to:
Perform a variety of advanced level professional accounting duties;
Perform complex bank account reconciliations;
Research data and prepare clear and concise financial reports;
Perform auditing functions;
Work independently in the absence of supervision;
Communicate clearly and concisely, both orally and in writing;
Read, understand, interpret and apply complex regulations, standards, laws and similar job-related written materials;
Establish and maintain effective working relationships with those contacted in the course of work;
Perform a variety of complex fund, cost, grant and other specialized professional accounting and auditing duties;
Exercise resourcefulness and advanced understanding of municipal finance and accounting to develop analytical and accounting methods and solutions to solve difficult technical finance problems and to meet changing reporting requirements;
Work with a high level of independence in planning, organizing and completing work assignments; and
Lead and train professional and administrative support co-workers.
Experience & Education and License/Certificate
A combination of experience and education that would likely provide the required knowledge and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Four years of professional accounting experience, including at least two years of governmental accounting or auditing experience.
Education: Equivalent to a Bachelor's degree from an accredited college or university with major course work in accounting or a closely related field. Current licensing as a Certified Public Accountant in the State of California or completion of an MBA in a closely related area from an accred ited college or university may be substituted for up to two years of the professional accounting experience requirement.
License/Certificate: Due to the performance of some field duties which require the operation of a personal or City vehicle, a valid and appropriate California driver's license and an acceptable driving record are required.
CITY OF MONTEBELLO 1105
TRANSIT ASSISTANT MANAGER
DEFINITION
Under general supervision to plan, coordinate, and supervise the operation s and maintenance division, including training and retraining of subordinates; coordinating the safety and security programs of the Transportation Department; to prepare a variety of reports related to bus operations and vehicle maintenance; and to perform related work as required.
MANAGEMENT RESPONSIBILITY
This is a supervisory position with responsibility for assigning, coordinating, and supervising the work of staff assigned with the City’s Transportation Department operations and maintenance programs.
EXAMPLES OF DUTIES
Provides supervision and work coordination for staff assigned to the day -to-day activities of the City's transit operations and vehicle maintenance programs , analyzes workloads, establishes priorities and assignments; instructs and supervises all supervisors and subordinate staff in the Operations and Maintenance Division; oversees enforcement of safety and security regulations; participates in the recruitment, selection, and training of staff; maintains and updates day-to-day operations, personnel, training and related records; consults with others regarding equipment malfunctions or equipment purchases; monitors system operation s including scheduling, on -time performance, passenger relations, accident investigation, system safety and security , and bus operator and corporate shop rules and regulations; prepares budget requests and controls expenditures; ensures compliance with City, state and federal regulations; represents assigned functions with City staff and other governmental agencies as delegated.
SPECIAL REQUIREMENTS
Possession of an appropriate California driver's license.
2 TRANSIT ASSISTANT MANAGER
EMPLOYMENT STANDARDS
Knowledge of:
▪ Modern principles, practices, and techniques pertaining to the operation of a public transit system.
▪ Principles of supervision and training.
▪ Principles of modern security requirements, disaster/emergency management preparedness.
▪ Principles and practices in the preparation of route scheduling and optimum personnel and equipment utilization.
▪ Principles of office management and record keeping.
▪ Accident/incident investigation and reporting techniques. ▪ Occupational hazards and standard safety precautions. ▪ Federal drug and alcohol regulations for transit agencies. ▪ Research methods and procedures.
and
Ability to:
▪ Perform complex administrative and supervisory activities related to the function and operation of a transit system.
▪ Select, supervise, train, and evaluate staff.
▪ Administer a comprehensive safety and accident prevention program. ▪ Maintain clear and accurate records.
▪ Prepare clear and concise reports.
▪ Research, collect, and analyze information related to transit operations and maintenance.
▪ Conduct facility and safety inspections to identify health, safety and security issues and recommend corrective actions.
▪ Interpret, explain, apply, and enforce a variety of laws, rules, and regulations.
▪ Represent the City’s Transportation Department transit operations and maintenance functions with concerned individuals, organizations, and other governmental agencies.
▪ Establish and maintain cooperative working relationships. ▪ Communicate clearly and concisely, both orally and in writing.
and
TRANSIT OPERATIONS SUPERVISOR
3 EMPLOYMENT STANDARDS - (cont.)
Training and Experience: Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Graduation from high school or G.E.D. A bachelor’s degree in business administration, public administration, or transportation administration is desirable.
Work Background: Four years of progressively responsible and varied professional support experience, including a minimum of two years in a supervisory function.
Experience within a public transit system is desirable.
October 2024 (Res. No. XX-XX)
ITEM # 8
CITY OF MONTEBELLO
CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager
BY: Cesar Roldan, Director of Public Works
SUBJECT: CONSIDERATION AND APPROVAL TO AWARD AN EXCLUSIVE
RESIDENTIAL FRANCHISE FOR RESIDENTIAL SOLID WASTE AND
RECYCLING SERVICES PURSUANT TO RFP NO. 24-00
DATE: October 23, 2024
RECOMMENDATIONS:
It is recommended that the City Council:
1. Award an exclusive residential franchise for solid waste, recycling, and organics collection and processing services to the lowest responsive proposer based on proposals received and evaluation ratings conducted pursuant to Request for Proposal (RFP) No. 24-00; and,
2. Authorize the City Manager to begin negotiations for exclusive residential solid waste, recycling, and organics services with Arakelian Enterprises, Inc., doing business as Athens Services, as the most responsive proposer for all single-family residential units and multiple-family residential premises having less than four units and, if unsuccessful, continue negotiations with the two other proposers according to the overall rating criteria set forth below; and,
3. Authorize the City Manager to negotiate the final terms of the agreement relating to the award of the residential franchise; and,
4. Authorize the City Manager to execute the final agreement relating to the award of the residential franchise.
FISCAL IMPACT:
The residential solid waste franchise award to Arakelian Enterprises, Inc., doing business as Athens Services, is reflective of a proposal with the lowest response rate of $43.94 per month for the core services set forth in the RFP for single family residential dwellings.
The rate is inclusive of the necessary requirements needed to fulfill the changing
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
parameters of CalRecycle as well as the legislative programs that have been established relative to solid waste, recycling, and organics collection services. The established rate applies to single family residential units and multiple family residential dwellings with less than four (4) units per address for which are billed through the residential property tax process handled by the Los Angeles County Auditor/Controller. The rate established sets forth a rate stabilization model to ensure the long-term viability of the City's compliance with State mandates and increases vital services to residents.
Among the services that are included in the award are new clean burning collection vehicles that are compliant with Air Quality Management District (AQMD) requirements as well as all State and federal regulations; a rate adjustment tied to changes in the Consumer Price Index (CPI); standardized automated cart services for all commodities with at least 75% of collected residential material diverted, recovered, or recycled through the automated cart service; the delivery of new color-coded carts delivered throughout the City that clearly identify commodities for each cart provided; unlimited bulky item pickups for residential units with a five-item limit per pickup; the collection of abandoned or illegally discarded bulky item waste throughout the City on regular collection days; Citywide Quarterly cleanups; and a minimum of two residential mulch and composting giveaway opportunities for Montebello residents. The rates not only include services for solid waste and recycling but also green waste and organics collection which will incorporate food scraps and food soiled paper into a combined system which will assist the City in meeting diversion requirements established by the State.
The franchise also includes a sixteen percent (16%) franchise fee paid to the City. The franchise fee will be calculated based on gross receipts. The current franchise agreement does not have a provision for payment of a franchise fee. This will be a new source of revenue received by the General Fund. At this point, it is not possible to provide an estimate of annual franchise fee revenue. However, staff will work with the refuse operator once an agreement is executed and updates will be provided, most likely through the Fiscal Year 2025-26 budget process.
BACKGROUND/DISCUSSION:
The franchise agreement with the City's current hauler ends on February 11, 2025, which resulted in the City having to conduct a formal request for proposal for residential solid waste, recycling, and organics collection and processing in order to continue providing essential services to residents and comply with CalRecycle mandated requirements and State legislative enactments. The City's current franchised residential solid waste and recycling hauler provides solid waste, recycling, and composting services to the City and diverts valuable resources from landfills. Per the City's existing franchise agreement, they are responsible for implementing all the requirements set forth by CalRecycle relative to residential services provided in the City.
CalRecycle regulates the operation of solid waste facilities throughout the State of California. It is a core value of CalRecycle to manage and mitigate the impacts of solid waste on public health and safety and the environment by enforcing compliance with regulations and state minimum standards through integrated and consistent permitting, inspection, and enforcement efforts. Additionally, the City is required to comply with the
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
requirements of Senate Bill (SB) 1383, which is the most comprehensive change in solid waste regulations since the inception of AB 939. To comply with SB 1383, the City, through its franchised waste hauler, is required to ensure that all residents recycle their organic waste. Incorporating the new regulations into the City’s next franchise agreement is both necessary and timely given that the current contract is set to expire. The onus is on the City to enforce waste reduction through various means, including, but not limited to inspections/audits of refuse containers.
As directed by City Council on May 23, 2024, the City released RFP No. 24-00 to the 12 nonexclusive franchise haulers authorized to conduct business within the City. The purpose of the release was to allow all haulers that were in good standing with the City, at the time of the solicitation’s release, an equal opportunity to provide responses for the residential solid waste, recycling, and organics collection and processing services that are required for the City’s single family residential units and multiple family residential premises having less than four units.
According to the City's approved RFP, all recipients were permitted time to review the solicitation documents and submit questions for clarification. Upon receipt of the questions submitted, City staff prepared formal responses which were distributed to all the City’s approved franchises within the stated time period identified. On September 3, 2024, the City Clerk closed the formal solicitation process pursuant to the specifications outlined in the RFP. Based on the RFP documents submitted, there were three solid waste providers that submitted responses. The City Clerk’s office received responses from Athens Services, NASA Services, and Ware Disposal. According to the City Clerk’s office, no other responses were received from the other nine authorized haulers. The responses were distributed to a rating panel consisting of three individuals affiliated with the City.
Each of the raters was given directions as to the overall rating criteria and the necessary rating forms. The RFP scoring criteria referred to a maximum of 260 possible points with 200 points possible for overall services relating to the scope of services requested, 50 points being possible for the proposed rates, and 10 points being possible for additional diversion credit beyond the RFP requirements.
Each member of the panel conducted an independent evaluation of the submitted proposals and scored them based on their individual understanding of the required services within the RFP. Once all raters had completed their individual analysis, the results were tabulated and combined into a single rating form for each of the responding entities. At no time during the evaluation process did the raters meet or discuss individual scoring criteria or compare findings. The results were then consolidated into a single rating sheet without reference to any individual rater and provided to the City Manager for consideration and recommendation to the City Council.
The results of the rating panel are as follows:
RFP No. 24-00 Consolidated Rating Analysis
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
Points
Available
Athens
Services
NASA
Services
Ware Disposal
Scope of
Services
200 186 162 150
Proposed Rates 50 50 45 40
Diversion Credit 10 4.66 5.34 6.00
TOTAL 260 240.7 212.3 196
NOTE: The complete Consolidated Rating Analysis is included in this staff report as Attachment B.
For City Council consideration, included below is the proposed monthly residential cost that was received by each bidder. As previously mentioned, Athens Services submitted the lowest responsive rate at $43.94.
Athens NASA WARE Average
Residential $43.94 $44.15 $45.23 $44.44
Differential ($0.50) $0.21 $1.29
NOTE: The Core Multifamily service is based on cart service, Analysis is based on 1.5 Cubic yard bin collected once per week.
For comparison purposes, the current (July 1, 2024 - June 30, 2025) monthly rate is $32.67, as approved by the City Council at a public hearing on June 26, 2024. Refuse rates are adjusted annually, in accordance with the County of Los Angeles' process for placing direct assessments on property tax bills. Updated rates for this new franchise would become effective July 1, 2025. Approval of this franchise does not impact current rates which will remain at $32.67 through June 30, 2025.
Based on the individual and combined scores (including residential rate), the rating panel recommended Athens Services as the most responsive proposer for the City’s solid waste, recycling, and organics services for the City’s residential services.
ENVIRONMENTAL:
The proposed City Council action does not constitute a “project” under the definition set forth in California Environmental Quality Act (CEQA) Guidelines Sections 15378 and 21065 because it is an organizational or administrative activity of government that will not have a potential to result in a direct or indirect physical change in the environment and is, therefore, not subject to CEQA. No further action under CEQA is required.
ANALYSIS:
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
N/A
SUMMARY:
Staff recommends that the City Council award the residential franchise services to Arakelian Enterprises, Inc., doing business as Athens Services, as the most responsive proposer; and authorize the City Manager to enter into negotiations with Athens Services; and if unsuccessful, begin negotiations with the two other proposers according to the overall rating criteria set forth herein. Upon Council approval, staff will proceed with the recommended actions.
ATTACHMENT(S)
1. Attachment A - Consolidated Scoring Form
City of Montebello C ONSOLIDATED RATING SHEET
RFP 24-00
Residential Solid Waste Recycling Collection Services
COMPANY ALL RESPONDENTS
Item Description Points
Available Athens NASA WARE
4.1, 4.2, 4.3 Document Organization & Completeness 10 9.3 9.0 6.3
4.4 Experience and Qualifications 20 19.3 17.0 16.6
4.5 References 5 5.0 4.3 3.3
4.6 Organization and Staffing 10 9.3 8.0 7.0
4.7 Background 10 9.7 9.0 7.0
4.8 Work Plan & Methodology 20 18.3 17.0 14.7
4.9 Disposal & MRF Facilities 15 13.0 12.0 10.6
4.1 Schedule of Services 5 3.3 4.3 4.3
4.11 Equipment List 10 10.0 7.7 6.3
4.12 Employee Safety & Training 10 9.7 8.7 9.0
4.13 Implementation/Transition Plan 15 14.6 13.7 11.0
4.14 Organic Waste Recycling 15 15.0 10.3 11.7
4.15 Minimum Recycling Requirement 5 4.0 3.7 3.3
4.16 Customer Service 5 4.7 3.3 2.6
4.17 Financial Statement 20 18.3 15.3 15.0
4.18 Insurance Information 5 5.0 5.0 4.3
4.19 Past/Pending Litigation 10 7.3 3.7 8.0
4.2 Guaranties and Surety 10 10.0 10.0 8.7
SECTIONS 4.1 - 4.2 SUBTOTAL 200 186.0 162.0 150.0
Attachment B Proposed Rates 50 50.0 45.0 40.0
Total Points Available (This Section) 250 236.0 207.0 190.0
DIVERSION CEDITS
2.1 Additional Diversion Processing Above
75% (Residential) 5 2.3 2.7 3.0
2.2.2 Additional Diversion Processing Above
75% (Multiple-Family) 5 2.3 2.7 3.0
TOTAL PROPOSAL POINTS 260 240.7 212.3 196.0
ATTACHMENT A
ITEM # 9
CITY OF MONTEBELLO
CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager
BY: Cesar Roldan, Director of Public Works
SUBJECT: APPROVE LETTER OF ENGAGEMENT TO MASTER RETAINER AGREEMENT NO. 4000 WITH KOA CORPORATION FOR THE
ENHANCED DESIGN OF THREE EXISTING SIGNALIZED
INTERSECTIONS THAT ARE PART OF THE ADOPTED "FIRST MILE
LAST MILE PLAN"
DATE: October 23, 2024
RECOMMENDATIONS:
It is recommended that the City Council:
1. Approve a Letter of Engagement to Master Retainer Agreement No. 4000 between the City of Montebello and KOA Corporation for enhanced engineering design of three existing signalized intersections that are an integral part of the adopted "First Mile Last Mile Plan: in the amount not-to-exceed $492,199; and
2. Amend the Fiscal Year 2024-25 budget by increasing appropriations by $492,199 in Account No. 600-90-900-6040.96 (Transit Fund, Transit Administration, Engineering Design Services); and
3. Authorize the City Manager to execute the Letter of Engagement on behalf of the City; and
4. Take such additional, related action that may be desirable.
FISCAL IMPACT:
The City solicited a cost proposal from KOA Corporation (KOA) per executed Master Retainer Agreement No. 4000 for enhanced engineering design services of three signalized intersections. KOA provided a cost proposal in the amount of $492,199. The recommended action is to amend the Fiscal Year 2024-25 budget by increasing appropriations by $492,199 to fund the cost proposal in Account No. 600-90-900-6040.96 (Transit Fund, Transit Administration, Engineering Design Services).
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
BACKGROUND/DISCUSSION:
The "First Mile Last Mile Plan" (FMP) was initiated through the Transit Department and funded through a Southern California Association of Governments (SCAG) grant. The FMP aids in improving access around transit stations and stops. One of Transit’s many goals is to make it easier to travel throughout the City and enhance the safety of all riders who walk or bike to and from their nearest station or bus stop. Achieving safe connectivity by creating pathways to transit for people of all ages and abilities is of the utmost importance. The City is committed to improving the safety of public streets and sidewalks around transit corridors.
The FMP plan was prepared with extensive community involvement focused on the needs of current and future transit riders. Outreach prioritized the input of the community and stakeholders and developed a set of community-supported improvements surrounding three existing signalized intersections:
• Priority Project 1. Beverly Boulevard and Maple Avenue • Priority Project 2. Whittier Boulevard and Garfield Avenue • Priority Project 3. Whittier and Montebello Boulevards
The examples of FMP improvements related to street and sidewalk infrastructure include:
• Traffic calming, curb extensions, street trees and landscaping • Signal timing for pedestrians and cyclists
• Bike lanes, bike parking and bike share stations
• Wayfinding signage to key destinations and transit connections • New or improved sidewalks and crosswalks
KOA is one of the City’s bench list consultants highly qualified in the design of traffic signals. A complete set of plans, contract specifications and engineer’s estimate (PS&E) will be developed in support of the enhancement of the three existing signalized intersections. Soon thereafter, staff will seek City Council authorization to solicit construction bids. The following is a tentative timeline of for the project:
Tasks Timeline
Commence Design November 2024
Complete Design April 2025
City Council authorization to Solicit Bids May 28, 2025 Open Construction Bids July 10, 2025
City Council award construction contract August 13, 2025 Commence Construction September 2025
Complete Construction May 2026
* Fabrication of steel traffic signal poles is approximately 5 to 6 months.
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
ENVIRONMENTAL:
N/A
ANALYSIS:
N/A
SUMMARY:
Staff is recommending City Council approve Task Order No. 12 via a Letter of Engagement under Master Retainer Agreement No. 4000 with KOA Corporation for engineering services to design three priority traffic signals per the First Mile Last Mile Plan for a not-to-exceed amount of $492,199; and authorize the City Manager to execute the Letter of Engagement. The recommended action also requires amending the FY 2024-25 budget by increase appropriations in Account No. 600-90-900-6040.96 (Transit Fund, Transit Administration, Engineering Design Services).
ATTACHMENT(S)
1. Attachment A - KOA Letter of Engagement for Design of First Mile Last Mile Plan
2. Attachment B - Scope of Services
ENGAGEMENT LETTER
FOR
CONSULTANT SERVICES
PR
OJECT/SERVICES: Design of Three Priority Traffic Signals per First Mile Last Mile Plan MASTER RETAINER AGREEMENT NO. 4000
TASK NO. 12
T
he purpose of this Engagement Letter is to allow the City of Montebello (the “City”) to engage KOA Corporation (the “Consultant”) to provide enhanced engineering design of three existing signalized intersections that are an integral part of the adopted First Mile Last Mile Plan (the “Services” or “Project”) pursuant to those terms and conditions outlined in the draft Master Retainer Agreement (Agreement No. 4000) approved by the City Council on June 22, 2022, in the manner set forth in Exhibit A, “Scope of Services” of this Engagement Letter.
T
he Scope of Services to be completed pursuant to this Engagement Letter is set forth in Exhibit A, attached hereto. The cost for performing the services under this Engagement Letter shall be billed hourly for a total not -to-exceed fee of four hundred and ninety-two thousand and one hundred and ninety -nine dollars ($492,199), without prior written approval by the City. The charges and hourly rates shall not exceed those stated and in effect when the draft Master Retainer Agreement was approved on June 22, 2022 and as stated in the fee schedule attached hereto as Exhibit B.
C
onsultant acknowledges and agrees that the personnel assigned to this Project, as set forth in Exhibit A shall not be substituted unless prior written authorization is given by the City’s Director of Public Works (the “Director”). Pursuant to Government C ode 87300, et seq., Consultant has provided (for submittal to the City Clerk), a California Fair Political Practices Commission Statement of Economic Interest- Form 700 for each of each of its staff assigned to the Project.
B
y signing and returning this Engagement Letter, the 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 Consultant and the Director pending issuance of a “Notice to Proceed.”
Attachment A
THE
CITY OF MONTEBELLO KOA
(the “City”) (the “Consultant”)
By
: _________________________ By: _________________________ Raul Alvarez, City Manager Giuseppi Canzonieri, P.E.
ATT
ACHMENTS:
1. Ex
hibit A – Scope of Services
First Mile Last Mile Plan Priority Projects #1, 2, and 3 Page 1 City of Montebello X00023608_R1
1100 Corporate Center Drive, Suite 201, Monterey Park, CA 91754 T: (323) 260-4703 | F: (323) 260-4705 | www.koacorp. com
MONTEREY PARK ORANGE ONTARIO SAN DIEGO
October 4, 2024
Cesar Roldan
City of Montebello
1600 W Beverly Boulevard
Montebello, CA 90640
Subject: Engineering Services Proposal for First Mile Last Mile Priority Projects 1, 2, & 3 Dear Cesar:
Thank you for requesting KOA, A Lochner Company (KOA) to provide this proposal for the First Mile Last Mile (FMLM) Plan implementation in the City of Montebello. The engineering services proposed for this project includes the preparation of plans, specifications, and cost estimates for Priority Projects 1, 2, and 3 in the FMLM Plan. The scope of work is provided below for review by the City of Montebello, followed by a fee estimate. Let us know if you have any questions or comments regarding this letter proposal.
SCOPE OF WORK
TASK 1 – PROJECT MANAGEMENT
Our Project Management services will include, but not be limited to:
• Provide and perform all regular and customary project management services needed to facilitate the successful design, construction and completion of the project.
• Attend a virtual kick-off meeting with the City Project Manager and key staff to review the project deliverables and the City’s requirements.
• Attend up to five (5) virtual meetings with City staff. • Maintain communication with the City’s Project Manager throughout the duration of the project including design package status, meeting agendas and minutes, schedule updates, action items, etc. • Maintain the project schedule, update it regularly to reflect any significant changes in the project, and keep the City informed of these changes.
• Coordinate with the City Project Manager to resolve project related issues in a timely manner. Potential complex issues will be brought to the attention of the City’s Project Manager as soon as possible.
Task 1 Deliverables:
Work Plan
Schedule
Agenda and minutes for each meeting
TASK 2 – PRELIMINARY ENGINEERING
RECORDS RESEARCH
KOA will work with the City to obtain record drawing s and documents relevant to the work site. Record drawings and documents can include, but are not limited to existing improvement plans, topographic maps, centerline ties, corner records, as-built plans, utility plans, etc. We will send our request for record drawings and documents through the City’s Project Manager.
Attachment B
First Mile Last Mile Plan Priority Projects #1, 2, and 3 Page 2 City of Montebello X00023608_R1
UTILITY RESEARCH, NOTIFICATIONS, AND MAPPING
KOA will obtain a list from the City of utility comp anies known to own and operate facilities in the City of Montebello. KOA will send an email with our standard utility response form, and a map of the project site to all relevant utility companies.
We will request information from them including record drawings of their facilities, prior rights information, and any planned upgrades expected in the near future. Utility responses will be logged and information regarding existing facilities will be shown on our plans. In some cases, the utility owner may require a request presented on City letterhead. We will coordinate these situations, if needed, with the City’s Project Manager. KOA will provide the City’s Project Manager with a utility response list and maps/data received when all utility companies have responded. KOA will compile all as-builts received from the utility agencies and develop a utility base map that will be referenced into the project plans.
TOPOGRAPHIC SURVEY
KDM Meridian, Inc. will provide a design level topog
raphic survey at the three project intersections:
• Beverly Boulevard & Maple Avenue
• Whittier Boulevard & Garfield Avenue
• Whittier Boulevard & Montebello Boulevard
KDM will perform research, obtaining record maps and pertinent data from the City of Montebello and County of Los Angeles. Record centerline and right-of-way lines will be compiled and included in provided base mapping in CAD drawing format. Field survey will recover and survey sufficient centerline monuments and ties to orient record data and set additional control points as needed for the topographic field survey. Topographic field surveys will consist generally of the entire roadway from right-of-way to right-of-way and 100-foot lengths down each leg of the intersection. Improvements, including but not limited to, utility structures, driveway approaches, sidewalks, trees over 6”, mailboxes, walls and fences will be located within the apparent right-of-way. Base mapping will be compiled at 1” =20 scale with 1-foot interval contours produced.
FIELD REVIEW
Upon receipt of any available as-built records from
the City and the topographic survey, we will visit the project site to verify and document existing conditions. We will investigate and verify existing roadway geometry, utility manholes/valves, signing and striping, traffic signals, detector loops, power poles, cabinets, fire hydrants, etc.
BASE PLAN PREPARATION
Upon completion of our field review we will prepare
accurate base plans. The base plan will show existing centerlines, curb, gutter, right-of-way, curb ramps, driveways, pavement delineations, markings, roadside signs, traffic signal equipment, pull boxes, conduit, utility manholes/valves, and all other information that was documented during our field review.
FIRST MILE LAST MILE PLAN REVIEW
KOA will review the FMLM Plan provided by the City t
o better understand the purpose, issues, proposed solutions, and methodologies utilized by the FMLM Plan.
Task 2 Deliverables:
U
tility as-built records and agency response list.
Topographic survey.
Field notes and site photos.
Base plans.
First Mile Last Mile Plan Priority Projects #1, 2, and 3 Page 3 City of Montebello X00023608_R1
TASK 3 – CONCEPTUAL DESIGN
CONCEPTUAL DESIGN PLANS
The recommended proposed improvements in the FMLM Pl an at the three (3) priority project locations are nearly identical. Below is a summary of the proposed improvements and our scope of work for assessing each improvement:
1. High-visibility crosswalks
a. Coordinate with the City to determine their preference for the type of high-visibility crosswalk (continental, ladder, etc.) and re-align crosswalks as needed.
2. Lighting, trash cans, mobility parking options, and public art where space permits a. Based on our discussion with the City, it is our understanding that transit related improvements will be excluded from the overall project as they will be assessed and implemented by Montebello Bus Lines.
3. Median refuge islands
a. Evaluate the width of the existing median islands to determine if they meet the required minimum 6-foot width for a refuge island. Based on our preliminary observations, they appear to be 3- to 4-feet wide. We will review the existing roadway cross-section and lane widths and determine if lane widths can be reduced in an effort to widen the median island to create a pedestrian refuge. b. Provide an AutoTurn analysis at the intersection to assess the setback of the median nose to avoid conflict with left turning vehicles. It is likely the turning analysis will require the existing crosswalks to be setback from their existing location. Our conceptual design plan will show the relocated crosswalks as well as any curb ramp or traffic signal improvements required at each corner.
4. Bicycle/pedestrian friendly signal timing
a. Review the existing signal timing charts and existing traffic signal equipment including the pedestrian push buttons, pedestrian heads, vehicle and bicycle detector loops, and controller type. b. Make recommendations to improve signal timing, including required traffic signal equipment improvements.
5. Reflective border on signal heads
a. In addition to the reflective border, we will identify any existing 8” vehicle heads that should be replaced with 12” vehicle heads.
6. Truck aprons on intersection corners
a. After completing the layout of the median refuge islands, we will utilize the guidance provided in the City of Los Angeles Supplemental Street Design Guide to provide a preliminary geometric design for truck aprons at each corner.
b. We will utilize the topographic survey to analyze cross-sections at key points at each corner, assess the feasibility from a vertical and drainage point of view to determine the approximate limits of roadway reconstruction.
7. Where space permits, provide enhanced bus facilities: seating options, shade shelters, lighting, trash cans, mobility parking options, real-time transit and wayfinding signage, route maps, push-to-talk assistance button, and public art.
a. Based on our discussion with the City, it is our understanding that transit related improvements will be excluded from the overall project as they will be assessed and implemented by Montebello Bus Lines.
First Mile Last Mile Plan Priority Projects #1, 2, and 3 Page 4 City of Montebello X00023608_R1
KOA will prepare conceptual design plans to accommodate the proposed improvements. The conceptual design plan will prepared at 1”=20’ scale and will include a detailed horizontal layout of the recommended proposed improvements. We will prepare one revision of the conceptual design plan.
COST ESTIMATES
KOA will prepare and submit a cost estimate with eac
h plan submittal to the Client. KOA will apply market construction costs for each bid item to the quantities measured using a combination of available sources including Caltrans published data, recent bid prices from other local projects, and any other data provided for our use. We will update the cost estimates based on the refinement of the quantities throughout the project.
Task 5 Deliverables:
Draft and Final conceptual design plans and cost estimates.
TASK 4 – FINAL DESIGN
After the conceptual design plans have been approved by the City, we will move forward in preparing the 60% submittal package. Submittals will be made to the City at the 60%, 90%, and 100% design stages.
S
TREET IMPROVEMENT
KOA will prepare street improvement plans at the thr ee project intersections to accommodate the following proposed improvements:
• Beverly Boulevard & Maple Avenue
o Truck aprons at all four corners
o Median refuge islands on east and west legs
• Whittier Boulevard & Garfield Avenue
o Truck aprons at all four corners
o Median refuge islands on east and west legs
• Whittier Boulevard & Montebello Boulevard
o Truck aprons at all four corners
o Median refuge islands on north and south legs
The street improvement plans will be prepared at 1”=20’ scale and will include a detailed horizontal layout showing existing/proposed roadway improvements, right-of-way, centerline, utility manholes/valves/boxes, underground utilities, typical roadway cross sections, construction notes, and applicable construction details. We will also provide 1”=5’ scale (or 1”=10’ if appropriate) details of the proposed improvements. The details will contain a detailed horizontal layout, station/offset/elevations at critical geometric points, grades, and construction notes. Vertical profiles are excluded from the scope of work.
Note: We are anticipating the proposed truck aprons and refuge islands will require the corner curb returns and curb ramps to be re-designed. This is included in our scope of work.
First Mile Last Mile Plan Priority Projects #1, 2, and 3 Page 5 City of Montebello X00023608_R1
TRAFFIC SIGNAL
KOA will prepare traffic signal modification plans a t the following locations:
• Beverly Boulevard & Maple Avenue
• Whittier Boulevard & Garfield Avenue
• Whittier Boulevard & Montebello Boulevard
The traffic signal plans will be designed to 1) accommodate the proposed street improvements, 2) add a reflective border to all vehicle heads, and 3) upgrade vehicle heads from 8” to 12” where required. The traffic signal plans will be prepared at 1”=20’ scale and will show centerlines, right of way lines, relevant existing and proposed street improvements, utilities of record, and existing traffic controls and improvements. The design plans will also include recommended signal phasing, detection system, proposed installation signal equipment, and all notes, schedules, and other features required to complete the traffic signal plan in accordance with City requirements.
Assumption: We have assumed that SCE coordination will not be required as part of this project.
SIGNING AND STRIPING
KOA will prepare a signing and striping plan at the
following locations:
• Beverly Boulevard & Maple Avenue
• Whittier Boulevard & Garfield Avenue
• Whittier Boulevard & Montebello Boulevard
The signing and striping plans will be designed to 1) accommodate the proposed street improvements, 2) re-align crosswalks where required and install high-visibility crosswalks, and 3) add a hardened centerline (Whittier Boulevard/Montebello Boulevard east and west legs only).
The signing and striping plans will be prepared at a scale of 1”=40’ that shows centerlines, relevant existing and proposed street improvements, and existing pavement delineations, markings and roadside signs. Proposed pavement delineations, roadside signs, and the proper disposition of all affected existing pavement delineations, markings and roadside signs. We will design any required transitions for the proposed pavement delineation to join with existing pavement delineations on intersection approaches and departures. The signing and striping plan will be designed in accordance with CA MUTCD and City requirements.
STORM DRAIN MODIFICATION
KOA will prepare storm drain modification plans to a
ccommodate the proposed refuge islands at the intersection of Beverly Boulevard/Maple Avenue. We have identified two (2) existing catch basins that will be directly affected by the proposed refuge islands. Based on our preliminary research on the LA County Storm Drain GIS website, the catch basins are owned and maintained by the City of Montebello. Our scope of work includes:
• Prepare storm drain modification plans at a scale of 1”=20’. The plans will include a detailed horizontal layout, vertical profile, construction notes, and applicable details. • Plans will be prepared in accordance with the latest editions of the Standard Plans for Public Works Construction (SPPWC), and the Los Angeles County Department of Public Works Standard Plans.
First Mile Last Mile Plan Priority Projects #1, 2, and 3 Page 6 City of Montebello X00023608_R1
Assumption: We have assumed the new catch basin will be sized to match existing and the City will not require any hydraulic calculations. We have also assumed the existing storm drain main has sufficient capacity for the design storm and a downstream analysis of the existing conveyance system is not required.
We have also assumed the existing catch basins located at the corner curb returns will be protected in place.
SPECIFICATIONS
KOA will prepare the technical specifications using the City boilerplate and the Standard Specifications for Public Works Construction (SSPWC) and Caltrans Standard Specifications.
COST ESTIMATES
KOA will prepare and submit a cost estimate with eac h plan submittal to the Client. KOA will apply market construction costs for each bid item to the quantities measured using a combination of available sources including Caltrans published data, recent bid prices from other local projects, and any other data provided for our use. We will update the cost estimates based on the refinement of the quantities throughout the project.
T
RAFFIC SIGNAL TIMING
KOA will prepare traffic signal timing sheets in the City-required format to accommodate the proposed intersection improvements as well as optimize bicycle/pedestrian timing at the following intersections:
• Beverly Boulevard & Maple Avenue
• Whittier Boulevard & Garfield Avenue
• Whittier Boulevard & Montebello Boulevard
The signal timing will be designed in accordance with the 2014 California Manual on Uniform Traffic Control Devices (CA MUTCD) standards and City of Montebello requirements. Coordination with adjacent or nearby traffic signals is excluded from our scope of work.
U
TILITY POTHOLING
T2ue will provide potholing (x-trench) at up to 24 l ocations for confirmation/identification of subsurface. Scope will include providing clearing hole services at twenty-four (24) locations to determine if there are any substructure conflicts for proposed traffic signal pole installations. In order to save time, minimize disruption, and keep the soil volumes low, T2ue will excavate a “pilot” hole of approximately 12-inches in diameter and extend four (4) “incisions” 90 degrees apart to cover the desired total clearing hole diameter (per plan). See below for a diagram.
First Mile Last Mile Plan Priority Projects #1, 2, and 3 Page 7 City of Montebello X00023608_R1
N
ote: All clearing hole work will be performed on an hourly “Best Effort Basis”. If adverse soil conditions are encountered, Hydro-Vac methodology maybe required (additional service). A fee is shown on the attached estimate.
Assumptions:
• Project is subject to Prevailing Wage requirements.
• Project is NOT subject to a Project Labor Agreement.
• T2ue shall apply for a NO FEE encroachment permit with the City of Montebello. • All work shall be completed during regular weekday business hours, Monday thru Friday. • T2ue will notify USA a minimum 72 hours prior to work. • Traffic Control Plans are NOT required.
• Traffic Control shall be done per the WATCH Manual, T2ue to provide. • Estimate assumes two (2) clearing holes (13-ft and 6-ft deep) completed per day. • Clearing holes are less than 13-ft in depth and will be backfilled with native material, if possible. • Native materials in the City of Montebello may be native hard-pack clays that require HydroVac. • T2ue will subcontract with Badger HydroVac, with Client approval and if needed. • Native materials are free from contamination.
• Surface restoration will be cold patch asphalt or native materials, based on clearing hole location. • USA removals are NOT required.
• T2ue will be responsible for designating and pre-marking clearing hole locations. • Client will be responsible for surveying completed testhole locations. • Testholes will be marked with a nail/disk by T2ue for surveying by the Client.
T2ue will provide a “Testhole Data Sheet” or “Dip Sheet” for each testhole or clearing hole completed. The testhole form will include swing ties from existing visible features to the testhole location, depth to top of utility from existing grade, material of and size of utility, if found. The horizontal position of the utility will be marked with a nail/disk or stake for accurate identification during field survey.
Task 4 Deliverables:
• 60%, 90%, & 100% plans and cost estimate submittals.
• 90% & 100% specifications submittals.
• Traffic signal timing charts.
• Utility potholing results.
TASK 5 – CONSTRUCTION SUPPORT
KOA will provide construction support services following the submittal of the final plans, specifications, and cost estimates.
Our services include:
• Attendance at pre-bid meeting, responding to bidders’ questions, and preparing addenda as necessary. • Attendance at pre-construction meeting, job-site meetings, and field visits during construction. • Review of shop drawings, submittals, and change orders. • Response to Requests for Information (RFI).
• Minor design changes during construction.
Note: Budget is limited to what is shown in the fee schedule.
First Mile Last Mile Plan Priority Projects #1, 2, and 3 Page 8 City of Montebello X00023608_R1
RECORD DRAWINGS
After construction has been completed, KOA will prepa re record drawings based on redlines provided by the Contractor and/or the Client’s Construction Manager. As-builts will be submitted on mylars as requested by the Client. Field verification of proposed improvements is excluded from our scope of work.
Task 5 Deliverables:
RF
I & submittal log matrix and responses.
Applicable design revisions.
Record drawings.
ITEMS TO BE PROVIDED BY CITY
We have assumed the City will be providing the following to KOA:
• A
ll applicable as-builts including, but not limited to street improvements, signing & striping, traffic signal, street lighting, utilities (storm drain, sewer, water, gas, etc.), etc. • Existing signal timing charts.
First Mile Last Mile Plan Priority Projects #1, 2, and 3 Page 9 City of Montebello X00023608_R1
FEE ESTIMATE
KOA will perform the work specified in the scope above based on the time and materials fee not to exceed $ 492,199.00 as shown below:
The budget is based upon the work scope and level of effort presented above and includes the cost of all related technical and administrative services. The work scope is considered complete upon submittal of a final document by KOA. Any additional services requested will be considered as extra work and those fees will be negotiated prior to start of work and secured in writing.
If the work described within this letter is not authorized in 30 days, if changes occur in the work scope or level of effort, or if our work is suspended for more than 180 days due to any circumstances beyond KOA’s control, we reserve the right to revise the work scope, budget and schedule to reflect current conditions. Such revisions will be effected through mutually agreed upon amendments or modifications to this agreement.
First Mile Last Mile Plan Priority Projects #1, 2, and 3 Page 10 City of Montebello X00023608_R1
WORK SCHEDULE
Upon receiving an executed agreement KOA will coordinate with the Client to develop a schedule that is mutually agreed u
pon. Shown below is a preliminary schedule:
KOA is not responsible for delays caused by factors beyond KOA’s reasonable control, including but not limited to delays because of strikes, lockouts, work slowdowns or stoppages, accidents, acts of God, failure of any governmental or other regulatory authority to act in a timely manner, failure of the Client to furnish timely information or approve or disapprove of the KOA’s services or work product promptly, or delays caused by faulty performance by the Client or by other consultants or contractors of any level. When such delays beyond KOA’s reasonable control occur, the Client agrees the KOA is not responsible for damages, nor shall KOA be deemed to be in default of this Agreement.
GOVERNING LAW
The laws of the State of California will govern the validity of this Agreement, its interpretation and performance. Any l
itigation arising in any way from this Agreement shall be brought in the courts of that State.
AU
THORIZATION
A professional service agreement shall be prepared and executed prior to work.
Si
ncerely,
KOA | A Lochner Company
Gi
useppe Canzonieri, PE
Principal | Director of Engineering
AUG
SEPT
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUNE
JULY
AUG
SEPT
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUNE
Anticipated NTP 11/1/2024
General Project Management & Meetings
Records Research
Utility Research Notifications, & Mapping
Topographic Survey
Field Review
Base Preparation
Draft Conceptual Plans & Cost Estimates
Final Conceptual Plans & Cost Estimates
60% Submittal
90% Submittal
100% Submittal
Construction Support Services
KOA Team Tasks
Client Review
Through construction
TASK 5: CONSTRUCTION SUPPORT
2025 2026
TASK 1: PROJECT MANAGEMENT
TASK 2: PRELIMINARY ENGINEERING
TASK 3: CONCEPTUAL DESIGN
TASK 4: FINAL DESIGN
PRELIMINARY PROJECT SCHEDULE
2024
ITEM # 10
CITY OF MONTEBELLO
CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager
BY: Cesar Roldan, Director of Public Works
SUBJECT: ADOPT RESOLUTION NO. 24-78 DESIGNATING 4TH STREET FROM
VICTORIA AVENUE TO ITS TERMINUS AS A PREFERENTIAL
PARKING DISTRICT
DATE: October 23, 2024
RECOMMENDATIONS:
It is recommended that the City Council:
1. Adopt Resolution No. 24-78 designating 4th Street from Victoria Avenue to its terminus as a preferential parking district; and,
2. Take such additional, related action that may be desirable.
FISCAL IMPACT:
There is no fiscal impact associated with the adoption of this resolution.
BACKGROUND/DISCUSSION:
At the Traffic and Safety Commission meeting on September 23, 2024, the Commissioners discussed designating 4th Street, from Victoria Avenue to its terminus, as a preferential parking district. Fourteen out of seventeen residents living along this section of 4th Street submitted a petition to the Public Works Department requesting the establishment of preferential parking from 6 P.M. to 6 A.M. daily, excluding holidays. The residents expressed concerns that non-residents were using their street for parking and vehicle sales during weekdays and weekends.
After reviewing public testimony, the Commission determined that designating a parking district would address these issues. The Commission voted in favor, four-to-one, to recommend that the City Council establish a preferential parking district on 4th Street,
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
from Victoria Avenue to its terminus. This action is government by Montebello Municipal Code Sections 10.36.030 and 10.36.020(B).
ENVIRONMENTAL:
N/A
ANALYSIS:
N/A
SUMMARY:
Upon City Council approval of Resolution No. 24-78, Staff will proceed with placing Preferential Parking District signs “No Parking 6 P.M. to 6 A.M. Mon-Fri, excluding Holidays, Permits Exempted” on 4th Street, from Victoria Avenue to its terminus.
ATTACHMENT(S)
1. Attachment A - Resolution 24-78 Preferred Parking Modification 4th St Victoria Ave. to Terminus
ATTACHMENT A
RESOLUTION NO. 24-78
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MONTEBELLO, CALIFORNIA, DESIGNATING A PREFERENTIAL
PARKING DISTRICT ALONG 4TH STREET FROM VICTORIA AVENUE
NORTH TO ITS TERMINUS SOUTH OF LINCOLN AVENUE
RECITALS
WHEREAS, California Vehicle Code s ection 22507(a) allows local authorities to designate, by ordinance or resolution, certain streets upon which preferential parking privileges may be established; and
WHEREAS, Montebello Municipal Code (“MMC”), Chapter 10.36, “Preferential Parking Districts,” authorizes and sets for the procedures for establishing preferential parking district in the City of Montebello (“City”) to address locations experiencing insufficient or impaired on-street parking; and
WHEREAS, upon receipt of a qualifying petition requesting the designation of a preferential parking district, the Director of Public Works (“Director”) may recommend to the City Council approval of a resolution designating a Preferential Parking District (MMC
10.36.010); and
WHEREAS, upon recommendation of the Director, the City Council must consider the request and may, at its discretion, designate by resolution a certain area as a preferential parking district and authorize the Director to establish parking restrictions for the district (MMC 10.36.010); and
WHEREAS, Montebello Municipal Code section 10.36.020(B) sets forth factors which the City Council must consider in determining whether to designate a particular area as a preferential parking district; and
WHEREAS, On September 23, 2024, the City’s Traffic and Safety Commission held a duly -noticed public hearing to consider a qualifying petition signed by residents seeking the establishment of a preferential parking district along 4th Street from Victoria Avenue to its northerly terminus south of Lincoln Avenue, in the City of Montebello; and
WHEREAS, at the public hearing, residents afforded the opportunity to indicate that on -street parking in front of their private residences has been monopolized by vehicles associated with nearby residences, apartments and/or businesses; and
WHEREAS, after considering the public testimony and the recommendations of the Director of Public Works, the City Council may, in its discretion, adopt the Director’s recommendation and designate the recommended district as a preferential parking district.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF MONTEBELLO HEREBY RESOLVES, FINDS, AND DECLARES AS FOLLOWS:
RESOLUTION NO. 24-78
SECTION 1. RECITALS. The City Council hereby finds that the above recitals are true and correct and incorporated herein.
SECTION 2. FINDINGS. The City Council based on the report and recommendation from the Director and the public testimony provided, hereby finds and declares that the parking conditions along 4
th Avenue, north of Victoria Avenue satisfy the
criteria set forth in Montebello Municipal Code section 10.36.020 (B) as follows:
1.The extent to which the residents desire and need permit parking. Fourteen out of seventeen residents living along this section of 4th Street s igned the petition to establish the proposed preferential parking district.
2.The extent to which legal on- street parking spaces are available for the use of residents and their guests ; as evidenced from the traffic engineers report and public testimony, there is a limited supply of available on-street parking for residents in the area.
3.The extent to which motor vehicles registered to persons residing in the area cannot be accommodated by the number of available off-street parking spaces;
4.The size and configuration of the area as it relates to the problems of enforcement of parking and traffic regulations and the potential impact of parking and traffic congestion, on this and adjacent areas, as a result of the establishment of such a district;
5.Whether other regulatory measures would better solve the problem (e.g., parking restrictions and strict enforcement of such restrictions);
6.The area to be designated shall include a minimum of one block, both sides.
SECTION 3. DECLARATION. The City Council hereby declares the portion of 4 th
Street between Victoria Avenue and its northern terminus south of Lincoln Avenue to be a preferential parking district pursuant to Montebello Municipal Code Chapter 10.36.
SECTION 4. CEQA. City Council hereby finds and determines that the proposed actions taken under this Resolution are exempt from the California Environmental Quality Act (CEQA) pursuant to the “Common Sense” exemption set forth under Section 15061(b)(3), which provides that CEQA applies only to projects which have the potential for causing a significant effect on the environment and also states that where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to C EQA. The actions proposed in this Resolution are also not considered a “project” under CEQA Guidelines section 15378 in that there is no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
RESOLUTION NO. 24-78
SECTION 5. The Director of Public Works is hereby authorized to establish parking restrictions for the District and those restrictions will be enforced by Parking Enforcement Officers.
SECTION 6. The Director of Public Works shall cause appropriate signs to be erected in the District as required by Montebello Municipal Code section 10.36.040.
SECTION 7. EFFECTIVE DATE. This Resolution shall take effect immediately upon its adoption by the City Council and the City Clerk shall certify to the passage and adoption of this resolution.
APPROVED AND ADOPTED THIS 23
RD DAY OF OCTOBER 2024.
_______________________________
Scarlet Peralta, Mayor
ATTEST: APPROVED AS TO FORM:
________________________________ ________________________________ Christopher Jimenez, City Clerk Arnold M. Alvarez-Glasman, City Attorney
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) SS:
CITY OF MONTEBELLO )
I, Christopher Jimenez, City Clerk of the City of Montebello, County of Los Angeles, State of California, hereby certify that the foregoing Resolution No. 24-78 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 meeti ng of said Council held on the 23 rd day of October
2024
and that said Resolution was adopted by the following vote, to-wit:
AYES:
NOES:
ABSTAIN:
ABSENT:
RESOLUTION NO. 24-78
The undersigned, City Clerk of the City of Montebello, does hereby attest and certify that the foregoing Resolution is a true, full and correct copy of a resolution duly adopted at a meeting of said City which was duly convened and held on the date stated thereon, and that said document has not been amended, modified, repealed or rescinded since its date of adoption and is in full force and effect as of the date hereof.
DATE:
Christopher Jimenez, City Clerk
ITEM # 11
CITY OF MONTEBELLO
CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager
BY: Michael Solorza, Director of Finance
Cesar Roldan, Director of Public Works
SUBJECT: AMEND THE FISCAL YEAR 2024-25 CAPITAL IMPROVEMENT
PROGRAM BUDGET TO APPROPRIATE CARRYOVER FUNDS FOR
VARIOUS PROJECTS
DATE: October 23, 2024
RECOMMENDATIONS:
It is recommended that the City Council:
1. Amend the adopted Fiscal Year 2024-25 budget by increasing appropriations in the various accounts as detailed on Attachment A, Capital Improvement Program; and
2. Take such additional, related action that may be desirable.
FISCAL IMPACT:
The City Council annually adopts an operating and capital budget, providing appropriations for day to day operations as well as larger, multi-year projects such as street paving and rehabilitation, concrete repair, intersection improvements, and other related projects. Over the past five years, Staff has improved the manner in which the City's Capital Improvement Program (CIP) budget is managed. Each year, estimated budgets are presented for the various CIP projects, many of which are either multi-year or span across fiscal years. Depending on the scope, nature and type of CIP project, not all appropriations are spent or encumbered in one fiscal year -- as opposed to operating expenses which are spent in a single fiscal year.
Previously, Staff would struggle with having accurate CIP budgets due to the lack of a comprehensive "carryover" process. That is, prior to Fiscal Year 2022-23, there was not a mechanism whereby committed, but not yet encumbered or expended, appropriations
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
would be re-budgeted in a subsequent fiscal year. This carry-over process is a standard operation in other municipalities, and naturally occurs after the close of the prior fiscal year. Essentially, each project's budget from the prior year along with expenditures and encumbrances through June 30 are analyzed to determine if the remaining un-committed budget amount is still needed in the new fiscal year. This carryover process ensures adequate budget is available in the current fiscal year to complete the specific project. In addition, the carryover process ensures "double-budgeting" does not occur, which had happened in prior budgets due to the fact that a carryover process did not exist and staff did not have a clear picture of what previously budgeted funds needed to be re- appropriated.
This is now the third year where a formal carryover process is being conducted for in- progress CIP projects. Finance and Public Works staff worked together to develop a carry-over list for FY 2024-25 (Attachment A). Each of the projects listed are continuing into FY 2024-25, some have already begun and others may begin in the current fiscal year. Regardless of their current status, Public Works staff has determined that the "Budget Need to Amend" amount listed on Attachment A is needed in order to continue progress on each project listed.
The proposed CIP carryovers (Attachment A) utilize available and existing funding from State Gas Tax, Federal (Highway Safety Improvement Program), Local Return Funds (i.e., Proposition C, Measure R, etc.), Measure W (Los Angeles County stormwater), Road Maintenance and Rehabilitation Account (RMRA/SB1), and “Paving the Way” bond proceeds. Appropriation of these funds will allow previously approved CIP projects to have project funds available in FY 2024-25. The “Budget Need to Amend” column on Attachment A represents the appropriations needed for each project. In total, across the various funding sources, the budget increase will be $18,100,203 spread over thirteen (13) different projects.
BACKGROUND/DISCUSSION:
A part of the annual budget development process is for the City Council to adopt an annual CIP budget encompassing projects across all departments and functional areas.
On June 12, 2024, the City Council adopted the operating and CIP budgets for FY 2024- 25 (Attachment B). The adopted CIP budget only included funding for new projects in FY 2024-25 (i.e., those projects not appropriated in previous budgets) or additional funding for existing projects where the amount was known as of June, 2024. The FY 2024-25 CIP budget did not include appropriations of uncommitted funds. In addition, even though Staff presented the dog park project as part of the CIP adoption, funds were mistakenly excluded in the FY 2024-25 budget. This Staff oversight is being rectified through the CIP carryover process and funding is included along with other projects (Attachment A). The projects and funding sources summarized in Attachment A represent those projects requiring a budget amendment in order for the projects to continue through to completion.
Public Works and Finance continue to work together to improve the budget process for CIPs, ensuring committed -- but not spent or encumbered -- project budgets are carried over as part of the year-end close process to avoid any lapsing in funds. The carryover
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
amounts are an imperative part of the committed project budgets and assist with accurately determining the fund balance of each funding source. The recommended action will ensure the appropriations are accurately budgeted for the listed CIP projects, and will help avoid requesting unprogrammed funds to be utilized for existing project expenses.
ENVIRONMENTAL:
N/A
ANALYSIS:
N/A
SUMMARY:
Staff recommends that the City Council approve the amendment of the adopted Fiscal Year 2024-25 Capital Improvement Program (CIP) budget by increasing appropriations in the various accounts as listed in Attachment A, for a total of $18,100,203.
ATTACHMENT(S)
1. ATTACHMENT A - CIP Budget Carryover Amounts FY 2024_25
2. ATTACHMENT B - CIP Project Descriptions-Summary
Attachment A
CP# PROJECT # PROJECT NAME GL ACCOUNT # FUNDING SOURCES CIP BUDGET AS OF
5.13.24 Current Fiscal
Year Budget
FY24-25
Encumbrance and
Expense
BUDGET NEED
TO AMEND
CP 851 100.402.10 HSIP 3 Intersections Safety Improvements., HSIP 265-3015-2016-079-7116 HSIP 833,112.00 833,100.00 - (12) CP 851 100.402.40 Various Intersection Improvements (HSIP Cycle7) CP 851 220-99-7116 MEASURE R 85,000.00 85,000.00 (85,000) CP 851 100.402.50 Various Intersection Improvements (HSIP Cycle7) CP 851 200-99-7116 GAS TAX 282,019.00 - - (282,019) CP 875 100.433.10 Montebello Paving the Way, Measure R 220-99-7117 Measure R (Bond) 1,748,445.00 - - (1,771,384) CP 875 100.433.20 Montebello Paving the Way, Measure M 222-99-7117 MEASURE M (Bond) 2,214,840.00 - - (2,243,898) CP 875 100.433.30 Montebello Paving the Way, Prop C 215-99-7117 PROP C (Bond) 11,698,166.00 58,201.00 58,200.87 (11,739,834) 100.439.10 East LA Sustainable Median Storm Water Project Debt Services 229-30-315-6040.10 MEASURE W 758,106.00 756,200.00 233,369.96 (1,906) CP 884 100.884.10 Bluff Rd. between Washington Blvd and Mines Ave 200-30-310-6040.96 GAS TAX 169,000.00 - 169,000.00 (169,000) CP 905 100.905.10 Olympic Blvd. Complete Street Feasibility Study 201-99-6040.80 RMRA 300,000.00 - 592,927.10 (592,927) 100.919.10 Downtown Sewer Replacement, Measure M 222-30-330-6040.96 MEASURE M - - 118,907.00 (118,907) 100.919.20 Downtown Sewer Replacement, Measure R 220-30-330-6040.96 MEASURE R - - 400,000.00 (400,000) No Project Ular Watershed Contribution 229-30-315-6040.10 MEASURE W 26,837.00 26,800.00 26,837.00 (37) CP 922 No Project Dog Park - Henry Acuna Park 100-70-740-6040.10 GENERAL FUND - (695,278) TOTAL (18,100,203)
CITY OF MONTEBELLO
CAPITAL PROJECTS EXPENDITURES BUDGET BY FUNDING SOURCE - CARRYOVER AMENDMENTS FISCAL YEAR 2024-2025
Fund Description Fund Number
New
Appropriations
Carryover
Approprations*
M&O
Expenditures** Total Funding:
Gas Tax 200 - 2,651,000 730,000 3,381,000
Proposition A 210 -
7,309,300
7,309,300
Proposition C 215 885,100 1,168,900
334,600 2,388,600
Measure M 222 2,102,000 -
25,000 2,127,000
Measure R 220 1,294,000 85,000 1,379,000 Measure W 229 758,106 -
758,106
SB1/RMRA 201 1,100,000 -
1,100,000
TDA-3 223 100,000 -
63,300 163,300
Sewer Infrastructure 263 -
2,100,000
2,100,000
HSIPL Grant (265) 833,100 -
833,100
SSARP Grant (265) -
-
-
Prop C - Pav
ing the Way 215 -
11,698,200
11,698,200
Meas M - Paving the Way 222 -
2,214,840
2,214,840
Meas R - Paving the Way 220 -
1,748,400
1,748,400
7,072,306 28,975,640 1,152,900 37,200,846 **Maintenance and Operations appropriations include signs, markings, street sweeping, concrete cutting/sidewalk repair and other releted expenses. Not included are expenses related to administration (i.e., salaries, benefits) or debt service on the Paving the Way Bonds
*These amounts are estimates; actual amounts will not be known until after June 30, 2023. Subsequent City Council acti on
w
ill follow to re-appropriate carryover funds for applicable CIP projects.
City of Montebello
Capital Improvement Program (CIP)
Funding Source Summary
FY 2024-25 Budget
ATTACHMENT B
THIS PAGE
LEFT INTENTIONALLY
BLANK
Fund/Funding
Source Project Description Project # Amount Carryover?* Gas Tax (Fund 200)
Via San Clemente Entry Road CP 918 1,400,000 C Bluff Road Slope Stabalization CP 901 300,000 C Bluff Road Slope - Property Research CP 884 169,000
Various Intersection Improvements CP 851 282,000 C ATP Cycle 7 Active Transportation CP 921 500,000 C Yunex Contract (Signal Maint) 280,000
Signs, Hardeare, Asphalt 250,000
Street Striping 200,000
3,381,000
Proposition A (Fund 210)
Garfield / Via Campo Bus Turnout CP 890 1,309,300 C Metrol Local Return Admin Expenses 350,000
Capital Reserve - Green Line Station 6,000,000 C 7,659,300
Proposition C (Fund 215)
Plaza Drive Reconstrucion CP 917 784,200 C Plaza Drive Reconstrucion CP 918 109,900
Various Intersection Improvements CP 851 609,300 C TSSP - Washington Blvd CP 912 559,800 C Paving the Way Debt Service 704,600
SGV COG 30,000
Gateway COG 30,000
Metro Local Return Admin Expense 300,000
Nationwide Street Sweeping 334,600
Paving the Way Bond Proceeds 11,698,200 C
15,160,600
Measure M (Fund 222)
Via San Clemente Entry Road CP 918 175,000 C Annual Street Resurfacing - Grind / Overlay CP 913 977,000 C Annual Street Resurfacing - Reconstruction CP 914 600,000 C Annual Street Resurfacing - Slurry Seal CP 915 150,000 C Traffic Signal Maintenance CP 902 200,000 C Paving the Way Debt Service 595,700
Metro Local Return Admin Expense 100,000
Precision Concrete Cutting 25,000
Paving the Way Bond Proceeds 2,214,840 C 5,037,540
City of Montebello
Capital Improvement Program (CIP)
Project Listing by Fund, Appropriations Overview
FY 2024-25 Budget
Fund/Funding
Source Project Description Project # Amount Carryover?* City of Montebello
Capital Improvement Program (CIP)
Project Listing by Fund, Appropriations Overview
FY 2024-25 Budget
Measure R (Fund 220)
Via San Clemente Entry Road CP 918 175,000 C Various Intersection Improvements CP 851 85,000 C Annual Street Resurfacing - Reconstruction CP 914 582,000 C Annual Street Resurfacing - Slurry Seal CP 915 143,000 C Annual Street Resurfacing - HYRAP CP 916 144,000 C Traffic Signal Maintenance CP 902 200,000
Paving the Way Debt Service 532,300
Metro Local Return Admin Expenses 250,000
Paving the Way Bond Proceeds 1,748,445 C 3,859,745
Meausre W (Fund 229)
East LA Sustinable Storm Water Project 758,106
East LA Sustinable Storm Water Project M&O 36,000
ULAR Contribtion 26,800
820,906
Road Maintenance and Rehabiliation Account (RMRA/SB1) (Fund 201) Olympic Blvd Street Feasability CP 905 300,000 C Annual Street Resurfacing - HYRAP CP 916 800,000 C 1,100,000
TDA-3 (Fund 223)
Annual Street Resurfacing - Grind / Overlay CP 913 100,000 C Precision Concrete Cutting 63,300
163,300
Sewer Infrastructure (Fund 263
Sewer Infrastructure Repair 2,100,000 C
2,100,000
HSIPLProject (Fund 265, Grant)
Various intersection improvements CP 851 833,100 C 833,100
TOTAL FY 2022-23 CIP BUDGET (New and Carryover) 40,115,491 "c" = Carryover amount from prior fiscal year/projected not started
Amount Ph ase* Detailed Project Description
Gas Tax (Fund 200)
Via San Clemente Entry Road 1,400,000 D/C New entry road required for Topgolf facility Bluff Road Slope Stabilization 300,000 D/C Continuing work related to sewer line extension project and repairing slope destabilized by sewer line break
Bluff Road Slope Stabilization - Property Resear 169,000 D/C Continuing work related to sewer line extension project and repairing slope destabilized by sewer line break
Various Intersection Improvements 282,000 D/C Minor improvements for intersections citywide, as needed.
ATP Cycle 7 Active Transportton Program 500,000 D/C Yunex Contract (Signal Maint) 280,000 M Annual signal mai ntenance contract Signs, Hardware, Asphalt 250,000 M As-needed replacement of road signs citywide, patching/repairing roads and other required preventative maintenance work
Street Striping 200,000 M Re-striping streets city wide to ensure safe lane demarcations and other on-road markings
3,381,000
Proposition A (Fund 210)
Garfield / Via Campo Bus Turnout 1,309,300 ES Creation of dedicated bus turnout lane on Garfield desig ned to relieve traffic congestion and assist with Montebello Bus Lines service (carryover funding previously approved)
Metrol Local Return Admin Expenses 350,000 DS/O Allowed administrative/ salary charges related to managing Proposition A funded projects
Capital Reserve - Green Line Station 6,000,000 DS/O "Reserve Fund" for future estiamted expenditures for G reen Line Station (carryover funding previously approved)
7,659,300
Proposition C (Fund 215)
Plaza Drive Reconstrucion 784,200 D/C Complete roadway reconstruction Plaza Drive Reconstrucion 109,900 D/C Complete roadway reconstruction Various Intersection Improvements 609,300 D/C Minor improvements for intersections citywide, as needed.
TSSP - Washington Blvd 559,800 M Signal synchronization pr oject coordinated with LA County (carryover funding previously approved)
Paving the Way Debt Service 704,600 DS/O Annual debt Service on Series 2019 Sales Tax Revenu e Bonds ("Paving the Way")
SGV COG 30,000 DS/O Annual Council of Government dues payment Gateway COG 30,000 DS/O Annual Council of Government dues payment Metro Local Return Admin Expense 300,000 DS/O Allowed administrative/ salary charges related to managing Proposition A funded projects
Nationwide Street Sweeeping 334,600 M
Paving the Way Bond Proceeds 11,698,200 D/C Available bond proceeds from 2019 Sales Tax Revenue Bonds, to be programmed for citywide street paving and repair 15,160,600
Funding Source / Project Description
City of Montebello
Capital Improvement Program (CIP)
Project Listing by Fund, Detailed Description
FY 2024-25 Budget
Amount Ph ase* Detailed Project DescriptionFunding Source / Project Description City of Montebello
Capital Improvement Program (CIP)
Project Listing by Fund, Detailed Description
FY 2024-25 Budget
Measure M (Fund 222)
Via San Clemente Entry Road 175,000 D/C New entry road required for Topgolf facility Annual Street Resurfacing - Grind / Overlay 977,000 M Annual road repair program fo r grind and overlay (citywide) Annual Street Resurfacing - Reconstruction 600,000 M Annual road repair program fo r complete reconstruction of selected streets (citywide)
Annual Street Resurfacing - Slurry Seal 150,000 M Annual slurry seal program for citywide strett repair Traffic Signal Maintenance 200,000 M Annual citywide as -needed signal maintenance Precision Concrete Cutting 25,000 M
Paving the Way Debt Service 595,700 DS/O Annual debt Service on Series 2019 Sales Tax Revenu e Bonds ("Paving the Way")
Metro Local Return Admin Expense 100,000 DS/O Allowed administrative/ salary charges related to managing Proposition A funded projects
Paving the Way Bond Proceeds 2,214,840 D/C Available bond proceeds from 2019 Sales Tax Revenue Bonds, to be programmed for citywide street paving and repair 5,037,540
Measure R (Fund 220)
Via San Clemente Entry Road 175,000 D/C New entry road required for Topgolf facility Various Intersection Improvements 85,000 D/C Minor improvements for intersections citywide, as needed.
Annual Street Resurfacing - Reconstruction 582,000 M Annual road repair program fo r complete reconstruction of selected streets (citywide)
Annual Street Resurfacing - Slurry Seal 143,000 M Annual slurry seal program for citywide strett repair Annual Street Resurfacing - HYRAP 144,000 M Annual slurry seal program for citywide strett repair Traffic Signal Maintenance 200,000 M Annual citywide as -needed signal maintenance Paving the Way Debt Service 532,300 DS/O Annual debt Service on Series 2019 Sales Tax Revenu e Bonds ("Paving the Way")
Metro Local Return Admin Expenses 250,000 DS/O Allowed administrative/ salary charges related to managing Proposition A funded projects
Paving the Way Bond Proceeds 1,748,445 DS/O Available bond proceeds from 2019 Sales Tax Revenue Bonds, to be programmed for citywide street paving and repair 3,859,745
Amount Ph ase* Detailed Project DescriptionFunding Source / Project Description City of Montebello
Capital Improvement Program (CIP)
Project Listing by Fund, Detailed Description
FY 2024-25 Budget
Meausre W (Fund 229)
ULAR Contribution 26,800 DS/O
East LA Sustinable Storm Water Project M&O 36,000 DS/O East LA Sustinable Storm Water Project 758,106 DS/O Required annual contribution (5 year commitment) to LA
County stormwater runoff project
820,906
Road Maintenance and Rehabiliation Account (RMRA/SB1) (Fund 201 ) Olympic Blvd Street Feasability 300,000 ES Study to determine updates/upgrades to Olympic Blvd Annual Street Resurfacing - HYRAP 800,000 M Annual slurry seal program for citywide strett repair 1,100,000
TDA-3 (Fund 223)
Annual Street Resurfacing - Grind / Overlay 100,000 M Annual road repair program for grind and overlay (citywide) Precision Concrete Cutting 63,300 M
163,300
Sewer Infrastructure (Fund 263
Sewer infrastruture project 2,100,000 M
2,100,000
HSIP (Fund 265, Grant)
Various Intersection Improvements 833,100 D/C
Minor improvements for intersections citywide, as needed. 833,100
40,115,491
*Phase Legend:
ES Engineering studies
D/C Design/Construction
M Maintenance
DS/O Debt service and other expenses
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ITEM # 12
CITY OF MONTEBELLO
CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager
BY: Michael Solorza, Director of Finance
SUBJECT: TREASURERS REPORT FOR THE QUARTER ENDING SEPTEMBER 30, 2024
DATE: October 23, 2024
RECOMMENDATIONS:
It is recommended that the City Council:
1. It is recommended the CIty Council receive and file the Treasurer's Report for the Quarter ending September 30, 2024 (1st Quarter of Fiscal Year 2024-25); and,
2. Take such additional, related action that may be desirable.
FISCAL IMPACT:
Attached are a cash report and portfolio summary as of September 30, 2024 (Attachments A and B). This report provides a snapshot at quarter end of the City’s cash position, detailing balances in various accounts and types of investments.
The table below summarizes available cash by major type of account, comparing ending balances for September 2021, 2022, 2023 and 2024. The “General” account combines Bank of Montreal (BMO), Local Agency Investment Fund (LAIF), and various Certificates of Deposit, and represents the most liquid and accessible source of cash for the City to pay ongoing expenses:
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
As of September 30, 2024, total available cash was $81.826 million -- $25.466 million less than September 2023. The City’s overall cash position has improved over the years and remains at elevated levels when comparing prior years. For example, the June balance for the past nine years is shown below:
Comparing June ending balances from prior years, in 2016 overall cash was $48.156 million, versus $105.912 million as of June, 2024 – a $57.756 million improvement in the City’s available cash position (LAIF, BMO, etc.), or put another way a 220% increase.
The continuing strength of the City’s cash position is due to a number of reasons. A primary factor is proceeds from Measure H, the City’s ¾ cent transaction and use tax – which began flowing to the City in Fiscal Year 2020-21 and has added additional revenue (and cash) in the four plus fiscal years since. Property tax receipts are also up, as overall assessed values in the City continue to grow. The City has also received new or one- time funding from the Federal government for Transit operations (Montebello Bus Lines) and has applied for and received new grants for various purposes. In addition, the sale of the City’s water system (February, 2023) and Transit property in Pico Rivera (February, 2023) added to the overall cash position during calendar year 2023.
It should also be noted that cash balances fluctuate, as expenses vary considerably from month to month, especially when comparing prior years. The chart below shows first quarter 2023 vs. first quarter 2024 (July - September). The monthly variances within each quarter can be significant:
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
The City receives numerous grants from Federal, State and local governmental agencies, with expenses and concomitant revenue reimbursement varying depending on the grant award and the particular progress made in the project. In addition, the City’s various debt service payments typically hit the books in November/December and May/June, causing a draw on available cash greater than other “typical” months of the fiscal year.
Despite these natural fluctuations in cash flow, one can see by the tables above that the City’s overall cash position has grown steadily over the past several years and remains at an elevated level that provides additional financial security. This improvement in cash flow ensures daily expenses are easily met, with no danger of having to postpone payments due to lack of liquidity. Sufficient liquidity is just one of many positive signs of the City’s progress towards financial stability and security.
The City receives income from the investment of idle cash. This revenue varies based on balances and current interest rate environments. The General Fund has averaged $167,200 in annual investment income between FY 2015-16 and FY 2023-24. Combined with the large increase in total available cash, the General Fund realized $700,800 in revenue from its investments in FY 2023-24, with projected revenue for FY 2024-25 at $500,000. (The lower projected amount is predicated on the assumption that the Federal Reserve will continue to reduce interest rates, which in turn reduces interest rates on cash holdings.)
The effective rate of return on the City’s investment portfolio as of September 30, 2024 was 1.20%. It is useful to compare these rates of return to various U.S. Treasuries, as a general benchmark. The chart below shows a comparison between Treasury yields – based on length of the note, from two distinct points in time, October 2023 and October 2024:
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
BACKGROUND/DISCUSSION:
State Government Code Section 53600 et al governs the investment of idle cash by local agencies. In addition, local agencies are required to have City Council approved investment policies which further dictate how funds are invested. Government Code Section 53646(b), as well as the City’s investment policy, provide for quarterly reporting of investment activity. The quarterly report, along with details found in Attachments A and B, are designed to provide additional information, comparing current year balances and performance to prior years, etc.
The City of Montebello holds idle cash in various depositories:
• Bank of Montreal (BMO) checking accounts (i.e., General used to pay bills, Payroll for bi-weekly payroll, etc.)
• Local Agency Investment Fund (LAIF)
• Multi-Bank Securities (MBS) (i.e., Certificates of Deposit)
The investment of idle cash is predicated on the principals of: liquidity, safety and yield, in that order. The City earns interest from the various deposits, hence the diversification of where cash is held. However, the first and foremost priority is having adequate liquidity to pay daily operating costs: payroll, invoices for goods and services, etc.
Cash flow varies throughout the fiscal year, based on timing of the receipt of revenue.
The receipt of property tax revenue in April and December causes the largest inflow in daily cash, followed by quarterly sales tax “true up” payments (i.e., March, June, etc.), receipt of Successor Agency revenue (Redevelopment Property Tax Trust Fund) in January and June, etc.
Therefore, the City maintains a reasonable balance in its checking account – the most liquid account utilized for daily expenses. The LAIF account with the State Treasurer provides additional liquidity. Depending on cash flow needs, withdrawals or deposits are
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
made from/to the LAIF account into/out of the General checking account. Finally, investment in Certificates of Deposit through a clearinghouse service (i.e., Multi-Bank Securities) provides additional yield with funds not needed for immediate liquidity deposited accordingly (approximately $774,000).
The table below provides an overview of the City’s major liquid cash accounts: BMO checking and the two separate LAIF accounts, from June, 2020 through September 2024 (quarter ending values). The average quarterly balance for the City’s checking account since June 2020 is $10.899 million, more than sufficient to meet weekly expenses.
The City’s Investment Policy was most recently reviewed and approved by the City Council on June 12, 2024. Prior to that, the policy was reviewed, approved and updated on: June 14, 2023, June 8, 2022, June 23, 2021, October 28, 2020, and August 19, 2019. Government Code requires an annual review and approval of the investment policy statement – even if no changes are made.
The 2019 approval was the first time the City’s investment policy was updated since 2011, with a previous update done in 2007. These infrequent reviews and updates were clearly in violation of Government Code. Moreover, Staff has endeavored to present a more thoroughly researched quarterly Treasurer’s report, with detailed background and explanations of the various investment accounts – a marked improvement over prior years reports presented with no discussion or analysis.
In an effort to ensure the City complies with State law, the investment policy will continue to be presented annually along with budget adoption (June of each year). This process will ensure an annual review and update (as necessary) of the investment policy by the City Council, ensuring the City complies with State statutes.
The updated version of the City’s investment policy was submitted to the California
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
Municipal Treasurers Association (CMTA) for consideration of their investment policy review and award program. The CMTA investment policy program utilizes public treasury officials to review public agency policies to ensure they comply with best practices and Government Code. For the first time in the City’s 100 plus year history, the City’s policy was submitted and passed the review with flying colors. Having passed this review process is one more indication of the progress made in achieving fiscal sustainability in Montebello, as its policies adhere to best practices.
ENVIRONMENTAL:
N/A
ANALYSIS:
N/A
SUMMARY:
It is recommended that the City Council receive and file the Quarterly Treasurer’s Report for the quarter ending September 30, 2024 (1st Quarter of Fiscal Year 2024-25).
ATTACHMENT(S)
1. Attachment A - Monthly Cash Report
2. Attachment B - Portfolio Management Summary
ATTACHMENT A
BANK OF THE WEST
Account Number Account Name 9/30/24
1 XXXX-XX770 Housing Successor Agency of the City of Montebello $1,147,632.27 2 XXXX-XX093 Successor Agency of the City of Montebello $1,104,857.04 3 XXXX-71041 City of Montebello $4,301,784.42
4 XXXX-00184 City of Montebello - FSA $26,277.20
5 XXXX-XX331 General $839,004.97
6 XXXX-XX287 Trust & Agency $6,063.99
7 XXXX-XX803 Police Retiree Health Account $750,887.62
8 XXXX-XX267 Payroll $0.00
9 XXXX-XX362 Fire Retiree Health Account $267,776.03
$8,444,283.54
STATE OF CALIFORNIA
Account Number Account Name 9/30/24
1 XX-XX-551 General $69,500,000.00
2 XX-XX-068 Successor Agency City of Mtb for Mtb RDA $3,124,242.88 $72,624,242.88
FIRST MERCANTILE TRUST
Account Number Account Name 9/30/24
XXX-XX-X746 CORPORATE ACCOUNT $12.98
XXX-XX-X999 TRUST ACCOUNT $13,551.48
$13,564.46
Pershing LLC - CDs
Account Number Account Name 9/30/24
CD Merrick Bank (10/18/19-10/18/24) $249,000.00
CD Morgan Stanley Bank (10/30/19-10/30/24) $247,000.00
CD HSBC Bank USA (5/7/20-5/7/25) $248,000.00
$744,000.00
Total General Cash/Investments $75,384,789.39
Total SA Cash/Investments $4,229,099.92
Total HSA Cash/Investments $1,147,632.27
Total T&A Cash/Investments $1,051,004.84
Total Trustee Cash $13,564.46
Total Cash/Investments $81,826,090.88
CITY OF MONTEBELLO
MONTHLY CASH REPORT (ALL ACCOUNTS)
BALANCE AS OF SEPTEMBER 30, 2024
ITEM # 13
CITY OF MONTEBELLO
CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager
BY: Fernando Pelaez, Fire Chief
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE MEMORANDUM OF UNDERSTANDING (MOU) NO. 24-08 BETWEEN THE CITY OF
MONTEBELLO AND ADVENTIST HEALTH WHITE MEMORIAL
MONTEBELLO TO MANAGE THE MONTEBELLO HOMELESS
HEALTH NAVIGATION PROGRAM AS PART OF THE CALIFORNIA
INTERAGENCY COUNCIL ON HOMELESS ENCAMPMENT GRANT
DATE: October 23, 2024
RECOMMENDATIONS:
It is recommended that the City Council:
1. Authorize the City Manager to execute Memorandum of Understanding (MOU) No. 24-08 between the City of Montebello and Adventist Health White Memorial Montebello; and
2. Take such additional, related action that may be desirable.
FISCAL IMPACT:
As part of the compensation agreement of this Memorandum of Understanding (MOU), Adventist Health White Memorial Montebello shall receive $150,000 as a sub-grantee for the first year of the program. This funding is available through the California Interagency Council on Homeless’ Encampment Grant in Account No. 267-85-859 (Cal-ICH – Encampment Resolution Funding, Fire, Cal-ICH – Encampment Res Funding). The Fiscal Year 2024-25 budget includes appropriations in Fund 267 for these services, therefore a budget amendment is not needed.
BACKGROUND/DISCUSSION:
In 2022, the Fire Department applied for and was awarded the Encampment Grant
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
through the California Interagency Council on Homeless (Cal-ICH). Part of the proposed project included a Montebello Homeless Health Navigation Program. On December 21, 2022 the City Council approved the appropriation of $1,168,774 in grant funding for a two (2) year cycle, and authorized the City Manager to enter into a sole-source contract with (then) Beverly Hospital for the purpose of the demonstration project to provide emergency room case management homeless services. The proposed project was delayed due to the bankruptcy filing by Beverly Hospital and the transition to Adventist Health White Memorial.
This proposed project will involve Adventist Health White Memorial Montebello managing the Montebello Homeless Health Navigation Program in the Emergency Room. This program will target individuals experiencing homelessness to provide medical care coordination, medical resources, and case management services for individuals and families facing homelessness. This will be coordinated with the Montebello Fire Department’s Montebello Community Assistance Program (MCAP). The Fire Department’s MCAP teams will provide services under the grant, including providing at- risk and unhoused individuals and families with a comprehensive approach to services aimed at addressing active substance use, unsafe/risky practices, and mental health issues.
This MOU outlines the terms and compensation between the City and Adventist Health White Memorial Montebello. The initial term of this MOU shall be for one (1) year with the option to be extended for up to two (2), one-year (1-year) extensions. Adventist Health White Memorial Montebello shall provide 1.0 FTE, Homeless Health Navigator for the Montebello Homeless Health Navigation Program that will be housed in the Emergency Department. Additionally, Adventist Health White Memorial will keep and track data, as well as prepare monthly reports of program deliverables. Adventist Health White Memorial shall also provide program oversight and staff supervision and shall participate in weekly or monthly case conferencing meetings with the MCAP staff. The compensation paid to Adventist Health White Memorial will be $150,000 as a sub-grantee for the first year of the program.
ENVIRONMENTAL:
This item is not subject to the California Environmental Quality Act (CEQA) pursuant to the State CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, sections:
15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment); 15060(c)(3) (the activity is not a project as defined in Section 15378); and 15061(b)(3), because the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Because there is no possibility that this item may have a significant adverse effect on the environment, the item is exempt from CEQA.
ANALYSIS:
N/A
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
SUMMARY:
Staff is seeking authorization for the City Manager to execute Memorandum of Understanding (MOU) No. 24-08 between the City of Montebello and Adventist Health White Memorial to provide a Homeless Health Navigator for the Montebello Homeless Health Navigation Program. This MOU will cover the term, compensation, and duties required of both parties. Funding for this program is available through the Cal-ICH Encampment grant, utilizing a portion of the $1.168 million received to support various homeless assistance services. Funding has been appropriation in Fund 267 in the FY 2024-25 budget, therefore no budget amendment is necessary as part of the recommended actions.
ATTACHMENT(S)
1. Attachment A - MOU 24-08
CITY OF MONTEBELLO
MEMORANDUM OF UNDERSTANDING NO. 24-08
WITH ADVENTIST HEALTH WHITE MEMORIAL MONTEBELLO
T
his Memorandum of Understanding (“MOU”) is made and entered into as of the XX day of XXXX 2024 (“Effective Date”), by and between the City of Montebello, a California municipal corporation (the "City"), and White Memorial Medical Center dba “Adventist Health White Memorial" Montebello (the "Organization”). The City and the Organization are sometimes referred to herein individually as the “Party” and jointly as the “Parties.” The Parties will enter into a partnership through this MOU to better serve the unhoused/homeless and at-risk individuals/families of the City of Montebello in the Service Provider Area 3 (“SPA 3”). The Parties believe that by working in collaboration, the Parties can do together what they cannot do alone, and provide an effective continuity of care, while addressing the social, economic, and environmental determinants of health that impact the most vulnerable individuals in the community.
T
ogether, the Parties will work with organizations in the SPA3 to provide care coordination, supportive services, substance abuse services and mental health for individuals and families experiencing homelessness. Both Parties are familiar with the challenges faced by complexly ill, multiply -diagnosed, substance using clients and we have a history of providing services to those impacted by homelessness and are uniquely responsive to their needs. The Parties have found that the more intensive, focused and frequent provision of critical care, follow -up and treatment are more effective for individuals and families facing homelessness and other complex issues. The Parties believe the partnership will yield important, positive client health and service outcomes and identify strategies to the type of needed housing models that will ensure long-term stability.
Adventist Health White Memorial Montebello will manage the Montebello Homeless Health Navigation Program in the Emergency Room which will target individuals experiencing homelessness to provide medical care coordination, medical resources, and case management services for individuals and families facing homelessness in coordination with the City of Montebello Fire Department (the “Department”), Montebello Community Assistance Program (“MCAP”) which will provide services under the grant.
The range of services to be provided will vary depending on individual and family’s needs.
The Department will support these efforts by providing unhoused individuals and families and at-risk with a comprehensive approach to delivery services aimed to address active substance use, unsafe/risky practices and mental health issues. Therefore,
ATTACHMENT A
MEMORANDUM OF UNDERSTANDING NO. 24-08
focusing on developing and strengthen the communication to properly integrate substance abuse treatment and counseling, mental health, medical treatment, access to stable income (Social Security, Department of Social Services, Retirement), including opportunity to access job training programs.
RECITALS
WHEREAS, the City is the recipient of grant funds from Los Angeles County Regional Park and Open Space District for the City’s Rec N’ Go Program (the “Program”); and
WHEREAS, the Organization is a non-profit health care organization that desires to partner with the City as a sub- grantee by utilizing Program grant funds to incorporate a Homeless Health Navigation Program in the Emergency Room which will target individuals experiencing homelessness to provide medical care coordination, medical resources, and case management services for individuals and families facing homelessness in coordination with the City of Montebello Fire Department (collectively, the “Programs and Events”); and
NOW, THEREFORE, in consideration of the mutual promises, covenants, and agreements contained herein and other good valuable consideration, the receipt and adequacy of which is hereby acknowledged, the Parties hereby agree as follows:
1. Term. The term of thi s MOU shall become effective on the date first indicated above (“Effective Date”), and shall automatically terminate one (1) year from the Effective Date provided the MOU has not previously been terminated in accordance with Section 10 below. This MOU may be extended for up to two (2) , one-year (1-year) extensions upon such terms and conditions mutually agreed upon by the Parties in writing.
2. Purpose of MOU. The purpose of this MOU is to establish terms agreed upon by the City and the Organization for implementation of the Program.
3. Compensation. The Organization shall receive One Hundred and Fifty Thousand Dollars ( $150,000) as a sub -grantee (Attachment B) for the first year of Program.
4 . Duties of the Organization.
a. The Organization shall provide a 1.0 FTE , Homeless Health Navigator for the Montebello Homeless Health Navigation Program within the City of Montebello.
b.
MEMORANDUM OF UNDERSTANDING NO. 24-08
b. The Organization shall house the Homeless Health Navigator, in the Emergency Department located at W Beverly Blvd., Montebello, CA 90640 (“Facility”) to provide navigation/case management services. f. The Organization shall keep and track data during this MOU and shall prepare a monthly report of program deliverables.
g. The Organization shall provide program oversight and staff supervision. h. The Organization shall participate in weekly or monthly case conferencing meetings with City of Montebello Fire Department, Program Staff.
6. Duties of the City.
a. The City will provide access to refer Program participants to the housing services within the Department’s Community and Outreach Services, MCAP. b. The City shall be responsible for maintenance and upkeep of the Facility including septic tank maintenance, broken windows, plumbing issues, electrical issues, lawn maintenance, tree maintenance, and structure maintenance. c. The City shall be responsible for any repair needed for tables, chairs, and facility equipment.
7. Indemnification.
Each Party shall defend, indemnify and hold harmless the other Party and each of their respective officers, directors, employees and agents (the “Indemnified Parties”) for, from and against any and all claims, actions, suits, or proceedings, whether threatened or filed, to the extent resulting from or based upon a claim: (a) alleging that the negligence or omissions of the indemnifying Party or any of its personnel (the “Indemnifying Party”); (b) that the Indemnifying Party infringed any intellectual property rights of another person or entity; (c) resulting from a material breach of this Agreement by the Indemnifying Party; or (d) resulting from a misrepresentation by the Indemnifying Party or the failure of the Indemnifying Party to comply with laws applicable to the performance of its obligations under this Agreement. The Indemnifying Party shall indem nify and hold harmless the Indemnified Parties for, from and against any and all liabilities, losses, damages, judgments, awards, fines, penalties, costs and expenses (including reasonable attorneys’ fees and defense costs) incurred by or levied against any Indemnified Party as a result of any such claims. This indemnity shall not be limited by reason of any insurance coverage requirements or any other limitation on liability set forth in this Agreement. Nothing herein contained will be construed as prohibi ting any of the Indemnified Parties from retaining their own legal counsel and defending any action or suits brought against them and, in such event, the Indemnified Parties will be liable for their respective costs and fees incurred in defense of any such claim, action or suit; provided, however, that the Indemnifying Party shall be responsible for such costs and fees in the event the Indemnified Party retains its
MEMORANDUM OF UNDERSTANDING NO. 24-08
own legal counsel as a result of either (i) the availability, as advised by counsel, of legal defenses which are different from or in addition to those available to the Indemnifying Party and which cannot be lawfully asserted by the Indemnifying Party pursuant to its indemnification obligations, or (ii) the Indemnifying Party, after receiving notice of the Indemnifying Party’s indemnification obligation and within a period of time necessary to preserve any and all defenses to any claim asserted, fails to as sume the defense or to employ counsel for that purpose reasonably satisfactory to such Indemnified Party. The Parties agree that this provision will survive the expiration or termination of this Agreement.
8. Liability Insurance. The Organization shall obtain and maintain throughout the term of this Agreement, insurance in the following amounts:
a. The CITY shall be specifically name as co- insured on the policy with respect to liability arising out of the operation, condition, use or occupancy of the Facility and all areas appurtenant thereto including parking areas. Should any of the above-described policies be canceled therefore the expiration date of the Agreement, a 30- day cancellation notice shall be submitted to the City. The Organization shall also file the certificates of insurance with the CITY establishing compliance with this Section prior to its exercise of the privileges there in granted. b. The procuring of such required policy or policies of insurance shall not be construed to limit the Organization’s liability hereunder or to fulfill the indemnification provision and requirements of this MOU. Notwithstanding said policy or policies of insurance, the Organization shall be obligated for the full and total amount of damage, injury, or loss caused by negligence or neglect connected with this MOU or with use or occupancy of the Facility.
Organization is self-insured, as to the required types and levels of coverage, and shall provide the City with a written acknowledgment of its self-insured status prior to disbursement of any Grant funds. If Organization abandons its self-insured status at any time after execution of this Agreement, Organization shall immediately notify the City, and shall promptly comply with the insurance coverage requirements under this section 8 and its subdivisions.
9. Compliance with Applicable Law . The Organization agrees to fully comply with all applicable federal, state, and local laws, regulations, and permits in carrying out the purposes and activities contemplated by this MOU.
10. Termination.
a. Termination Without Cause: Either Party shall have the right to terminate this MOU, in whole or in part, and all rights granted hereunder, without cause and for any reason whatsoever upon thirty (30) days’ advance notice (“Termination Without Cause”). In such event, the Organization shall cause to be removed all its
MEMORANDUM OF UNDERSTANDING NO. 24-08
equipment, gear, supplies, and tangible personal property located in the Facility within said thirty (30) day notice period.
b. Termination for Cause: the City shall have the exclusive right to terminate this MOU, in whole or in part, for a violation of its terms, as judged in the sale and absolute discretion of the City, with five (5) days’ advanced notice to the Organization (“T ermination for Cause”). Termination for Cause shall become effective upon the date indicated in the notice to the Organization, and the Organization shall immediately remove its equipment, gear, supplies, and tangible personal property located in the Facility.
c. Any equipment, gear, supplies, and tangible personal property not removed from the Facility in accordance with this Section shall be deemed abandoned.
11. Independent Contractor; Relationship.
a. The Organization is and shall, at all times, remain as to the City a wholly independent agency. Neither the C ity nor any of its elected officials, officers, employees, or agents shall have control over the conduct of the Organization except as expressly set forth in this MOU . The Organization (nor its officials, agents, sub- contractors, employees or volunteers), shall at any time or in any manner represent that it is in any manner an elected official, officer, employee, or agent of the C ity. No employee benefits shall be available to the Organization in connection with the performance of this MOU. Except as provided in this MOU , the City shall not pay salary, wages, or other compensation to the Organization for performance hereunder for the C ity, the City shall not be liable for compensation to the Organization, the Organization’s employee s or the Organization’s sub -contractors for injury or sickness arising out of performing services hereunder.
b. The Parties further acknowledge and agree that nothing in this MOU shall create or be construed to create a partnership, joint venture, employment relationship or any other relationship except as set forth in this MOU .
c. The City shall not be responsi ble for deducting 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 compensati on paid to the Organization. The City shall have no responsibility to provide the Organization, its employees or sub-contractors with workers’ compensation insurance or any other insurance.
MEMORANDUM OF UNDERSTANDING NO. 24-08
12. CalPERS Annuitants and Eligibility Indemnity.
a. If the Organization is a California Public Employees’ Retirement System (“CalPERS”) annuitant, the Organization must provide the City with written notification of such fact a minimum of 14 calendar days prior to commencement of services under this MOU . Failure to provide such notification may result in termination of the MOU, and any penalties or other costs relating thereto shall be borne by the Organization. If this MOU remains in place, the Organization shall execute any amendment(s) to this MOU requested by the City in order to comply with all laws and regulations applicable to CalPERS annuitants.
b. In the event that the Organization or any employee, agent, or subconsultant of the Organization providing services under this MOU claims or is determined by a court of competent jurisdiction or CalPERS to be eligible for enrollment in CalPERS as an employee of the C ity, the Organization shall indemnify, defend, and hold harmless the C ity for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of the Organization or its employees, agents, or subconsultants, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of the City.
c. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, the Organization and any of its employees, agents, and subconsultants providing service under this MOU shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by the C ity, including but not limited to eligibility to enroll in PERS as an employee of the C ity and entitlement to any contribution to be paid by the C ity for employer contribution and/or employee contributions for PERS benefits.
13 . Notices. Any notices required under this MOU shall be deemed received on:
(i) the day of delivery if delivered by hand, facsimile, email, or overnight courier service during regular business hours; or (ii) on the third (3rd) business day following deposit in the United States mail if delivered by mail, postage prepaid, to the addresses listed below (or to such other addresses as the Parties may, from time to time, designate in writing):
If to CITY: City of Montebello
Attn: Angélica Palmeros, Assistant Director of Fire Department 1600 W Beverly Blvd.
Montebello, CA 90640
(323) 887-4558
[email protected]
MEMORANDUM OF UNDERSTANDING NO. 24-08
If to ORGANIZATION: Adventist White Memorial Montebello Attn: Administration
309 W. Beverly Blvd.
Montebello, California 90640
14. Warranty. The Organization affirms and acknowledges that it has received independent legal advice from its attorneys with respect to this MOU or been provided with an opportunity to receive independent legal advice. The Organization also affirms and acknowledges t hat it has carefully read through the provisions of the MOU and understands its contents, including the waivers and releases provided herein, and freely and voluntarily agrees to abide by and be bound by the terms of this MOU.
15. Governing Law and Venue. This MOU and all matters relating to it shall be governed by the laws of the State of California and any disputes or actions regarding this MOU shall be brought in a court of competent jurisdiction in the County of Los Angeles in the State of California.
16. Non -Discrimination. The Organization shall not unlawfully discriminate against any participant, employee, subconsultant, or employment applicant because of race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition or sexual orientation to the extent allowed by applicable law.
17. Severability. Should any provision of this MOU be held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions of this MOU shall remain in full force and effect.
18. Entire Agreement . All documents referenced as exhibits in this MOU are hereby incorporated in this MOU. In the event of any material discrepancy between the express provisions of this MOU and the provisions of any document incorporated herein by reference, the provisions of this MOU shall prevail to the extent necessary to resolve the discrepancy. No verbal or implied representations shall be considered to be part of this MOU.
19. Amendments. Amendments to this MOU shall be effective and binding only if made in writing and executed by the City and Organization.
20. Counterparts. This MOU may be signed in any one or more counterparts all of which taken together shall be but one and the same agreement.
[SIGNATURE PAGE TO FOLLOW]
MEMORANDUM OF UNDERSTANDING NO. 24-08
MEMORANDUM OF UNDERSTANDING NO. 24-08
TO EFFECTUATE THIS AGREEMENT , the parties have caused their duly authorized representatives to execute this Memorandum of Understanding on the Effective Date set forth above.
CITY OF MONTEBELLO
(the “City”)
WHITE MEMORIAL MEDICAL CENTER
DBA ADVENTIST HEALTH WHITE
MEMORIAL MONTEBELLO
(the “Organization”)
By: __________________________
Raul Alvarez, City
Manager
Date: ________
By: __________________________
Francis “Chip” Owens
Treasurer
Date: ________
ATTEST:
____________________________
Christopher Jimenez,
City Clerk
APPROVED AS TO FORM:
_____________________________
Arnold M. Alvarez-Glasman,
City Attorney
Attachment B – Budget
ITEM # 14
CITY OF MONTEBELLO
CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager
BY: John Soria, Director
SUBJECT: AWARD PROFESSIONAL SERVICES AGREEMENT NO. 4231 TO THE CENTER FOR TRANSPORTATION AND THE ENVIRONMENT, INC.
FOR THE ZERO-EMISSION BUS FACILITIES AND FLEET TRANSITION PLAN
DATE: October 23, 2024
RECOMMENDATIONS:
It is recommended that the City Council:
1. Award Professional Services Agreement No. 4231 to the Center for Transportation and the Environment, Inc. (CTE), for the Zero-Emission Bus Facilities and Fleet Transition Plan in a total not-to-exceed amount of Eight Hundred Ninety-Four Thousand, Twenty-One Dollars ($894,021); and
2. Authorize the City Manager to execute and finalize Agreement No. 4231 on behalf of the City of Montebello with CTE; and
3. Amend the Fiscal Yea 2024-25 budget by increasing appropriations by $894,021 in Account No. 600-90-900-6040.95 (Transit Fund, Transit Administration, Other Professional Services); and
4. Take such additional, related, action that may be desirable
FISCAL IMPACT:
On October 10, 2024, the Center for Transportation and the Environment, Inc. (CTE) submitted a best and final value contract pricing of $894,021 (Attachment A). The final project cost was determined following a Best and Final Offer (BAFO) meeting to discuss the terms and services outlined in CTE’s proposal. During these discussions, the vendor chose not to amend their initial proposal but provided staff clarity on the value of their service for the project cost. The project will be funded utilizing Transit Fund operating appropriations (Account No. 600-90-900-6040.95, Transit Fund, Transit Administration,
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
Other Professional Services). Staff is requesting City Council approval to increase FY 2024-25 Budget appropriations by $894,021 to incorporate the estimated cost of the Project.
BACKGROUND/DISCUSSION:
On July 25, 2024, the City published Request for Proposals (RFP) No. 24-21 (Attachment B) to solicit services from highly qualified consultants with the ability to conduct a comprehensive assessment of Montebello Bus Lines’ (MBL) facility and operation and provide recommendations on equipment, technology, and programs. In addition, the consultant will provide recommendations and guidance for activities specific to hydrogen fuel storage, monitoring, dispensing, fire suppression, and infrastructure modifications to existing facilities to accommodate daily fueling and maintenance.
RFP No. 24-21 was published to invite proposals using PlanetBids.com, Transittalent.com, and The Wave publication. Prospective proposers were provided with the opportunity to submit questions and concerns, and corresponding answers were published using the City’s advertising platform, PlanetBids.com. All proposals were due on Thursday, August 29, 2024. MBL received four (4) responsive proposals from the following vendors: CTE, Krueger Transport LLC, Crystallogy Consulting, Inc., dba Crystallogy Engineering, and The Adept Group, Inc.
ENVIRONMENTAL:
N/A
ANALYSIS:
On September 4, 2024, an Evaluation Committee comprised of three (3) raters (Transportation Department and Public Works Department staff) evaluated the proposals. The Evaluation Committee was asked to rate the proposals using the criteria as follows:
The Evaluation Committee’s total score for each proposal was determined as follows:
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
CTE was selected based on a review of the qualitative attributes (Project Management Plan, Proposed Project Team, Experience and Qualifications, Technical Approach, and Cost Proposal) presented in their proposal (Attachment C). The Evaluation Committee indicated that CTE submitted the most responsive and complete proposal. In addition, CTE provided a comprehensive, quality proposal that demonstrated to the Evaluation Committee that CTE can meet the requirements outlined in RFP No. 24-21.
Moreover, CTE provided a very detailed Project Management (PM) plan that addresses critical activities for the successful planning and deployment of the zero-emission (ZE) facility and fleet. The proposal emphasized CTE’s ability to guide the entire project using established control and risk management procedures specifically designed for ZE bus projects. In addition, CTE is committed to providing a high-level schedule as part of the proposal process that includes estimated durations for all project tasks. This will provide MBL with transparency and familiarity with project updates, assigned tasks, and reported schedules.
CTE’s consulting team has over 35 years of experience completing projects like or of the same magnitude. CTE clearly demonstrated their work with neighboring California transit agencies (LA Metro, Foothill Transit, OCTA, Gold Coast Transit District) to develop similar programs. CTE’s consulting team recently designed and built a hydrogen fueling station at Foothill Transit’s Pomona Operation and Maintenance Facility for an initial deployment of thirty-three (33) Fuel Cell Electric Buses (FCEBs). In addition, CTE is a founding partner of The Alliance for Renewable Clean Hydrogen Energy Systems (ARCHES), which is California’s statewide Hydrogen Hub Program. Through this program, CTE plans to lead the 1,000-Bus Initiative, which will deploy 1,000 FCEBs throughout California.
Acknowledging these facts, staff recommend that the City Council consider awarding Agreement No. 4231 to CTE, in response to the Zero-Emission Bus Facilities and Fleet Transition Plan, RFP No. 24-21.
SUMMARY:
Staff recommends that the City Council award Agreement No. 4231, attached hereto in substantial form (Attachment D), to CTE for the Zero-Emission Bus Facilities and Fleet Transition Plan, in response to RFP No. 24-21, for a total not-to-exceed amount of $894,021; authorize the City Manager to execute and finalize Agreement No. 4231 on behalf of the City and make any amendments thereto; amend the FY 2024-25 budget by
CITY COUNCIL AGENDA REPORT - MEETING OF OCTOBER 23, 2024
increasing appropriations by $894,021 in Account No. 600-90-900-6040.95 (Transit Fund, Transit Administration, Other Professional Services); and direct staff to take such additional, and related, action that may be desirable.
ATTACHMENT(S)
1. Attachment A – BAFO Price Sheet
2. Attachment B – Request for Proposal (RFP) No. 24-21
3. Attachment C – CTE Proposal
4. Attachment D – Draft Agreement No. 4231
October 10, 2024
Mr. Rohan Anderson
City of Montebello
400 S. Taylor Ave.
Montebello, CA 90640
Dear Mr. Anderson:
Thank you for the opportunity to provide our Best and Final Offer (BAFO) for the City of Montebello Zero-Emission Bus Facilities and Fleet Transition Plan (RFP No. 24-21). I believe CTE would provide unparalleled experience to the City of Montebello in conducting an in-depth assessment of your facilities and providing consultation and guidance in the transition to a hydrogen-powered fleet.
We developed our quote based on the tasks and related labor hours we believe are required to meet your objectives. As such, our original cost proposal represents our best and final offer. However, as part of this BAFO, CTE is offering pricing for optional services in support of the deployment of fuel cell electric buses.
We have included costs for the optional services on a revised Cost Proposal Sheet (Exhibit D from original proposal) for your consideration.
CTE is excited for the opportunity to work with the City of Montebello and appreciate your consideration of our BAFO. Please let me know if you have any questions regarding the options or would like to discuss in more detail. You can reach me at 404-518-2322 or contact Todd Walton at 478-334- 4049.
Sincerely,
Daniel J. Raudebaugh
Executive Director
Center for Transportation and the Environment
730 Peachtree Street, Suite 450
Atlanta, GA 30308
Attachments
ATTACHMENT A
RFP No. 24-21
40 EXHIBIT D
RFP No. 24-21
ZERO-EMISSION BUS FACILITIES AND FLEET TRANSITION PLAN
COST PROPOSAL SHEET
In accordance with the Request for Proposal issued by the City of Montebello Transportation Department), the undersigned proposing company (“Consultant/Proposer”) hereby agrees to furnish all necessary labor, materials and incidentals required for the above stated contract as set forth in the Scope of Work and any addenda thereto, and to perform all work in the manner and time prescribed therein.
PHASE I WORK PLAN
TASK 1: Assessment and Project Work Plan, and Master Calendar $ TASK 2: Mobile Hydrogen Fueling Station Request for Proposal (RFP) $ TASK 3: Project Management & Equipment Delivery Consulting Services $ TASK 4: Training and Support $
SUB-TOTAL PRICE $
PHASE II WORK PLAN
TASK 1: Develop a Permanent Zero-Emission Bus Facilities and Fleet Transition Plan $
TASK 2: Source Grant Funding $
TASK 3: Procurement Assistance $
TASK 4: Project Management $
SUB-TOTAL PRICE $
TOTAL FIRM-FIXED PRICE $
Contact Information:
Name & Job Title:
Business Name:
Address:
City, State, Zip Code:
Phone Number:
E-mail Address:
Authorized Signature: Date:
List other costs/fees: Description
Buy America Audits (Pre & Post) $17,000.00 Periodic Quality Assurance Audits & Inspections $55,000.00 October 10, 2024
Center for Transportation and the Environment
Dan Raudebaugh, Executive Director
730 Peachtree Street NE, Suite 450
Atlanta, GA 30308
404-518-2322
[email protected]
125,100.00
119,900.00
147,360.50
62,200.00
454,560.50
84,700.00
60,000.00
147,400.00
147,360.50
439,460.50
894,021.00
City of Montebello
REQUEST FOR PROPOSALS (RFP) No. 24-21
ZERO-EMISSION BUS FACILITIES AND FLEET TRANSITION PLAN
July 25, 2024
ONLINE PROPOSAL SUBMITTAL ONLY THROUGH PLANET BIDS
NOTE: Updates, changes, or addendums to the RFP are posted at:
https://pbsystem.planetbids.com/portal/33072/portal-home
ATTACHMENT B
RFP No. 24-21
2 TABLE OF CONTENT
Section Page(s)
INTRODUCTION 4
COVER LETTER 5
TIMETABLE & SCHEDULE OF EVENTS 6
PROPOSAL SUBMISSION CHECKLIST 7
SECTION 1 - INSTRUCTIONS TO PROPOSERS 8
Proposal Format and Submittal
Examination of Proposal Documents
SECTION 2 - GENERAL TERMS AND CONDITIONS 9-16 Addenda
Clarifications
Discrepancies and Misunderstandings
Withdrawals of Proposal
References
Proposal Signatures
Pre-Contractual Expenses
City of Montebello Rights
Licensing, Permits, and Taxes
Responsibility for Compliance with Legal Requirements
Confidentiality and Public Record
Joint Offers
Company Personnel
Single Proposal Response
Protest Procedures
Incorporation of Proposal into Agreement
Time of Completion
Payment
Contract Documents
Scope of Contract
Performance of Work
Award of Contract
Point of Contact
Evaluation of Proposals
Proposal Evaluation Criteria
SECTION 3 - QUALIFICATIONS 17
SECTION 4 - SCOPE OF WORK 18-21
SECTION 5 - FORM OF CONTRACT (SAMPLE) 22- 32
RFP No. 24-21
3 SECTION 6 - FORMS AND CERTIFICATIONS 33-44 Letter of Transmittal
Exhibit A - Indemnification and Hold Harmless Agreement and Waiver of Subrogation and Contribution
Exhibit B – References
Exhibit C – Insurance
Exhibit D – Cost Proposal Sheet
Exhibit E - Disadvantaged Business Enterprise Participation Exhibit F – Bidder’s List of Subcontractor (DBE and Non- DBE)
RFP No. 24-21
4 INTRODUCTION
The City of Montebello (City), Montebello Bus Lines (MBL), is soliciting proposals from qualified consultants to assist MBL with the development of a Zero-Emission (ZE) Bus Facilities and Fleet Transition Plan in accordance with MBL’s Zero-Emission Bus (ZEB) Rollout Plan. The consultant selected will conduct an in -depth assessment of MBL’s facilities and operation and provide recommendations on the best types of equipment, technology, and programs. In addition, the consultant will provide recommendations and guidance for activities specific to hydrogen fuel storage, monitoring, dispensing, fire suppression, and infrastructure modifications to existing facilities to accommodate for daily fueling and maintenance.
PURPOSE
The purpose of this solicitation is to assist MBL with implementing hydrogen fueling and maintenance solutions in accordance with MBL’s ZEB Rollout Plan. The consultant will develop a two (2) phase transition plan that provides strategies to accommodate MBL’s transition to a ZE fleet in alignment with the City’s commitment to invest in innovative, cutting -edge technology required to support the sustainable electrification of transportation. In addition, this transition plan will ensure that MBL aligns with the Sustainable Communities and Climate Protection Program (SB 375), which creates initiatives for increased development of transit-oriented communities, better-connected transportation, and active transportation. The consultant will ensure MBL is compliant with federal grant requirements.
OBJECTIVES
To solicit proposals f rom consultants to provide consulting services to assist MBL with a ZE Bus Facilities and Fleet Transition Plan as follows:
Phase I: consulting services that will result in a Request for Proposals (RFP) for a mobile hydrogen fueling station, maintenance facility modifications, equipment delivery, project management, and hydrogen training and support for MBL personnel.
Phase II: Develop a permanent transition plan for a hydrogen fueling station and maintenance facility, source grant funding, procurement assistance (develop a permanent ZE Bus Facilities and Fleet RFP), project management, and training and support for MBL personnel.
RFP No. 24-21
5 DATE: July 25, 2024
ATTENTION: PROSPECTIVE PROPOSERS
SUBJECT: REQUEST FOR PROPOSAL (RFP) NO.24-21
TITLE: CITY OF MONTEBELLO (CITY) and MONTEBELLO BUS LINES (MBL) Zero-Emission Bus Facilities and Fleet Transition Plan
The City of Montebello (City), Montebello Bus Lines (MBL), is soliciting proposals (Proposals) from highly qualified consultants (Consultants) to assist MBL with the development of a Zero-Emission (ZE) Bus Facilities and Fleet Transition Plan for MBL’s fuel cell electric bus (FCEBs) project.
A Pre-Proposal Meeting will be held on Tuesday, August 6, 2024. The meeting will convene at 10:00 AM Pacific Standard Time in the Transportation Building located at 400 South Taylor Avenue, Montebello.
All correspondence, communications, and contact concerning any aspect of this solicitation or offers shall be only with the following person [or his designated representative if applicable] (hereinafter, the “City’s Point of Contact”).
Name: Rohan Anderson
Title: Transit Administration Manager
Address: 400 S. Taylor Ave.
Montebello, CA 90640
Telephone: (323) 558-1625 ext.104
E-mail: [email protected]
Only substantive inquiries will receive a response. All substantive questions submitted in writing as outlined below will be responded to according to the guidelines contained herein. Responses will be in writing and will be provided to all prospective proposers and placed on the City’s website. Responses to questions or comments regarding this RFP provided by any other department, or employee, other than the contact person set forth above shall not be considered valid and the City will not be bound by any such comments or responses. Inquiries received via telephone or orally in person will not receive a response.
Proposals must be received by 3:00 PM Pacific Standard Time , on Thursday, August 29, 2024, and submitted in accordance with the instructions contained in this RFP. No exceptions will be granted regardless of reason or circumstances. All Proposals must contain an original signature by an authorized officer of the company.
The successful proposer will be required to comply with all applicable Equal Opportunity Laws and Regulations. The City hereby notifies all prospective proposers that the City will require each proposer affirmatively demonstrate that Disadvantaged Business Enterprises are afforded full opportunity to participate in the performance of contracts and subcontracts financed in part or whole under this RFP and will not be discriminated against on the grounds of race, color, gender, age, or national origin in consideration for an award.
The City reserves the right to reject any or all Proposals, to accept all or any part of any proposal, to waive any informality or minor irregularities in any proposal received to the extent permitted by law and where
RFP No. 24-21
6 such action best serves the interest of the City, and to be the sole judge of the merits of the respective proposal received.
The City is committed to ensuring that no person is excluded from participation in or denied the benefits of its programs and/or services based on race, color, or national origin per FTA Circular 4704.1 and Title VI of the Civil Rights Act of 1964, as amended ("Title VI"). In addition to Title VI, MBL also prohibits discrimination based on sex, age, or disability.
Any person who believes he or she has been subjected to discrimination under Title VI can file a complaint with MBL. For more information on MBL’s Civil Rights Program, and the procedures to file a complaint, contact:
Name: John Soria
Title: Acting Director of Transportation
Address: 400 S. Taylor Ave.
Montebello, CA 90640
Telephone: (323) 558-1625, ext. 1315
Fax Number: (323) 887-4643
E-mail: RideMBL.com
You may also contact the Federal Coordination and Compliance Office, Civil Rights Division at the Title VI Hotline: 888-TITLE-06 (888-848-5306) or send a letter to:
U.S. Department of Justice
Civil Rights Division
Federal Coordination and Compliance Section, NWB
950 Pennsylvania Avenue, N.W. Washington, D.C. 20530
More information on Title VI is available from the Justice Department online at www.justice.gov
TIMETABLE & SCHEDULE OF EVENTS
Scheduled Tasks Scheduled Date
Issuance of RFP Thursday July 25, 2024
Pre-Proposal Meeting Tuesday August 6, 2024, at 10:00 AM PST Deadline to Submit Questions Tuesday August 13, 2024, at 3:00 PM PST Responses to Questions Provided Tuesday August 20, 2024 Deadline to Submit Proposals Thursday August 29, 2024, at 3:00 PM PST Presentations & Intent to Award Week of September 9, 2024
RFP No. 24-21
7 PROPOSAL SUBMISSION CHECKLIST
This checklist must be completed and returned with the Proposal. Failure to return this checklist may be cause for considering the Proposal non-responsive.
Description Section/
Page
Proposer shall
initial here
1 Proposal Page # 8
2 Letter of Transmittal Page # 33
3 Licensing, Permits, Certificates, and Taxes Page # 11 4 Indemnification and Hold Harmless Agreement and Waiver of Subrogation and Contribution
Exhibit A
5 References Exhibit B
6 Insurance Exhibit C
7 Cost Proposal Sheet Exhibit D
8 Disadvantaged Business Enterprise Participation Exhibit E 9 Bidder’s List of Subcontractor (DBE and Non-DBE) Exhibit F
OPTIONAL ITEMS
10 Requests for exceptions or deviations. Page # 8
Company Name:
Name of Proposer initialing document (print):
The email address of Company Contact:
Signature:
Title:
Date:
RFP No. 24-21
8 SECTION 1 - INSTRUCTIONS TO PROPOSERS
PROPOSAL FORMAT AND SUBMITTAL
Proposals can be submitted via the https://pbsystem.planetbids.com/portal/33072/portal-home Portal (accessed through the City of Montebello’s official website at https://cityofmontebello.hosted2.civiclive.com/cms/One.aspx?portalId=58756&pageId=84839) up to the hour of 3:00 p.m. on Thursday, August 29, 2024.
All Proposals must contain an original signature by an authorized officer of the company. Proposals received after the above-listed date and time will not be considered.
Proposals shall not include a photocopy of the following:
· INSTRUCTIONS TO PROPOSERS
· QUALIFICATIONS
· SCOPE OF WORK
Proposals shall be typed, single -spaced, and submitted on 8 1/2“x11” paper. Proposals shall not include any unnecessarily elaborate or promotional material. Proposals may not be modified or corrected after being opened unless an addendum is issued requesting resubmissions. Proposals will not be valid until all information has been verified and the proposers' references have been checked. All Proposals shall be accompanied by a completed and signed Letter of Transmittal provided as a part of this RFP.
All requests for exceptions or deviations because of this RFP shall be identifiable by a separate section of the proposer’s submitted Proposal for review by the City. It shall be the right of the City to accept or reject any portion of the submitted requests.
Proposals shall be submitted in accordance with the form prescribed herein. Failure to respond in this manner may render the Proposal non -responsive. Unauthorized conditions, limitations, or provisions attached to a Proposal will render the Proposal non -conforming and non -responsive and may cause its rejection. The completed Proposal shall be without interlineations, alterations, or erasures. Proposer s submitting basic conforming Proposals may choose to submit alternate Proposals as complete and separate offers if the alternate Proposal offers technical or other improvements or modifications, which are to the overall benefit to the City. All alternate P roposals must be submitted in writing and included with the original proposal, conforming to the requirements as stated herein. No verbal modifications will be accepted.
Proposal documents shall be deemed to include by reference each one of the following:
1. Request for Proposal (RFP)
2. Addenda to RFP
3. Supplements to RFP
4. All other required forms
RFP No. 24-21
9 EXAMINATION OF PROPOSAL DOCUMENTS
By submitting a Proposal, proposer represents that: (1) Proposer has thoroughly examined and become familiar with the Scope of Work required under this RFP, (2) Proposer comprehends all conditions that may impact the Proposal, (3) Proposer has reviewed all addenda, and (3) Proposer is capable of providing the equipment, goods , and services necessary to perform the Scope of Work and/or meet the specifications outlined in this RFP, in a manner that meets the City’s objectives. Failure to examine the documents and inform itself shall be at the proposers’ own risk. A proposer shall have no claim against the City based upon ignorance of or misunderstanding of the RFP documents. Once the award has been made, failure of a proposer to have read all the conditions, instructions and the agreement shall not be a cause to alter any term of the agreement, nor shall such failure provide valid grounds for a proposer to withdraw its Proposal or to seek additional compensation.
SECTION 2 – GENERAL TERMS AND CONDITIONS
ADDENDA
Any changes made by the City to the requirements in this RFP will be made by written addenda. Any written addenda issued to this RFP shall be incorporated into the terms and conditions of any resulting Agreement. The City will not be bound by any modificat ions to or deviations from the requirements outlined in this RFP as the result of oral instructions. The City reserves the right to revise or withdraw this RFP at any time and for any reason.
CLARIFICATIONS
Should a proposer require clarifications of this RFP, the proposer shall notify the contact person identified in this RFP 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 PlanetBids.com web page.
All questions, clarifications, or comments must be submitted to or no later than 3:00 pm, Tuesday, August 13, 2024. No questions will be answered individually by the City or Transportation Departments.
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 proposers in accordance with the procurement schedule for this RFP. 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
RFP No. 24-21
10 DISCREPANCIES AND MISUNDERSTANDINGS
Proposing companies must satisfy themselves by personal examination of any worksite, drawings, Scopes of Work, 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 company shall at any time, after submission of the Proposal, 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 complet ion 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 Buyer , and clarified before the submission of Proposals.
WITHDRAWAL OF PROPOSALS
Proposers may withdraw their Proposals in writing, provided that such requests are received by the City before the scheduled deadline for Proposal submission or within six months following the scheduled deadline for Proposal submission when no contract has been awarded.
REFERENCES
All reference information requested in this RFP and specified in the form included in this RFP must be submitted with the Proposal. Refer to Exhibit “B”.
At the discretion of the Evaluation Committee, the City may elect to perform site visits at the proposer’s customer locations. These optional site visits will be in addition to any presentations and/or technical demonstrations. Some or all RFP Evaluation Committee members would travel, at City expense, to sites at which finalist proposers are performing like services. The purpose of such visits shall be to provide the evaluation team with an increased understanding of the process and assess the proposer’s implementation and performance.
PROPOSAL SIGNATURES
If an individual makes the Proposal, it shall be signed, and the full name and address of the proposer shall be given.
If a partnership makes the Proposal, 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 Proposal, 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 Proposal. A certified letter is to be included in the Proposal 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 proposer in:
· Preparing the Proposal in response to this request
RFP No. 24-21
11 · Submitting that Proposal to the City
· Negotiating with the City any matter related to this Proposal, and/or · Any other expenses incurred by the proposer 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 Proposals for no reason or any reason including but not limited to the following:
a. The proposal is incomplete, non -responsive, obscure, irregular , or lacking necessary detail and specificity.
b. The proposer, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services.
c. The proposer 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 Proposal that, in the opinion of the City, is so unbalanced in comparison to other Proposals 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 Proposal.
4. Cancel the entire RFP.
5. Issue subsequent RFPs.
6. Waive any errors or informalities in any Proposal, to the extent permitted by law.
LICENSING, PERMITS, AND TAXES
The proposer 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 proposer. The successful proposer is liable for all taxes due because of the contract.
RESPONSIBILITY FOR COMPLIANCE WITH LEGAL REQUIREMENTS
The Proposer’s products, services, and facilities shall be in full compliance with all applicable Federal, State, and local regulations, standards, and ordinances, regardless of whether they are referred to in the RFP.
CONFIDENTIALITY AND PUBLIC RECORD
All proposers are hereby put on notice that each Proposal received shall become the exclusive property of the City. Notwithstanding authorized exemptions and privileges, each Proposal 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 so by law.
JOINT OFFERS
Where two or more proposers desire to submit in response to this RFP, they shall do so on a prime -sub consultant basis rather than as a joint venture. The City of Montebello intends to contract with a single firm and not with multiple firms doing business as a joint venture. Any Proposal submitted on behalf of any form of a joint venture or partnership between two (2) existing proposers may be considered collusive and may be rejected as non-responsive.
RFP No. 24-21
12 COMPANY PERSONNEL
It shall be the burden of the successful proposer 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 proposer. Personnel shall not be employees of or have any contractual relationship with the City. Successful proposer’s personnel shall always conduct themselves in a professional manner to all City employees. Rude or discourteous behavior by the successful proposer will not be tolerated and the offense can be justification for termination of the contract. All sub -Consultants of successful proposer shall abide by all the requirements outlined in this section.
SINGLE PROPOSAL RESPONSE
If only one Proposal is received in response to this RFP, a detailed cost/price proposal may be requested of the proposer. 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, the proposer 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.
PROTEST PROCEDURES
All protests must be filed in accordance with the following:
1. The protest must be in writing and identify the solicitation (RFP) 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 RFP shall be received no later than ten (10) days before the Proposal due date; or within five (5) days after proposal 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 contact person 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.
INCORPORATION OF PROPOSAL INTO AGREEMENT
This RFP and the proposer’s response, including all promises, warranties, commitments , and representations made in the successful Proposal, shall be binding, and incorporated by reference in the City’s contract with the successful proposer.
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 Request for Proposal. In case the services under the terms of these provisions and related purchase contract shall be necessarily delayed
RFP No. 24-21
13 because of a strike, injunctions, government controls, or by reasons of any cause or circumstances beyond the control of the awarded consultant (or “consultant”), the time of completion shall be extended by a number of days to be determined in each instance by mutual agreement between consultant and MBL.
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.
Payment Schedule: Monthly
Provide (1) One invoice monthly.
CONTRACT DOCUMENTS: ORAL CHANGES / CONTRACT TERMINATION
Oral Changes: Oral changes and oral change orders are not permitted. All proposed changes must be submitted in writing to, and approved by, MBL prior to becoming a Contract modification.
Contract Termination: MBL may terminate any resulting Contract for convenience at any time by giving the consultant written notice thereof. Upon termination, MBL shall pay the consultant his allowable cost incurred to the date of termination, and those costs deemed reasonably necessary by MBL to affect such termination, determined in accordance with Part 1 -8.705-1 of the Federal Procurement Regulations (41CFR 1 -8) or other applicable portion(s) of said Regulations. In addition, MBL shall pay the consultant a percentage of the project, which relates to Contract work accomplished to date of termination. The effective date of termination shall be the date of Notice of Termination.
In the event the consultant breaches the terms or violates the conditions of the contract, and does not within ten days, thereafter, cure such breach of violation, MBL may immediately terminate the Contract for default. Consultant shall be liable for any and all costs incurred by MBL because of such default.
SCOPE OF CONTRACT
Consultant shall provide all services necessary as per the Scope of Work described in this Request for Proposal.
PERFORMANCE OF WORK
It is the intent of these specifications to provide only services of the highest quality. The cost to be quoted and submitted shall include all items of service and any other costs necessary to fully complete the work according to the provisions. It is the aim of these specifications that the consultant provides complete services of the type prescribed. Any items omitted from such specifications that are necessary for the completion of such services shall be considered a portion of such services, although not directly specified or
RFP No. 24-21
14 called for in these specifications. No advantage shall be taken by the consultant in the omission of any detail which goes to make the services complete, even though such detail is not mentioned in these specifications.
AWARD OF CONTRACT
The contract resulting from this RFP will be awarded to the responsive and responsible proposer whose proposal, conforming to the requirements of the RFP, is determined to be the most advantageous (“Best Value” as described in the Federal Transit Administration Circular 4220.1F) to the City, based on the Evaluation Criteria. No agreement shall exist until the City Council, or the City Manager has awarded the Agreement, and it has been mutually executed. The City reserves the right to:
(a) Accept all or any part of a proposal;
(b) Reject any or all proposals for any reason;
(c) Waive any informality or minor errors to the extent permitted by law; (d) Award the Agreement as the interest of the City may require; (e) Cancel the entire RFP; or
(f) Issue subsequent RFP’s.
An Evaluation Committee comprised of MBL staff in accordance with the Proposal Evaluation Criteria set forth in the Evaluation Criteria section of this RFP, will evaluate all the proposals. During the evaluation period, the City may interview some or all the proposing firms. proposers should be aware; however, that award may be made without interviews or further discussions.
The City may negotiate contract terms with the selected proposer prior to award, and expressly reserves the right to negotiate with several proposers simultaneously and, thereafter, to award a contract to the Proposer offering the most favorable terms to the City. However, negotiations may or may not be conducted with proposers; therefore, the proposal submitted should contain the most favorable terms and conditions, since the selection and award may be made without discussion with any proposer.
No agreement shall exist until the City Council or City Manager has awarded the Agreement and it has been mutually executed. The City reserves the right to reject any and all Proposals for any reason, to waive any informality or minor errors as determined by the City in any Proposal and to award the Agreement as the best interests of the City may require. The award, if any, may be made by the City within ninety (90) calendar days after the opening of the Proposals.
Point of Contact
This RFP is issued by the City, and the Transit Administration Manager will be the sole point of contact (“Point of Contact”) during the RFP submission and procurement process. Communications initiated by respondents to this RFP with members of the City Council, or officers, personnel or employees of the City, other than as c oordinated by the Point of Contact, may be grounds for disqualification. Any inquiries or requests during this submission or procurement process shall be submitted in writing to the fol lowing Point of Contact:
City of Montebello Transportation Department
Attention: Rohan Anderson, Transit Administration Manager 400 South Taylor Ave, Montebello, CA 90640
(323) 558-1625 ext. 104
Email: [email protected]
RFP No. 24-21
15 If the Point of Contact determines a response to any such inquiry is warranted, said response will be issued to all prospective proposers via PlanetBids.com.
EVALUATION OF PROPOSALS
MBL uses a selection process in which proposals contain both price and qualitative components, and the award is based upon a combination of price and qualitative considerations. Qualitative considerations may include experience and qualifications, technical approach, quality of proposed personnel, and/or management plan. The award selection is based upon conside ration of a combination of technical and price factors to determine the offer deemed most advantageous to MBL.
An Evaluation Committee will be appointed to review all proposals. The committee will be comprised of MBL staff. Committee members will initially evaluate each proposal using the pass or fail criteria identified herein. Proposers who pass this first stage of testing will progress to the next step in the evaluation.
MBL will evaluate the offers based on the following criteria: Pass/Fail Criteria • Proposer has demonstrated the ability to meet the insurance requirements described in the Agreement. Proof of ability, for example a sample certificate with another agency, or a statement that the proposer can meet the insurance requirements in the RFP shoul d be attached to proposal.
• Proposer has demonstrated evidence of good standing. If the proposer is a corporation or limited liability company, provide evidence that it is in good standing in the state of its incorporation/organization and qualified to do business in California. If the proposer is a partnership or joint venture, provide such evidence for all partners or members. The evidence provided must be in the form of (i) an official certificate of good standing issued by the state of incorporation/organization and (ii) qualification to do business issued by the California Secretary of State. If the proposer is operating under a fictitious name or trade name, provide evidence that the proposer has filed for and/or registered the fictitious name with the county where the proposer’s business is located.
On the completion of the initial Pass/Fail review, the committee will evaluate proposals using the two - step process. Qualitative considerations will be reviewed and scored first without attention to the price.
The committee will then present the cost and price proposals and evaluate and score them a ccordingly.
During the qualitative evaluation, the committee, at its sole discretion, may contact any or all the proposers with specific questions or requests for clarif ication. After both the qua litative and cost/price proposals have been evaluated and scored, the committee will arrive at a “comprehensive proposal score” for each proposal. A list of top-ranked proposals within a competitive range will be developed based upon the total comprehensive scores provided by committee members. At this time, the committee may decide that the evaluation process is complete and submit a final recommendation to the Director of Transportation.
The committee may ask the proposers to consider the dialog of negotiations and revise their proposals. A deadline will be set for the submission of the revised proposals. If a proposer is unable to meet the deadline or chooses not to revise its proposal, its existing proposal will be rescored along with revised proposals in the same manner as the original proposals.
RFP No. 24-21
16 EVALUATION CRITERIA
Award will be made to the Offeror whose proposal offers the best value to the City. Proposals that meet the pass/ fail criteria now will be evaluated in accordance with the following criteria:
Qualitative Considerations
The proposer’s Qualitative Proposal will be evaluated based on the following factors, each having the weighted value set forth below:
1 Project Management Plan
The proposal shall contain a detailed explanation of the project and not a reiteration of the RFP itself. The information offered should be a compendium of the proposer’s knowledge of the standards outlined in the Scope of Work.
10 points
2 Proposed Project Team
Qualifications and experience of management and staff and other personnel; comprehensiveness of plan and team’s familiarity with the provision of ZE Bus Facilities and Fleet Transition Plans.
15 points
3 Qualifications and Experience
Demonstrate experience completing ZE Bus Facilities and Fleet Transition Plans of the same or similar magnitude. Presentation of a catalog of hydrogen consulting experience and expertise most advantageous to the City.
20 points
4 Technical Approach
Contractor will submit with their proposal a written plan of action. Plan of action shall include contact persons and schedule adherence, as well as invoicing process.
Understanding of the RFP requirements and illustrating the ability to meet performance o bjectives, compliance with all technical and administrative requirements, financial viability, accounting, and reporting.
35 points
TOTAL 80 points
Price Considerations
The Price proposals will be evaluated as follows:
5 Price
The proposer’s Price Proposal will be compared to the proposal with the Best Value to the City. The best value responsive price will receive the total weighted value for this criterion.
20 points
TOTAL 20 points
RFP No. 24-21
17 SECTION 3 – QUALIFICATIONS
DESIRED QUALIFICATION
The consultant shall possess the capability and expertise required to complete the following tasks:
A. Ability to conduct a resourceful in-depth examination of MBL’s existing operation.
B. Provide specialized knowledge of the transit environment including infrastructure, operational, and regulatory expertise to make recommendations and guidance for activities specific to hydrogen.
C. Complete quantitative and qualitative research and analysis on hydrogen fuel storage, monitoring, dispensing, fire suppression, and infrastructure.
D. Provide accurate and professional cost estimates and expense projections for a variety of goods and services associated with a ZE Bus Facilities and Fleet Transition Plan.
E. Demonstrate strong communication and coordination skills with MBL staff and outside parties in a constructive solution-focused style.
To be considered responsive to the RFP, firms must demonstrate that they meet the following minimum qualifications by providing a thorough response and verifiable evidence of compliance. Non -compliance with these requirements may disqualify your proposal from further consideration.
A. List and describe a minimum of three (3) projects or experiences, similar in nature to the Project contemplated in this RFP, which the proposer is currently performing or has performed within the last thirty-six (36) months.
B. The firm has not defaulted on a contract within the past five (5) years or declared bankruptcy or been placed in receivership or been denied credit within the past three (3) years.
C. The firm has not been assessed any penalties for non -compliance with any federal, state, local, city, or county labor laws and/or regulations within the past five (5) years.
D. The firm is currently not under investigation for any charge or claim for noncompliance with any federal, state, local, city, or county labor laws and/or regulations including, without limitation prevailing wage laws and apprenticeship laws.
E. Licensed to do business in the State of California. The firm can provide applicable Certifications (if required).
F. The firm possesses a professional staff with (5) years of knowledge and expertise to complete the ZE Bus Facilities and Fleet Transition Plan.
G. Financial capacity.
RFP No. 24-21
18 SECTION 4 – SCOPE OF WORK
The City of Montebello (City), Montebello Bus Lines (MBL), is soliciting proposals from qualified consultants to assist MBL with the development a Zero-Emission (ZE) Bus Facilities and Fleet Transition Plan in accordance with MBL’s Zero-Emission Bus (ZEB) Rollout Plan. The consultant selected will conduct an in-depth assessment of MBL’s facilities and operation and provide recommendations on the best types of equipment, technology, and programs. In addition, the consultant will provide recommendations and guidance for activities specific to hydrogen fuel storage, monitoring, dispensing, fire suppression, and infrastructure modifications to existing facilities to accommodate for daily fueling and maintenance.
PURPOSE
The purpose of this solicitation is to assist MBL with implementing hydrogen fueling and maintenance solutions in accordance with MBL’s ZEB Rollout Plan. The consultant will develop a two (2) phase transition plan that provides strategies to accommodate MB L’s transition to a ZE fleet in alignment with the City’s commitment to invest in innovative, cutting -edge technology required to support the sustainable electrification of transportation. In addition, this transition plan will ensure that MBL aligns with the Sustainable Communities and Climate Protection Program (SB 375), which creates initiatives for increased development of transit -oriented communities, better -connected transportation, and active transportation. The consultant will ensure MBL is compliant with federal grant requirements.
OBJECTIVES
To solicit proposals from consultants to provide consulting services to assist MBL with a ZE Bus Facilities and Fleet Transition Plan as follows:
Phase I: consulting services that will result in and RFP for a mobile hydrogen fueling station, maintenance facility modifications, equipment delivery, project management, and hydrogen training and support for MBL personnel.
Phase II: Develop a permanent transition plan for a hydrogen fueling station and maintenance facility, source grant funding, procurement assistance (develop a permanent ZE Bus Facilities and Fleet RFP), project management, and training and support for MBL personnel.
PHASE I WORK PLAN
Task 1: Operation Needs Assessment and Provide a Project Work Plan and Schedule - Provide technical services to support MBL’s transition to a ZE fleet up to 10 FCEBs. - Establish a project timeline.
- Final actual cost structure.
- Recommended mobile hydrogen fueling station trailer unit; self-contained that will provide liquid hydrogen storage capacity, and dispensing capabilities to fuel buses at 350 bars with minimal infrastructure upgrade to power the unit.
• Review and provide a comparative analysis of trailer configurations. - Proposed building plans/drawings must be reviewed by the Chief Building Official and City Engineer.
- Hydrogen infrastructure proposals must meet the building codes and hydrogen standards for the Areas Having Jurisdiction (AHJ) and any federal, state, local, and city permitting requirements. - Provide a detailed project work plan and schedule.
RFP No. 24-21
19 - Conduct the necessary research to integrate the fueling station with existing or future enterprise asset management (EAM) systems.
- Conduct community outreach to provide education of the transition to hydrogen fueling technology.
Task 2: Mobile Hydrogen Fueling Station and Maintenance Facility Modification (RFP) - Provide detailed specifications of suitable fueling solutions. - Identify a suitable fueling station location within the bus depot. - Proposal evaluation criteria and requirements.
- Clarifying technical areas of concerns, responding to questions, and assisting in the development of addenda to the RFP requested by potential proposers. o Incorporate Maintenance Service Facility modifications. • Retrofit one maintenance shop bay: Canopy setup.
• Identify the scope of the project to retrofit and update one of the facility maintenance bays to meet hydrogen requirements.
• Assess existing repair facilities, and provide recommendations of types of equipment, technology, and programs best suited for retrofitting a bay of the existing maintenance facility.
• Develop and provide detailed technical specifications of all aspects required to repair hydrogen vehicles indoors throughout the maintenance facility that will meet all local, state, federal regulations, and fire code requirements.
Task 3: Project Management and Equipment Delivery Consulting Services - Assist MBL with oversight of the design, delivery/construction phase of the Mobile Hydrogen Fueling Station.
- Regulatory consulting of all safety aspects and assessment of environmental conformity to federal and state regulations and design standards for various federal, state, and local jurisdictions. - Conduct routine meetings with MBL management to provide project updates and status reports. - Provide presentation reports to the Montebello City Council and executive staff as needed. - Supplier assessments.
- Final Report deliverable – Provide a comprehensive report on the project milestones, meeting minutes, justifications, adjustments, project related information, written and electronic correspondence, etc.
Task 4: Training and Support
- Develop a monitoring and adjustment model for MBL staff to use that includes the collection of all data and detailed comparative analysis of all data required on FCEBs. The model will be used to provide an accurate year 2040 projection of a fleet composition recommendation to the Montebello City Council.
- Coordinate and/or provide technical expertise to MBL to facilitate the training that will be provided by the successful suppliers of the onboard fuel system, the refueling station, and the fuel supplier.
- Provide as needed service support for equipment operation.
RFP No. 24-21
20 DELIVERABLES
Deliverable Description
Task #1 Deliverable Assessment and Project Work Plan, and Master Calendar Task #2 Deliverable Mobile Hydrogen Fueling Station Request for Proposal (RFP) Task #3 Deliverable Project Management & Equipment Delivery Consulting Services Task #4 Deliverable Training and Support
PHASE II WORK PLAN
Task 1: Develop a Permanent ZE Bus Facilities and Fleet Transition Plan - Provide technical services to support MBL’s ZEB Rollout Plan. - Establish a project timeline.
- Final actual cost structure.
- Provide analysis of the refueling facility layout; identify, review, and evaluate industry suppliers and the equipment needed for the refueling facility. - Hydrogen Infrastructure proposals must meet the building codes and hydrogen standards for the Areas Having Jurisdiction (AHJ) and any Federal, State, Local, and City permitting requirements.
- Review existing refueling stations across the country and advise on challenges and solutions that those operations have encountered.
- Act as liaison for the in-house planning group and outside industrial/safety advisory group. - Act as liaison with the selected liquid hydrogen generation company in coordinating the transportation and delivery of hydrogen fuel to MBL facilities.
Task 2: Source Grant Funding
- Research sources to assist MBL in obtaining discretionary or competitiv e grant funding (from three (3) to six ( 6) grant opportunities) and assist MBL in any/all areas of the grant funding applications.
o Provide grant writing services to include, but not limited to grant drafting of the project narrative, drafting supporting material e.g. budget, innovation, emissions, etc., securing match commitments from MBL and/or other stakeholders, explain the value propositions, answer questions and securing sign -off from the MBL executive team, securing letters of support/commitment from all participants and other grant writing and grant submission tasks as required.
Task 3: Procurement Assistance
- The consultant will develop a detailed Scope of Work (SOW) for MBL’s RFP to hire an engineering firm for environmental and design, to retrofit the maintenance facility, and construct a permanent hydrogen fueling facility. Specifications for these projects must comply with all laws, and regulatory conditions of local, state, and federal agencies. This task shall include:
o Help review the existing set of documents used for the MBL Fueling Station and Maintenance Facility Project as a basis to set forth the scope and estimated price of the project. The documents may include but are not limited to size, type, and desired design character of the project, performance specifications covering the quality of materials, equipment, workmanship, equipment location, or any other information deemed necessary to describe adequately the agency’s needs, including a price submittal form and review process.
RFP No. 24-21
21 o Participate in a pre-proposal conference and site visit. o Clarify technical areas of concerns, assist MBL in responding to questions, and assist MBL in the development of addenda to the Request for Quote (RFQ) and RFP requested by potential proposers.
o Act as the Subject Matter Expert (SME) for MBL’s evaluation committee and advis e on the following:
▪ Technical capability of proposer to successfully build and operate facility according to RFQ and RFP criteria.
▪ Experience as a developer of transit -type hydrogen fueling facilities to other transit and non-transit fleet operators.
▪ Reasonableness and competitiveness of per-kg pricing. ▪ Life-cycle costs.
▪ The ability to meet or exceed technical specifications of RFQ and RFP, including feasibility of schedule and risk of down time.
▪ Advantages of each proposal, including quality of equipment package, experience and cost competitiveness.
o Upon request, advise MBL on technical issues arising in MBL’s contract negotiations with the successful proposer including:
▪ Implementation and startup schedule.
▪ Final actual cost structure.
▪ Cost and expense-monitoring formats and strategies.
o Assist MBL with procuring architectural, design, and engineering services for upgrades to its facility necessary to comply with gas detection and fire alarm standards. This will include reviewing performance specifications and clarifying technical areas of concern if requested by MBL.
Task 4: Project Management
- Assist MBL’s facilities department with oversight of the construction phase of the project including, but not limited to identifying a secondary contractor/engineer to provide construction inspection activities.
- Provide project management planning and coordination with MBL and potential suppliers, vendors or contractors to ensure that proposal content, schedule and budget requirements are on track. - The consultant will provide technical assistance to the contractor and MBL during the construction, equipment installation and station commissioning (up to 6 months after commission). - Upon substantial completion of the construction of the fueling station, the contractor will provide MBL with a detailed project file beginning with an executive summary. The file should have a table of contents that includes: all project related information; written and electronic correspondence; project milestones and schedules; justifications; meeting minutes; etc.
DELIVERABLES
Deliverable Description
Task #1 Deliverable Develop a Permanent ZE Bus Facilities and Fleet Transition Plan Task #2 Deliverable Source Grant Funding
Task #3 Deliverable Procurement Assistance
Task #4 Deliverable Project Management
RFP No. 24-21
22 SECTION 5 – FORM OF CONTRACT (SAMPLE)
PROFESSIONAL SERVICES AGREEMENT FOR
ZERO-EMISSION BUS FACILITIES AND FLEET TRANSITION PLAN
THIS AGREEMENT (“Agreement”) is made and entered into on ……………………..., 2024, by the CITY OF MONTEBELLO, a municipal corporation (hereinafter referred to as “CITY”) and ………………………… …... (Hereinafter referred to as “CONSULTANT”). CITY and CONSULTANT are sometimes referred to herein individual as a “Party,” and jointly as the “Parties.”
RECITALS
WHEREAS, CITY desires to retain a qualified professional consultant to assist the Montebello Bus Lines (MBL) with a Zero-Emission (ZE) Bus Facilities and Fleet Transition Plan for MBL’s fuel cell electric buses (FCEBs) project; and
WHEREAS, CONSULTANT 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 CITY has a financial interest, within the provisions of Sections 1090 – 1092 of the California Government Code, in the subject matter of this Agreement; and
WHEREAS, CONSULTANT responded to CITY’s Request for Proposals dated July 25, 2024 (RFP No. [24-21]), as such is set forth fully in Exhibit “A” hereto and incorporated fully herein by this reference (hereinafter “Consultant 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.
b. RFP No. 24-21, attached hereto as Exhibit “A.”
c. CONSULTANT’S Proposal to RFP No. 24-21 dated ……………., 2024, attached hereto as Exhibit “B”. d. CONSULTANT’S “Best and Final Offer” to RFP No. 24-21 dated ……………., 2024, attached hereto as Exhibit “C”.
e. 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.
RFP No. 24-21
23 SECTION 2. SERVICES / COMPENSATION.
A. CONSULTANT shall provide to CITY those services that are set forth fully in the Scope of Services, as such is set forth fully in Exhibit “A” hereto and incorporated fully herein by this reference (hereinafter “Professional Services”).
B. CONSULTANT shall complete the Scope of Services within the time set forth in the Schedule of Performance, as such is set forth in Exhibit “B” hereto and incorporated fully herein by this reference.
B. CONSULTANT shall be compensated a sum not-to-exceed $……………………………………… (the “Maximum Compensation”) for performance of the Professional Services as set forth in the Schedule of Compensation attached hereto as Exhibit “C” and incorporated fully herein by this reference (“Compensation”). CONSULTANT shall provide an itemized billing statement to CITY each month for Professional Services performed. CONSULTANT shall not incur fees or costs which exceed the Maximum Compensation without the prior written consent of CITY.
C. CITY will be invoiced at the end of the first billing period following commencement of work and at the end of each billing period thereafter. Payment in full of an invoice must be received by CONSULTANT within thirty (30) days of the date of such invoice.
D. Work performed shall be deemed approved and accepted by CITY as and when invoiced unless CITY objects within fifteen (15) days of invoice date by written notice specifically stating the details in which CITY believes such work is incomplete or defectiv e, and the invoice amount(s) in dispute. CITY shall pay undisputed amounts as provided for in the preceding paragraph.
E. Failure of CITY to submit full paymen t of an invoice within thirty (3 0) days of the date thereof subjects this agreement and the work herein contemplated to suspension or termination at CONSULTANT's discretion.
SECTION 3. TERM.
This Agreement shall commence on ………………, 2024 and shall terminate upon completion of the Scope of Services set forth herein, unless terminated sooner as provided in Section 8 herein.
The Parties agree that Sections 4(B), 9, 10, 11, 13, 16, 17, 18, and 19 shall survive for three (3) years following the expiration or termination of this Agreement.
SECTION 4. PERFORMANCE.
A. CONSULTANT shall at all times, faithfully, competently, and to the best of its ability, experience and talent, perform all tasks described herein.
B. CONSULTANT shall employ, at a minimum, generally accepted standards and practices utilized by companies engaged in providing similar services, as are required of CONSULTANT hereunder, in meeting its obligations under this Agreement.
C. CONSULTANT shall be knowledgeable of and subject to all CITY ordinances, rules and regulations, standard operating procedures, and the supervisory chain of command.
D. CONSULTANT shall have the right to retain, subject to CITY's written approval, additional individuals, consultants or subcontractors to assist in the completion of services as herein defined.
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24 Compensation for additional individuals, consultants or subcontractors shall be the sole and exclusive responsibility of CONSULTANT.
E. CONSULTANT shall maintain full and accurate records with respect to all matters covered under this Agreement for a period of three (3) years, unless otherwise provided for in Exhibit “A.” Upon CITY providing twenty -four (24) hours advanced prior notice, CONSULTANT shall make all records, invoices, timecards, cost control sheets and other records maintained by CONSULTANT in connection with this Agreement available during CONSULTANT’s regular working hours to CITY for review and audit by CITY.
F. All reports, documents or other written material developed by CONSULTANT in the performance of this Agreement shall be and remain the property of CITY without restriction or limitation upon its use or dissemination by CITY. Such material shall not be the subject of a copyright application by CONSULTANT. Any alteration or reuse by the CITY of any such materials on any project other than the Project shall be at CITY’s sole risk, unless CITY compensates CONSULTANT for such reuse.
SECTION 5. WORK PRODUCT.
A. CONSULTANT hereby agrees that all work produced pursuant to this Agreement and provided to CITY during and upon completion of this Agreement, shall be the property of CITY, and ownership of said work product shall be retained by CITY. CONSULTANT may take and retain copies of such written products as desired.
B. All data, documents, discussion, or other information developed or received by CONSULTANT or provided for performance of this Agreement are deemed confidential and shall not be disclosed by CONSULTANT without prior written consent by CITY. CITY shall grant such consent if disclosure is legally required. All such written products shall be returned to CITY upon the termination or expiration of this Agreement. CONSULTANT agrees that the covenants contained in this Article shall survive the expiration or termination of this Agreement.
C. Documents are provided in CONSULTANT’s standard software formats. CITY recognizes that electronic or magnetic data and its transmission can be easily damaged, may not be compatible with CITY’s software formats and systems, may develop inaccuracies during conversion or use, and may contain viruses or other destructive programs, and that software and hardware operating systems may become obsolete. As a condition of delivery of electronic or magnetic data, CITY agrees to defend indemnify and hold CONSULTANT, its sub-contractors, agents and employees harmless from and against all claims, loss, damages, expense and liability arising from or connected with its use, reuse, misuse, modification or misinterpretation. In no event shall the CONSULTANT be liable for any loss of use, profit or any other damage.
SECTION 6. EXTRA SERVICES.
No extra services over and above the Compensation shall be rendered by CONSULTANT under this Agreement unless such extra services first shall have been duly authorized in writing by CITY’s City Manager (“City Manager”).
SECTION 7. CITY SUPERVISION.
The Transportation Director shall have the right of general supervision of all work performed by CONSULTANT and shall be CITY’s agent with respect to obtaining CONSULTANT’s compliance hereunder.
No payment for services rendered under this Agreement shall be made without the prior approval of the City Manager.
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25 SECTION 8. TERMINATION.
If either Party hereto fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, the non -defaulting party shall give the defaulting party written notice of the default, the nature of the default, and of the steps necessary to cure the default.
A. Termination for Cause. In the event that any of the provisions of the Agreement are violated by either party, the non-defaulting Party may terminate the Agreement by serving written notice upon the other Party, listing the violation(s) and its intent to terminate such Agreement unless within ten (10) days after the serving of such notice, such violation shall cease or be rectified, the contract shall upon the expiration of an additional thirty (30) days cease and terminate. Violations by CONSULTANT wh ich cannot be corrected within ten (10) days, said contract shall at the option of CITY cease and terminate upon the giving of like notice. In the event of any such termination for default by CONSULTANT, CITY may take over the work and prosecute the same to completion by contract or otherwise for the account and at the expense of CONSULTANT. CONSULTANT and his sureties shall be liable to CITY for any excess cost occasioned in the event of any such termination. This change shall not be construed to preven t the termination, for other causes authorized by law or other provisions of this contract. In the event of a termination for cause, CONSULTANT shall only be entitled to Compensation for those Professional Services satisfactory performed on or before the effective date of termination.
B. Termination for Convenience. CITY shall have the option, at its sole discretion and without cause, to terminate this Agreement in whole, or in part, after giving written notice to CONSULTANT at least five (5) business days before the termination is to be effective. Upon the termination of this Agreement as provided herein, CITY shall provide to CONSULTANT the part of Compensation which would otherwise be payable to CONSULTANT for services CONSULTANT had completed as of the date of termination, less the am ount of all previous payment with respect to the Compensation. Further, upon such a termination for convenience by CITY, the Parties agree that CONSULTANT shall be reimbursed for any “non -refundable” costs that CONSULTANT has incurred for its services und er this Agreement, provided that: (1) such “non - refundable” costs were incurred by CONSULTANT prior to the date of termination; (2) that CONSULTANT provides CITY with adequate proof that CONSULTANT incurred the costs, and is unable to be seek a refund for such costs; and (3) such costs were within the scope of work or services to be performed under this Agreement. Such “non-refundable” costs may include, but are not limited to, travel reservations incurred by CONSULTANT for its performance of services und er this Agreement. CONSULTANT 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 CITY shall be employed by CONSULTANT during the Term of this Agreement.
SECTION 10. NON-LIABILITY OF CITY OFFICIALS AND EMPLOYEES.
No official or employee of CITY shall be personally liable to CONSULTANT in the event of any default or breach by CITY, or for any amount which may become due to CONSULTANT.
SECTION 11. INDEPENDENT CONTRACTOR.
A. CONSULTANT is and shall, at all times, remain as to CITY a wholly independent contractor.
Neither CITY nor any of its elected officials, officers, employees or agents shall have control over the
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26 conduct of CONSULTANT except as expressly set forth in this Agreement. CONSULTANT shall not at any time or in any manner represent that he is in any manner an elected official, officer, employee or agent of CITY. No employee benefits shall be available to CONSULTANT in connection with the performance of this Agreement. Except as provided in this Agreement, CITY shall not pay salary, wages, or other compensation to CONSULTANT for performance hereunder for CITY. CITY shall not be liable for compensation to CONSULTANT, CONSULTANT’s employees or CONSULTANT’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. CITY shall not deduct from the Compensation paid to CONSULTANT 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 CONSULTANT. CITY shall have no responsibility to provide CONSULTANT, its employees or subcontractors with workers’ compensation insurance or any other insurance.
SECTION 12. PERS ELIGIBILITY INDEMNITY.
A. In the event that CONSULTANT or any employee, agent, or subcontractor of CONSULTANT providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be e ligible for enrollment in PERS as an employee of CITY, CONSULTANT shall indemnify, defend, and hold harmless CITY for the payment of any employee and/or employer contributions for PERS benefits on behalf of CONSULTANT 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 CITY.
B. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, CONSULTANT and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitl ed to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by CITY, including but not limited to eligibility to enroll in PERS as an employee of CITY and entitlement to any contribution to be paid by CITY for employer contribution and/or employee contributions for PERS benefits.
SECTION 13. LEGAL RESPONSIBILITIES.
CONSULTANT shall at all times observe and comply with all applicable laws, ordinances, codes and regulations of the federal, state and local governments including, but 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 CONSULTANT to comply with this section.
SECTION 14. INDEMNIFICATION.
CONSULTANT agrees to, and shall defend, indemnify, protect and hold harmless, CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers from and against any and all claims, demands, lawsuits, defense costs, civil, penalt ies, expenses, causes of action, and judgments at law or in equity, or liability of any kind or nature which CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers may sustain or incur or which may be imposed upon them for
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27 injuries or deaths of persons, or damage to property arising out of CONSULTANT’S negligent or wrongful act, or omission under the terms of this Agreement, except only liability arising out of the sole negligence of CITY.
SECTION 15. INSURANCE COVERAGE.
During the Term of this Agreement, CONSULTANT shall carry, maintain, and keep in full force and effect all the following minimum scope of insurance against claims for death or injuries to persons or damages to property that may arise from or in connection with CONSULTANT’s performance of this Agreement. Such insurance shall be of the types and in the amounts as set forth below:
Commercial General Liability (CGL) : Broad-form, Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis for bodily injury and property damage, including premise - operations, products-completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury, and advertising injury, with limits no less than One Million Dollars and Zero Cents ($1,000,000), combined single limits, per occurrence. If a general aggregate limit applies, the limit shall be twice the required occurrence limit.
Business Automobile Liability Insurance: For owned vehicles, hired, and non -owned vehicles, Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if CONSULTANT has no owned autos, Code 8 (hired) and 9 (non -owned), with limit no less than One Million Dollars and Zero Cents ($1,000,000.00) 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 One Million Dollars and Zero Cents ($1,000,000.00) per accident for bodily injury or disease. CONSULTANT agrees to waive, and to obtain endorsements from its workers’ compensation insurer waiving subrogation rights under its workers’ compensation insurance policy against CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers for losses arising from work performed by CONSULTANT for CITY and to require each of its subcontractors, if any, to do likewise under their workers’ compensation insurance policies.
By executing this Agreement, CONSULTANT further certifies as follows:
I am aware of, and will comply with, Section 3700 of the Labor Code, requiring every employer to be insured against liability of Workers’ Compensation or to undertake self-insurance before commencing any of the work contemplated herein.
Professional Errors and Omissions (E&O) Liability insurance appropriate to the CONSULTANT’s profession, with limit no less than Two Million Dollars and Zero Cents ($2,000,000.00) per occurrence or claim, Two Million Dollars and Zero Cents ($2,000,000.00) aggregate. Architects’ and engineers’ coverage shall be endorsed to include contractual liability. If the policy is written as a “claims made” policy, the retroactivity date shall be prior to the start of work set forth herein, CONSULTANT shall obtain and maintain said E&O liability insurance during the Term of this Agreement and for five (5) years after completion of work hereunder. If coverage is canceled or non -renewed, and not replaced with another claims-made policy form with a retroactive date pr ior to the effective date of this Agreement, CONSULTANT shall purchase “extended reporting” coverage for a minimum of five (5) years after completion of the work.