2023
PAST WORK REFERENCES
City of Fullerton
303 W. Commonwealth Ave
Fullerton, CA 92632
Contact: Joseph Hernandez (714) 773-0049
JHernandezCcr~cityoffullerton.com
City of Ontario
303 East B Street
Ontario, CA 91764
Contact: Leonard Lui (909) 295-2401
LLui(a ontarioca.gov.
City of Riverside
2900 Main St.
Riverside, CA 92522
Contact: Maria Lamping (951) 826-5146
mlampinq(a~riversideca.gov
City of Ontario
825 East Third Street
San Bernardino, CA 92415
Contact: Samuel E. Nicorici (909) 387-7960
bdavis(cnewportbeachca.gov
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA 92626
Contact: Cristina Oquendo (714) 754-5015
cristina.oquendoccr~costamesaca.gov
Brookhurst Rd., SR91 St. Rehab
Contract Amount: $325,825.00
Start Date: 5/2023
End. Date: 12/2023
2023 Fall Pavement Rehabilitation Project
Contract Amount: $4,569,222.00
Start Date: 08/2023
End Date: 11/2023
Permanent Trench Resurfacing
Contract Amount: $455,150.00
Start Date: 1/2023
End Date: 6/2023
Chino & Montclair Area Variours Roads
Overlay Project
Contract Amount: $5,639,575.88
Start Date: 9/2022
End Date: 7/2023
Citywide Parkway Maintenance St. Rehab
Slurry Seal Project
Contract Amount: $2,828,001.50
Start Date: 1/2022
End Date: 7/2023
2022
PAST WORK REFERENCES
City of Manhattan Beach
1400 Highland Ave.
Manhattan Beach, CA 90266
Contact: Bianca Cardenas (310) 802-5357
bcardenas(c~manhattanbeach.gov
RMV Realty, Inc.
28811 Ortega Hwy
San Juan Capistrano, CA 92693
Contact: Kelly Haymes
khavmes(äranchomv.com
City of Westlake Village
31200 Oak Crest Dr.
Westlake Village, CA 91361
Contact: Roxanne Hughes (805) 890-8885
rhughes(c~willdan.com
City of Burbank
275 E Olive
Burbank, CA 91502
Contact: Artin Megerdichian (818) 238-3942
amegerdichianCa7burbankca.gov
City of Highland
27215 Base Line St.
Highland, CA 92346
Contact: Amanda Perez (909) 864-6861
aperez(a citvofhighland.orq
Slurry Seal of Central Area of Sands
Section
Contract Amount: $730,251.42
Start Date: 12/2021
End Date: 7/2022
Planning Area 3.1 Street Improvement
Contract Amount: $3,996,996.00
Start Date: 4/2021
End Date: 4/2022
Dales Dr. and Parkridge Ave Street Improv.
Amount: $1,025,336.00
Start Date: 5/2022
End Date: 6/2022
Local Residential St. Improv. Project
Contract Amount: $7,761,320.00
Start Date: 1/2022
End Date: 12/2022
Pavement Management Program
Contract Amount: $2,082,099.00
Start Date: 10/2021
End Date: 12/2022
2022
PAST WORK REFERENCES
Toll Bros, Inc.
725 W. Town & Country Road, Ste 200
Orange, CA 92868
Contact: Brandon Haskell (714) 347-1360
bh'askeIk tollbrothers.com
City of Fullerton
303 W. Commonwealth Ave
Fullerton, CA. 92632
Contact: Nick Esposito (714) 738-6851
Nick.esposito( citvoffuferton.com
City of Norco
2870 Clark Ave
Norco, CA 92860
Contact: Chad Blais (951) 270-5678
cbkausna cu.norco.ca.us
City of Newport Beach
100 Civic Center Drive
Newport Beach, CA. 92660
Contact: Ben Davis (949) 644-3311
bdavisna newportbeachca.gov
City of Villa Park
17855 Santiago Blvd.
Villa Park, CA 92667
Contact:Hamid Torkamanha (714) 998-1500
hamid (c~villapark.orq
The Metro Heights
Contract Amount: $2,675,250.00
. Start Date: 11/2021
End Date: 04/2022
Miscellaneous Rehab FY 21-22
Contract Amount: $704,080.00
Start Date: 06/2022
End Date: 12/2022
Corporate Yard Pavement Rehab
Contract Amount: $612,755.33
Start Date: 10/2021
End Date: 12/2022
E. Coast Highway & Marguerite Avenue
Pavement Rehabilitation Contract No. 7807-
2 Contract Amount: $3,363,056.00
Start Date: 01/2022
End Date: 10/2022
FY2021-2022 Slurry Seal Project
Contract Amount: $128,497.60
Start Date: 02/2022
End Date: 12/2022
2021
PAST WORK REFERENCES
Colony Commerce
C/O Caprock Partners
1300 Dove Street Suite 200
Newport Beach, CA 92660
Contact: Eric Nutter (949) 428-1400 Ext. 209
enutterCa~moote.com
Lennar Homes
25 Enterprise #300
Aliso Viejo, CA 92656
Contact: Diane Hannon (949)349-8000
Diane. hannon(älennar.com
City of Norco .
2870 Clark Ave.
Norco, CA 92860
Contact: Todd Shank (951) 270-5603
Todd.shank(a norco.ca.us
Los Angeles Department of Water and Power
111 North Hope Street, L-43
Los Angeles, Ca 90012
Contact: Joelle Morisseau (213) 367-0123
Joelle.morisseau& LADWP.corn
City of Dana Point
33282 Golden Lantern
Dana Point, CA 92629
Contact: Scott Fisher (949) 248-3577
sfisher(a≥DanaPoint.orq
Archibald St. Improvements
Contract Amount: $1,949,000.00
Start: 12/2019
Completed: 12/2021
Merrill & Haven Street Improvement
Contract Amount: $1,481,832.15
Start: 6/2020
Completed: 12/2021
Wayne Makin Park Slurry Seal Project
Contract Amount: $52,725.89
Start: 10/2021
Completed: 12/2021
Pine Tree Power Plant Access Road Repair
Improvements
Contract Amount: $810,400.00
Start: 5/2021
Completed: 7/2021
Slurry Seal Project 19/20
Contract Amount: $1,897,897.00
Start: 04/2020
Completed: 05/2021
2021
PAST WORK REFERENCES
City of Corona
400 South Vicentia
Corona, CA 92852
Contact: Barry Ghaemi (951) 736-2400
[email protected].
City of Anaheim
200 S. Anaheim Boulevard
Anaheim, CA 92805
Contact: Jose Cortez (714) 765-5039
icortezCa)anaheim. net
County of Orange
601 North Ross Street
Santa Ana, CA 92701
Contact: Stephen Clayton (714) 995-0206
Stephen.clavton(c ocpw.ocgov.com
City of Norwalk
12700 Norwalk Blvd.
Norwalk, CA 90650
Glen W. C. Kau (562) 929-5723
gkau(a~norwalkca.gov
City of Garden Grove
11222 Acacia Pkwy
Garden Grove, CA 92840
Navin Maru (714) 741-5180
[email protected]
Street Pavement Maintenance
& Rehab. Project No. 2020.01
Contract Amount: $3,471,178.00
Start: 6/2021
Completed: 1/2022
State College Boulevard Improvement
from Ball Road to SR 91 Freeway
Contract Amount: $484,848.00
Start: 8/2021
Complete: 4/2022
Rossmoor Collectors Grind & Overlay
Contract Amount: $ 2,148,320.90
Start: 4/2021
Complete: 12/2021
Local Streets Rehabilitation
Zone 27 East of Gard -- No. 7925.3
Contract Amount: $1,051,330.00
Start: 6/2021
Completed: 12/2021
Arterial STS. Rehabilitation
Contract Amount: $3,185,281.00
Start: 6/2022
Complete: 12/2021
2020
PAST WORK REFERENCES
City of Ontario
303 East B Street
Ontario, CA 91764
Contact: Ariana Kern (909) 395-2129
akernCa),ontarioca.gov
City of Loma Linda
25541 Barton Road
Loma Linda, CA 92354
Contact: T. Jarb Thaipejr (909) 799-4400
jthaipeirCa7lomalinda-ca.Aov
City of Jurupa Valley
8920 Limonite Avenue
Jurupa Valley, CA 92509
Contact: Chase Keys (951) 332-6464
ckeys (a~iurupavallev.orq
County of Orange
601 N. Ross Street, 4w Floor
Santa Ana, CA 92701
Contact Albert Rodriguez (714) 667-8800
albeit. rodriauez(cr~ocpw.ocaov. com
City of Compton
205 S. Willowbrook Avenue
Compton, CA 90220
Contact: Brittany Duhn (310) 605-5505
bduhn(c~zandkconsuitants.com
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
Contact: Joe Fuentes (714) 536-5259
ifuentes Ca?surfcity-hb.orq
2020 Fail Pavement Rehabilitation Project
Contract Amount: $2,499,333.00
Start Date: 07/2020
End Date: 12/2020
Pavement Rehabilitation — Barton Road
Contract Amount: $768,677.00
Start Date: 04/2020
End Date: 12/2020
Granite Hill Drive Pavement Rehabilitation
Contract Amount: $999,777.00
Start Date: 04/2020
End Date: 10/2020
JOC Pavement Maintenance
Contract Amount: $2,584,747.69
Start Date: 07/2020
End Date: 08/2020
Annual Residential Street Rehabilitation —
Phase 1
Contract Amount: $5,295,068.00
Start Date: 05/2020
End Date: 11/2020
Arterial Rehabilitation of Graham St, Slater
Ave, Newland St and Atlanta Ave
Contract Amount: $5,181,955.00
Start Date: 05/2020
End Date: 11/2020
2020
PAST WORK REFERENCES
City of Ontario
303 East B Street
Ontario, CA 91764
Contact: Ariana Kern (909) 395-2129
akern naontarioca.gov
City of Loma Linda
25541 Barton Road
Loma Linda, CA 92354
Contact: T. Jarb Thaipejr (909) 799-4400
ithaioeir(a?lomalinda-ca.qov
City of Jurupa Valley
8920 Limonite Avenue
Jurupa Valley, CA 92509
Contact Chase Keys (951) 332-6464
ckevs(u~i urupavallev. orq
County of Orange
601 N. Ross Street, 4th Floor
Santa Ana, CA 92701
Contact: Albert Rodriguez (714) 667-8800
albert.rodriquez(5 ocpw.ocgov.com
City of Compton
205 S. Willowbrook Avenue
Compton, CA 90220
Contact: Brittany Duhn (310) 605-5505
[email protected]
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
Contact Joe Fuentes (714) 536-5259
ifuentest6 surfcity-hb.orq
2020 Fall Pavement Rehabilitation Project
Contract Amount: $2,499,333.00
Start Date: 07/2020
End Date: 12/2020
Pavement Rehabilitation — Barton Road
Contract Amount: $768,677.00
Start Date: 04/2020
End Date: 12/2020
Granite Hill Drive Pavement Rehabilitation
Contract Amount: $999,777.00
Start Date: 04/2020
End Date: 10/2020
JOC Pavement Maintenance
Contract Amount: $2,584,747.69
Start Date: 07/2020
End Date: 08/2020
Annual Residential Street Rehabilitation —
Phase 1
Contract Amount: $5,295,068.00
Start Date: 05/2020
End Date: 11/2020
Arterial Rehabilitation of Graham St, Slater
Ave, Newland St and Atlanta Ave
Contract Amount: $5,181,955.00
Start Date: 05/2020
End Date: 11/2020
2019
PAST WORK REFERENCES
City of Simi Valley
2929 Tapo Canyon Rd.
Simi Valley, CA 93063
Contact: Sarah Sheshebor (805)583-6792
ssheshebCcr7simivallev.orq
County of Ventura
501 Poll Street
Ventura, CA 93001
Contact: Christopher Soils (805) 654-2054
chris.solis cr( ventura.orq
City of Stanton
7800 Katella Avenue
Stanton, CA. 90680
Contact: Guillermo Perez (714) 890-4204
gperez(cr~ci.stanton.ca.us
City of Compton
205 S. Willowbrook Avenue
Compton, CA. 90220
Contact: John Strictland (310) 605-5505
istrictlandCc~comptoncitv.orq
City of San Clemente
910 Calle Negocio
San Clemente, CA. 92673
Contact: Darra Koger (949) 361-3138
kogerDna san-clemente.orq
City of South Gate
8650 California Avenue
South Gate, CA. 90280
Contact: John Rico (323) 563-9594
iricoC sogate.orq
Simi Valley Minor Street Rehabilitation
Contract Amount: $510,124.25
Start Date: 07/2019
End Date: 08/2019
Yerba Buena Area Resurfacing Project
Contract Amount: $3,919,808.95
Start Date: 06/2019
End Date: 12/2019
2019 Citywide Street Resurfacing
Contract Amount: $1,206,869.00
Start Date: 10/2019
End Date: 12/2019
Road Repair Service (Pothole Repair)
Contract Amount: $1,019,100.00
Start Date: 08/2019
End Date: 11/2019
Street Rehabilitation for S. Avenue LA
Esperanza
Contract Amount: $384,055.00
Start Date: 09/2019
End Date: 10/2019
Circle Park Driveway Project
Contract Amount: $268,576.00
Start Date: 06/2019
End Date: 09/2019
2019
PAST WORK REFERENCES
Pardee Homes
1250 Corona Pointe Court, Ste. 600
Corona, CA. 92879
Contact: Nick Lasher (951) 428-4442
nick.lasherc pardeehomes.com
City of Fontana
8353 Sierra Avenue
Fontana, CA. 92335
Contact: Kimberly Young (909) 350-7632
kvounq©fontana.orq
DR Horton
2280 WNardlow Circle Ste. 100
Corona, CA. 92880
Contact: Keith Alex (951) 830-5872
kalex(a~drhorton.com
Irvine Community Development Company
550 Newport Center Dr. Ste. 550 B2
Newport Beach, CA. 92660
Contact: Mike Morse (949) 720-2560
mmorse(a~irvinecompanv.com
City of Downey
11111 Brookshire Avenue
Downey, CA. 90241
Contact: Desi Gutierrez, (562) 904-7110
dqutierr@downevca. orq
Railroad Canyon Widening
Contract Amount: $5,062,746.00
Start Date: 11/2018
End Time: 08/2019
Citrus Avenue Improvements
Contract Amount: $502,730.00
Start Date: 08/2018
End Date: 10/2019
Singlton Road
Contract Amount: $1,684,000.00
Start Date: 07/2018
End Date: 12/2019
Portola Springs PA-6 Enclave 5B Phasel,2
Contract Amount: $2,055,055.00
Start Date: 09/2018
End Date: 12/2019
FY 18/19 Slurry Seal Project
Contract Amount: $313,425.87
Start Date: 06/2019
End Date: 12/2019
(THE BIDDER'S EXECUTION ON THE SIGNATURE PORTION OF THIS PROPOSAL SHALL ALSO CONSTITUTE
AN ENDORSEMENT AND EXECUTION OF THOSE CERTIFICATIONS WHICH ARE A PART OF THIS
PROPOSAL)
EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION
The bidder All American Asphalt
subcontractor
proposed
,hereby certifies that he
has X, has not , participated in a previous contract or subcontract subject to the equal opportunity clauses, as required by Executive Orders 10925, 11114, or 11246, and that, where required, he has filed with the Joint Reporting Committee, the Director of the Office of Federal Contract Compliance, a Federal Government contracting or administering agency, or the former President's Committee on Equal Employment Opportunity, all reports due under the applicable filling requirements.
Note: The above certification is required by the Equal Employment Opportunity Regulations of the Secretary of Labor (41 CFR 60-1.7(b) (1)), and must be submitted by bidders and proposed subcontractors only in connection with contracts and subcontracts which are subject to the equal opportunity clause. Contracts and subcontracts which are exempt from the equal opportunity clause are set forth in 41 CFR 60-1.5. (Generally only contracts or subcontracts of $10,000 or under are exempt.)
Currently, Standard Form 100 (EEO-1) is the only report required by the Executive Orders or their implementing regulations.
Proposed prime contractors and subcontractors who have participated in a previous contract or subcontract subject to the Executive Orders and have not filed the required reports should note that 41 CFR 60-1.7(b) (1) prevents the award of contracts and subcontracts unless such contractor submits a report covering the delinquent period or such other period specified by the Federal Highway Administration or by the Director, Office of Federal Contract Compliance, U.S. Department of Labor.
Edward J. Carlson, Vice President
C-8
PUBLIC CONTRACT CODE
Public Contract Code Section 10285.1 Statement
In conformance with Public Contract Code Section 10285.1 (Chapter 376, Stats. 1985), the bidder hereby declares
under penalty of perjury under the laws of the State of California that the bidder has _ , has not X been convicted
within the preceding three years of any offenses referred to in that section, including any charge of fraud, bribery, collusion, conspiracy, or any other act in violation of any state or Federal antitrust law in connection with the bidding upon, award of or performance of, any public works contract, as defined in Public Contract Code Section 1 101, with any public entity, as defined in Public Contract Code Section 1100, including the Regents of the University of California or the Trustees of the California State University. The term "bidder" is understood to include any partner, member, officer, director, responsible managing officer, or responsible managing employee thereof, as referred to in Section 10285.1.
Note: The bidder must place a checkmark after "has" or "has not" in one of the blank spaces provided.
The above Statement is part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this Statement. Bidders are cautioned that making a false certification may subject the certifier to criminal prosecution.
Edward J. Carlson, Vice President
Public Contract Code Section 10162 Questionnaire
In conformance with Public Contract Code Section 10162, the Bidder shall complete, under penalty of perjury, the following questionnaire:
Has the bidder, any officer of the bidder, or any employee of the bidder who has a proprietary interest in the bidder, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or a safety regulation? Yes No X
If the answer is yes, explain the circumstances in the following space.
C-9
Public Contract Code 10232 Statement
In conformance with Public Contract Code Section 10232, the Contractor, hereby states under penalty of perjury, that no more than one final unappealable finding of contempt of court by a federal court has been issued against the Contractor within the immediately preceding two-year period because of the Contractor's failure to comply with an order of a federal court which orders the Contractor to comply with an order of the National Labor Relations Board.
Note: The above Statement and Questionnaire are part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this Statement and Questionnaire.
Bidders are cautioned that making a false certification may subject the certifier to criminal prosecution.
Edward J. Carlson, Vice President
C-10
Non-collusion Affidavit
(Title 23 United States Code Section 112 and
Public Contract Code Section 7106)
To the CITY / COUNTY of Riverside .
DEPARTMENT OFPUBLIC WORKS.
In conformance with Title 23 United States Code Section 112 and Public Contract Code 7106 the bidder declares that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid.
Note: The above Noncollusion Affidavit is part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this Noncollusion Affidavit.
Bidders are cautioned that making a false certification may subject the certifier to criminal prosecution.
C-11
NON-COLLUSION AFFIDAVIT
The undersigned is submitting a bid for performing the following work by contract, being duly sworn, deposes and says:
That he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with such contract.
Plaza Drive Pavement Rehabilitaion Project C.P. No 917
(Fill in description of contract)
All American Asphalt
Company
Edward J. Carlson, Vice President
Name of Bidder
Signature of Bidder
PO Box 2229
Business Address
Corona, CA 92878
City StateZip Code
Subscribed and sworn to before me this day of , 20_ _
Notary Public in and for the County of
State of California.
My Commission Expires , 20_ _
C-12
2CALIFORNIA JURAT GOV CODE § 8202
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of California
County of Riverside Subscribed and sworn to (or affirmed) before me on this 16th day of April 2025
Date Month
By (1) Edward J. Carlson
Name of Signer
Proved to me on the basis of satisfactory evidence
be the person who appeared before me (.) (,)
KATHRYN MARCONI
Notary Public • California
Riverside County
Commission # 2490731
My Comm. Expires May 21, 2028
Place Notary Seal Above
OPTIONAL
(2) N/A
(and
Name of Signer
Proved to me on the basis of satisfactory evidence
be the person who appeared before me.)
Though the information below is not required by law, it may prove valuable to person relying on the document and could prevent fraudulent removal and reattachment of this form to another document.
Further Description of Any Attached Document
Title or Type of Document Non-Collusion Affidavit
Document Date: 04/16/2025 Number of Pages: Two (2)
Signer(s) Other Than Named Above: N/A
RIGHT THUMBPRINT
OF SIGNER
Top of thumb here
RIGHT THUMBPRINT
OF SIGNER
Top of thumb here
DEBARMENT AND SUSPENSION CERTIFICATION
TITLE 49, CODE OF FEDERAL REGULATIONS, PART 29
The bidder, under penalty of perjury, certifies that, except as noted below, he/she or any other person associated therewith in the capacity of owner, partner, director, officer, manager:
• is not currently under suspension, debarment, voluntary exclusion, or determination of ineligibility by any Federal agency;
• has not been suspended, debarred, voluntarily excluded or determined ineligible by any Federal agency within the past 3 years;
• does not have a proposed debarment pending; and
• has not been indicted, convicted, or had a civil judgment rendered against it by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past 3 years.
If there are any exceptions to this certification, insert the exceptions in the following space.
N/A
Exceptions will not necessarily result in denial of award, but will be considered in determining bidder responsibility. For any exception noted above, indicate below to whom it applies, initiating agency, and dates of action.
Notes: Providing false information may result in criminal prosecution or administrative sanctions.
The above certification is part of the Proposal. Signing this Proposal on the signature portion thereof shall also constitute signature of this Certification.
C-13
NONLOBBYING CERTIFICATION
FOR FEDERAL -AID CONTRACTS
The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly.
C-14
DISCLOSURE OF LOBBYING ACTIVITIES COMPLETE THIS FORM TO DISCLOSE LOBBYING ACTIVITIES PURSUANT TO 31 U.S.C. 1352
11. . Type of Federal Action: 2. Status of Federal Action: 3. Report Type:
0 b. grant b. initial award
c. cooperative agreement c. post-award
d. loan
e. loan guarantee
f. loan insurance
4. Name and Address of Reporting Entity
ElPrime Subawardee
Tier , if known
Congressional District, if known
b. material change
For Material Change Only,
year quarter
date of last report
5. If Reporting Entity in No. 4 is Subaw. e,
Enter Name and Address of Prime:
Congressional District, if 'wn
6. Federal Department/Agency: 7. Federal Program Name t scription:
8. Federal Action Number, if known:
10. a. Name and Address of Lobby Entity
(If individual, last name, first name, MI)
CFDA Number, if as licable
9. Award Amount, '.+' own:
b. ' IndividuJ Performing Services (including
address ' different from No. 10a)
(last e, first.name, MI)
(attach Continuation She ) if necessary)
11. Amount of Payment (check all that apply) 1913. Type of Payment (check all that apply) $ actual ❑ planned 4V ❑ a. retainer
b. one-time fee
12. Form of Payment (check all that apply): c. commission 8 a. cash d. contingent fee
b. in-kind; specify: natureAf a deferred
valgq , f. other, specify
14. Brief Description of Services erformed or to be performed and Date(s) of Service, including officer(s), employee(s), or, ember(s) contacted, for Payment Indicated in Item 11:
(attach Continuation Sheet(s) if necessary),
15. Continuation Shee s) attached: Yes No El 16. Information reques through this form is authorized by Title 31 U.S.C. S tion 1352. This disclosure of lobbying reliance was p ed by the tier above when his transaction was made o Titered into. This disclosure is required
pursuant t 1 U.S.C. 1352. This information will be
reporte o Congress semiannually and will be available for publj lhspection. Any person who fails to file the required di osure shall be subject to a civil penalty of not less than ,000 and not more than $100,000 for each such failure.
deral Use Only:
Signature:
Print Name:
Title:
Telephone No.: Date:
Authorized for Local Reproduction
Standard Form - LLL
C-15
INSTRUCTIONS FOR COMPLETION OF SF-LLL,
DISCLOSURE OF LOBBYING ACTIVITIES
This disclosure form shall be completed-by the reporting entity, whether sub-awardee or prime Federal recipient, at the initiation or receipt of covered Federal action or a material change to previous filing pursuant to title 31 U.S.C. section 1352. . The filing of a form is required for such payment or agreement to make payment to lobbying entity for influencing or attempting to influence an officer or employee of any agency, a Member of congress an officer or employee of congress or an employee of a Member of congress in connection with a covered Federal action. Attach a continuation sheet for additional information if the space on the form is inadequate. Complete all items that apply for both the initial filing and material change report. Refer to the implementing guidance published by the Office of Management and Budget for additional information.
1. Identify the type of covered Federal action for which lobbying activity is and/or has been secured to influence, the outcome of a covered Federal action.
2. Identify the status of the covered Federal action.
3. Identify the appropriate classification of this report. If this is a follow-up report caused by a material change to the information previously reported, enter the year and quarter in which the change occurred. Enter the date of the last, previously submitted report by this reporting entity for this covered Federal action.
4. Enter the full name, address, city, state and zip code of the reporting entity.
Include Congressional District if known. Check the appropriate classification of the reporting entity that designates if it is or expects to be a prime or subaward recipient. Identify the tier of the subawardee, e.g., the first subawardee of the prime is the first tier. Subawards include but are not limited to subcontracts, subgrants and contract awards under grants.
5. If the organization filing the report in Item 4 checks "Subawardee" then enter the full name, address, city, state and zip code of the prime Federal recipient. Include Congressional District, if known.
6. Enter the name of the Federal agency making the award or loan commitment.
Include at least one organization level below agency name, if known. For example, Department of Transportation,, United States Coast Guard.
7. Enter the Federal program name or description for the covered Federal action (item 1). If known, enter the full Catalog of Federal Domestic Assistance (CFDA) number for grants, cooperative agreements, loans and loan commitments.
8. Enter the most appropriate Federal identifying number available for the Federal action identification in item 1 (e.g., Request for Proposal (RFP) number, Invitation for Bid (IFB) number, grant announcement number, the contract grant. or loan award number, the application/proposal control number assigned by the Federal agency). Include prefixes, e.g., "RFP-DE-90-001."
9. For a covered Federal action where there has been an award or loan commitment by the Federal agency, enter the Federal amount of the award/loan commitments for the prime entity identified in item 4 or 5.
C-16
10. (a) Enter the full name, address, city, state and zip code of the lobbying entity engaged by the reporting entity identified in item 4 to influenced the covered Federal action.
(b) Enter the full names of the individual(s) performing services and include full address if different from 10 (a). Enter Last Name, First Name and Middle Initial (Ml).
11. Enter the amount of compensation paid or reasonably expected to be paid by the reporting entity (item 4) to the lobbying entity (item 10). Indicate whether the payment has been made (actual) or will be made (planned). Check all boxes that apply. If this is a material change report, enter the cumulative amount of payment made or planned to be made.
12. Check the appropriate box. Check all boxes that apply. If payment is made through an in-kind contribution, specify the nature and value of the in-kind payment.
13. Check the appropriate box. Check all boxes that apply. If other, specify nature.
14. Provide a specific and detailed description of the services that the lobbyist has performed or will be expected to perform and the date(s) of any services rendered.
Include all preparatory and related activity not just time spent in actual contact with Federal officials. Identify the Federal officer(s) or employee(s) contacted or the officer(s) employee(s) or Member(s) of Congress that were contacted.
15. Check whether or not a continuation sheet(s) is attached.
16. The certifying official shall sign and date the form, print his/her name title and telephone number.
Public reporting burden for this collection of information is estimated to average 30 minutes per response, including time for reviewing instruction, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction Project (0348-0046), Washington, D.C. 20503. SF-LLL-Instructions Rev. 06-04-90<<ENDIF» C-17
Note: The standard printed bid bond form of any bonding company acceptable to the City of Montebello may be used in lieu of the following approved sample bond form, provided the security stipulations protecting the City of Montebello are not in any way reduced by use of the surety company's printed standard form.
PROPOSAL GUARANTEE
BID BOND
FOR
PLAZA DRIVE PAVEMENT REHABILITATION PROJECT
C.P. No. 917
IN THE CITY OF MONTEBELLO
KNOW ALL MEN BY THESE PRESENTS that All American Asphalt Bond No. 08597423
Bid Date: 04/23/2025
as BIDDER, and
Fidelity and Deposit Company of Maryland , as SURETY, are held and firmly bound unto the City of Montebello, as AGENCY, in the penal sum of Ten Percent of Total Amount Bid
dollars ($ 10% of Bid---- ), which is ten percent of the total amount bid by BIDDER to AGENCY for the above stated project, for the payment of which sum, BIDDER and SURETY agree to be bound, jointly and severally, firmly be these presents.
THE CONDITIONS OF THIS OBLIGATION ARE SUCH that, whereas BIDDER is about to submit a bid to AGENCY for the above stated project, if said bid is rejected, or if said bid is accepted and a contract is awarded and entered into by BIDDER in the manner and time specified, then this obligation shall be null and void, otherwise it shall remain in full force and effect in favor of AGENCY.
IN WITNESS HEREOF the parties hereto have set their names, titles, hands, and seals, this 14th day of April , 20 25
BIDDER*=All7~m=enc n sphalt - 400 East Sixth Street, Corona, CA 92879 - Phone: (951) 736-7600 6e4WAYc. J (' 11o'1 -
SURETY * Fidelity and Deposit Company of Maryland - 777 S. Figueroa Street, Suite 3900, Los Angeles, CA 90017 9~9t1b~0~. Austin Medina (213) 270-0600
Rebecca Haas-Bates, Attorney-in-Fact ** please See Attached ** Subscribed and sworn to this day of , 20 TTO f rJ Y PUBLIC
*Provide _13IDDER/SURETY name, address and telephone number and the name, title, address -:and telephone number of authorized representative.
C-18
2CALIFORNIA JURAT GOV CODE § 8202
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of California
County of Riverside
KATHRYN MARCONI Notary Public . California - Riverside County Commission # 2490731 My Comm. Expires May 21, 2028
Place Notary Seal Above
Subscribed and sworn to (or
me on this 16th day of
Date
By (1) Edward J.
Name of
Proved to me on the basis
be the person who appeared
(2) N/A
(and
affirmed) before
April 2025
Month
Carlson
Signer
of satisfactory evidence
before me (.) (,)
Name of Signer
Proved to me on the basis of satisfactory evidence
be the person who appeared before me.)
Signature
OPTIONAL
~~~Si natu tary Public
Though the information below is not required by law, it may prove valuable to person relying on the document and could prevent fraudulent removal and reattachment of this form to another document.
Further Description of Any Attached Document
Title or Type of Document Bid Bond
Document Date: 04/14/2025 Number of Pages: One (1)
Signer(s) Other Than Named Above: Rebecca Haas-Bates
(Attorney in Fact)
RIGHT THUMBPRINT
OF SIGNER
Top of thumb here
RIGHT THUMBPRINT
OF SIGNER
Top of thumb here
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT CIVIL CODE § 1189 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of California
County of Orange
On 04/14/2025
Date
before me, Alma Karen Hernandez, Notary Public
Here Insert Name and Title of the Officer
personally appeared Rebecca Haas-Bates
Name( of Signer(sl
who proved to me on the basis of satisfactory evidence to be the persons). whose name( is/are subscribed to the within instrument and acknowledged to me that t'e✓she/thaX executed the same in flis/her/their authorized capacity['I ), and that by his/her/their signature on the instrument the person(s),. or the entity upon behalf of which the person(($ acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws
of the State of California that the foregoing paragraph is true and correct.
ALMA KAREN HERNANOEZ
Notary Public . California
Orange County
Commission = 2390908
My Comm. Expires Jan 16, 2026
Place Notary Seal Above
WITNESS my hand and official seal.
Signature
OPTIONAL
Signature of Notary Public
Though this section is optional, completing this information can deter alteration of the document or fraudulent reattachment of this form to an unintended document.
Description of Attached Document
Title or Type of Document: Bid Bond Document Date: 04/14/2025 Number of Pages: One (1) Signer(s) Other Than Named Above: All American Asphalt Capacity(ies) Claimed by Signer(s)
Signer's Name: Rebecca Haas-Bates
LI Corporate Officer — Title(s):
❑ Partner — ❑ Limited ❑ General
❑ Individual Gd Attorney in Fact
❑ Trustee ❑ Guardian or Conservator
❑ Other:
Signer Is Representing:
Fidelity and Deposit Company of Maryland
Signer's Name:
❑ Corporate Officer — Title(s):
❑ Partner — ❑ Limited ❑ General
❑ Individual ❑ Attorney in Fact
❑ Trustee ❑ Guardian or Conservator
❑ Other:
Signer Is Representing:
©2014 National Notary Association • www.NationalNotary.org • 1-800-US NOTARY (1-800-876-6827) Item #5907
EXTRACT FROM BY-LAWS OF THE COMPANIES
"Article V, Section 8, Attorneys-in-Fact. The Chief Executive Officer, the President, or any Executive Vice President or Vice President may, by written instrument under the attested corporate seal, appoint attorneys-in-fact with authority to execute bonds, policies, recognizances, stipulations, undertaldngs, or other like instruments on behalf of the Company, and may authorize any officer or any such attorney-in-fact to affix the corporate seal thereto; and may with or without cause modify of revoke any such appointment or authority at any time."
CERTIFICATE
I, the undersigned, Vice President of the ZURICH AMERICAN INSURANCE COMPANY, the COLONIAL AMERICAN CASUALTY AND SURETY COMPANY, and the FIDELITY AND DEPOSIT COMPANY OF MARYLAND, do hereby certify that the foregoing Power of Attorney is still in full force and effect on the date of this certificate; and I do further certify that Article V, Section 8, of the By-Laws of the Companies is still in force.
This Power of Attorney and Certificate may be signed by facsimile under and by authority of the following resolution of the Board of Directors of the ZURICH AMERICAN INSURANCE COMPANY at a meeting duly called and held on the 15th day of December 1998.
RESOLVED: "That the signature of the President or a Vice President and the attesting signature of a Secretary or an Assistant Secretary and the Seal of the Company may be affixed by facsimile on any Power of Attorney...Any such Power or any certificate thereof bearing such facsimile signature and seal shall be valid and binding on the Company." This Power of Attorney and Certificate may be signed by facsimile under and by authority of the following resolution of the Board of Directors of the COLONIAL AMERICAN CASUALTY AND SURETY COMPANY at a meeting duly called and held on the 5th day of May, 1994, and the following resolution of the Board of Directors of the FIDELITY AND DEPOSIT COMPANY OF MARYLAND at a meeting duly called and held on the 10th day of May, 1990.
RESOLVED: "That the facsimile or mechanically reproduced seal of the company and facsimile or mechanically reproduced signature of any Vice-President, Secretary, or Assistant Secretary of the Company, whether made heretofore or hereafter, wherever appearing upon a certified copy of any power of attorney issued by the Company, shall be valid and binding upon the Company with the same force and effect as though manually affixed.
IN TESTIMONY WHEREOF, I have hereunto subscribed my name and affixed the corporate seals of the said Companies, this 14th day of April , 2025
" has ~altya ~N•,,,~ n
H(c m ~= SEAL =
t3 \ j D3
,UaWmufl .. 00"~~ 3,
SEAL" I ' "'• SEAL'')
iiii Nom; p~
Mary Jean Pethick
Vice President
TO REPORT A CLAIM WITH REGARD TO A SURETY BOND, PLEASE SUBMIT A COMPLETE DESCRIPTION
OF THE CLAIM INCLUDING THE PRINCIPAL ON THE BOND, THE BOND NUMBER, AND YOUR CONTACT INFORMATION TO:
Zurich Surety Claims
1299 Zurich Way
Schaumburg, IL 60196-1056
[email protected]
800-626-4577
Authenticity of this bond can be confirmed at bondvalidator.zurichna.com or 410-559-8790
, Y
. ZURICH AMERICAN INSURANCE COMPANY
COLONIAL AMERICAN CASUALTY AND SURETY COMPANY
FIDELITY AND DEPOSIT COMPANY OF MARYLAND
POWER OF ATTORNEY
KNOW ALL MEN BY THESE PRESENTS: That the ZURICH AMERICAN INSURANCE COMPANY, a corporation of the State of New York, the COLONIAL AMERICAN CASUALTY AND SURETY COMPANY, a corporation of the State of Illinois, and the FIDELITY AND DEPOSIT COMPANY OF MARYLAND a corporation of the State of Illinois (herein collectively called the "Companies"), by Christopher Nolan, Vice President, in pursuance of authority granted by Article V, Section 8, of the By-Laws of said Companies, which are set forth on the reverse side hereof and are hereby certified to be in full force and effect on the date hereof, do hereby nominate, constitute, and appoint William SYRKIN, Richard ADAIR, Rebecca HAAS-BATES of Irvine, California„ its true and lawful agent and Attorney- in-Fact, to make, execute, seal and deliver, for, and on its behalf as surety, and as its act and deed: any and all bonds and undertakings, and the execution of such bonds or undertakings in pursuance of these presents, shall be as binding upon said Companies, as fully and amply, to all intents and purposes, as if they had been duly executed and acknowledged by the regularly elected officers of the ZURICH AMERICAN INSURANCE COMPANY at its office in New York, New York., the regularly elected officers of the COLONIAL AMERICAN CASUALTY AND SURETY COMPANY at its office in Owings Mills, Maryland., and the regularly elected officers of the FIDELITY AND DEPOSIT COMPANY OF MARYLAND at its office in Owings Mills, Maryland., in their own proper persons.
The said Vice President does hereby certify that the extract set forth on the reverse side hereof is a true copy of Article V, Section 8, of the By-Laws of said Companies, and is now in force.
IN WITNESS WHEREOF, the said Vice-President has hereunto subscribed his/her names and affixed the Corporate Seals of the said ZURICH AMERICAN INSURANCE COMPANY, COLONIAL AMERICAN CASUALTY AND SURETY COMPANY, and FIDELITY AND DEPOSIT COMPANY OF MARYLAND, this 7th day of January A.D. 2025.
ATTEST:
ZURICH AMERICAN INSURANCE COMPANY
COLONIAL AMERICAN CASUALTY AND SURETY COMPANY
FIDELITY AND DEPOSIT COMPANY OF MARYLAND
eLf
By: Christopher Nolan
Vice President
~acvyv
By: Dawn E. Brown
Secretary
uu"uh,
d° Gas„~1Y2
,
~~~~O PORgT's
= I~ SEAL to
A 4:0•'1. +/U J„J ~ . /.~
i ~1y ~ T. iq rrr
State of Maryland = ^ti
County of Baltimore '
On this 7th day of January A.D. 2025, before the subscriber, a Notary Public of the State of MarylaI4. caul ~commissiohed as qualified, Christopher Nolan, Vice President and Dawn E. Brown, Secretary of the Companies, to me personally knowp•to~liet fie individ, is and officers described in and who executed the preceding instrument, and acknowledged the execution of same, and being by metduly swom,~clbposeth and saith, that he/she is the said officer of the Company aforesaid, and that the seals affixed to the preceding instrument are the Corporate'Seals of said Companies, and that the said Corporate Seals and the signature as such officer were duly affixed and subscribed to the said instrument by the authority and direction of the said Corporations.
IN TESTIMONY WHEREOF, I have hereunto set my hand and affixed my Official Seal the day and year first above written.
Genevieve M. Matson
Notary Public
My Commission Expire January 27, 2029
Authenticity of this bond can be confirmed at bondvalidator.zurichna.com or 410-559-8790
BIDDER'S VIOLATION OF LAW/SAFETY QUESTIONNAIRE
FOR
PLAZA DRIVE PAVEMENT REHABILITATION PROJECT
C.P. No. 917
IN THE CITY OF MONTEBELLO
Irraccordance with Government Code Section 14310.5, the BIDDER shall complete, under penalty of perjury, the following questionnaire.
QUESTIONNAIRE
Has the Bidder, any officer of the bidder or any employee of the Bidder who has a proprietary interest in the Bidder ever been disqualified, removed or otherwise prevented from bidding on or completing a Federal, State or local government project because of a violation of law or a safety regulation?
Yes No X
If the answer is yes, explain the circumstances in the space provided.
C-19
EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE
BIDDER certifies that in all previous contracts or subcontractors, all reports which may have been due under the requirements of any AGENCY, State, or Federal equal employment opportunity orders have been satisfactorily filed, and that no such reports are currently outstanding.
AFFIRMATIVE ACTION CERTIFICATION
BIDDER certifies that affirmative action has been taken to seek out and consider minority business enterprises for those portions of the work to be subcontracted, and that such affirmative actions have been fully documented, that said documentation is open to inspection, and that said affirmative action will remain in effect for the life of any contract awarded thereunder.
Furthermore, BIDDER certifies that affirmative action will be taken to meet all equal employment opportunity requirements of the contract documents.
NON-COLLUSION AFFIDAVIT
BIDDER declares that the only persons or parties interested in this proposal as principals are those named herein; that no officer, agent, or employee of the AGENCY is personally interested, directly or indirectly, in this proposal; that this proposal is made without connection to any other individual, firm, or corporation making a bid for the same work and that this proposal is in all respects fair and without collusion or fraud.
C-20
BIDDER'S INFORMATION
BIDDER certifies that the following information is true and correct:
Bidder's Name All American Asphalt
Business Address: PO Box 2229, Corona, CA 92878
Telephone 951-736-7600
State Contractor's License No. and Class: 267073 - Class A Original Date Issued 01/19/1971 Expiration Date 01/31/2026 The following are the names, titles, addresses, and phone numbers of all individuals, firm members, partners, joint ventures, and/or corporate officers having a principal interest in this proposal:
Edward J. Carlson, Vice President; PO Box 2229, Corona, CA 92879; 951-736-7600 Michael Farkas, Secretary; PO Box 2229, Corona, CA 92879; 951-736-7600 Mark Luer, President; PO Box 2229, Corona, CA 92879; 951-736-7600 The date of any voluntary or involuntary bankruptcy judgments against any principal having an interest in this proposal is as follows:
N/A
All current and prior DBA's, alias, and/or fictitious business names for any principal having an interest in this proposal are as follows:
N/A
C-21
CICc~ STATE LICENSE BOARD
•'^~ """" ACTIVE LICENSE
. 267073 E..,CORP
...,~.. ALL AMERICAN ASPHALT
wrwr„A C12
.o.m.a.01/31/2026 www.cslb.ca.aov
6/7/23, 3:02 PM https://cadir.my.salesforce-sites.com/ContractorSearch/PrintRegDetails r
Contractor Information
Legal Entity Name
ALL AMERICAN ASPHALT
Legal Entity Type
Corporation
Status
Active
Registration Number
1000001051
Registration effective date
7/1/2023
Registration expiration date
6/30/2026
Mailing Address
PO BOX 2229 CORONA 92878 CA United States ...
Physical Address
400 E SIXTH ST CORONA 92879 CA United State...
Email Address
Trade Name/DBA
License Number(s)
CSLB:267073
CSLB:267073
Legal Entity Information
Corporation Number:
Federal Employment Identification Number:
President Name:
Mark Luer
Vice President Name:
Edward J. Carlson
Treasurer Name:
Secretary Name:
Michael Farkas
CEO Name:
Agent of Service Name:
Michael Farkas
Agent of Service Mailing Address:
400 E 6th St, Corona, CA Corona 92879 CA United States of America Workers Compensation
I
Do you lease employees No
through Professional
5/2/2016
6/9/2015
8/25/2014
7/1/2019
7/1/2023
7/1/2020
Registration History
Effective Date Expiration. Date
i
5/11/2018 6/30/2019
5/8/2017 6/30/201
6/30/2017
6/30/201
6/30/201
6/30/2020
6/30/2026
6/30/2028
https://cadir.my.salesforce-sites.com/ContractorSearch/PrintRegDetails 1/2
IN WITNESS WHEREOF, BIDDER executes and submits this proposal with the names, title, hands, and seals of all forenamed principals this day of , 20 BIDDER All American Asphalt - Corporation
PO Box 2229, Corona, CA 92878
Michael Farkas, Secretary
The undersigned declares under penalty of perjury under the laws of the State of California that the representations made hereto are true and correct.
Signature of Contractor's Representative
Edward J. Carlson
Printed Name
Vice President
Title
.hid
Subscribed and sworn to this day of ,20
NOTARY PUBLIC
C-22
16th
April
25
CALIFORNIA JURAT GOV CODE § 8202
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
State of California
County of Riverside Subscribed and sworn to (or affirmed) before me on this 16th day of April , 2025
Date Month
By (1) Edward J. Carlson
Name of Signer
Proved to me on the basis of satisfactory evidence
be the person who appeared before me (.) (,)
KATHRYN MARCONI
Notary Public - California
Riverside County
Commission 2490731
My Comm. Expires May 21, 2028
Place Notary Seal Above
(and
(2) Michael Farkas
Name of Signer
Proved to me on the basis of satisfactory evidence
be the person who appeared before me.)
Signatur
OPTIONAL
ignatul'e of Notary Public
Though the information below is not required by law, it may prove valuable to person relying on the document and could prevent fraudulent removal and reattachment of this form to another document.
Further Description of Any Attached Document
Bidder's Violation of Law/Safety
Title or Type of Questionnaire - City of Montebello
Document Date: 04/16/2025 Number of Pages: Six (6)
Signer(s) Other Than Named Above: NSA
RIGHT THUMBPRINT
OF SIGNER
Top of thumb here
RIGHT THUMBPRINT
OF SIGNER
Top of thumb here
Item No. Description Quantities Unit Unit Price Total Amount Unit Price Total Amount Unit Price Total Amount Unit Price Total Amount Unit Price Total Amount Unit Price Total Amount Unit Price Total Amount Unit Price Total Amount 1 MOBILIZATION (Not to exceed 10% of total
of all other prime contract Bid Items) 1L S $ 30,000.00 $ 30,000.00 $ 29,096.00 $ 29,096.00
$ 23,000.00 $ 23,000.00 $ 37,000.00 $ 37,000.00 $ 48,628.00 $ 48,628.00
$ 26,500.00 $ 26,500.00
$ 50,000.00 $ 50,000.00
$ 52,195.57 $ 52,195.57
2 TRAFFIC CONTROL (Not to exceed 8% of
total of all other prime contract Bid Items) 1L S $ 23,900.00 $ 23,900.00
$ 30,000.00 $ 30,000.00
$ 19,500.00 $ 19,500.00 $ 29,000.00 $ 29,000.00 $ 38,000.00 $ 38,000.00
$ 29,750.00 $ 29,750.00
$ 37,000.00 $ 37,000.00
$ 25,000.00 $ 25,000.00
3 STORM WATER POLLUTION
PREVENTION (SWPPP) BMP'S 1 ALL $ 5,000.00
$ 5,000.00
$ 5,000.00 $ 5,000.00
$ 5,000.00 $ 5,000.00
$ 5,000.00 $ 5,000.00
$ 5,000.00 $ 5,000.00
$ 5,000.00 $ 5,000.00
$ 5,000.00 $ 5,000.00
$ 5,000.00 $ 5,000.00
4 CONSTRUCTION SUVEY
1L S $ 3,500.00 $ 3,500.00
$ 5,000.00 $ 5,000.00
$ 4,000.00 $ 4,000.00
$ 4,000.00 $ 4,000.00
$ 4,000.00 $ 4,000.00
$ 3,800.00 $ 3,800.00
$ 10,000.00 $ 10,000.00
$ 12,000.00 $ 12,000.00
5 FULL WITH COLD MILL, 3.5 " DEPTH 90,840 SF $ 0.68 $ 61,771.20 $ 0.60 $ 54,504.00 $ 0.5 8 $ 52,687.20 $ 0.81 $ 73,580.40 $ 0.80 $ 72,672.00 $ 1.06 $ 96,290.40 $ 1.00 $ 90,840.00 $ 185.00 $ 168,054.00
6 CONSTRUCT 1.5" AC (TYPE B-PG 64-10)
PAVEMENT 840
TON $ 117.00 $ 98,280.00
$ 120.00 $ 100,800.00
$ 134.00 $ 112,560.00
$ 124.00 $ 104,160.00
$ 120.00 $ 100,800.00
$ 146.00 $ 122,640.00
$ 150.00 $ 126,000.00
$ 153.00 $ 128,520.00
7 CONSTRUCT 2" ARHM-GG-C PAVEMENT
OVERLAY 1120
TON $ 125.00 $ 140,000.00
$ 140.00 $ 156,800.00
$ 142.00 $ 159,040.00
$ 138.00 $ 154,560.00
$ 140.00 $ 156,800.00
$ 146.00 $ 163,520.00
$ 160.00 $ 179,200.00
$ 188.00 $ 210,560.00
8 DOUBLE ADJUST MANHOL TO GRADE
12 EA $ 1,800.00 $ 21,600.00
$ 1,400.00 $ 16,800.00
$ 1,908.00 $ 22,896.00
$ 1,900.00 $ 22,800.00
$ 2,400.00 $ 28,800.00
$ 1,290.00 $ 15,480.00
$ 1,800.00 $ 21,600.00
$ 1,890.00 $ 22,680.00
9 DOUBLE ADJUST GAS VALVE GRADE 2E A $ 800.00 $ 1,600.00 $ 1,400.00 $ 2,800.00 $ 212.00 $ 424.00 $ 800.00 $ 1,600.00 $ 1,300.00 $ 2,600.00 $ 1,290.00 $ 2,580.00 $ 800.00 $ 1,600.00 $ 470.00 $ 940.00 10 TRAFFIC SIGNING, STRIPING AND
MARKINGS 1L
S $ 19,500.00 $ 19,500.00
$ 20,000.00 $ 20,000.00
$ 33,390.00 $ 33,390.00 $ 20,000.00 $ 20,000.00 $ 22,000.00 $ 22,000.00
$ 41,500.00 $ 41,500.00
$ 30,000.00 $ 30,000.00
$ 35,660.43 $ 35,660.43
11 INSTALL VEHICLE DECTORS LOOPS 6E A $ 600.00 $ 3,600.00 $ 600.00 $ 3,600.00 $ 760.00 $ 4,560.00 $ 800.00 $ 4,800.00 $ 950.00 $ 5,700.00 $ 860.00 $ 5,160.00 $ 1,000.00 $ 6,000.00 $ 245.00 $ 1,470.00 12 REMOVE EXISTING AND INSTALL NEW
VEHICLE LOOP DETECTOR STUB OUT 1E
A $ 1,000.00 $ 1,000.00
$ 600.00 $ 600.00
$ 800.00 $ 800.00
$ 1,100.00 $ 1,100.00
$ 1,000.00 $ 1,000.00
$ 897.00 $ 897.00
$ 2,500.00 $ 2,500.00
$ 320.00 $ 320.00
13 FURNISH AND INSTALL PROJECT
CONSTRUCTION SIGNS 2E
A $ 2,600.00 $ 5,200.00
$ 2,500.00 $ 5,000.00
$ 1,060.00 $ 2,120.00
$ 987.00 $ 1,974.00
$ 5,000.00 $ 10,000.00
$ 3,200.00 $ 6,400.00
$ 2,500.00 $ 5,000.00
$ 3,200.00 $ 6,400.00
$ 414,951.20 $ 430,000.00 $ 439,977.20
$459,574.40 $496,000.00 $519,517.40 $564,740.00 $668,800.00TOTALS ALL American Asphalt Hardy & Harper
Bid Results
Plaza Drive Pavement Rehabilition Project — CP 917
Onyx Paving Co, Inc. Toro Enterprises LCR Earthwork & Engineering, Corp. Estate Design and ConstructionDash Construction Excel Paving
ATTACHMENT B
ITEM # 19
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. 25-30 APPROVING THE ENGINEER’S REPORT FOR THE FISCAL YEAR 2025-26 ANNUAL NATASHA LANE
LANDSCAPE ASSESSMENT DISTRICT NO. 2005-1 AND SETTING A
DATE FOR THE PUBLIC HEARING
DATE: May 14, 2025
RECOMMENDATIONS:
It is recommended that the City Council:
1. Adopt Resolution No. 25-30 (Attachment A) approving the Fiscal Year 2025-26 Engineer’s Report (Attachment B) for the Annual Natasha Lane Landscape Assessment District No. 2005-1, setting a date for the Public Hearing for the regular meeting scheduled for June 25, 2025 at 6:00 pm; and,
2. Take such additional, related action that may be desirable.
FISCAL IMPACT:
The costs associated with the maintenance and operations of the landscaping for Natasha Lane will be funded with the Fiscal Year 2025-26 Annual Assessment District No. 2005-01 (Account No. 265-99-330-3560.10 / 6040.20, Grants, Engineering, Natasha Lane Landscape Revenue/Expenditures). There will be no impact to the General Fund as all revenue collected and associated expenditures are recorded in the appropriate account in Fund 265.
BACKGROUND/DISCUSSION:
Natasha Lane is a twenty-unit housing development, extending to the south from Whittier Boulevard and to the east of Bluff Road. As part of the development, new landscaping was installed within a storm drain easement at the southerly terminus, along frontage of
CITY COUNCIL AGENDA REPORT - MEETING OF MAY 14, 2025
the property facing Whittier Boulevard and along the rear portion of the property. The City is responsible for the maintenance of landscaping in these areas.
The properties of this development benefiting from these improvements were assessed in FY 2024-25 and prior years. Continued assessment of the properties benefiting from these improvements is being proposed to offset the cost of maintenance and future replacement of related landscaping items. The attached Resolution (Attachment A) establishes approval of the Engineer’s Report for Natasha Lane Landscape Assessment District No. 2005-1 and provides notice of the required public hearing concerning the levy of the proposed assessments.
ENVIRONMENTAL:
N/A
ANALYSIS:
N/A
SUMMARY:
Staff recommends the City Council consider the adoption of Resolution 25-30 approving the Engineer’s Report for the FY 2025-26 Annual Natasha Lane Landscape Assessment District and setting the required Public Hearing on June 25, 2025, at 6:00 pm, in the City Council Chambers.
ATTACHMENT(S)
1. Attachment A - Resolution No. 25-30
2. Attachment B - DRAFT Engineer's Report
3. Attachment C - DRAFT Public Hearing Notice
ATTACHMENT A
RESOLUTION NO. 25-30
RESOLUTION OF THE CITY OF MONTEBELLO SET TING A PUBLIC
HEARING ON THE PROPOSED LEVY OF ANNUAL ASSESSMENTS FOR
LANDSCAPE MAINTENANCE FOR FISCAL YEAR 2025-2026 OF THE
PROPERTIES LOCATED ALONG NATASHA LANE AND REVIEWING
DRAFT ENGINEER’S ESTIMATE AND ANNUAL ADJUSTMENTS IN THE
AMOUNTS THEREOF
RECITALS
WHEREAS, the City Council (“City Council”) of the City of Montebello (“City”) proposes to levy the annual assessment for the properties 1 to 20 located along Natasha Lane (see Exhibit “A”), for Landscape Maintenance District (hereinafter referred to as the District) pursuant to the provision of Division 15, Part 2, of the Streets and Highways Code of the State of California; and
WHEREAS, the City of Montebello’s Engineering Division of the Department of Public Works has prepared the Engineer’s Annual Levy Report (“Report”) for the District known and designated as the Natasha Lane Landscape Assessment District No. 2005- 01 of the City of Montebello (“District”), pursuant to the Landscaping and Lighting Act of 1972, Part 2 (commencing with Section 22500) of Division 15 of the Streets and Highways Code (“Act”), for the installation, operation, maintenance and servicing of street lights, traffic signals, street trees, parkways, median islands, landscaping, parks, and any appurtenant improvements as set forth in Section 22525 of the California Streets and Highways Code (“Improvements”); and
WHEREAS, the Provisions of Division 15, Part 2, require a written report in accordance with Chapter 3 (commencing with Section 22620); and
WHEREAS, the City Engineer ing Division of the Department of Public Works has filed a preliminary report regarding the assessments to be levied and collected from the owners of assessable property within the District to pay the costs of the installation, operation, maintenance and servicing of street trees and landscaping, and any appurtenant improvements, and that report has been presented to and considered by the City Council; and
WHEREAS, it is necessary that the City Council adopt a resolution of intention pursuant to Section 22624 of the Streets and Highways Code to, among other things, fix and give notice of the time and place of a public hearing on the levy of annual assessments.
NOW, THEREFORE, BE IT RESOLVED, determined, and ordered by the City Council of the City of Montebello as follows:
SECTION 1: That the above recitals are all true and correct and are hereby
RESOLUTION NO. 25-30
incorporated herein.
SECTION 2. Findings. The City Council of the City of Montebello finds that:
a) The foregoing recitals are true and correct;
b) The Draft Engineer’s Report (the “Report”) contains all matters required by Sections 22565 through 22574 of the Streets and Highways Code and may, therefore, be approved by the City Council;
c) The assessments which are proposed to be levied on all parcels of assessable land within Natasha Lane Landscape Assessment District are based on special benefit conferred upon each such parcel from the payment of the cost of the installation, operation, maintenance, irrigation and servicing of street trees and parkways, landscaping, and appurtenant improvements;
d) The proportionate special benefit derived by each such parcel has been determined in relationship to the entirety of the capital cost of the installation, operation, maintenance, irrigation and servicing of street trees and landscaping, and appurtenant improvements; and e) The amount of the assessment which is proposed to be assessed on each such parcel is based upon and will not exceed the reasonable cost of the proportional special benefit conferred on that parcel.
SECTION 3: The City Engineer is hereby ordered to file with the City Council a preliminary report relating to the FY 2025-2026 levy of annual assessments for said District in accordance with the provisions of Chapter 3 (commencing with Section 22620) of Part 2 of Division 15 of the Streets and Highways Code of the State of California.
SECTION 4: Upon completion, said report shall be filed with the City Clerk who shall then submit the same to this City Council for its consideration pursuant to Section 22623 of said Streets and Highways Code.
SECTION 5. Intention. The City Council declares that it intends to levy assessments on all lots and parcels of assessable land proposed to be included in Natasha Lane Landscape District of the City of Montebello, as set forth in the Report.
Those assessments will be collected at the same time and in the same manner as the County taxes are collected, and all laws providing for the collection and enforcement of County taxes shall apply to the collection and enforcement of the assessments.
SECTION 6. Improvements. The Improvements shall include the maintenance of the following:
a) The maintenance of landscaping, including, but not limited to, street
RESOLUTION NO. 25-30
trees;
b) The installation of construction of any facilities which are appurtenant to any improvements listed in (a) which are necessary or convenient for the maintenance or servicing thereof including, but not limited to, irrigation, planting, and electrical facilities;
SECTION 7. Report and Assessments. The Report, which is on file with the City Clerk of the City Council, and which has been presented to the City Council at the meeting at which this resolution is adopted, is approved. Reference is made to the Report for a full and detailed description of the Improvements, the boundaries of Natasha Lane Landscape District and the proposed assessments upon assessable lots and parcels of land therein.
SECTION 8. Duration of Assessments and Inflation Increases, The assessments shall be levied on all parcels of assessable property within Natasha Lane Landscape District as identified in the Report, so long as the assessments are necessary to finance the Improvements specified in Section 3 and the maintenance and s ervicing thereof.
The annual amount of the assessment to be levied on each parcel of assessable property in the District in each fiscal year may be increased by the percentage increase in the Consumer Price Index – All Urban Consumers for the Los Angeles; provided, however, that the amount of the assessment to be levied on any assessable parcel in any fiscal year shall not be increased by more than four percent (4% based on March 12-month assessment), and the amount of the assessment to be levied on any parcel in any fiscal year shall not in any event exceed the actual total cost of the proportional special benefit conferred on that parcel.
SECTION 9. Hearing. The time and place of the public hearing required by Section 22624 through 22631 of the Streets and Highways Code concerning the levy of the proposed assessments is set for 6:00 p.m. on Wednesday, June 25, 2025, at the City of Montebello Council Chambers, located at 1600 W. Beverly Boulevard, Montebello, California, 90640.
SECTION 10. Notice of Hearing. The City Clerk is hereby authorized and directed to publish a copy of this Resolution in a newspaper of general circulation in said City. Said Publication shall be not less than ten (10) days before the date of said public hearing.
SECTION 11. For any and all information relating to the Procedures, protest procedures, documentation and/or information of procedure or technical nature, your attention is directed to the office listed below as designated:
Cesar Roldan
Director of Public Works
City of Montebello
RESOLUTION NO. 25-30
APPROVED AND ADOPTED THIS 14TH DAY OF MAY 2025.
Salvador Melendez, 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. 2 5-30 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 14 th day of May 2025
and that said Resolution was adopted by the following vote, to-wit:
AYES:
NOES:
ABSTAIN:
ABSENT:
The undersigned, City Clerk of the City of Montebello, does hereby attest and certify that the foregoing Resolution is a true, full and correct copy of a resolution duly adopted at a meeting of said City which was duly convened and held on the date stated thereon, and that said document has not been amended, modified, repealed or rescinded since its date of adoption and is in full force and effect as of the date hereof.
DATE:
Christopher Jimenez, City Clerk
EXHIBITS:
• Exhibit A – Boundary of Assessment District
EXHIBIT A
CITY OF MONTEBELLO
ENGINEER’S REPORT
FOR
NATASHA LANE LANDSCAPE
ASSESSMENT DISTRICT NO. 2005-1
For
FY 2025-2026
Salvador Melendez, Mayor
Georgina Tamayo, Mayor Pro Tem
Scarlet Peralta, Councilmember
Danielle Romero, Councilmember
Ric Alonzo, Councilmember
Engineer’s Report
May 14, 2025
Prepared by the City of Montebello – Engineering Division Cesar Roldan
Director of Public Works
2 CITY OF MONTEBELLO
ENGINEER’S REPORT
FOR
NATASHA LANE LANDSCAPE
ASSESSMENT DISTRICT NO. 2005-1
(FISCAL YEAR 2025-2026)
SECTION I: AUTHORITY FOR REPORT
This report is prepared pursuant to the provisions of the Landscape and Lighting Act of 1972 (commencing with Section 22500) of Division 15 the Street and Highway Code for the maintenance of Public Landscaping that benefits only the properties on Natasha Lane. The report covers the period from July 1, 2025, through June 30, 2026.
SECTION II: PLANS
The Plans showing extent and location of landscape are illustrated herein by Exhibit A.
All of above-mentioned items are on file in the Office of the City Clerk.
SECTION III: SPECIFICATIONS FOR MAINTENANCE
Landscaping maintenance shall consist of installing, cutting, pruning, trimming, fertilizing, irrigating and treating plants, shrubs, trees, ground cover and soil to provide a pleasing and attractive landscape within the public right-of-way and publicly owned grounds. Dead plants, shrubs, trees, and ground cover shall be replaced with new items as soon as practical. The irrigation system shall be operated and maintained to provide adequate watering for all plants, shrubs, trees, and ground cover. Irrigation systems shall be installed as deemed appropriate by the City Engineer.
SECTION IV: PROJECT REVENUE & EXPENDITURES
3 2024-25 2025-26
FY 2025-2026 BEGINNING FUND BALANCE (ESTIMATED) $37,491.85 $24,691.85 FY 2025-2026 PROJECTED REVENUE $1,200 $1,200
TOTAL REVENUE AVAILABLE FOR FY 2025-2026 $38,691.85 $25,891.85 FY 2025-2026 PROJECTED EXPENDITURES
Maintenance and Operation Expenses
Contractual Services
$9,200 $9,200
Administrative Costs (Staff, Consultant and La County Fees) $4,800 $4,800 TOTAL EXPENDITURES $14,000 $14,000
PROJECTED BALANCE (JUNE 30, 2026)
FY 2025-2026 Revenue Available $38,691.85 $25,891.85
FY 2025-2026 Anticipated Expenditures ($14,000) ($14,000) ASSESSMENT DISTRICT RESERVE FUND BALANCE (PROJECTED) $24,691.85 $11,891.85 SECTION V: DIAGRAM
A Diagram showing the Assessor’s parcel number and the dimensions of each lot or parcel of land within the District is on file in the Office of the City Clerk.
SECTION VI: ASSESSMENT
The improvements are to be funded by the levying of assessments on the benefiting properties. The “Municipal Improvement Act of 1913” and Article XIIID of the State Constitution require that assessments must be based on the estimated special benefit for the properties from the improvements. In addition, Article XIIID, Section 4, of the State Constitution requires that a parcel’s assessment may not exceed the reasonable cost of the proportional special benefit conferred in the parcel. It also requires that publicly owned property, (which benefit from the improvements) are to be assessed. Neither the Act nor the State Constitution specifies the method or formula that should be used to apportion the costs to properties in any special assessment district proceedings. The responsibility for recommending the assessments per panel is an Apportionment Engineer, who is appointed for the purpose of making an analysis of the facts and determining the correct apportionment of the assessment obligation. The City Engineer is hereby appointed as the Assessment Engineer.
All properties are assessed based on the Engineer’s Estimate. This estimate includes associated costs for each property based on property frontage along the street (Natasha Lane). In order to apportion the assessment to each parcel in direct proportion with the special and direct benefit which it will receive from the improvements, an analysis has
4 been completed and the respective street frontage of each benefiting parcel is used as the basis for apportioning costs to each property within the Assessment District as follows:
NATASHA LANE LANDSCAPE
ASSESSMENT DISTRICT NO. 2005-2
ASSESSMENT ROLL
ASSESSMENT
NO.
BOOK PAGE PARCEL
NO.
FRONT
FOOTAGE
TOTAL
COST
1 6348 6 17 45.19 LF $ 65.41
2 6348 6 18 41 LF $ 59.35
3 6348 6 19 41 LF $ 59.35
4 6348 6 20 41 LF $ 59.35
5 6348 6 21 41 LF $ 59.35
6 6348 6 22 41 LF $ 59.35
7 6348 6 23 41 LF $ 59.35
8 6348 6 24 41.70 LF $ 60.36
9 6348 6 25 52 LF $ 75.27
10 6348 6 26 45.27 LF $ 65.53
11 6348 6 29 40.60 LF $ 58.77
12 6348 6 30 40 LF $ 57.90
13 6348 6 31 40 LF $ 57.90
14 6348 6 32 40 LF $ 57.90
15 6348 6 33 40 LF $ 57.90
16 6348 6 34 40 LF $ 57.90
17 6348 6 35 40 LF $ 57.90
18 6348 6 36 40 LF $ 57.90
19 6348 6 37 40 LF $ 57.90
20 6348 6 38 38.24 LF $ 55.35
TOTAL: 829.00 LF $1,200.00
5 NATASHA LANE LANDSCAPE
ASSESSMENT DISTRICT NO. 2005-2
ADDRESS OF PROPERTY OWNERS
Assessor’s Parcel
No.
Property Address
6348-006-017 101 Natasha Lane
Montebello, CA 90640
6348-006-018 105 Natasha Lane
Montebello, CA 90640
6348-006-019 109 Natasha Lane
Montebello, CA 90640
6348-006-020 117 Natasha Lane
Montebello, CA 90640
6348-006-021 121 Natasha Lane
Montebello, CA 90640
6348-006-022 125 Natasha Lane
Montebello, CA 90640
6348-006-023 129 Natasha Lane
Montebello, CA 90640
6348-006-024 133 Natasha Lane
Montebello, CA 90640
6348-006-025 137 Natasha Lane
Montebello, CA 90640
6348-006-026 141 Natasha Lane
Montebello, CA 90640
6 NATASHA LANE LANDSCAPE
ASSESSMENT DISTRICT NO. 2005-2
ADDRESS OF PROPERTY OWNERS
Assessor’s Parcel
No.
Property Address
6348-006-029 136 Natasha Lane
Montebello, CA 90640
6348-006-030 132 Natasha Lane
Montebello, CA 90640
6348-006-031 128 Natasha Lane
Montebello, CA 90640
6348-006-032 124 Natasha Lane
Montebello, CA 90640
6348-006-033 120 Natasha Lane
Montebello, CA 90640
6348-006-034 116 Natasha Lane
Montebello, CA 90640
6348-006-035 112 Natasha Lane
Montebello, CA 90640
6348-006-036 108 Natasha Lane
Montebello, CA 90640
6348-006-037 104 Natasha Lane
Montebello, CA 90640
6348-006-038 100 Natasha Lane
Montebello, CA 90640
7 NATASHA LANE SEWER AND STORM WATER PUMP STATION
ASSESSMENT DISTRICT NO. 2005-2
EXHIBIT “A”
BOUNDARY MAP
ATTACHMENT C
CITY OF MONTEBELLO
PUBLIC HEARING NOTICE
NOTICE IS HEREBY GIVEN that the City Council of the City of Montebello will hold a Public Hearing in the Council Chambers located at Montebello City Hall, 1600 West Beverly Boulevard, Montebello, California, on Wednesday, June 25, 2025, at 6:00 p.m., or as soon as possible thereafter as the matter can be heard, to consider the following:
Levying the proposed annual assessments for the City’s Natasha Lane Landscaping Assessment District 2005-1 for Fiscal Year 2025-26:
Natasha Lane is a twenty-unit housing development, extending to the south from Whittier Boulevard and to the east of Bluff Road. As part of the development, new landscaping was installed within a storm drain easement at the southerly terminus, along the frontage of the property facing Whittier Boulevard and at the end of the cul-de-sac. The City is responsible for the maintenance of landscaping in these areas. The special assessment district was initially established in 2005 when the development was constructed. This special assessment is added to the Los Angeles County Tax Roll annually. On May 14, 2025, the City Council approved Resolution No. 25-30 initiating proceedings for the FY 2025-2026 levy of the annual special assessment and residents were notified on ________, 2025.
For those interested in making public comments, you may address the City Council in person during the public comment period or public testimony period for Public Hearings by attending the Council Chambers located at Montebello City Hall, 1600 West Beverly Boulevard, Montebello, California on Wednesday, June 25, 2025, at 6:00 p.m. In addition, the City has created an email address [email protected] where the public can submit written public comments no later than Wednesday, June 26, 2025, at 3:00 p.m. These comments will not be read aloud but will be entered into the record and submitted to all members of the City Council. The email address for City Council meetings can be located on the City’s webpage under the City Clerk tab, https://www.cityofmontebello.com/department/administration/city- clerk-s-office.html.
If you challenge the subject matter in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice, or in written correspondence delivered to the City Council, at, or prior to, the public hearing.
More information about the assessment district is available by contacting the Public Works Department at 323-887-1460:
_________________________________
Kimberly Guillen, Sr. Deputy City Clerk
Dated: May 14, 2025
Date published: May XX, 2025
ITEM # 20
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 25-31 APPROVING THE ENGINEER'S REPORT FOR THE FISCAL YEAR 2025-26 ANNUAL NATASHA LANE SEWER
AND STORM WATER PUMP STATION ASSESSMENT DISTRICT NO.
2005-2 AND SETTING A DATE FOR THE PUBLIC HEARING
DATE: May 14, 2025
RECOMMENDATIONS:
It is recommended that the City Council:
1. Adopt Resolution No. 25-31 (Attachment A) approving the Fiscal Year 2025-26 Engineer’s Report (Attachment B) for the Annual Natasha Lane Sewer and Storm Water Pump Station Assessment District No. 2005-2, setting a date for the Public Hearing for the regular meeting scheduled on June 25, 2025, at 6:00 pm; and,
2. Review the draft engineer’s report and comment prior to acceptance; and,
3. Take such additional, related action that may be desirable.
FISCAL IMPACT:
The operation and maintenance costs for the sewer and storm drain facilities servicing the Natasha Lane development will continue to be funded through the Fiscal Year 2025- 26 annual assessment. Over the past three fiscal years, significant repair expenses were incurred due to the failure of critical infrastructure, including the stormwater pump lift station and the sewer lift station, both of which have exceeded their expected lifespans.
These expenses, combined with insufficient assessments in prior fiscal years, have resulted in a deficit of $172,911 in the sewer and storm water assessment account (Fund 265).
Despite staff’s best efforts to propose a comprehensive three-pronged approach— spreading the deficit over a 10-year term, incorporating annual maintenance allocations,
CITY COUNCIL AGENDA REPORT - MEETING OF MAY 14, 2025
and establishing a capital reserve, the special district formation resolution restricts the City’s ability to increase the annual assessment beyond the Consumer Price Index (CPI), capped at 7.5%. As a result, the City is currently unable to address the full deficit through the assessment mechanism. The FY 2025-26 budget will include appropriations for the revenue received from the assessments and the associated expenditures required to maintain the sewer and storm drain system, but not eliminate the deficit or provide funding for future capital costs.
BACKGROUND/DISCUSSION:
Natasha Lane is a twenty-unit housing development completed in 2005 near the intersection of Whittier Boulevard and Bluff Road. Due to the topography, the development included construction of sewer and storm drain pump stations. The City is responsible for the maintenance and operation of the pump stations and appurtenant facilities.
The properties benefiting from these improvements were assessed in Fiscal Year 2024-
25. Continued assessment of the properties benefiting from these improvements is being proposed to offset the cost of maintenance and operation for FY 2025-26. The boundary of the assessment district is shown in Exhibit “A” attached to the Resolution (Attachment A).
The attached resolution (Attachment A) establishes the City Council’s intention to levy the assessment and requests the review of the draft engineer’s report for the assessment district. The approval of the resolution initiates the assessment proceedings. This notice of intent to set the Public Hearing date and time will allow residents the opportunity to comment on the engineer’s report and ultimately lead to approving the recommended assessments. Upon approval, staff will work with the County of Los Angeles to transmit the requisite documentation to place the assessment on the property owner’s annual property tax bill.
ENVIRONMENTAL:
N/A
ANALYSIS:
N/A
SUMMARY:
The City Council will consider approval of a resolution establishing the City’s intention to levy an assessment for the operation and maintenance of the sewer and storm drain pump stations installed as part of the Natasha Lane housing development and requests the preliminary review and comments of the draft engineer’s report for the assessment district (2005-2). Continued assessment of the properties benefiting from these improvements is necessary to offset the cost of maintenance, operation, and replacement.
CITY COUNCIL AGENDA REPORT - MEETING OF MAY 14, 2025
ATTACHMENT(S)
1. Attachment A - Resolution No. 25-31
2. Attachment B - DRAFT Engineer's Report
3. Attachment C - DRAFT Public Hearing Notice
ATTACHMENT A
RESOLUTION NO. 25-31
RESOLUTION OF THE CITY OF MONTEBELLO SETTING A PUBLIC
HEARING ON THE PROPOSED LEVY OF ANNUAL ASSESSMENTS FOR
SEWER PUMP STATION AND STORM DRAIN PUMP STATION
OPERATION, MAINTENANCE, AND CAPITAL RESERVE FOR THE
PROPERTIES LOCATED ALONG NATASHA LANE AND REVIEWING
DRAFT ENGINEER’S ESTIMATE AND ANNUAL ADJUSTMENTS IN THE
AMOUNTS THEREOF
RECITALS
WHEREAS, the City Council (“City Council”) of the City of Montebello (“City”) proposes to levy the annual assessment for the properties 1 to 20 located along Natasha Lane (see Exhibit “A”), for the Sewer Pump Station and Storm Water Pump Station Operation and Maintenance District (hereinafter referred to as the District) pursuant to the provision of Division 15, Part 2, of the Streets and Highways Code of the State of California; and
WHEREAS the City of Montebello’s Engineering Division of the Department of Public Works has prepared the Engineer’s Annual Levy Report (“Report”) for the District known and designated as the Natasha Lane Sewer Pump Station and Storm Water Pump Station District No. 2005-02 of the City of Montebello (“District”), pursuant to the Benefits Assessment Act of 1982 (“Act”), for the installation, operation, maintenance and servicing of sewer and storm drain pump stations and any appurtenant improvements (“Improvements”); and
WHEREAS, the Provisions of California Constitution Article XIII D and statutory provisions implementing it require that all assessments now must be supported by a detailed engineer’s report prepared by a registered professional engineer regardless of the requirements of the underlying enabling legislation.
WHEREAS the City Engineering Division of the Department of Public Works has filed a preliminary report regarding the assessments to be levied and collected from the owners of assessable property within the District to pay the costs of the installation, operation, maintenance and servicing of the sewer pump station and the storm drain pump station, and any appurtenant improvements, and that report has been presented to and considered by the City Council; and
WHEREAS, it is necessary that the City Council adopt a series of resolutions declaring its intention to form the assessment district, levy the assessments, order the works of improvement and issue bonds to represent the unpaid assessments. The legislative body also preliminarily approves the assessment engineer’s report and sets the time and place for a public hearing when all persons who object to the proposed assessment district may appear and be heard by the
RESOLUTION NO. 25-31
WHEREAS, pursuant to section VII.A.3.d.2 of the League of California Cities Municipal Law Handbook, a notice of public hearing was mailed to all property owners within the assessment district.
WHEREAS,
NOW, THEREFORE, BE IT RESOLVED, determined, and ordered by the City Council of the City of Montebello as follows:
SECTION 1: That the above recitals are all true and correct and are hereby incorporated herein.
SECTION 2. Findings. The City Council of the City of Montebello finds that:
(a) The preceding recitals are true and correct;
(b) The requirements of the Benefit Assessment Act of 1982, Chapter 6.4 (commencing with Section 54703) of Part 1 of Division 2 of Title 5 of the Government Code have been satisfied;
(c) The requirements of Section 53753 of the Government Code have been satisfied;
(d) The assessments proposed to be levied on the assessable lots and parcels of land in the District for the improvements during Fiscal Year 2024-2025 contained in the Engineer’s Report, which is on file with the City Clerk of the City Council (the "Report"), are based on benefits derived by such lots and parcels from the availability of the improvements, and are not based on the ownership or value of such lots and parcels;
(e) For purposes of levying the proposed assessments on the lots and parcels of property within the District, the Report and the Assessment diagram contained therein allocates the estimated costs of the installation, operation, maintenance and servicing of the improvements within the District;
(f) Such assessments are based on special benefit conferred upon each such lot or parcel from the payment of the costs of the installation, operation, maintenance and servicing of the improvements;
(g) The proportionate special benefit derived by each of such lot or parcel has been determined in relationship to the entirety of the cost of the installation, operation, maintenance and servicing of the improvements; (h) The amount of the assessment which is to be levied on each such lot or parcel is based upon and will not exceed the reasonable cost of the proportional special benefit conferred on that lot or parcel;
RESOLUTION NO. 25-31
(i) The City Council may proceed to adopt a resolution confirming the assessments to be levied on assessable parcels of property in the District; and
SECTION 3: The City Engineer is hereby ordered to file with the City Council a preliminary report relating to the FY 2025-2026 levy of annual assessments for said District in accordance with the provisions of Chapter 3 (commencing with Section 22620) of Part 2 of Division 15 of the Streets and Highways Code of the State of California.
SECTION 4: Upon completion, said report shall be filed with the City Clerk who shall then submit the same to this City Council for its consideration pursuant to Section 22623 of said Streets and Highways Code.
SECTION 5. Intention. The City Council declares that it intends to levy annual assessments on all lots and parcels of assessable land proposed to be included in the Natasha Lane Sewer Pump Station and Storm Water Pump Station Assessment District of the City of Montebello, as set forth in the Report. Those assessments will be collected at the same time and in the same manner as the County taxes are collected, and all laws providing for the collection and enforcement of County taxes shall apply to the collection and enforcement of the assessments.
SECTION 6. Improvements. The Improvements shall include the maintenance of the following:
a) The maintenance of sewer and storm water pump stations and appurtenant improvements;
a) The installation of construction of any facilities which are appurtenant to any improvements listed in (a) which are necessary or convenient for the maintenance or servicing thereof including, but not limited to, pump equipment, piping, hoists and electrical facilities
SECTION 7. Report and Assessments. The Report, which is on file with the City Clerk of the City Council, and which has been presented to the City Council at the meeting at which this resolution is adopted, is approved. Reference is made to the Report for a full and detailed description of the Improvements, the boundaries of Natasha Lane Sewer Pump Station and Storm Water Pump Station Assessment District and the proposed assessments upon assessable lots and parcels of land therein.
SECTION 8. Duration of Assessments and Inflation Increases and Election Thereon. The assessments shall be levied on all parcels of assessable property within Natasha Lane Sewer Pump Station and Storm Water Pump Station Assessment District, as identified in the Report, so long as the assessments are necessary to
RESOLUTION NO. 25-31
finance the Improvements specified in Section 3 and the maintenance and servicing thereof. The annual amount of the assessment to be levied on each parcel of assessable property in the District in each fiscal year may be increased by the percentage increase in the Consumer Price Index – All Urban Consumers for the Los Angeles; provided, however, that the amount of the assessment to be levied on any assessable parcel in any fiscal year shall not be increased by more than three percent (3%), based on April 2025 12-month assessment), and the amount of the assessment to be levied on any parcel in any fiscal year shall not in any event exceed the actual total cost of the proportional special benefit conferred on that parcel.
SECTION 8. Hearing. The time and place of the public hearing concerning the levy of the proposed assessments is set for 6:00 p.m. on Wednesday, June 2 5, 2025, at the City of Montebello Council Chambers, located at 1600 W. Beverly Boulevard, Montebello, California, 90640.
SECTION 9. Notice of Hearing. The City Clerk is hereby authorized and directed to publish a copy of this Resolution in a newspaper of general circulation in said City.
Said Publication shall be not less than ten (10) days before the date of said public hearing.
SECTION 10. For any and all information relating to the Procedures, protest procedures, documentation and/or information of procedure or technical nature, your attention is directed to the office listed below as designated:
Cesar Roldan
Director of Public Works
City of Montebello
[Signatures on the following page.]
RESOLUTION NO. 25-31
APPROVED AND ADOPTED THIS 14TH DAY OF MAY 2025.
Salvador Melendez, 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. 25- 31 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 14 th day of May 2025
and that said Resolution was adopted by the following vote, to-wit:
AYES:
NOES:
ABSTAIN:
ABSENT:
The undersigned, City Clerk of the City of Montebello, does hereby attest and certify that the foregoing Resolution is a true, full and correct copy of a resolution duly adopted at a meeting of said City which was duly convened and held on the date stated thereon, and that said document has not been amended, modified, repealed or rescinded since its date of adoption and is in full force and effect as of the date hereof.
DATE:
Christopher Jimenez, City Clerk
EXHIBITS:
• Exhibit A – Boundary of Assessment District
EXHIBIT A
ATTACHMENT B
CITY OF MONTEBELLO
ENGINEER’S REPORT
FOR
NATASHA LANE SEWER AND STORM WATER PUMP STATION
ASSESSMENT DISTRICT NO. 2005-2
For
FY 2025-2026
Salvador Melendez, Mayor
Georgina Tamayo, Mayor Pro Tem
Scarlet Peralta, Councilmember
Danielle Romero, Councilmember
Ric Alonzo, Councilmember
Engineer’s Report
May 14, 2025
Prepared by the City of Montebello – Engineering Division Cesar Roldan
Director of Public Works
CITY OF MONTEBELLO
2 ENGINEER’S REPORT
FOR
NATASHA LANE SEWER AND STORM WATER PUMP STATION
ASSESSMENT DISTRICT NO. 2005-2
(FISCAL YEAR 2025-2026)
SECTION I: AUTHORITY FOR REPORT
This report is prepared pursuant to the provision of the Benefits Assessment Act of 1982.
Chapter 6.4 (commencing with Section 54703) of Part 1 of Division of Title 5 of the Government Code. The report for the maintenance and operation of the sewer pump station and storm water pump station benefits only the properties on Natasha Lane and covers the period July 1, 2025, through June 30, 2026.
SECTION II: PLANS
The Plans showing the locations of the sewer and storm water pump stations are illustrated herein as Exhibit A.
All of the above-mentioned items are on file in the Office of the City Clerk.
SECTION III: SPECIFICATIONS FOR MAINTENANCE
The sewer and storm water pump stations shall be maintained in such a manner as to always keep the systems in good working condition. The installation or construction of any facilities, parts, or systems associated to any improvements which are necessary or convenient for maintenance shall be initiated as required in a timely manner.
SECTION IV: PROJECT REVENUE & EXPENDITURES
2024-25 ACTUAL 25-26 PROJECTED
BEGINNING FUND BALANCE ($110,766.32) ($172,911.36)
Current Outstanding Deficit
REVENUE $17,640.99 $19,593.90
Maintenance and Operation Expenses (Estimated) $12,840.99 $14,793.90 Administrative Costs (Staff, Consultant and La County Fees) $4,800 $4,800 EXPENDITURES (ESTIMATED) $79,866.03 $26,800
Maintenance and Operation Expenses
Contractual Services
$75,066.03 $22,000
Administrative Costs (Staff, Consultant and La County Fees) $4,800 $4,800
BALANCE (END OF FISCAL YEAR)
Revenue Available ($93,125.33) ($153,317.46)
Anticipated Expenditures ($79,866.03) ($26,800)
3 ASSESSMENT DISTRICT RESERVE FUND BALANCE ($172,911.36) ($180,117.46) SECTION V: DIAGRAM
A Diagram showing the Assessor’s parcel number and the dimensions of each lot or parcel of land within the District is on file in the Office of the City Clerk.
SECTION VI: ASSESSMENT
The improvements are to be funded by the levying of assessments on the benefiting properties. The “Municipal Improvement Act of 1913” and Article XIIID of the State Constitution require that assessments must be based on the estimated special benefit for the properties from the improvements. In addition, Article XIIID, Section 4, of the State Constitution requires that a parcel’s assessment may not exceed the reasonable cost of the proportional special benefit conferred in the parcel. It also requires that publicly owned property (which benefits from the improvements) are to be assessed. Neither the Act nor the State Constitution specifies the method or formula that should be used to apportion the costs to properties in any special assessment district proceedings. The responsibility for recommending the assessments per panel is an Apportionment Engineer, who is appointed for the purpose of making an analysis of the facts and determining the correct apportionment of the assessment obligation. The City Engineer is hereby appointed as the Assessment Engineer.
All properties are assessed based on the Engineer’s Estimate. The Engineer’s Estimate includes a 3% Consumer Price Index adjustment which was approved when the District was initially formed. This estimate includes associated costs for each property based on property frontage along the street (Natasha Lane). In order to apportion the assessment to each parcel in direct proportion with the special and direct benefit which it will receive from the improvements, an analysis has been completed and the respective street frontage of each benefiting parcel is used as the basis for apportioning costs to each property within the Assessment District as follows:
4 NATASHA LANE SEWER AND STORM WATER PUMP STATION
ASSESSMENT DISTRICT NO. 2005-2
ASSESSMENT ROLL
ASSESSMENT
NO.
BOOK PAGE PARCEL
NO.
FRONT
FOOTAGE
TOTAL
COST
1 6348 6 17 45.19 LF $1,068.09
2 6348 6 18 41 LF $969.06
3 6348 6 19 41 LF $969.06
4 6348 6 20 41 LF $969.06
5 6348 6 21 41 LF $969.06
6 6348 6 22 41 LF $969.06
7 6348 6 23 41 LF $969.06
8 6348 6 24 41.70 LF $985.60
9 6348 6 25 52 LF $1,229.05
10 6348 6 26 45.27 LF $1,069.98
11 6348 6 29 40.60 LF $959.60
12 6348 6 30 40 LF $945.42
13 6348 6 31 40 LF $945.42
14 6348 6 32 40 LF $945.42
15 6348 6 33 40 LF $945.42
16 6348 6 34 40 LF $945.42
17 6348 6 35 40 LF $945.42
18 6348 6 36 40 LF $945.42
19 6348 6 37 40 LF $945.42
20 6348 6 38 38.24 LF $903.82
TOTAL: 829.00 LF
$19,593.90
5 NATASHA LANE SEWER AND STORM WATER PUMP STATION
ASSESSMENT DISTRICT NO. 2005-2
ADDRESS OF PROPERTY OWNERS
Assessor’s
Parcel No.
Property Address
6348-006-017 101 Natasha Lane
Montebello, CA 90640
6348-006-018 105 Natasha Lane
Montebello, CA 90640
6348-006-019 109 Natasha Lane
Montebello, CA 90640
6348-006-020 117 Natasha Lane
Montebello, CA 90640
6348-006-021 121 Natasha Lane
Montebello, CA 90640
6348-006-022 125 Natasha Lane
Montebello, CA 90640
6348-006-023 129 Natasha Lane
Montebello, CA 90640
6348-006-024 133 Natasha Lane
Montebello, CA 90640
6348-006-025 137 Natasha Lane
Montebello, CA 90640
6348-006-026 141 Natasha Lane
Montebello, CA 90640
NATASHA LANE SEWER AND STORM WATER PUMP STATION
ASSESSMENT DISTRICT NO. 2005-2
6 ADDRESS OF PROPERTY OWNERS
Assessor’s Parcel
No.
Property Address
6348-006-029 136 Natasha Lane
Montebello, CA 90640
6348-006-030 132 Natasha Lane
Montebello, CA 90640
6348-006-031 128 Natasha Lane
Montebello, CA 90640
6348-006-032 124 Natasha Lane
Montebello, CA 90640
6348-006-033 120 Natasha Lane
Montebello, CA 90640
6348-006-034 116 Natasha Lane
Montebello, CA 90640
6348-006-035 112 Natasha Lane
Montebello, CA 90640
6348-006-036 108 Natasha Lane
Montebello, CA 90640
6348-006-037 104 Natasha Lane
Montebello, CA 90640
6348-006-038 100 Natasha Lane
Montebello, CA 90640
7 NATASHA LANE SEWER AND STORM WATER PUMP STATION
ASSESSMENT DISTRICT NO. 2005-2
EXHIBIT “A”
BOUNDARY MAP
ATTACHMENT C
CITY OF MONTEBELLO
PUBLIC HEARING NOTICE
NOTICE IS HEREBY GIVEN that the City Council of the City of Montebello will hold a Public Hearing in the Council Chambers located at Montebello City Hall, 1600 West Beverly Boulevard, Montebello, California, on Wednesday, June 25, 2025, at 6:00 p.m., or as soon as possible thereafter as the matter can be heard, to consider the following:
Levying the proposed annual assessments for the City’s Natasha Lane Sewer and Storm Water Pump Station Assessment District 2005-2 for Fiscal Year 2025-26:
Natasha Lane is a twenty-unit single family housing development, located south of Whittier Boulevard and east of Bluff Road. As part of the development, sewer and storm systems, including pump stations for both systems, were installed to accommodate the operation of the sewer lines and storm water systems.
The City is responsible for the operation and maintenance of these pump stations. The special assessment district was initially established in 2005 when the development was constructed. This special assessment is added to the L.A. County Tax Roll annually. On June May 14, 2025, the City Council approved Resolution No. 25-31 initiating proceedings for the FY 2025-2026 levy of the annual special assessment and residents were notified on ________, 2025.
For those interested in making public comments, you may address the City Council in person during the public comment period or public testimony period for Public Hearings by attending the Council Chambers located at Montebello City Hall, 1600 West Beverly Boulevard, Montebello, California on Wednesday, June 25, 2025, at 6:00 p.m. In addition, the City has created an email address [email protected] where the public can submit written public comments no later than Wednesday, June 26, 2025, at 3:00 p.m. These comments will not be read aloud but will be entered into the record and submitted to all members of the City Council. The email address for City Council meetings can be located on the City’s webpage under the City Clerk tab, https://www.cityofmontebello.com/department/administration/city- clerk-s-office.html.
If you challenge the subject matter in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice, or in written correspondence delivered to the City Council, at, or prior to, the public hearing.
More information about the assessment district is available by contacting the Public Works Department at 323-887-1460:
_________________________________
Kimberly Guillen, Sr. Deputy City Clerk
Dated: May 14, 2025
Date published: May XX, 2025
ITEM # 21
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 ISSUING A REQUEST FOR QUOTATIONS FOR
EQUIPMENT, HARDWARE, TOOLS, AND RELATED MATERIALS;
AUTOMOTIVE SUPPLIES; RENTAL EQUIPMENT; SIGNAGE AND
TRAFFIC SUPPLIES; ASPHALT SUPPLIES AND DELIVERY
DATE: May 14, 2025
RECOMMENDATIONS:
It is recommended that the City Council:
1. Approve issuing a Request for Quotations (“RFQ”) for Equipment, Hardware, Tools, and Related Materials; and,
2. Approve issuing a Request for Quotations (“RFQ”) for Automotive Supplies; and,
3. Approve issuing a Request for Quotations (“RFQ”) for Rental Equipment; and,
4. Approve issuing a Request for Quotations (“RFQ”) for Signage and Traffic Supplies; and,
5. Approve issuing a Request for Quotations (“RFQ”) for Asphalt Supplies and Delivery; and,
6. Take such additional, related action that may be desirable.
FISCAL IMPACT:
There are no significant expenses associated with approving and circulating the Request for Quotations (RFQ). The City Council is not obligated to approve an agreement by soliciting quotes for the various materials, parts, equipment, etc. covered by the various RFQs. Actual costs will be determined through the competitive quotation process and based on individual department needs. Final expenditures will be encumbered through approved department budgets in each fiscal year and monitored through standard purchasing procedures. Should the projected annual expense of any of the goods and/or equipment quoted through the RFQ process be $50,000 or greater, staff will seek City
CITY COUNCIL AGENDA REPORT - MEETING OF MAY 14, 2025
Council approval on an agreement to set pricing and related terms.
BACKGROUND/DISCUSSION:
The City of Montebello utilizes a wide range of essential supplies and services to support the daily operations of its departments, including Public Works, Transit, Fire, Police, and Parks and Recreation. Historically, many of these operational needs—such as tools, asphalt patching materials, signage, or automotive parts—have been procured through ad hoc purchases or on an emergency basis using purchase cards (P-cards) or open- market transactions with big box retailers. While functional in the short term, this approach presents significant inefficiencies and risks:
• Lack of pricing consistency and opportunities for competitive rate negotiation • Increased administrative burden from repeatedly soliciting quotes for routine purchases
• Audit concerns and budget tracking challenges related to unstructured P-card use • Limited contract management and vendor accountability
To reduce these challenges, City staff are proposing the issuance of five distinct RFQs to establish annual not-to-exceed contracts with pre-qualified vendors in key operational categories. These contracts will allow departments to issue purchase orders efficiently at the beginning of each fiscal year, while ensuring accountability, cost control, and improved procurement planning.
ENVIRONMENTAL:
N/A
ANALYSIS:
Each RFQ will be publicly advertised and evaluated in accordance with the City’s procurement policy. The purpose is to pre-qualify multiple vendors in each category who can supply goods and services on an as-needed basis throughout the fiscal year.The five categories include:
A. Equipment, Hardware, Tools, and Related Materials: This RFQ covers general maintenance supplies, hand tools, hardware, electrical and plumbing parts necessary for daily operations.
B. Automotive Supplies: This RFQ will provide parts, fluids, and vehicle-related consumables for the City’s fleet, ensuring timely maintenance and reducing vehicle downtime.
C. Rental Equipment: Covers the short-term rental of heavy equipment, power tools, lifts, and high-elevation machinery used for field repairs, emergency work, or capital projects.
D. Signage and Traffic Supplies: Procurement of MUTCD-compliant traffic signs, street signage, and traffic control materials such as cones, barricades, and mounting hardware.
CITY COUNCIL AGENDA REPORT - MEETING OF MAY 14, 2025
E. Asphalt Supplies and Delivery: Enables the timely purchase and delivery of cold patch, hot mix, and emulsion for street repair and maintenance projects throughout the City.
By issuing these RFQs, the City will gain:
• Operational Efficiency: Departments will no longer need to initiate individual quotes for recurring purchases.
• Cost Control: Contracts will potentially feature discounted rates and will establish not-to-exceed limits, limiting unplanned spending.
• Transparency and Compliance: A formalized vendor pool will support responsible purchasing practices and reduce P-card overuse.
• Emergency Readiness: Pre-qualified vendors can be called upon quickly for urgent or unplanned needs.
Final award recommendations, if any, will return to the City Council for approval once vendor qualifications are reviewed and appropriate vendors for each supply/equipment/service category are identified.
SUMMARY:
Staff recommend circulating five category-specific RFQs to establish not-to-exceed contracts with qualified vendors for equipment, supplies, rental services, etc.. This approach will significantly streamline routine purchasing, limit unstructured P-card use, reduce administrative workload, and ensure the City receives competitive pricing for vital operational needs.
There is no fiscal commitment associated with this action. Contract awards, if any, will be brought back to City Council for approval at a future date.
ATTACHMENT(S)
1. Attachment A — RFQ 25-02 Equipment, Hardware, Tools, and Other Related Materials
2. Attachment B — RFQ 25-03 Automotive Supplies
3. Attachment C — RFQ 25-04 Rental Equipment
4. Attachment D — RFQ 25-05 Signage and Traffic Controls
5. Attachment E — RFQ 25-06 Supply and Delivery of Asphalt Repair Materials
ATTACHMENT A
CITY OF MONTEBELLO
Request for Quotations
(RFQ No. 25-02)
EQUIPMENT, HARDWARE, TOOLS, AND
RELATED MATERIALS
Release Date: Thursday, May 15, 2025
Questions Due: Sunday, May 25, 2025, at 11 a.m. P.D.T.
Due Date: Thursday, June 05, 2025, at 11 a.m. P.D.T.
Page | 1
TO PROSPECTIVE BIDDERS
The City of Montebello invites your firm to submit a bid in accordance with this Request for Quotations (RFQ). Your response to this request will be evaluated to determine the qualifications of your firm. Bids must adhere to the format and content of this RFQ. Bids will not be evaluated unless all parts requested are submitted in a complete package. The information set forth is the minimum required in order to qualify for consideration. The successful bidder will be required to enter into a standard professional services agreement based on the specifications outlined in this RFQ.
THE DATE OF SOLICITATION:
May 15, 2025
THE PROJECT:
Project Name: Equipment, Hardware, Tools, and Related Materials THE OWNER:
Name: City of Montebello
Address: 1600 W. Beverly Blvd.,
Montebello, CA 90640
Contact:Cesar Roldan, Director of Public Works
Contact Phone: (323) 887-1460
Contact E-Mail: [email protected]
PROPOSAL CONTACTS
Any questions concerning this RFQ and all correspondence must be submitted in writing via e-mail to the following contact:
Name: City of Montebello
Address: 1600 W. Beverly Blvd.,
Montebello, CA 90640
Contact: James Coiner, Deputy Director of Public Works
Contact Phone: (323) 887-1200 ext. 1427
Contact E-Mail: [email protected]
Any questions about this RFQ should be submitted via the City’s PlanetBids Portal by May 25, 2025, at 11:00 a.m. PST. Prospective vendors must register their business with PlanetBids before being able to view or submit a response. To access the PlanetBids Portal, please go to:
https://www.montebelloca.gov/cms/one.aspx?portalId=58756&pageId=84839 Page | 2
EQUIPMENT, HARDWARE, TOOLS, AND RELATED MATERIALS
Request for Quotations No. 25-02
Table of Contents
No. Page
I. Notice Inviting Sealed Quotes 4
II. General Scope of Work – Scope of Services 5
III. General Requirements 5
IV. Contract Provisions/Specifications 5
V. Required Information/Bid Format 7
VI. Evaluation Process and Selection Criteria 8
VII. Contract with the City and Anticipated Timing for
Beginning Services
10 VIII. Submittal Requirements 10
IX. Appendix A – References 11
X. Sample Professional Services Agreement 12
Page | 3
I. NOTICE INVITING QUOTATIONS
FOR EQUIPMENT, HARDWARE, TOOLS, AND RELATED MATERIALS
RFQ NO. 25-02
PUBLIC NOTICE IS HEREBY GIVEN THAT THE City of Montebello as AGENCY, invites sealed bids for the above stated project and will receive such bids via the PlanetBids vendor portal found on the City of Montebello’s official website up to the hour of 11:00 a.m. on Thursday, June 05, 2025.
Copies of the specifications and contract documents are available from the City of Montebello, 1600 West Beverly Boulevard, Montebello, California 90640.
The AGENCY hereby affirmatively ensures that minority business enterprises will be afforded full opportunity to submit bids in response to this notice and will not be discriminated against on the basis of race, color, national origin, ancestry, sex, or religion in any consideration leading to the award of contract.
Proposals must be prepared on the approved Proposal forms in conformance with the instructions to Bidders.
The successful Vendor and Subcontractors are notified that they shall comply with all applicable state laws, Montebello Municipal Code, will be required to possess business licenses from the City, and other requirements as set forth in the contract requirements.
Addenda issued during the time of bidding shall become a part of the documents furnished to bidders for the preparation of bids, shall be covered in the bids, and shall be made part of the final contract.
The solicitation of Quotations has been developed in the Request for Quotations (RFQ) format.
Accordingly, bidders should take note that multiple factors as defined in the RFQ will be considered by the City to determine which bid best meets the requirements set forth in the RFQ documents. Price will be considered as part of the evaluation, but other factors under consideration include, but are not limited to, proposed methodology, quality control program, experience of staff, experience of management team, quality of equipment, tools and uniforms.
The City reserves the right to negotiate the terms of any resulting contract. Final contract award, if any, will be made by the Montebello City Council.
The AGENCY reserves the right to accept or reject any or all bids, to waive any irregularity in a bid and to make an award as may serve the interests of the City.
Questions should be directed to James Coiner, Deputy Director of Public Works at [email protected]
THE DATE OF SOLICITATION: Thursday, May 15, 2025
QUESTIONS MUST BE SUBMITTED BY: Sunday, May 05, 2025, at 11:00 a.m. PST SUBMITTAL DUE DATE: Wednesday, June 05, 2025, at 11:00 a.m. PST Page | 4
REQUEST FOR QUOTATIONS
The City of Montebello is seeking bids from qualified hardware/equipment suppliers to provide essential supplies including equipment, hardware, tools, and related materials. Items such as these are essential for routine maintenance, repairs, and infrastructure support. The City seeks to award multiple contracts to allow City Departments the ability to purchase items on an as-needed basis to defer inefficiencies, delays, and operational burdens.
II. SCOPE OF SERVICES
The selected vendors will provide the City with a broad range of equipment, hardware, tools, and related materials, including but not limited to:
• General Maintenance and Repair Supplies: Hand tools, power tools, fasteners, adhesives, lubricants, electrical components, and plumbing fixtures. • Safety Equipment: Personal protective equipment (PPE), first aid supplies, signage, and spill containment.
• Facility and Grounds Maintenance: Cleaning supplies, landscaping tools, HVAC parts, and lighting fixtures.
• Specialty Items: Any other materials necessary for City operations, including emergency response supplies.
The vendors must be able to provide timely deliveries, bulk-order capabilities, and responsive customer service to meet the needs of City departments.
III. GENERAL REQUIREMENTS
To qualify for this contract, vendors must meet the following requirements:
• Possess a valid business license in the State of California. • Have a minimum of five (5) years of experience providing similar products to government agencies, municipalities, or large organizations. • Demonstrate financial stability and the ability to fulfill large-scale purchase orders. • Maintain sufficient inventory and provide timely deliveries upon request. • Maintain compliance with all applicable federal, state, and local regulations related to product safety and procurement.
IV. CONTRACT PROVISIONS AND SPECIFICATIONS
A.Term of Contract
1. The initial term of the contract shall be for three (3) years from the effective date, with up to two (2) optional one-year extensions, subject to City approval and vendor performance.
2. Term to end on the end of the Fiscal year (June 30, 2028)
3. The City reserves the right to extend or amend the contract based on operational needs and funding availability.
B. Pricing and Invoicing
1. Due to fluctuating material and supply chain costs, vendors are not required to submit fixed pricing but must provide a documented pricing structure (e.g., retail price less a defined percentage discount or access to government/municipal pricing tiers).
Page | 5
2. The vendor shall provide the City with access to real-time pricing through catalogs, portals, or in-store rates.
3. Invoices must be itemized and clearly reflect the retail price, discount applied, and final cost to the City. Invoices shall reference the relevant purchase order number and be submitted to the City’s designated billing contact.
C. Delivery and Fulfillment
1. Vendors must offer multiple fulfillment methods, including:
o In-store pickup,
o Scheduled delivery to City-designated facilities, and/or o Online order and delivery services where available.
2. Delivery timelines must be communicated clearly at the time of order and confirmed in writing when applicable.
3. City Departments may use authorized purchasing cards (P-cards) for same-day in-store purchases.
D. Product Availability and Substitutions
1. Vendors must notify the City of any out-of-stock or discontinued items and propose equivalent alternatives when available.
2. Substituted products must meet or exceed the specifications and quality of the originally requested item.
E. Product Standards and Warranty
1. All items must be new, of commercial-grade quality, and suitable for government operations.
2. Products must comply with all applicable federal, state, and local safety regulations.
3. Manufacturer warranties shall apply to all products purchased; vendors shall assist the City in processing any warranty claims as needed.
F. Customer Support
1. Vendors must designate a corporate or regional representative to serve as the primary liaison to City staff.
2. The vendor shall provide contact information for store-level and account-level customer service for prompt assistance with returns, credits, and inquiries.
G. Termination
The City reserves the right to terminate the contract at any time for convenience with thirty (30) calendar days’ written notice. Immediate termination may occur in the event of:
• Repeated supply failures or non-performance,
• Unreasonable price increases without explanation,
• Unresolved customer service or billing issues.
H. Insurance Requirements
Vendors shall maintain insurance coverage consistent with the City’s standard professional services agreement. Proof of insurance shall be provided upon execution of the contract and annually thereafter.
I. Governing Law and Venue
This contract shall be governed in accordance with the laws of the State of California. Venue shall lie exclusively in the courts of Los Angeles County.
Page | 6
V. REQUIRED INFORMATION AND BID FORMAT
To be considered for selection, respondent individuals or firms shall submit a bid that addresses each of the following criteria, and shall also provide resumes and evidence of qualifications to provide the services listed in this RFQ. All bids must be electronically submitted through PlanetBids’ Bidder Portal, accessed through the City of Montebello’s official website:
http://www.montebelloca.gov/departments/finance/requset_for_proposal bids.
All Prospective Bidders must register to bid through the PlanetBids Vendor Portal found on the City of Montebello’s website at the link provided above.
The City reserves the right to reject any and all bids as “non-responsive” for failure to provide the required information and abide by the required format outlined in this RFQ.
1. Letter of Interest
•Please include a letter expressing your interest in being considered for the project. Include a statement regarding the vendor's availability to dedicate time, personnel, and resources to this effort. The letter of interest must include a commitment to the availability of the vendor and all key project staff during the planning period and a proposed schedule designed to meet the City's needs for the project.
2. Project Understanding and Approach
•Please include a statement demonstrating your understanding of the proposed project. Describe your general approach to completing the project successfully, methodologies and technologies you would employ, key milestones and processes you would employ. Describe what information you would expect the City to supply.
3. Relevant Experience
•Please include information describing your experience providing similar services for public agencies. Provide a minimum of three (3) specific examples of relevant experience. At a minimum, the vendor should provide a list of the most recent projects (i.e., completed within the last five (5) years is preferred, but samples outside of this timeframe will be accepted if relevant) for which the consultant has performed similar services of similar size, scope, and complexity.
•Using Appendix A – References, please provide details regarding each reference. This should include the name, contact person, address, phone number, and e-mail address of each party for whom the service was provided, as well as a description of the service performed, the dollar amount of the contract, and the date of performance. The City may contact the individual listed at its discretion.
Page | 7
•Resumes may also be included in this section for any key staff associated with project.
4. Proposed Scope of Services
•Please provide a proposed Scope of Services, based on the Scope of Work contained in this RFQ; and discuss any ideas for modifying, clarifying, or improving the City’s proposed scope of work. Provide a realistic working schedule with key deliverables, milestones, and tasks.
5. Conflict of Interest Statement
•The vendor shall disclose any financial, business, or other relationship with the City that may have an impact upon the selection process. If the vendor does not have any such conflicts, a statement declaring such should be included in their submission.
6. Contract Documents
•Utilize the attached Project Bid Sheet (Appendix A) to provide a proposed schedule of fees for each lunch or snack to be provided.
7. Customer Service
•Describe how your firm provides for responsiveness to phone calls or email from City staff; and discuss your anticipated relationship with the City of Montebello and your organization.
8. Standard Professional Services Agreement
•Include a statement regarding whether the City’s standard professional services agreement is acceptable as is or whether any modification would be proposed.
9. Conflict of Interest Statement
•The vendor shall disclose any financial, business, or other relationship with the City that may have an impact upon the selection process. If the vendor does not have any such conflicts, a statement declaring such should be included in their submission.
•List any lawsuits or arbitration proceedings that have been initiated by or against your firm in the past five (5) years. Briefly state the nature of the action and the outcome.
VI. EVALUATION PROCESS AND SELECTION CRITERIA
The City will establish an evaluation committee to review and rate each proposal. The proposal evaluation process will be conducted using a multi-step method which will include the following steps:
A. Preliminary Proposal Review – The evaluation committee will review each submission to ensure adherence to the minimum/proposal format requirements.
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B. Proposal Evaluation – In the second part of this process, the evaluation committee will review and rate proposals using a combined score based on the following:
i. Qualifications as they relate to this project – 30%
a. Thoroughness and understanding of the tasks to be completed b. Background and experience
c. Experience and personnel assigned to the work
d. Communication skills
ii. Reputation for integrity and competence – 10%
a. Positive Reference Checks
b. Work Samples
iii. Proposed fees for services – 60%
The vendor must satisfy the City of its ability to perform the services required. The vendor must demonstrate and document a history of timely and satisfactory performance of similar projects in a manner, which addresses the stated evaluation criteria. The vendor shall be responsible for the accuracy of information supplied concerning references. In addition, the City may consider evidence of untimely and unsatisfactory performance on prior similar projects, or litigation by the vendor on previous contracts to be grounds for disqualification.
The City reserves the right to reject any or all Quotations, amend the RFQ, and to discontinue or re-open the process at any time. The City reserves the right to request and obtain, from one or more vendors, supplementary information as may be necessary for the City to analyze the proposal pursuant to contract selection criteria. Upon completion of the evaluation phase, the City will select those vendors for interviews whose bids and qualifications most closely conform to the requirements of this RFQ, if required. The vendor, by submitting a response to this RFQ, waives all rights to protest or seek any legal remedies whatsoever regarding any aspect of this RFQ. The City may choose to interview one or more firms responding to this RFQ, and may enter into more than one contract with multiple individuals or firms, if City determines that is the best way to address the full range of services needed under this RFQ.
Questions during the solicitation period are preferably received by email, and may be addressed to:
Attn: James Coiner
Deputy Director of Public Works
[email protected]
1600 W. Beverly Blvd.
Montebello, CA 90640
(323) 887-1200 ext. 1378
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VII. CONTRACT WITH THE CITY AND ANTICIPATED TIMING FOR BEGINNING
SERVICES
The selected vendor will be required to enter into an Agreement with the City. The Agreement will include the final scope of work that is negotiated with the vendor. The City Manager is the authorizing entity to issue contracts with the Montebello City Council approval, and the contract will not take effect until it is approved by the City Council (as required) and fully executed by Vendor and City.
During the term of the contract, the Vendor will be required to keep informed of applicable local, State and Federal laws and regulations, including, but not limited, to those pertaining to conflict of interest, which in any manner affect those employed by the vendor or in any way affect the performance of the requested services.
The City’s standard professional services agreement is attached, including insurance requirements. As part of your proposal, please indicate whether the standard agreement is acceptable or whether you would like to propose modifications to the standard agreement.
VIII. SUBMITTAL REQUIREMENTS
Proposals will be received through 11:00 A.M. on Thursday, June 05, 2025.
All bids must be Electronically submitted through PlanetBids’ Bidder Portal, accessed through the City of Montebello’s official website at
http://www.montebelloca.gov/departments/finance/requset_for_proposal bids.
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Appendix “A” Reference Sheet
RFQ 25-02 Equipment, Hardware, Tools, and Related Materials Entity Name
Business Address
Name of Contact
Title Contact
Telephone Number of Contact
Email of Contact
Description of Project
Date of Service
Entity Name
Business Address
Name of Contact
Title Contact
Telephone Number of Contact
Email of Contact
Description of Project
Date of Service
Entity Name
Business Address
Name of Contact
Title Contact
Telephone Number of Contact
Email of Contact
Description of Project
Date of Service
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
Appendix “B”
CITY OF MONTEBELLO
PROFESSIONAL ON-CALL SERVICES AGREEMENT NO.
WITH
THIS PROFESSIONAL ON-CALL SERVICES AGREEMENT (“Agreement”) is made and entered on , 2025 (“Effective Date”), by the CITY OF MONTEBELLO, a California municipal corporation (the “CITY”) and , a California corporation (the “CONSULTANT”). The CITY and the CONSULTANT are sometimes referred to herein individual as the “Party,” and jointly as the “Parties.”
RECITALS
WHEREAS, the CITY desires to retain a qualified professional consultant to provide on-call services in the
CITY; and
WHEREAS, the CONSULTANT represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees.
NOW THEREFORE, in consideration of performance by the Parties of the covenants and conditions herein contained, the Parties hereto agree as follows:
SECTION 1.INCORPORATION OF RECITALS AND OTHER CONTRACT
DOCUMENTS
a. The above-referenced Recitals constitute a material part hereof and shall hereby be incorporated by reference. Moreover, this Agreement consists of the following documents, in order of precedence, all of which are incorporated herein and made part of this Agreement, as though fully set forth herein:
1. This Agreement and its Exhibits, including any and all addenda or supplemental agreements.
3. Proposal referenced and Best Final Offer received by the successful proposer.
4. All other documents, including but not limited to all applicable bonds, insurance certificates, permits, notices, schedules, forms, certifications, and affidavits. b. These documents shall be collectively referred to herein as the “Contract Documents.” In the event of a conflict among the Contract Documents, the order of precedence list above shall apply.
SECTION 2. SERVICES / COMPENSATION.
A. All terms, conditions, requirements, and provisions of the Proposal for labor and materials to provide emergency response services (“Proposal”), as such is set forth fully in Exhibit A hereto, are hereby incorporated fully herein by this reference and
2. RFQ No.
shall be binding on the Parties. To the extent of a conflict between the terms of this Agreement and that set forth in any exhibits or attachments hereto, the terms of this Agreement shall govern.
B.The CONSULTANT shall provide to the CITY all labor, equipment,
materials and incidental necessary to provide services as such is set forth fully in Exhibit A hereto and incorporated fully herein by this reference (hereinafter “Professional Services”).
A. The CONSULTANT shall be compensated on as-needed case by case basis for performance of the Professional Services as set forth in Exhibit B and incorporated fully herein by this reference (“Compensation”). The CONSULTANT shall not commence work without a fully executed task order(s) signed and executed by the City Manager and compensation is based on the individual task order(s) and each task order(s) must provide an itemized billing statement to the CITY when each task order(s) is performed and completed. The CONSULTANT shall not incur fees or costs which exceed the Compensation without the prior written consent of the CITY.
SECTION 3. TERM.
This Agreement shall commence upon issuance of the Notice to Proceed by the CITY, and shall expire on , unless extended or terminated earlier as hereinafter provided.
SECTION 4. PERFORMANCE.
a. The CONSULTANT shall at all times, faithfully, competently, and to the best of its ability, experience and talent, perform all tasks described herein. b. The CONSULTANT shall employ, at a minimum, generally accepted standards and practices utilized by companies engaged in providing similar services, as are required of CONSULTANT hereunder, in meeting its obligations under this Agreement. c. The CONSULTANT shall be knowledgeable of and subject to all CITY ordinances, rules and regulations, standard operating procedures, and the supervisory chain of command.
d. The CONSULTANT shall have the right to retain, subject to the CITY's approval, additional individuals, consultants or subcontractors to assist in the completion of services as herein defined. Compensation for additional individuals, consultants or subcontractors shall be the sole and exclusive responsibility of the CONSULTANT. e. The CONSULTANT shall retain all original reports, field and office notes, correspondence, calculations, maps, and other documents specifically related to the services provided by the CONSULTANT pursuant to this Agreement, other than documents which are exempt from disclosure pursuant to the attorney- client privilege or any other law.
Said documents shall be made available for inspection by the CITY upon request.
SECTION 5. WORK PRODUCT.
a. The CONSULTANT hereby agrees that all work product produced pursuant to this Agreement, and provided to the CITY during and upon completion of this Agreement, shall be the property of the CITY, and ownership of said work product shall be retained by the CITY. The CONSULTANT may take and retain copies of such written products as desired, but no such written products shall be the subject of a copyright application by the CONSULTANT.
b. All data, documents, discussion, or other information developed or received by the CONSULTANT or provided for performance of this Agreement are deemed
confidential and shall not be disclosed by the CONSULTANT without prior written consent by the CITY. The CITY shall grant such consent if disclosure is legally required. All such written products shall be returned to the CITY upon the termination or expiration of this Agreement. The CONSULTANT agrees that the covenants contained in this Section shall
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
survive the expiration or termination of this Agreement.
SECTION 6. EXTRA SERVICES.
No extra services over and above the Compensation shall be rendered by the CONSULTANT under this Agreement unless such extra services first shall have been duly authorized in writing by the CITY’s City Manager (the “City Manager”).
SECTION 7. CITY SUPERVISION.
The City Manager shall have the right of general supervision of all work performed by the CONSULTANT and shall be the CITY’s agent with respect to obtaining the CONSULTANT’s compliance hereunder. No payment for services rendered under this Agreement shall be made without the prior approval of the City Manager.
SECTION 8. TERMINATION.
In the event that either Party hereto fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, the non-defaulting party shall give the defaulting party written notice of the default, the nature of the default, and of the steps necessary to cure the default.
a. Termination for Cause. In the event that any of the provisions of the Agreement are violated by either party, the non-defaulting Party may terminate the Agreement by serving written notice upon the other Party, listing the violation(s) and its intent to terminate such Agreement unless within ten (10) days after the serving of such notice, such violation shall cease or be rectified, the contract shall upon the expiration of an additional thirty (30) days cease and terminate. Violations by the CONSULTANT which cannot be corrected within ten (10) days, said contract shall at the option of the CITY cease and terminate upon the giving of like notice. In the event of any such termination for default by the CONSULTANT, the CITY may take over the work and prosecute the same to completion by contract or otherwise for the account and at the expense of the CONSULTANT. The CONSULTANT and his sureties shall be liable to the CITY for any excess cost occasioned in the event of any such termination. This change shall not be construed to prevent the termination, for other causes authorized by law or other provisions of this contract. In the event of a termination for cause, the CONSULTANT shall only be entitled to Compensation for those Professional Services satisfactorily performed on or before the effective date of termination.
b. Termination for Convenience. The CITY shall have the option, at its sole discretion and without cause, to terminate this Agreement in whole, or in part, by giving ten (30) business days’ written notice to the CONSULTANT. Upon the termination of this Agreement as provided herein, the CITY shall provide to the CONSULTANT the part of Compensation which would otherwise be payable to the CONSULTANT for services the CONSULTANT had completed as of the date of termination, less the amount of all previous payment with respect to the Compensation. Further, upon such a termination for convenience by the CITY, the Parties agree that the CONSULTANT shall be reimbursed for any “non- refundable” costs that the CONSULTANT has incurred for its services under this Agreement, provided that: (1) such “non- refundable” costs were incurred by the CONSULTANT prior to the date of termination, and (2) that the CONSULTANT provides the
CITY with adequate proof that the CONSULTANT incurred the costs, and is unable to
be seek a refund for such costs. Such “non- refundable” costs may include, but are not limited to, travel reservations incurred by the CONSULTANT for its performance of services under this Agreement. The CONSULTANT agrees to cease all work under this Agreement on or before the effective date of any notice of termination.
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
SECTION 9. EMPLOYMENT OF CITY EMPLOYEES.
No employee of the CITY shall be employed by the CONSULTANT during the term of this Agreement.
SECTION 10. NON-LIABILITY OF CITY OFFICIALS AND EMPLOYEES.
No official or employee of the CITY shall be personally liable to the CONSULTANT in the event of any default or breach by the CITY, or for any amount which may become due to the CONSULTANT.
SECTION 11. INDEPENDENT CONTRACTOR.
a. The CONSULTANT is and shall, at all times, remain as to the CITY a wholly independent contractor. Neither the CITY nor any of its elected officials, officers, employees or agents shall have control over the conduct of the CONSULTANT except as expressly set forth in this Agreement. The CONSULTANT shall not at any time or in any manner represent that he or she is in any manner an elected official, officer, employee or agent of the CITY. No employee benefits shall be available to the CONSULTANT in connection with the performance of this Agreement. Except as provided in this Agreement, the CITY shall not pay salary, wages, or other compensation to the CONSULTANT for performance hereunder for the CITY, the CITY shall not be liable for compensation to the CONSULTANT, the CONSULTANT’s employees or the CONSULTANT’s subcontractors for injury or sickness arising out of performing services hereunder. b. The parties further acknowledge and agree that nothing in this Agreement shall create or be construed to create a partnership, joint venture, employment relationship or any other relationship except as set forth in this Agreement. c. The CITY shall not deduct from the Compensation paid to the 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 the CONSULTANT. The CITY shall have no responsibility to provide the CONSULTANT, its employees or subcontractors with workers’ compensation insurance or any other insurance.
SECTION 12. PERS ELIGIBILITY INDEMNITY.
a. If the CONSULTANT is a California Public Employees’ Retirement System (“CalPERS”) annuitant, the CONSULTANT must provide the City with written notification of such fact a minimum of 14 calendar days prior to commencement of services under this Agreement. Failure to provide such notification may result in termination of the Agreement, and any penalties or other costs relating thereto shall be borne by the CONSULTANT. If this Agreement remains in place, the CONSULTANT shall execute any amendment(s) to this Agreement requested by the City in order to comply with all laws and regulations applicable to CalPERS annuitants.
b. In the event that the CONSULTANT or any employee, agent, or subcontractor of the 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 eligible for enrollment in PERS as an employee of the CITY, the CONSULTANT shall indemnify, defend, and hold harmless the CITY for the payment of any employee and/or employer contributions for PERS benefits on behalf of the CONSULTANT or its employees, agents, or subcontractors, as well as for the payment of any penalties
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
and interest on such contributions, which would otherwise be the responsibility of the CITY.
c. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, the CONSULTANT and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by t h e CITY, including but not limited to eligibility to enroll in PERS as an employee of the CITY and entitlement to any contribution to be paid by t h e CITY for employer contribution and/or employee contributions for PERS benefits.
SECTION 13. LEGAL RESPONSIBILITIES.
The CONSULTANT shall at all times observe and comply with all applicable laws, ordinances, codes and regulations of the federal, state and local governments including, but not limited to the Montebello Municipal Code. The CITY, and its appointed or elected officers, employees, or agents, shall not be liable at law or in equity occasioned by failure of the CONSULTANT to comply with this section.
SECTION 14. INDEMNIFICATION.
The CONSULTANT agrees to, and shall defend, indemnify, protect and hold harmless, the CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers from and against any and all claims, demands, lawsuits, defense costs, civil, penalties, expenses, causes of action, and judgments at law or in equity, or liability of any kind or nature which the CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers may sustain or incur or which may be imposed upon them for injuries or deaths of persons, or damage to property arising out of the CONSULTANT’s negligent or wrongful act, or omission under the terms of this Agreement, except only liability arising out of the sole negligence of the CITY. CITY shall not be required to indemnify, defend, protect or hold harmless the CONSULTANT.
SECTION 15. INSURANCE COVERAGE.
a. During the term of this Agreement, the CONSULTANT shall carry, maintain, and keep in full force and effect insurance against claims for death or injuries to persons or damages to property that may arise from or in connection with CONSULTANT’s performance of this Agreement. Such insurance shall be of the types and in the amounts as set forth below:
•Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis for bodily injury and property damage, including products-completed operations, personal injury and advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, the limit shall be twice the required occurrence limit.
•Automobile Liability Insurance: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if CONSULTANT has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than $1,000,000 per accident for bodily injury and property damage.
•Worker 's Compensation insurance as required by the laws of the State
of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. •Professional Liability insurance appropriate to the CONSULTANT’S
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
profession, with limit no less than $2,000,000 per occurrence or claim, $4,000,000 aggregate.
b. If the CONSULTANT maintains higher limits than the minimums shown above, the CITY requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT.
c. The CONTACTOR shall require each of its subcontractors, if any, to maintain insurance coverage that meets all of the requirements of this Agreement. d. The policy or policies required by this Agreement shall be issued by an insurer admitted in the State of California and with a current rating of at least A:VII in the latest edition of Best's Insurance Guide.
e. Each insurance policy required above shall state that coverage shall not be canceled, except after thirty (30) days’ prior written notice (ten (10) days for non- payment) has been given to the CITY. The CONSULTANT agrees that if it does not keep the aforesaid insurance in full force and effect the CITY may either (i) immediately terminate this Agreement for Cause; or (ii) take out the necessary insurance and pay, at the CONSULTANT’s expense, the premium thereon.
f.Evidence of Insurance prior to commencement. The Contractor shall provide to the CITY Certificate(s) of Insurance evidencing such coverage together with copies of the required policy endorsements no later than five (5) business days prior to commencement of service and at least fifteen (15) business days prior to the expiration of any policy.
Unreasonable failure to provide such evidence may be cause for termination of the Agreement as provided herein or delay the services’ commencement date. The evidence of insurance shall be U.S. mail or email to:
City of Montebello
Attn: Risk Manager
1600 West Beverly Boulevard
Montebello, CA 90640
Email: [email protected]
Coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits, non- renewed, or materially changed for any reason, without thirty (30) days prior written notice thereof given by the insurer to the CITY by U.S. mail, or by personal delivery, except for nonpayment of premiums, in which case ten (10) days prior notice shall be provided. g.Evidence of Insurance during the entire term of the Agreement. At all times during the term of this Agreement, the CONSULTANT shall maintain on file with the CITY’s Risk Manager a certificate or certificates of insurance showing that the aforesaid policies are in effect in the required amounts and naming the CITY as an additional insured. The CONSULTANT shall, prior to commencement of work under this Agreement, file with the CITY’s Risk Manager such certificate(s).
h. The CONSULTANT shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other
policies providing at least the same coverage. Such proof will be furnished at least two (2) weeks prior to the expiration of the coverages.
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
i. The general liability and automobile policies of insurance required by this Agreement shall contain an endorsement naming the CITY, its officers, employees, agents and volunteers as additional insureds. All of the policies required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty days’ prior written notice to the CITY. The CONSULTANT agrees to require its insurer to modify the certificates of insurance to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions. j. The insurance provided by the CONSULTANT shall be primary to any coverage available to the CITY. Any insurance or self-insurance maintained by the CITY, its officers, employees, agents, or volunteers, shall be in excess of CONSULTANT’s insurance and shall not contribute with it.
k. All insurance coverage provided pursuant to this Agreement shall not prohibit the CONSULTANT, and CONSULTANT’s employees, agents or subconsultants, from waiving the right of subrogation prior to a loss. The CONSULTANT hereby waives all rights of subrogation against the CITY.
l. Any deductibles or self-insured retentions must be declared to and approved by the CITY. At the option of the CITY, the CONSULTANT shall either reduce or eliminate the deductibles or self-insured retentions with respect to the CITY, or the CONSULTANT shall procure a bond guaranteeing payment of losses and expenses. m. Procurement of insurance by the CONSULTANT shall not be construed as a limitation of the CONSULTANT'S liability or as full performance of CONSULTANT’s duties to indemnify, hold harmless and defend under the indemnity covenants of this Agreement.
SECTION 16. SUBCONTRACT, ASSIGNMENT OR DELEGATION.
The CONSULTANT shall not subcontract, delegate or assign its duties or rights hereunder, either in whole or in part, without the prior written consent of the CITY. Any proposed subcontract, delegation, or assignment shall provide a description of the services to be covered, identification of the proposed subcontractor, delegee, or assignee, and an explanation of why and how the same was selected, including the degree of competition involved.
Any subcontract, delegation or assignment shall be made in the name of the CONSULTANT and shall not bind or purport to bind the CITY and shall not release the CONSULTANT from any obligations under this Agreement including, but not limited to, the duty to properly supervise and coordinate the work of employees, assignees, delegees or subcontractors.
No such subcontract, delegation or assignment shall result in any increase in the amount of total compensation payable to the CONSULTANT under the Agreement.
SECTION 17. NO WAIVER.
Waiver by any party hereto of any term, condition or covenant of this Agreement shall not constitute the waiver of any other term, condition or covenant hereof.
SECTION 18. DISPUTE RESOLUTION; GOVERNING LAW.
Disputes regarding the interpretation or application of any provision(s) of this Agreement shall, to the extent reasonably feasible, be resolved through good faith negotiations between
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
the Parties. If any action at law or in equity is brought to enforce this Agreement or because of alleged dispute, breach, default or misrepresentation in connection with the provisions of this Agreement, the prevailing party in such action shall be entitled to reasonable attorney’s fees, expert fees, costs and necessary disbursements incurred in that action or proceeding, in addition to such other relief as may be sought and awarded. The venue for any litigation shall be the County of Los Angeles, California. The Parties agree that the covenants contained in this Section shall survive the expiration or termination of this Agreement.
SECTION 19. ATTORNEY’S FEES AND COSTS.
If litigation is reasonably required to enforce or interpret the provisions of this Agreement, the prevailing party in such litigation shall be entitled to an award of reasonable attorney's fees and costs in addition to any other relief to which it may be entitled.
SECTION 20. WARRANTIES.
Each of the parties represents and warrants to one another as follows:
a. It has received independent legal advice from its attorneys with respect to the advisability of entering into and executing this Agreement; b. In executing this Agreement, it has carefully read this Agreement, knows the contents thereof, and has relied solely on the statements expressly set forth herein and has placed no reliance whatsoever on any statement, representation, or promise of any other party, or any other person or entity, not expressly set forth herein, nor upon the failure of any other party or any other person or entity to make any statement, representation or disclosure of any matter whatsoever; and c. It is agreed that each party has the full right and authority to enter into this Agreement, and that the person executing this Agreement on behalf of either party has the full right and authority to fully commit and bind such party to the provisions of this Agreement.
SECTION 21. MISCELLANEOUS.
a. The descriptive paragraph headings of this Agreement are included for purposes of convenience only and shall not control or affect the construction of interpretation of any of its provisions.
b. Whenever the context hereof shall so require, the singular shall include the plural, the male gender shall include the female gender, and the neuter and vice versa.
c. In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision hereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provisions had never been contained herein.
d. The representations and warranties made by the parties to this Agreement
shall survive the consummation of the transaction herein described. e. This Agreement may be signed in any one or more counterparts all of which taken together shall be but one and the same Agreement. Any signed copy of this Agreement or of any other document or agreement referred to herein, or copy
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
or counterpart thereof, delivered by facsimile transmission, shall for all purposes be treated as if it were delivered containing an original manual signature of the party whose signature appears in the facsimile and shall be binding upon such party in the same manner as though an originally signed copy had been delivered.
Each of the parties acknowledges that it has been represented by independent counsel of its own choosing, or if it has not been so represented, it has been admonished to obtain independent counsel and has freely and voluntarily waived and relinquished the right to counsel. Each party who has not obtained independent counsel acknowledges that the failure to have independent legal counsel will not excuse such party’s failure to perform under this Agreement or any agreement referred to in this Agreement.
SECTION 22. NOTICE.
All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the second business day after the deposit thereof in the United States mail, postage prepaid, registered or certified, addressed as hereinafter provided. All notices, demands, requests, or approvals hereunder shall be given to the following addresses or such other addresses as the Parties may designate by written notice:
If to CITY: City of Montebello
Attn: Raul Alvarez, City Manager
1600 West Beverly Boulevard Montebello, CA 90640
(323) 887-1200
With a copy to: City of Michael Solorza
1600 West Beverly Boulevard Montebello, CA 90640
(323) 887 -1200
[email protected]
If to CONSULTANT: Consultant Name
Attn:
Address
City, CA #####
(###) ###-####
Email
An electronic communication (“ Electronic Notice”) shall be deemed written notice for purposes of this section if sent to the electronic mail address specified above. Electronic Notice shall be deemed received at the time the party sending Electronic Notice receives verification of receipt by the receiving party. Any party receiving Electronic Notice may request and shall be entitled to receive the notice on paper, in a nonelectronic form.
SECTION 22. NON-DISCRIMINATION AND EQUAL OPPORTUNITY EMPLOYER.
In the performance of this Agreement, the CONSULTANT shall not discriminate against any employee, subcontractor, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, mental condition or sexual orientation. The CONSULTANT will take affirmative
action to ensure that subcontractor and applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition or sexual orientation.
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
SECTION 23. CONFLICT OF INTEREST.
The CONSULTANT covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by the CONSULTANT under this Agreement, or which would conflict in any manner with the performance of its services hereunder. The CONSULTANT further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, the CONSULTANT shall avoid the appearance of having any interest that would conflict in any manner with the performance of its services pursuant to this Agreement.
The CONSULTANT covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of services to t h e CITY as a result of the performance of this Agreement, or the services that may be procured by the CITY as a result of the recommendations made by the CONSULTANT. The CONSULTANT's covenant under this section shall survive the termination of this Agreement.
SECTION 24. ENTIRE AGREEMENT.
This Agreement contains the entire understanding between the CITY and the CONSULTANT. Any prior agreements, promises, negotiations or representations not expressly set forth herein are of no force or effect. Subsequent modifications to this Agreement shall be effective only if in writing and signed by each party. If any term, condition or covenant of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement shall be valid and binding. [SIGNATURE PAGE TO FOLLOW]
IN WITNESS WHEREOF, the parties, through their respective authorized representatives, have executed this Agreement as of the date first written above. (“CITY”) (“CONSULTANT”)
CITY OF MONTEBELLO CONSULTANT NAME
Raul Alvarez, City Manager Full Name, Title
ATTEST:
Christopher Jimenez, City Clerk
APPROVED AS TO FORM:
Arnold M. Alvarez-Glasman, City Attorney
EXHIBITS:
•Exhibit A – Request for Quotations for Services and Contractor’s Proposal •Exhibit B – Schedule of Compensation
•Exhibit C – Live Scan Fingerprinting Requirement [Delete if not applicable and/or continue listing Exhibits as applicable]
EXHIBIT “A”
Request for Quotations for Services and Contractor’s Proposal
EXHIBIT “B”
Schedule of Compensation
EXHIBIT “C”
Live Scan Fingerprinting Requirements
Prior to commencing services, the CONSULTANT may be required to successfully pass a Department of Justice fingerprinting background check (“Live Scan”) performed by a certified fingerprinting service provider or at the City of Montebello Police Department. The CONSULTANT shall be responsible for obtaining the Live Scan for its staff and shall bear the cost thereof. The agency completing the fingerprints must provide the City of Montebello Human Resources with the background check results and subsequent records for review.
The CONSULTANT must obtain a “Temporary Consultant’s Badge” issued by the City of Montebello Human Resources prior to performing work.
ATTACHMENT B
CITY OF MONTEBELLO
Request for Quotations
(RFQ No. 25-03)
AUTOMOTIVE SUPPLIES
Release Date: Thursday, May 15, 2025
Questions Due: Sunday, May 25, 2025, at 11 a.m. P.D.T.
Due Date: Thursday, June 05, 2025, at 11 a.m. P.D.T.
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TO PROSPECTIVE BIDDERS
The City of Montebello invites your firm to submit a bid in accordance with this Request for Quotations (RFQ). Your response to this request will be evaluated to determine the qualifications of your firm. Bids must adhere to the format and content of this RFQ. Bids will not be evaluated unless all parts requested are submitted in a complete package. The information set forth is the minimum required in order to qualify for consideration. The successful bidder will be required to enter into a standard professional services agreement based on the specifications outlined in this RFQ.
THE DATE OF SOLICITATION:
May 15, 2025
THE PROJECT:
Project Name: Automotive Supplies
THE OWNER:
Name: City of Montebello
Address: 1600 W. Beverly Blvd.,
Montebello, CA 90640
Contact:Cesar Roldan, Director of Public Works
Contact Phone: (323) 887-1460
Contact E-Mail: [email protected]
PROPOSAL CONTACTS
Any questions concerning this RFQ and all correspondence must be submitted in writing via e-mail to the following contact:
Name: City of Montebello
Address: 1600 W. Beverly Blvd.,
Montebello, CA 90640
Contact: James Coiner, Deputy Director of Public Works
Contact Phone: (323) 887-1200 ext. 1427
Contact E-Mail: [email protected]
Any questions about this RFQ should be submitted via the City’s PlanetBids Portal by May 25, 2025, at 11:00 a.m. PST. Prospective vendors must register their business with PlanetBids before being able to view or submit a response. To access the PlanetBids Portal, please go to:
https://www.montebelloca.gov/cms/one.aspx?portalId=58756&pageId=84839 Page | 2
AUTOMOTIVE SUPPLIES
Request for Quotations No. 25-03
Table of Contents
No. Page
I. Notice Inviting Sealed Quotes 4
II. General Scope of Work – Scope of Services 5
III. General Requirements 5
IV. Contract Provisions/Specifications 5
V. Required Information/Bid Format 7
VI. Evaluation Process and Selection Criteria 8
VII. Contract with the City and Anticipated Timing for
Beginning Services
10 VIII. Submittal Requirements 10
IX. Appendix A – References 11
X. Sample Professional Services Agreement 12
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I. NOTICE INVITING QUOTATIONS FOR AUTOMOTIVE SUPPLIES
RFQ NO. 25-03
PUBLIC NOTICE IS HEREBY GIVEN THAT THE City of Montebello as AGENCY, invites sealed bids for the above stated project and will receive such bids via the PlanetBids vendor portal found on the City of Montebello’s official website up to the hour of 11:00 a.m. on Thursday, June 05, 2025.
Copies of the specifications and contract documents are available from the City of Montebello, 1600 West Beverly Boulevard, Montebello, California 90640.
The AGENCY hereby affirmatively ensures that minority business enterprises will be afforded full opportunity to submit bids in response to this notice and will not be discriminated against on the basis of race, color, national origin, ancestry, sex, or religion in any consideration leading to the award of contract.
Proposals must be prepared on the approved Proposal forms in conformance with the instructions to Bidders.
The successful Vendor and Subcontractors are notified that they shall comply with all applicable state laws, Montebello Municipal Code, will be required to possess business licenses from the City, and other requirements as set forth in the contract requirements.
Addenda issued during the time of bidding shall become a part of the documents furnished to bidders for the preparation of bids, shall be covered in the bids, and shall be made part of the final contract.
The solicitation of Quotations has been developed in the Request for Quotations (RFQ) format.
Accordingly, bidders should take note that multiple factors as defined in the RFQ will be considered by the City to determine which bid best meets the requirements set forth in the RFQ documents. Price will be considered as part of the evaluation, but other factors under consideration include, but are not limited to, proposed methodology, quality control program, experience of staff, experience of management team, quality of equipment, tools and uniforms.
The City reserves the right to negotiate the terms of any resulting contract. Final contract award, if any, will be made by the Montebello City Council.
The AGENCY reserves the right to accept or reject any or all bids, to waive any irregularity in a bid and to make an award as may serve the interests of the City.
Questions should be directed to James Coiner, Deputy Director of Public Works at [email protected]
THE DATE OF SOLICITATION: Thursday, May 15, 2025
QUESTIONS MUST BE SUBMITTED BY: Sunday, May 25, 2025, at 11:00 a.m. PST SUBMITTAL DUE DATE: Thursday, June 05, 2025, at 11:00 a.m. PST Page | 4
REQUEST FOR QUOTATIONS
The City of Montebello is seeking bids from qualified suppliers/vendors to provide high-quality automotive supplies, parts, and components for use by the Police, Fire, Public Works, and Recreation and Community Services Departments. Each of these departments operates a fleet of vehicles essential to maintaining public safety, providing services, and supporting the City's ongoing commitment to the residents and community.
The selected supplier(s)/vendor(s) will be expected to ensure prompt and reliable access to necessary automotive materials to ensure operational continuity and minimizing delays in procurement.
II. SCOPE OF SERVICES
The selected vendors will provide the City with automotive products including, but not limited to:
• General Automotive Parts: Batteries, alternators, spark plugs, hoses, belts, fuses. • Fluids & Chemicals: Motor oil, brake fluid, transmission fluid, coolant, degreasers. • Filters: Oil filters, air filters, fuel filters, cabin air filters. • Tires & Accessories: Tires (all types), tire repair kits, pressure gauges • Vehicle Maintenance Supplies: Wipers, light bulbs, cleaning supplies, tools for diagnostics and repair.
Products must meet or exceed OEM standards and be compatible with City fleet vehicles.
III. GENERAL REQUIREMENTS
To qualify for this contract, vendors must meet the following requirements:
• Possess a valid business license in the State of California. • Have a minimum of five (5) years of experience providing automotive products to government agencies, municipalities, or large organizations. • Demonstrate financial stability and the ability to fulfill large-scale purchase orders. • Provide compatibility assurance and technical support. • Maintain compliance with all applicable federal, state, and local regulations related to product safety and procurement.
IV. CONTRACT PROVISIONS AND SPECIFICATIONS
A.Term of Contract
1. The initial term of the contract shall be for three (3) years from the effective date, with up to two (2) optional one-year extensions, subject to City approval and vendor performance.
2. Term to end on the end of the Fiscal year (June 30, 2028)
3. The City reserves the right to extend or amend the contract based on operational needs and funding availability.
B. Pricing and Invoicing
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1. Due to fluctuating material and supply chain costs, vendors are not required to submit fixed pricing but must provide a documented pricing structure (e.g., retail price less a defined percentage discount or access to government/municipal pricing tiers).
2. The vendor shall provide the City with access to real-time pricing through catalogs, portals, or in-store rates.
3. Invoices must be itemized and clearly reflect the retail price, discount applied, and final cost to the City. Invoices shall reference the relevant purchase order number and be submitted to the City’s designated billing contact.
C. Delivery and Fulfillment
1. Vendors must offer multiple fulfillment methods, including:
o In-store pickup,
o Scheduled delivery to City-designated facilities, and/or o Online order and delivery services where available.
2. Delivery timelines must be communicated clearly at the time of order and confirmed in writing when applicable.
3. City Departments may use authorized purchasing cards (P-cards) for same-day in-store purchases.
D. Product Availability and Substitutions
1. Vendors must notify the City of any out-of-stock or discontinued items and propose equivalent alternatives when available.
2. Substituted products must meet or exceed the specifications and quality of the originally requested item.
E. Product Standards and Warranty
1. All items must be new, of commercial-grade quality, and suitable for government operations.
2. Products must comply with all applicable federal, state, and local safety regulations.
3. Manufacturer warranties shall apply to all products purchased; vendors shall assist the City in processing any warranty claims as needed.
F. Customer Support
1. Vendors must designate a corporate or regional representative to serve as the primary liaison to City staff.
2. The vendor shall provide contact information for store-level and account-level customer service for prompt assistance with returns, credits, and inquiries.
G. Termination
The City reserves the right to terminate the contract at any time for convenience with thirty (30) calendar days’ written notice. Immediate termination may occur in the event of:
• Repeated supply failures or non-performance,
• Unreasonable price increases without explanation,
• Unresolved customer service or billing issues.
H. Insurance Requirements
Vendors shall maintain insurance coverage consistent with the City’s standard professional services agreement. Proof of insurance shall be provided upon execution of the contract and annually thereafter.
I. Governing Law and Venue
This contract shall be governed in accordance with the laws of the State of California. Venue shall lie exclusively in the courts of Los Angeles County.
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V. REQUIRED INFORMATION AND BID FORMAT
To be considered for selection, respondent individuals or firms shall submit a bid that addresses each of the following criteria, and shall also provide resumes and evidence of qualifications to provide the services listed in this RFQ. All bids must be electronically submitted through PlanetBids’ Bidder Portal, accessed through the City of Montebello’s official website:
http://www.montebelloca.gov/departments/finance/requset_for_proposal bids.
All Prospective Bidders must register to bid through the PlanetBids Vendor Portal found on the City of Montebello’s website at the link provided above.
The City reserves the right to reject any and all bids as “non-responsive” for failure to provide the required information and abide by the required format outlined in this RFQ.
1. Letter of Interest
•Please include a letter expressing your interest in being considered for the project. Include a statement regarding the vendor's availability to dedicate time, personnel, and resources to this effort. The letter of interest must include a commitment to the availability of the vendor and all key project staff during the planning period and a proposed schedule designed to meet the City's needs for the project.
2. Project Understanding and Approach
•Please include a statement demonstrating your understanding of the proposed project. Describe your general approach to completing the project successfully, methodologies and technologies you would employ, key milestones and processes you would employ. Describe what information you would expect the City to supply.
3. Relevant Experience
•Please include information describing your experience providing similar services for public agencies. Provide a minimum of three (3) specific examples of relevant experience. At a minimum, the vendor should provide a list of the most recent projects (i.e., completed within the last five (5) years is preferred, but samples outside of this timeframe will be accepted if relevant) for which the consultant has performed similar services of similar size, scope, and complexity.
•Using Appendix A – References, please provide details regarding each reference. This should include the name, contact person, address, phone number, and e-mail address of each party for whom the service was provided, as well as a description of the service performed, the dollar amount of the contract, and the date of performance. The City may contact the individual listed at its discretion.
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•Resumes may also be included in this section for any key staff associated with project.
4. Proposed Scope of Services
•Please provide a proposed Scope of Services, based on the Scope of Work contained in this RFQ; and discuss any ideas for modifying, clarifying, or improving the City’s proposed scope of work. Provide a realistic working schedule with key deliverables, milestones, and tasks.
5. Conflict of Interest Statement
•The vendor shall disclose any financial, business, or other relationship with the City that may have an impact upon the selection process. If the vendor does not have any such conflicts, a statement declaring such should be included in their submission.
6. Contract Documents
•Utilize the attached Project Bid Sheet (Appendix A) to provide a proposed schedule of fees for each lunch or snack to be provided.
7. Customer Service
•Describe how your firm provides for responsiveness to phone calls or email from City staff; and discuss your anticipated relationship with the City of Montebello and your organization.
8. Standard Professional Services Agreement
•Include a statement regarding whether the City’s standard professional services agreement is acceptable as is or whether any modification would be proposed.
9. Conflict of Interest Statement
•The vendor shall disclose any financial, business, or other relationship with the City that may have an impact upon the selection process. If the vendor does not have any such conflicts, a statement declaring such should be included in their submission.
•List any lawsuits or arbitration proceedings that have been initiated by or against your firm in the past five (5) years. Briefly state the nature of the action and the outcome.
VI. EVALUATION PROCESS AND SELECTION CRITERIA
The City will establish an evaluation committee to review and rate each proposal. The proposal evaluation process will be conducted using a multi-step method which will include the following steps:
A. Preliminary Proposal Review – The evaluation committee will review each submission to ensure adherence to the minimum/proposal format requirements.
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B. Proposal Evaluation – In the second part of this process, the evaluation committee will review and rate proposals using a combined score based on the following:
i. Qualifications as they relate to this project – 30%
a. Thoroughness and understanding of the tasks to be completed b. Background and experience
c. Experience and personnel assigned to the work
d. Communication skills
ii. Reputation for integrity and competence – 10%
a. Positive Reference Checks
b. Work Samples
iii. Proposed fees for services – 60%
The vendor must satisfy the City of its ability to perform the services required. The vendor must demonstrate and document a history of timely and satisfactory performance of similar projects in a manner, which addresses the stated evaluation criteria. The vendor shall be responsible for the accuracy of information supplied concerning references. In addition, the City may consider evidence of untimely and unsatisfactory performance on prior similar projects, or litigation by the vendor on previous contracts to be grounds for disqualification.
The City reserves the right to reject any or all Quotations, amend the RFQ, and to discontinue or re-open the process at any time. The City reserves the right to request and obtain, from one or more vendors, supplementary information as may be necessary for the City to analyze the proposal pursuant to contract selection criteria. Upon completion of the evaluation phase, the City will select those vendors for interviews whose bids and qualifications most closely conform to the requirements of this RFQ, if required. The vendor, by submitting a response to this RFQ, waives all rights to protest or seek any legal remedies whatsoever regarding any aspect of this RFQ. The City may choose to interview one or more firms responding to this RFQ, and may enter into more than one contract with multiple individuals or firms, if City determines that is the best way to address the full range of services needed under this RFQ.
Questions during the solicitation period are preferably received by email, and may be addressed to:
Attn: James Coiner
Deputy Director of Public Works
[email protected]
1600 W. Beverly Blvd.
Montebello, CA 90640
(323) 887-1200 ext. 1378
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VII. CONTRACT WITH THE CITY AND ANTICIPATED TIMING FOR BEGINNING
SERVICES
The selected vendor will be required to enter into an Agreement with the City. The Agreement will include the final scope of work that is negotiated with the vendor. The City Manager is the authorizing entity to issue contracts with the Montebello City Council approval, and the contract will not take effect until it is approved by the City Council (as required) and fully executed by Vendor and City.
During the term of the contract, the Vendor will be required to keep informed of applicable local, State and Federal laws and regulations, including, but not limited, to those pertaining to conflict of interest, which in any manner affect those employed by the vendor or in any way affect the performance of the requested services.
The City’s standard professional services agreement is attached, including insurance requirements. As part of your proposal, please indicate whether the standard agreement is acceptable or whether you would like to propose modifications to the standard agreement.
VIII. SUBMITTAL REQUIREMENTS
Proposals will be received through 11:00 A.M. on Thursday, June 05, 2025.
All bids must be Electronically submitted through PlanetBids’ Bidder Portal, accessed through the City of Montebello’s official website at
http://www.montebelloca.gov/departments/finance/requset_for_proposal bids.
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Appendix “A” Reference Sheet
RFQ 25-03 Automotive Supplies
Entity Name
Business Address
Name of Contact
Title Contact
Telephone Number of Contact
Email of Contact
Description of Project
Date of Service
Entity Name
Business Address
Name of Contact
Title Contact
Telephone Number of Contact
Email of Contact
Description of Project
Date of Service
Entity Name
Business Address
Name of Contact
Title Contact
Telephone Number of Contact
Email of Contact
Description of Project
Date of Service
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
Appendix “B”
CITY OF MONTEBELLO
PROFESSIONAL ON-CALL SERVICES AGREEMENT NO.
WITH
THIS PROFESSIONAL ON-CALL SERVICES AGREEMENT (“Agreement”) is made and entered on , 2025 (“Effective Date”), by the CITY OF MONTEBELLO, a California municipal corporation (the “CITY”) and , a California corporation (the “CONSULTANT”). The CITY and the CONSULTANT are sometimes referred to herein individual as the “Party,” and jointly as the “Parties.”
RECITALS
WHEREAS, the CITY desires to retain a qualified professional consultant to provide on-call services in the
CITY; and
WHEREAS, the CONSULTANT represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees.
NOW THEREFORE, in consideration of performance by the Parties of the covenants and conditions herein contained, the Parties hereto agree as follows:
SECTION 1.INCORPORATION OF RECITALS AND OTHER CONTRACT
DOCUMENTS
a. The above-referenced Recitals constitute a material part hereof and shall hereby be incorporated by reference. Moreover, this Agreement consists of the following documents, in order of precedence, all of which are incorporated herein and made part of this Agreement, as though fully set forth herein:
1. This Agreement and its Exhibits, including any and all addenda or supplemental agreements.
3. Proposal referenced and Best Final Offer received by the successful proposer.
4. All other documents, including but not limited to all applicable bonds, insurance certificates, permits, notices, schedules, forms, certifications, and affidavits. b. These documents shall be collectively referred to herein as the “Contract Documents.” In the event of a conflict among the Contract Documents, the order of precedence list above shall apply.
SECTION 2. SERVICES / COMPENSATION.
A. All terms, conditions, requirements, and provisions of the Proposal for labor and materials to provide emergency response services (“Proposal”), as such is set forth fully in Exhibit A hereto, are hereby incorporated fully herein by this reference and
2. RFQ No.
shall be binding on the Parties. To the extent of a conflict between the terms of this Agreement and that set forth in any exhibits or attachments hereto, the terms of this Agreement shall govern.
B. The CONSULTANT shall provide to the CITY all labor, equipment,
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
materials and incidental necessary to provide services as such is set forth fully in Exhibit A hereto and incorporated fully herein by this reference (hereinafter “Professional Services”).
C. The CONSULTANT shall be compensated on as-needed case by case basis for performance of the Professional Services as set forth in Exhibit B and incorporated fully herein by this reference (“Compensation”). The CONSULTANT shall not commence work without a fully executed task order(s) signed and executed by the City Manager and compensation is based on the individual task order(s) and each task order(s) must provide an itemized billing statement to the CITY when each task order(s) is performed and completed. The CONSULTANT shall not incur fees or costs which exceed the Compensation without the prior written consent of the CITY.
SECTION 3. TERM.
This Agreement shall commence upon issuance of the Notice to Proceed by the CITY, and shall expire on , unless extended or terminated earlier as hereinafter provided.
SECTION 4. PERFORMANCE.
a. The CONSULTANT shall at all times, faithfully, competently, and to the best of its ability, experience and talent, perform all tasks described herein. b. The CONSULTANT shall employ, at a minimum, generally accepted standards and practices utilized by companies engaged in providing similar services, as are required of CONSULTANT hereunder, in meeting its obligations under this Agreement. c. The CONSULTANT shall be knowledgeable of and subject to all CITY ordinances, rules and regulations, standard operating procedures, and the supervisory chain of command.
d. The CONSULTANT shall have the right to retain, subject to the CITY's approval, additional individuals, consultants or subcontractors to assist in the completion of services as herein defined. Compensation for additional individuals, consultants or subcontractors shall be the sole and exclusive responsibility of the CONSULTANT. e. The CONSULTANT shall retain all original reports, field and office notes, correspondence, calculations, maps, and other documents specifically related to the services provided by the CONSULTANT pursuant to this Agreement, other than documents which are exempt from disclosure pursuant to the attorney- client privilege or any other law.
Said documents shall be made available for inspection by the CITY upon request.
SECTION 5. WORK PRODUCT.
a. The CONSULTANT hereby agrees that all work product produced pursuant to this Agreement, and provided to the CITY during and upon completion of this Agreement, shall be the property of the CITY, and ownership of said work product shall be retained by the CITY. The CONSULTANT may take and retain copies of such written products as desired, but no such written products shall be the subject of a copyright application by the CONSULTANT.
b. All data, documents, discussion, or other information developed or received by the CONSULTANT or provided for performance of this Agreement are deemed
confidential and shall not be disclosed by the CONSULTANT without prior written consent by the CITY. The CITY shall grant such consent if disclosure is legally required. All such written products shall be returned to the CITY upon the termination or expiration of this Agreement. The CONSULTANT agrees that the covenants contained in this Section shall
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
survive the expiration or termination of this Agreement.
SECTION 6. EXTRA SERVICES.
No extra services over and above the Compensation shall be rendered by the CONSULTANT under this Agreement unless such extra services first shall have been duly authorized in writing by the CITY’s City Manager (the “City Manager”).
SECTION 7. CITY SUPERVISION.
The City Manager shall have the right of general supervision of all work performed by the CONSULTANT and shall be the CITY’s agent with respect to obtaining the CONSULTANT’s compliance hereunder. No payment for services rendered under this Agreement shall be made without the prior approval of the City Manager.
SECTION 8. TERMINATION.
In the event that either Party hereto fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, the non-defaulting party shall give the defaulting party written notice of the default, the nature of the default, and of the steps necessary to cure the default.
a. Termination for Cause. In the event that any of the provisions of the Agreement are violated by either party, the non-defaulting Party may terminate the Agreement by serving written notice upon the other Party, listing the violation(s) and its intent to terminate such Agreement unless within ten (10) days after the serving of such notice, such violation shall cease or be rectified, the contract shall upon the expiration of an additional thirty (30) days cease and terminate. Violations by the CONSULTANT which cannot be corrected within ten (10) days, said contract shall at the option of the CITY cease and terminate upon the giving of like notice. In the event of any such termination for default by the CONSULTANT, the CITY may take over the work and prosecute the same to completion by contract or otherwise for the account and at the expense of the CONSULTANT. The CONSULTANT and his sureties shall be liable to the CITY for any excess cost occasioned in the event of any such termination. This change shall not be construed to prevent the termination, for other causes authorized by law or other provisions of this contract. In the event of a termination for cause, the CONSULTANT shall only be entitled to Compensation for those Professional Services satisfactorily performed on or before the effective date of termination.
b. Termination for Convenience. The CITY shall have the option, at its sole discretion and without cause, to terminate this Agreement in whole, or in part, by giving ten (30) business days’ written notice to the CONSULTANT. Upon the termination of this Agreement as provided herein, the CITY shall provide to the CONSULTANT the part of Compensation which would otherwise be payable to the CONSULTANT for services the CONSULTANT had completed as of the date of termination, less the amount of all previous payment with respect to the Compensation. Further, upon such a termination for convenience by the CITY, the Parties agree that the CONSULTANT shall be reimbursed for any “non- refundable” costs that the CONSULTANT has incurred for its services under this Agreement, provided that: (1) such “non- refundable” costs were incurred by the CONSULTANT prior to the date of termination, and (2) that the CONSULTANT provides the
CITY with adequate proof that the CONSULTANT incurred the costs, and is unable to
be seek a refund for such costs. Such “non- refundable” costs may include, but are not limited to, travel reservations incurred by the CONSULTANT for its performance of services under this Agreement. The CONSULTANT agrees to cease all work under this Agreement on or before the effective date of any notice of termination.
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
SECTION 9. EMPLOYMENT OF CITY EMPLOYEES.
No employee of the CITY shall be employed by the CONSULTANT during the term of this Agreement.
SECTION 10. NON-LIABILITY OF CITY OFFICIALS AND EMPLOYEES.
No official or employee of the CITY shall be personally liable to the CONSULTANT in the event of any default or breach by the CITY, or for any amount which may become due to the CONSULTANT.
SECTION 11. INDEPENDENT CONTRACTOR.
a. The CONSULTANT is and shall, at all times, remain as to the CITY a wholly independent contractor. Neither the CITY nor any of its elected officials, officers, employees or agents shall have control over the conduct of the CONSULTANT except as expressly set forth in this Agreement. The CONSULTANT shall not at any time or in any manner represent that he or she is in any manner an elected official, officer, employee or agent of the CITY. No employee benefits shall be available to the CONSULTANT in connection with the performance of this Agreement. Except as provided in this Agreement, the CITY shall not pay salary, wages, or other compensation to the CONSULTANT for performance hereunder for the CITY, the CITY shall not be liable for compensation to the CONSULTANT, the CONSULTANT’s employees or the CONSULTANT’s subcontractors for injury or sickness arising out of performing services hereunder. b. The parties further acknowledge and agree that nothing in this Agreement shall create or be construed to create a partnership, joint venture, employment relationship or any other relationship except as set forth in this Agreement. c. The CITY shall not deduct from the Compensation paid to the 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 the CONSULTANT. The CITY shall have no responsibility to provide the CONSULTANT, its employees or subcontractors with workers’ compensation insurance or any other insurance.
SECTION 12. PERS ELIGIBILITY INDEMNITY.
a. If the CONSULTANT is a California Public Employees’ Retirement System (“CalPERS”) annuitant, the CONSULTANT must provide the City with written notification of such fact a minimum of 14 calendar days prior to commencement of services under this Agreement. Failure to provide such notification may result in termination of the Agreement, and any penalties or other costs relating thereto shall be borne by the CONSULTANT. If this Agreement remains in place, the CONSULTANT shall execute any amendment(s) to this Agreement requested by the City in order to comply with all laws and regulations applicable to CalPERS annuitants.
b. In the event that the CONSULTANT or any employee, agent, or subcontractor of the 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 eligible for enrollment in PERS as an employee of the CITY, the CONSULTANT shall indemnify, defend, and hold harmless the CITY for the payment of any employee and/or employer contributions for PERS benefits on behalf of the CONSULTANT or its employees, agents, or subcontractors, as well as for the payment of any penalties
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
and interest on such contributions, which would otherwise be the responsibility of the CITY.
c. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, the CONSULTANT and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by t h e CITY, including but not limited to eligibility to enroll in PERS as an employee of the CITY and entitlement to any contribution to be paid by t h e CITY for employer contribution and/or employee contributions for PERS benefits.
SECTION 13. LEGAL RESPONSIBILITIES.
The CONSULTANT shall at all times observe and comply with all applicable laws, ordinances, codes and regulations of the federal, state and local governments including, but not limited to the Montebello Municipal Code. The CITY, and its appointed or elected officers, employees, or agents, shall not be liable at law or in equity occasioned by failure of the CONSULTANT to comply with this section.
SECTION 14. INDEMNIFICATION.
The CONSULTANT agrees to, and shall defend, indemnify, protect and hold harmless, the CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers from and against any and all claims, demands, lawsuits, defense costs, civil, penalties, expenses, causes of action, and judgments at law or in equity, or liability of any kind or nature which the CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers may sustain or incur or which may be imposed upon them for injuries or deaths of persons, or damage to property arising out of the CONSULTANT’s negligent or wrongful act, or omission under the terms of this Agreement, except only liability arising out of the sole negligence of the CITY. CITY shall not be required to indemnify, defend, protect or hold harmless the CONSULTANT.
SECTION 15. INSURANCE COVERAGE.
a. During the term of this Agreement, the CONSULTANT shall carry, maintain, and keep in full force and effect insurance against claims for death or injuries to persons or damages to property that may arise from or in connection with CONSULTANT’s performance of this Agreement. Such insurance shall be of the types and in the amounts as set forth below:
•Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis for bodily injury and property damage, including products-completed operations, personal injury and advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, the limit shall be twice the required occurrence limit.
•Automobile Liability Insurance: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if CONSULTANT has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than $1,000,000 per accident for bodily injury and property damage.
•Worker 's Compensation insurance as required by the laws of the State
of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. •Professional Liability insurance appropriate to the CONSULTANT’S
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
profession, with limit no less than $2,000,000 per occurrence or claim, $4,000,000 aggregate.
b. If the CONSULTANT maintains higher limits than the minimums shown above, the CITY requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT.
c. The CONTACTOR shall require each of its subcontractors, if any, to maintain insurance coverage that meets all of the requirements of this Agreement. d. The policy or policies required by this Agreement shall be issued by an insurer admitted in the State of California and with a current rating of at least A:VII in the latest edition of Best's Insurance Guide.
e. Each insurance policy required above shall state that coverage shall not be canceled, except after thirty (30) days’ prior written notice (ten (10) days for non- payment) has been given to the CITY. The CONSULTANT agrees that if it does not keep the aforesaid insurance in full force and effect the CITY may either (i) immediately terminate this Agreement for Cause; or (ii) take out the necessary insurance and pay, at the CONSULTANT’s expense, the premium thereon.
f.Evidence of Insurance prior to commencement. The Contractor shall provide to the CITY Certificate(s) of Insurance evidencing such coverage together with copies of the required policy endorsements no later than five (5) business days prior to commencement of service and at least fifteen (15) business days prior to the expiration of any policy.
Unreasonable failure to provide such evidence may be cause for termination of the Agreement as provided herein or delay the services’ commencement date. The evidence of insurance shall be U.S. mail or email to:
City of Montebello
Attn: Risk Manager
1600 West Beverly Boulevard
Montebello, CA 90640
Email: [email protected]
Coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits, non- renewed, or materially changed for any reason, without thirty (30) days prior written notice thereof given by the insurer to the CITY by U.S. mail, or by personal delivery, except for nonpayment of premiums, in which case ten (10) days prior notice shall be provided. g.Evidence of Insurance during the entire term of the Agreement. At all times during the term of this Agreement, the CONSULTANT shall maintain on file with the CITY’s Risk Manager a certificate or certificates of insurance showing that the aforesaid policies are in effect in the required amounts and naming the CITY as an additional insured. The CONSULTANT shall, prior to commencement of work under this Agreement, file with the CITY’s Risk Manager such certificate(s).
h. The CONSULTANT shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other
policies providing at least the same coverage. Such proof will be furnished at least two (2) weeks prior to the expiration of the coverages.
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
i. The general liability and automobile policies of insurance required by this Agreement shall contain an endorsement naming the CITY, its officers, employees, agents and volunteers as additional insureds. All of the policies required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty days’ prior written notice to the CITY. The CONSULTANT agrees to require its insurer to modify the certificates of insurance to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions. j. The insurance provided by the CONSULTANT shall be primary to any coverage available to the CITY. Any insurance or self-insurance maintained by the CITY, its officers, employees, agents, or volunteers, shall be in excess of CONSULTANT’s insurance and shall not contribute with it.
k. All insurance coverage provided pursuant to this Agreement shall not prohibit the CONSULTANT, and CONSULTANT’s employees, agents or subconsultants, from waiving the right of subrogation prior to a loss. The CONSULTANT hereby waives all rights of subrogation against the CITY.
l. Any deductibles or self-insured retentions must be declared to and approved by the CITY. At the option of the CITY, the CONSULTANT shall either reduce or eliminate the deductibles or self-insured retentions with respect to the CITY, or the CONSULTANT shall procure a bond guaranteeing payment of losses and expenses. m. Procurement of insurance by the CONSULTANT shall not be construed as a limitation of the CONSULTANT'S liability or as full performance of CONSULTANT’s duties to indemnify, hold harmless and defend under the indemnity covenants of this Agreement.
SECTION 16. SUBCONTRACT, ASSIGNMENT OR DELEGATION.
The CONSULTANT shall not subcontract, delegate or assign its duties or rights hereunder, either in whole or in part, without the prior written consent of the CITY. Any proposed subcontract, delegation, or assignment shall provide a description of the services to be covered, identification of the proposed subcontractor, delegee, or assignee, and an explanation of why and how the same was selected, including the degree of competition involved.
Any subcontract, delegation or assignment shall be made in the name of the CONSULTANT and shall not bind or purport to bind the CITY and shall not release the CONSULTANT from any obligations under this Agreement including, but not limited to, the duty to properly supervise and coordinate the work of employees, assignees, delegees or subcontractors.
No such subcontract, delegation or assignment shall result in any increase in the amount of total compensation payable to the CONSULTANT under the Agreement.
SECTION 17. NO WAIVER.
Waiver by any party hereto of any term, condition or covenant of this Agreement shall not constitute the waiver of any other term, condition or covenant hereof.
SECTION 18. DISPUTE RESOLUTION; GOVERNING LAW.
Disputes regarding the interpretation or application of any provision(s) of this Agreement shall, to the extent reasonably feasible, be resolved through good faith negotiations between
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
the Parties. If any action at law or in equity is brought to enforce this Agreement or because of alleged dispute, breach, default or misrepresentation in connection with the provisions of this Agreement, the prevailing party in such action shall be entitled to reasonable attorney’s fees, expert fees, costs and necessary disbursements incurred in that action or proceeding, in addition to such other relief as may be sought and awarded. The venue for any litigation shall be the County of Los Angeles, California. The Parties agree that the covenants contained in this Section shall survive the expiration or termination of this Agreement.
SECTION 19. ATTORNEY’S FEES AND COSTS.
If litigation is reasonably required to enforce or interpret the provisions of this Agreement, the prevailing party in such litigation shall be entitled to an award of reasonable attorney's fees and costs in addition to any other relief to which it may be entitled.
SECTION 20. WARRANTIES.
Each of the parties represents and warrants to one another as follows:
a. It has received independent legal advice from its attorneys with respect to the advisability of entering into and executing this Agreement; b. In executing this Agreement, it has carefully read this Agreement, knows the contents thereof, and has relied solely on the statements expressly set forth herein and has placed no reliance whatsoever on any statement, representation, or promise of any other party, or any other person or entity, not expressly set forth herein, nor upon the failure of any other party or any other person or entity to make any statement, representation or disclosure of any matter whatsoever; and c. It is agreed that each party has the full right and authority to enter into this Agreement, and that the person executing this Agreement on behalf of either party has the full right and authority to fully commit and bind such party to the provisions of this Agreement.
SECTION 21. MISCELLANEOUS.
a. The descriptive paragraph headings of this Agreement are included for purposes of convenience only and shall not control or affect the construction of interpretation of any of its provisions.
b. Whenever the context hereof shall so require, the singular shall include the plural, the male gender shall include the female gender, and the neuter and vice versa.
c. In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision hereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provisions had never been contained herein.
d. The representations and warranties made by the parties to this Agreement
shall survive the consummation of the transaction herein described. e. This Agreement may be signed in any one or more counterparts all of which taken together shall be but one and the same Agreement. Any signed copy of this Agreement or of any other document or agreement referred to herein, or copy
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
or counterpart thereof, delivered by facsimile transmission, shall for all purposes be treated as if it were delivered containing an original manual signature of the party whose signature appears in the facsimile and shall be binding upon such party in the same manner as though an originally signed copy had been delivered.
Each of the parties acknowledges that it has been represented by independent counsel of its own choosing, or if it has not been so represented, it has been admonished to obtain independent counsel and has freely and voluntarily waived and relinquished the right to counsel. Each party who has not obtained independent counsel acknowledges that the failure to have independent legal counsel will not excuse such party’s failure to perform under this Agreement or any agreement referred to in this Agreement.
SECTION 22. NOTICE.
All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the second business day after the deposit thereof in the United States mail, postage prepaid, registered or certified, addressed as hereinafter provided. All notices, demands, requests, or approvals hereunder shall be given to the following addresses or such other addresses as the Parties may designate by written notice:
If to CITY: City of Montebello
Attn: Raul Alvarez, City Manager
1600 West Beverly Boulevard Montebello, CA 90640
(323) 887-1200
With a copy to: City of Michael Solorza
1600 West Beverly Boulevard Montebello, CA 90640
(323) 887 -1200
[email protected]
If to CONSULTANT: Consultant Name
Attn:
Address
City, CA #####
(###) ###-####
Email
An electronic communication (“ Electronic Notice”) shall be deemed written notice for purposes of this section if sent to the electronic mail address specified above. Electronic Notice shall be deemed received at the time the party sending Electronic Notice receives verification of receipt by the receiving party. Any party receiving Electronic Notice may request and shall be entitled to receive the notice on paper, in a nonelectronic form.
SECTION 22. NON-DISCRIMINATION AND EQUAL OPPORTUNITY EMPLOYER.
In the performance of this Agreement, the CONSULTANT shall not discriminate against any employee, subcontractor, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, mental condition or sexual orientation. The CONSULTANT will take affirmative
action to ensure that subcontractor and applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition or sexual orientation.
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
SECTION 23. CONFLICT OF INTEREST.
The CONSULTANT covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by the CONSULTANT under this Agreement, or which would conflict in any manner with the performance of its services hereunder. The CONSULTANT further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, the CONSULTANT shall avoid the appearance of having any interest that would conflict in any manner with the performance of its services pursuant to this Agreement.
The CONSULTANT covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of services to t h e CITY as a result of the performance of this Agreement, or the services that may be procured by the CITY as a result of the recommendations made by the CONSULTANT. The CONSULTANT's covenant under this section shall survive the termination of this Agreement.
SECTION 24. ENTIRE AGREEMENT.
This Agreement contains the entire understanding between the CITY and the CONSULTANT. Any prior agreements, promises, negotiations or representations not expressly set forth herein are of no force or effect. Subsequent modifications to this Agreement shall be effective only if in writing and signed by each party. If any term, condition or covenant of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement shall be valid and binding. [SIGNATURE PAGE TO FOLLOW]
IN WITNESS WHEREOF, the parties, through their respective authorized representatives, have executed this Agreement as of the date first written above. (“CITY”) (“CONSULTANT”)
CITY OF MONTEBELLO CONSULTANT NAME
Raul Alvarez, City Manager Full Name, Title
ATTEST:
Christopher Jimenez, City Clerk
APPROVED AS TO FORM:
Arnold M. Alvarez-Glasman, City Attorney
EXHIBITS:
•Exhibit A – Request for Quotations for Services and Contractor’s Proposal •Exhibit B – Schedule of Compensation
•Exhibit C – Live Scan Fingerprinting Requirement [Delete if not applicable and/or continue listing Exhibits as applicable]
EXHIBIT “A”
Request for Quotations for Services and Contractor’s Proposal
EXHIBIT “B”
Schedule of Compensation
EXHIBIT “C”
Live Scan Fingerprinting Requirements
Prior to commencing services, the CONSULTANT may be required to successfully pass a Department of Justice fingerprinting background check (“Live Scan”) performed by a certified fingerprinting service provider or at the City of Montebello Police Department. The CONSULTANT shall be responsible for obtaining the Live Scan for its staff and shall bear the cost thereof. The agency completing the fingerprints must provide the City of Montebello Human Resources with the background check results and subsequent records for review.
The CONSULTANT must obtain a “Temporary Consultant’s Badge” issued by the City of Montebello Human Resources prior to performing work.
ATTACHMENT C
CITY OF MONTEBELLO
Request for Quotations
(RFQ No. 25-04)
RENTAL EQUIPMENT
Release Date: Thursday, May 15, 2025
Questions Due: Sunday, May 25, 2025, at 11 a.m. P.D.T.
Due Date: Thursday, June 05, 2025, at 11 a.m. P.D.T.
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TO PROSPECTIVE BIDDERS
The City of Montebello invites your firm to submit a bid in accordance with this Request for Quotations (RFQ). Your response to this request will be evaluated to determine the qualifications of your firm. Bids must adhere to the format and content of this RFQ. Bids will not be evaluated unless all parts requested are submitted in a complete package. The information set forth is the minimum required in order to qualify for consideration. The successful bidder will be required to enter into a standard professional services agreement based on the specifications outlined in this RFQ.
THE DATE OF SOLICITATION:
May 15, 2025
THE PROJECT:
Project Name: Rental Equipment
THE OWNER:
Name: City of Montebello
Address: 1600 W. Beverly Blvd.,
Montebello, CA 90640
Contact:Cesar Roldan, Director of Public Works
Contact Phone: (323) 887-1460
Contact E-Mail: [email protected]
PROPOSAL CONTACTS
Any questions concerning this RFQ and all correspondence must be submitted in writing via e-mail to the following contact:
Name: City of Montebello
Address: 1600 W. Beverly Blvd.,
Montebello, CA 90640
Contact: James Coiner, Deputy Director of Public Works
Contact Phone: (323) 887-1200 ext. 1427
Contact E-Mail: [email protected]
Any questions about this RFQ should be submitted via the City’s PlanetBids Portal by May 25, 2025, at 11:00 a.m. PST. Prospective vendors must register their business with PlanetBids before being able to view or submit a response. To access the PlanetBids Portal, please go to:
https://www.montebelloca.gov/cms/one.aspx?portalId=58756&pageId=84839 Page | 2
RENTAL EQUIPMENT
Request for Quotations No. 25-04
Table of Contents
No. Page
I. Notice Inviting Sealed Quotes 4
II. General Scope of Work – Scope of Services 5
III. General Requirements 5
IV. Contract Provisions/Specifications 5
V. Required Information/Bid Format 7
VI. Evaluation Process and Selection Criteria 8
VII. Contract with the City and Anticipated Timing for
Beginning Services
10 VIII. Submittal Requirements 10
IX. Appendix A – References 11
X. Sample Professional Services Agreement 12
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I. NOTICE INVITING QUOTATIONS FOR RENTAL EQUIPMENT
RFQ NO. 25-04
PUBLIC NOTICE IS HEREBY GIVEN THAT THE City of Montebello as AGENCY, invites sealed bids for the above stated project and will receive such bids via the PlanetBids vendor portal found on the City of Montebello’s official website up to the hour of 11:00 a.m. on Thursday, June 05, 2025.
Copies of the specifications and contract documents are available from the City of Montebello, 1600 West Beverly Boulevard, Montebello, California 90640.
The AGENCY hereby affirmatively ensures that minority business enterprises will be afforded full opportunity to submit bids in response to this notice and will not be discriminated against on the basis of race, color, national origin, ancestry, sex, or religion in any consideration leading to the award of contract.
Proposals must be prepared on the approved Proposal forms in conformance with the instructions to Bidders.
The successful Vendor and Subcontractors are notified that they shall comply with all applicable state laws, Montebello Municipal Code, will be required to possess business licenses from the City, and other requirements as set forth in the contract requirements.
Addenda issued during the time of bidding shall become a part of the documents furnished to bidders for the preparation of bids, shall be covered in the bids, and shall be made part of the final contract.
The solicitation of Quotations has been developed in the Request for Quotations (RFQ) format.
Accordingly, bidders should take note that multiple factors as defined in the RFQ will be considered by the City to determine which bid best meets the requirements set forth in the RFQ documents. Price will be considered as part of the evaluation, but other factors under consideration include, but are not limited to, proposed methodology, quality control program, experience of staff, experience of management team, quality of equipment, tools and uniforms.
The City reserves the right to negotiate the terms of any resulting contract. Final contract award, if any, will be made by the Montebello City Council.
The AGENCY reserves the right to accept or reject any or all bids, to waive any irregularity in a bid and to make an award as may serve the interests of the City.
Questions should be directed to James Coiner, Deputy Director of Public Works at [email protected]
THE DATE OF SOLICITATION: Thursday, May 15, 2025
QUESTIONS MUST BE SUBMITTED BY: Sunday, May 25, 2025, at 11:00 a.m. PST SUBMITTAL DUE DATE: Thursday, June 05, 2025, at 11:00 a.m. PST Page | 4
REQUEST FOR QUOTATIONS
The City of Montebello is seeking bids from qualified vendors to provide heavy-duty or specialized equipment for short-term projects, emergency response, special events, and maintenance. Various City departments utilize rental equipment to fulfill needs that do not justify permanent ownership.
The selected vendor will be responsible for providing timely and dependable access to essential equipment and materials, ensuring operational continuity and minimizing delays in both procurement and ongoing operations
II. SCOPE OF SERVICES
Qualified vendors must provide short-term and long-term rental options for various equipment, including but not limited to:
• Heavy Equipment: Backhoes, skid steers, forklifts, trenchers, mini-excavators. • Power Equipment: Generators, light towers, air compressors, jackhammers. • High-Elevation Work Equipment: Boom lifts (articulating and telescoping), Scissor lifts, Aerial work platforms, and Bucket trucks
• Specialized Tools: Concrete saws, pipe locators, pressure washers. • Event Support Equipment: Portable message boards, barriers, portable restrooms (if applicable).
All equipment must be well-maintained, fully operational, and compliant with OSHA safety standards. Vendors must be able to deliver equipment to job sites promptly and offer service or replacement in case of malfunction.
III. GENERAL REQUIREMENTS
To qualify for this contract, vendors must meet the following requirements:
• Possess a valid business license in the State of California. • Have a minimum of five (5) years of experience in the equipment rental industry. • Provide safety-compliant equipment that meets Cal/OSHA and industry standards. • Offer maintenance logs, safety inspections, and user manuals upon request. • Provide flexible rental terms, delivery and pick-up services, and emergency response for equipment issues.
• Offer competitive pricing, including daily, weekly, and monthly rental rates. • Assign a dedicated account representative for coordination and support.
IV. CONTRACT PROVISIONS AND SPECIFICATIONS
A.Term of Contract
1. The initial term of the contract shall be for three (3) years from the effective date, with up to two (2) optional one-year extensions, subject to City approval and vendor performance.
2. Term to end on the end of the Fiscal year (June 30, 2028)
3. The City reserves the right to extend or amend the contract based on operational needs and funding availability.
B.Pricing and Invoicing
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1. Due to fluctuating material and supply chain costs, vendors are not required to submit fixed pricing but must provide a documented pricing structure (e.g., retail price less a defined percentage discount or access to government/municipal pricing tiers).
2. The vendor shall provide the City with access to real-time pricing through catalogs, portals, or in-store rates.
3. Invoices must be itemized and clearly reflect the retail price, discount applied, and final cost to the City. Invoices shall reference the relevant purchase order number and be submitted to the City’s designated billing contact.
C. Delivery and Fulfillment
1. Vendors must offer multiple fulfillment methods, including:
o In-store pickup,
o Scheduled delivery to City-designated facilities, and/or o Online order and delivery services where available.
2. Delivery timelines must be communicated clearly at the time of order and confirmed in writing when applicable.
3. City Departments may use authorized purchasing cards (P-cards) for same-day in-store purchases.
D. Product Availability and Substitutions
1. Vendors must notify the City of any out-of-stock or discontinued items and propose equivalent alternatives when available.
2. Substituted products must meet or exceed the specifications and quality of the originally requested item.
E. Product Standards and Warranty
1. All items must be new, of commercial-grade quality, and suitable for government operations.
2. Products must comply with all applicable federal, state, and local safety regulations.
3. Manufacturer warranties shall apply to all products purchased; vendors shall assist the City in processing any warranty claims as needed.
F. Customer Support
1. Vendors must designate a corporate or regional representative to serve as the primary liaison to City staff.
2. The vendor shall provide contact information for store-level and account-level customer service for prompt assistance with returns, credits, and inquiries.
G. Termination
The City reserves the right to terminate the contract at any time for convenience with thirty (30) calendar days’ written notice. Immediate termination may occur in the event of:
• Repeated supply failures or non-performance,
• Unreasonable price increases without explanation,
• Unresolved customer service or billing issues.
H. Insurance Requirements
Vendors shall maintain insurance coverage consistent with the City’s standard professional services agreement. Proof of insurance shall be provided upon execution of the contract and annually thereafter.
I. Governing Law and Venue
This contract shall be governed in accordance with the laws of the State of California. Venue shall lie exclusively in the courts of Los Angeles County.
V. REQUIRED INFORMATION AND BID FORMAT
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To be considered for selection, respondent individuals or firms shall submit a bid that addresses each of the following criteria, and shall also provide resumes and evidence of qualifications to provide the services listed in this RFQ. All bids must be electronically submitted through PlanetBids’ Bidder Portal, accessed through the City of Montebello’s official website:
http://www.montebelloca.gov/departments/finance/requset_for_proposal bids.
All Prospective Bidders must register to bid through the PlanetBids Vendor Portal found on the City of Montebello’s website at the link provided above.
The City reserves the right to reject any and all bids as “non-responsive” for failure to provide the required information and abide by the required format outlined in this RFQ.
1. Letter of Interest
•Please include a letter expressing your interest in being considered for the project. Include a statement regarding the vendor's availability to dedicate time, personnel, and resources to this effort. The letter of interest must include a commitment to the availability of the vendor and all key project staff during the planning period and a proposed schedule designed to meet the City's needs for the project.
2. Project Understanding and Approach
•Please include a statement demonstrating your understanding of the proposed project. Describe your general approach to completing the project successfully, methodologies and technologies you would employ, key milestones and processes you would employ. Describe what information you would expect the City to supply.
3. Relevant Experience
•Please include information describing your experience providing similar services for public agencies. Provide a minimum of three (3) specific examples of relevant experience. At a minimum, the vendor should provide a list of the most recent projects (i.e., completed within the last five (5) years is preferred, but samples outside of this timeframe will be accepted if relevant) for which the consultant has performed similar services of similar size, scope, and complexity.
•Using Appendix A – References, please provide details regarding each reference. This should include the name, contact person, address, phone number, and e-mail address of each party for whom the service was provided, as well as a description of the service performed, the dollar amount of the contract, and the date of performance. The City may contact the individual listed at its discretion.
•Resumes may also be included in this section for any key staff associated with project.
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4. Proposed Scope of Services
•Please provide a proposed Scope of Services, based on the Scope of Work contained in this RFQ; and discuss any ideas for modifying, clarifying, or improving the City’s proposed scope of work. Provide a realistic working schedule with key deliverables, milestones, and tasks.
5. Conflict of Interest Statement
•The vendor shall disclose any financial, business, or other relationship with the City that may have an impact upon the selection process. If the vendor does not have any such conflicts, a statement declaring such should be included in their submission.
6. Contract Documents
•Utilize the attached Project Bid Sheet (Appendix A) to provide a proposed schedule of fees for each lunch or snack to be provided.
7. Customer Service
•Describe how your firm provides for responsiveness to phone calls or email from City staff; and discuss your anticipated relationship with the City of Montebello and your organization.
8. Standard Professional Services Agreement
•Include a statement regarding whether the City’s standard professional services agreement is acceptable as is or whether any modification would be proposed.
9. Conflict of Interest Statement
•The vendor shall disclose any financial, business, or other relationship with the City that may have an impact upon the selection process. If the vendor does not have any such conflicts, a statement declaring such should be included in their submission.
•List any lawsuits or arbitration proceedings that have been initiated by or against your firm in the past five (5) years. Briefly state the nature of the action and the outcome.
VI. EVALUATION PROCESS AND SELECTION CRITERIA
The City will establish an evaluation committee to review and rate each proposal. The proposal evaluation process will be conducted using a multi-step method which will include the following steps:
A. Preliminary Proposal Review – The evaluation committee will review each submission to ensure adherence to the minimum/proposal format requirements.
B. Proposal Evaluation – In the second part of this process, the evaluation committee will review and rate proposals using a combined score based on the following:
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i. Qualifications as they relate to this project – 30%
a. Thoroughness and understanding of the tasks to be completed b. Background and experience
c. Experience and personnel assigned to the work
d. Communication skills
ii. Reputation for integrity and competence – 10%
a. Positive Reference Checks
b. Work Samples
iii. Proposed fees for services – 60%
The vendor must satisfy the City of its ability to perform the services required. The vendor must demonstrate and document a history of timely and satisfactory performance of similar projects in a manner, which addresses the stated evaluation criteria. The vendor shall be responsible for the accuracy of information supplied concerning references. In addition, the City may consider evidence of untimely and unsatisfactory performance on prior similar projects, or litigation by the vendor on previous contracts to be grounds for disqualification.
The City reserves the right to reject any or all Quotations, amend the RFQ, and to discontinue or re-open the process at any time. The City reserves the right to request and obtain, from one or more vendors, supplementary information as may be necessary for the City to analyze the proposal pursuant to contract selection criteria. Upon completion of the evaluation phase, the City will select those vendors for interviews whose bids and qualifications most closely conform to the requirements of this RFQ, if required. The vendor, by submitting a response to this RFQ, waives all rights to protest or seek any legal remedies whatsoever regarding any aspect of this RFQ. The City may choose to interview one or more firms responding to this RFQ, and may enter into more than one contract with multiple individuals or firms, if City determines that is the best way to address the full range of services needed under this RFQ.
Questions during the solicitation period are preferably received by email, and may be addressed to:
Attn: James Coiner
Deputy Director of Public Works
[email protected]
1600 W. Beverly Blvd.
Montebello, CA 90640
(323) 887-1200 ext. 1378
VII. CONTRACT WITH THE CITY AND ANTICIPATED TIMING FOR BEGINNING
SERVICES
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The selected vendor will be required to enter into an Agreement with the City. The Agreement will include the final scope of work that is negotiated with the vendor. The City Manager is the authorizing entity to issue contracts with the Montebello City Council approval, and the contract will not take effect until it is approved by the City Council (as required) and fully executed by Vendor and City.
During the term of the contract, the Vendor will be required to keep informed of applicable local, State and Federal laws and regulations, including, but not limited, to those pertaining to conflict of interest, which in any manner affect those employed by the vendor or in any way affect the performance of the requested services.
The City’s standard professional services agreement is attached, including insurance requirements. As part of your proposal, please indicate whether the standard agreement is acceptable or whether you would like to propose modifications to the standard agreement.
VIII. SUBMITTAL REQUIREMENTS
Proposals will be received through 11:00 A.M. on Thursday, June 05, 2025.
All bids must be Electronically submitted through PlanetBids’ Bidder Portal, accessed through the City of Montebello’s official website at
http://www.montebelloca.gov/departments/finance/requset_for_proposal bids.
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Appendix “A” Reference Sheet
RFQ 25-04 Rental Equipment
Entity Name
Business Address
Name of Contact
Title Contact
Telephone Number of Contact
Email of Contact
Description of Project
Date of Service
Entity Name
Business Address
Name of Contact
Title Contact
Telephone Number of Contact
Email of Contact
Description of Project
Date of Service
Entity Name
Business Address
Name of Contact
Title Contact
Telephone Number of Contact
Email of Contact
Description of Project
Date of Service
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
Appendix “B”
CITY OF MONTEBELLO
PROFESSIONAL ON-CALL SERVICES AGREEMENT NO.
WITH
THIS PROFESSIONAL ON-CALL SERVICES AGREEMENT (“Agreement”) is made and entered on , 2025 (“Effective Date”), by the CITY OF MONTEBELLO, a California municipal corporation (the “CITY”) and , a California corporation (the “CONSULTANT”). The CITY and the CONSULTANT are sometimes referred to herein individual as the “Party,” and jointly as the “Parties.”
RECITALS
WHEREAS, the CITY desires to retain a qualified professional consultant to provide on-call services in the
CITY; and
WHEREAS, the CONSULTANT represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees.
NOW THEREFORE, in consideration of performance by the Parties of the covenants and conditions herein contained, the Parties hereto agree as follows:
SECTION 1.INCORPORATION OF RECITALS AND OTHER CONTRACT
DOCUMENTS
a. The above-referenced Recitals constitute a material part hereof and shall hereby be incorporated by reference. Moreover, this Agreement consists of the following documents, in order of precedence, all of which are incorporated herein and made part of this Agreement, as though fully set forth herein:
1. This Agreement and its Exhibits, including any and all addenda or supplemental agreements.
3. Proposal referenced and Best Final Offer received by the successful proposer.
4. All other documents, including but not limited to all applicable bonds, insurance certificates, permits, notices, schedules, forms, certifications, and affidavits. b. These documents shall be collectively referred to herein as the “Contract Documents.” In the event of a conflict among the Contract Documents, the order of precedence list above shall apply.
SECTION 2. SERVICES / COMPENSATION.
A. All terms, conditions, requirements, and provisions of the Proposal for labor and materials to provide emergency response services (“Proposal”), as such is set forth fully in Exhibit A hereto, are hereby incorporated fully herein by this reference and shall be binding on the Parties. To the extent of a conflict between the terms of this Agreement and that set forth in any exhibits or attachments hereto, the terms of this Agreement shall govern.
B. The CONSULTANT shall provide to the CITY all labor, equipment,
2. RFQ No.
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
materials and incidental necessary to provide services as such is set forth fully in Exhibit A hereto and incorporated fully herein by this reference (hereinafter “Professional Services”).
C. The CONSULTANT shall be compensated on as-needed case by case basis for performance of the Professional Services as set forth in Exhibit B and incorporated fully herein by this reference (“Compensation”). The CONSULTANT shall not commence work without a fully executed task order(s) signed and executed by the City Manager and compensation is based on the individual task order(s) and each task order(s) must provide an itemized billing statement to the CITY when each task order(s) is performed and completed. The CONSULTANT shall not incur fees or costs which exceed the Compensation without the prior written consent of the CITY.
SECTION 3. TERM.
This Agreement shall commence upon issuance of the Notice to Proceed by the CITY, and shall expire on , unless extended or terminated earlier as hereinafter provided.
SECTION 4. PERFORMANCE.
a. The CONSULTANT shall at all times, faithfully, competently, and to the best of its ability, experience and talent, perform all tasks described herein. b. The CONSULTANT shall employ, at a minimum, generally accepted standards and practices utilized by companies engaged in providing similar services, as are required of CONSULTANT hereunder, in meeting its obligations under this Agreement. c. The CONSULTANT shall be knowledgeable of and subject to all CITY ordinances, rules and regulations, standard operating procedures, and the supervisory chain of command.
d. The CONSULTANT shall have the right to retain, subject to the CITY's approval, additional individuals, consultants or subcontractors to assist in the completion of services as herein defined. Compensation for additional individuals, consultants or subcontractors shall be the sole and exclusive responsibility of the CONSULTANT. e. The CONSULTANT shall retain all original reports, field and office notes, correspondence, calculations, maps, and other documents specifically related to the services provided by the CONSULTANT pursuant to this Agreement, other than documents which are exempt from disclosure pursuant to the attorney- client privilege or any other law.
Said documents shall be made available for inspection by the CITY upon request.
SECTION 5. WORK PRODUCT.
a. The CONSULTANT hereby agrees that all work product produced pursuant to this Agreement, and provided to the CITY during and upon completion of this Agreement, shall be the property of the CITY, and ownership of said work product shall be retained by the CITY. The CONSULTANT may take and retain copies of such written products as desired, but no such written products shall be the subject of a copyright application by the CONSULTANT.
b. All data, documents, discussion, or other information developed or received by the CONSULTANT or provided for performance of this Agreement are deemed confidential and shall not be disclosed by the CONSULTANT without prior written consent by the CITY. The CITY shall grant such consent if disclosure is legally required. All such written products shall be returned to the CITY upon the termination or expiration of this Agreement. The CONSULTANT agrees that the covenants contained in this Section shall
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
survive the expiration or termination of this Agreement.
SECTION 6. EXTRA SERVICES.
No extra services over and above the Compensation shall be rendered by the CONSULTANT under this Agreement unless such extra services first shall have been duly authorized in writing by the CITY’s City Manager (the “City Manager”).
SECTION 7. CITY SUPERVISION.
The City Manager shall have the right of general supervision of all work performed by the CONSULTANT and shall be the CITY’s agent with respect to obtaining the CONSULTANT’s compliance hereunder. No payment for services rendered under this Agreement shall be made without the prior approval of the City Manager.
SECTION 8. TERMINATION.
In the event that either Party hereto fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, the non-defaulting party shall give the defaulting party written notice of the default, the nature of the default, and of the steps necessary to cure the default.
a. Termination for Cause. In the event that any of the provisions of the Agreement are violated by either party, the non-defaulting Party may terminate the Agreement by serving written notice upon the other Party, listing the violation(s) and its intent to terminate such Agreement unless within ten (10) days after the serving of such notice, such violation shall cease or be rectified, the contract shall upon the expiration of an additional thirty (30) days cease and terminate. Violations by the CONSULTANT which cannot be corrected within ten (10) days, said contract shall at the option of the CITY cease and terminate upon the giving of like notice. In the event of any such termination for default by the CONSULTANT, the CITY may take over the work and prosecute the same to completion by contract or otherwise for the account and at the expense of the CONSULTANT. The CONSULTANT and his sureties shall be liable to the CITY for any excess cost occasioned in the event of any such termination. This change shall not be construed to prevent the termination, for other causes authorized by law or other provisions of this contract. In the event of a termination for cause, the CONSULTANT shall only be entitled to Compensation for those Professional Services satisfactorily performed on or before the effective date of termination.
b. Termination for Convenience. The CITY shall have the option, at its sole discretion and without cause, to terminate this Agreement in whole, or in part, by giving ten (30) business days’ written notice to the CONSULTANT. Upon the termination of this Agreement as provided herein, the CITY shall provide to the CONSULTANT the part of Compensation which would otherwise be payable to the CONSULTANT for services the CONSULTANT had completed as of the date of termination, less the amount of all previous payment with respect to the Compensation. Further, upon such a termination for convenience by the CITY, the Parties agree that the CONSULTANT shall be reimbursed for any “non- refundable” costs that the CONSULTANT has incurred for its services under this Agreement, provided that: (1) such “non- refundable” costs were incurred by the CONSULTANT prior to the date of termination, and (2) that the CONSULTANT provides the
CITY with adequate proof that the CONSULTANT incurred the costs, and is unable to be seek a refund for such costs. Such “non- refundable” costs may include, but are not limited to, travel reservations incurred by the CONSULTANT for its performance of services under this Agreement. The CONSULTANT agrees to cease all work under this Agreement on or before the effective date of any notice of termination.
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
SECTION 9. EMPLOYMENT OF CITY EMPLOYEES.
No employee of the CITY shall be employed by the CONSULTANT during the term of this Agreement.
SECTION 10. NON-LIABILITY OF CITY OFFICIALS AND EMPLOYEES.
No official or employee of the CITY shall be personally liable to the CONSULTANT in the event of any default or breach by the CITY, or for any amount which may become due to the CONSULTANT.
SECTION 11. INDEPENDENT CONTRACTOR.
a. The CONSULTANT is and shall, at all times, remain as to the CITY a wholly independent contractor. Neither the CITY nor any of its elected officials, officers, employees or agents shall have control over the conduct of the CONSULTANT except as expressly set forth in this Agreement. The CONSULTANT shall not at any time or in any manner represent that he or she is in any manner an elected official, officer, employee or agent of the CITY. No employee benefits shall be available to the CONSULTANT in connection with the performance of this Agreement. Except as provided in this Agreement, the CITY shall not pay salary, wages, or other compensation to the CONSULTANT for performance hereunder for the CITY, the CITY shall not be liable for compensation to the CONSULTANT, the CONSULTANT’s employees or the CONSULTANT’s subcontractors for injury or sickness arising out of performing services hereunder. b. The parties further acknowledge and agree that nothing in this Agreement shall create or be construed to create a partnership, joint venture, employment relationship or any other relationship except as set forth in this Agreement. c. The CITY shall not deduct from the Compensation paid to the 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 the CONSULTANT. The CITY shall have no responsibility to provide the CONSULTANT, its employees or subcontractors with workers’ compensation insurance or any other insurance.
SECTION 12. PERS ELIGIBILITY INDEMNITY.
a. If the CONSULTANT is a California Public Employees’ Retirement System (“CalPERS”) annuitant, the CONSULTANT must provide the City with written notification of such fact a minimum of 14 calendar days prior to commencement of services under this Agreement. Failure to provide such notification may result in termination of the Agreement, and any penalties or other costs relating thereto shall be borne by the CONSULTANT. If this Agreement remains in place, the CONSULTANT shall execute any amendment(s) to this Agreement requested by the City in order to comply with all laws and regulations applicable to CalPERS annuitants.
b. In the event that the CONSULTANT or any employee, agent, or subcontractor of the 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 eligible for enrollment in PERS as an employee of the CITY, the CONSULTANT shall indemnify, defend, and hold harmless the CITY for the payment of any employee and/or employer contributions for PERS benefits on behalf of the CONSULTANT or its employees, agents, or subcontractors, as well as for the payment of any penalties
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
and interest on such contributions, which would otherwise be the responsibility of the CITY.
c. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, the CONSULTANT and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by t h e CITY, including but not limited to eligibility to enroll in PERS as an employee of the CITY and entitlement to any contribution to be paid by t h e CITY for employer contribution and/or employee contributions for PERS benefits.
SECTION 13. LEGAL RESPONSIBILITIES.
The CONSULTANT shall at all times observe and comply with all applicable laws, ordinances, codes and regulations of the federal, state and local governments including, but not limited to the Montebello Municipal Code. The CITY, and its appointed or elected officers, employees, or agents, shall not be liable at law or in equity occasioned by failure of the CONSULTANT to comply with this section.
SECTION 14. INDEMNIFICATION.
The CONSULTANT agrees to, and shall defend, indemnify, protect and hold harmless, the CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers from and against any and all claims, demands, lawsuits, defense costs, civil, penalties, expenses, causes of action, and judgments at law or in equity, or liability of any kind or nature which the CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers may sustain or incur or which may be imposed upon them for injuries or deaths of persons, or damage to property arising out of the CONSULTANT’s negligent or wrongful act, or omission under the terms of this Agreement, except only liability arising out of the sole negligence of the CITY. CITY shall not be required to indemnify, defend, protect or hold harmless the CONSULTANT.
SECTION 15. INSURANCE COVERAGE.
a. During the term of this Agreement, the CONSULTANT shall carry, maintain, and keep in full force and effect insurance against claims for death or injuries to persons or damages to property that may arise from or in connection with CONSULTANT’s performance of this Agreement. Such insurance shall be of the types and in the amounts as set forth below:
•Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis for bodily injury and property damage, including products-completed operations, personal injury and advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, the limit shall be twice the required occurrence limit.
•Automobile Liability Insurance: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if CONSULTANT has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than $1,000,000 per accident for bodily injury and property damage.
•Worker 's Compensation insurance as required by the laws of the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. •Professional Liability insurance appropriate to the CONSULTANT’S
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
profession, with limit no less than $2,000,000 per occurrence or claim, $4,000,000 aggregate.
b. If the CONSULTANT maintains higher limits than the minimums shown above, the CITY requires and shall be entitled to coverage for the higher limits maintained by the CONSULTANT.
c. The CONTACTOR shall require each of its subcontractors, if any, to maintain insurance coverage that meets all of the requirements of this Agreement. d. The policy or policies required by this Agreement shall be issued by an insurer admitted in the State of California and with a current rating of at least A:VII in the latest edition of Best's Insurance Guide.
e. Each insurance policy required above shall state that coverage shall not be canceled, except after thirty (30) days’ prior written notice (ten (10) days for non- payment) has been given to the CITY. The CONSULTANT agrees that if it does not keep the aforesaid insurance in full force and effect the CITY may either (i) immediately terminate this Agreement for Cause; or (ii) take out the necessary insurance and pay, at the CONSULTANT’s expense, the premium thereon.
f.Evidence of Insurance prior to commencement. The Contractor shall provide to the CITY Certificate(s) of Insurance evidencing such coverage together with copies of the required policy endorsements no later than five (5) business days prior to commencement of service and at least fifteen (15) business days prior to the expiration of any policy.
Unreasonable failure to provide such evidence may be cause for termination of the Agreement as provided herein or delay the services’ commencement date. The evidence of insurance shall be U.S. mail or email to:
City of Montebello
Attn: Risk Manager
1600 West Beverly Boulevard
Montebello, CA 90640
Email: [email protected]
Coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits, non- renewed, or materially changed for any reason, without thirty (30) days prior written notice thereof given by the insurer to the CITY by U.S. mail, or by personal delivery, except for nonpayment of premiums, in which case ten (10) days prior notice shall be provided. g.Evidence of Insurance during the entire term of the Agreement. At all times during the term of this Agreement, the CONSULTANT shall maintain on file with the CITY’s Risk Manager a certificate or certificates of insurance showing that the aforesaid policies are in effect in the required amounts and naming the CITY as an additional insured. The CONSULTANT shall, prior to commencement of work under this Agreement, file with the CITY’s Risk Manager such certificate(s).
h. The CONSULTANT shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least two (2) weeks prior to the expiration of the coverages.
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
i. The general liability and automobile policies of insurance required by this Agreement shall contain an endorsement naming the CITY, its officers, employees, agents and volunteers as additional insureds. All of the policies required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty days’ prior written notice to the CITY. The CONSULTANT agrees to require its insurer to modify the certificates of insurance to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions. j. The insurance provided by the CONSULTANT shall be primary to any coverage available to the CITY. Any insurance or self-insurance maintained by the CITY, its officers, employees, agents, or volunteers, shall be in excess of CONSULTANT’s insurance and shall not contribute with it.
k. All insurance coverage provided pursuant to this Agreement shall not prohibit the CONSULTANT, and CONSULTANT’s employees, agents or subconsultants, from waiving the right of subrogation prior to a loss. The CONSULTANT hereby waives all rights of subrogation against the CITY.
l. Any deductibles or self-insured retentions must be declared to and approved by the CITY. At the option of the CITY, the CONSULTANT shall either reduce or eliminate the deductibles or self-insured retentions with respect to the CITY, or the CONSULTANT shall procure a bond guaranteeing payment of losses and expenses. m. Procurement of insurance by the CONSULTANT shall not be construed as a limitation of the CONSULTANT'S liability or as full performance of CONSULTANT’s duties to indemnify, hold harmless and defend under the indemnity covenants of this Agreement.
SECTION 16. SUBCONTRACT, ASSIGNMENT OR DELEGATION.
The CONSULTANT shall not subcontract, delegate or assign its duties or rights hereunder, either in whole or in part, without the prior written consent of the CITY. Any proposed subcontract, delegation, or assignment shall provide a description of the services to be covered, identification of the proposed subcontractor, delegee, or assignee, and an explanation of why and how the same was selected, including the degree of competition involved.
Any subcontract, delegation or assignment shall be made in the name of the CONSULTANT and shall not bind or purport to bind the CITY and shall not release the CONSULTANT from any obligations under this Agreement including, but not limited to, the duty to properly supervise and coordinate the work of employees, assignees, delegees or subcontractors.
No such subcontract, delegation or assignment shall result in any increase in the amount of total compensation payable to the CONSULTANT under the Agreement.
SECTION 17. NO WAIVER.
Waiver by any party hereto of any term, condition or covenant of this Agreement shall not constitute the waiver of any other term, condition or covenant hereof.
SECTION 18. DISPUTE RESOLUTION; GOVERNING LAW.
Disputes regarding the interpretation or application of any provision(s) of this Agreement shall, to the extent reasonably feasible, be resolved through good faith negotiations between
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
the Parties. If any action at law or in equity is brought to enforce this Agreement or because of alleged dispute, breach, default or misrepresentation in connection with the provisions of this Agreement, the prevailing party in such action shall be entitled to reasonable attorney’s fees, expert fees, costs and necessary disbursements incurred in that action or proceeding, in addition to such other relief as may be sought and awarded. The venue for any litigation shall be the County of Los Angeles, California. The Parties agree that the covenants contained in this Section shall survive the expiration or termination of this Agreement.
SECTION 19. ATTORNEY’S FEES AND COSTS.
If litigation is reasonably required to enforce or interpret the provisions of this Agreement, the prevailing party in such litigation shall be entitled to an award of reasonable attorney's fees and costs in addition to any other relief to which it may be entitled.
SECTION 20. WARRANTIES.
Each of the parties represents and warrants to one another as follows:
a. It has received independent legal advice from its attorneys with respect to the advisability of entering into and executing this Agreement; b. In executing this Agreement, it has carefully read this Agreement, knows the contents thereof, and has relied solely on the statements expressly set forth herein and has placed no reliance whatsoever on any statement, representation, or promise of any other party, or any other person or entity, not expressly set forth herein, nor upon the failure of any other party or any other person or entity to make any statement, representation or disclosure of any matter whatsoever; and c. It is agreed that each party has the full right and authority to enter into this Agreement, and that the person executing this Agreement on behalf of either party has the full right and authority to fully commit and bind such party to the provisions of this Agreement.
SECTION 21. MISCELLANEOUS.
a. The descriptive paragraph headings of this Agreement are included for purposes of convenience only and shall not control or affect the construction of interpretation of any of its provisions.
b. Whenever the context hereof shall so require, the singular shall include the plural, the male gender shall include the female gender, and the neuter and vice versa.
c. In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision hereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provisions had never been contained herein.
d. The representations and warranties made by the parties to this Agreement shall survive the consummation of the transaction herein described. e. This Agreement may be signed in any one or more counterparts all of which taken together shall be but one and the same Agreement. Any signed copy of this Agreement or of any other document or agreement referred to herein, or copy
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
or counterpart thereof, delivered by facsimile transmission, shall for all purposes be treated as if it were delivered containing an original manual signature of the party whose signature appears in the facsimile and shall be binding upon such party in the same manner as though an originally signed copy had been delivered.
Each of the parties acknowledges that it has been represented by independent counsel of its own choosing, or if it has not been so represented, it has been admonished to obtain independent counsel and has freely and voluntarily waived and relinquished the right to counsel. Each party who has not obtained independent counsel acknowledges that the failure to have independent legal counsel will not excuse such party’s failure to perform under this Agreement or any agreement referred to in this Agreement.
SECTION 22. NOTICE.
All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the second business day after the deposit thereof in the United States mail, postage prepaid, registered or certified, addressed as hereinafter provided. All notices, demands, requests, or approvals hereunder shall be given to the following addresses or such other addresses as the Parties may designate by written notice:
If to CITY: City of Montebello
Attn: Raul Alvarez, City Manager
1600 West Beverly Boulevard Montebello, CA 90640
(323) 887-1200
With a copy to: City of Michael Solorza
1600 West Beverly Boulevard Montebello, CA 90640
(323) 887 -1200
[email protected]
If to CONSULTANT: Consultant Name
Attn:
Address
City, CA #####
(###) ###-####
Email
An electronic communication (“ Electronic Notice”) shall be deemed written notice for purposes of this section if sent to the electronic mail address specified above. Electronic Notice shall be deemed received at the time the party sending Electronic Notice receives verification of receipt by the receiving party. Any party receiving Electronic Notice may request and shall be entitled to receive the notice on paper, in a nonelectronic form.
SECTION 22. NON-DISCRIMINATION AND EQUAL OPPORTUNITY EMPLOYER.
In the performance of this Agreement, the CONSULTANT shall not discriminate against any employee, subcontractor, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, mental condition or sexual orientation. The CONSULTANT will take affirmative action to ensure that subcontractor and applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition or sexual orientation.
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
SECTION 23. CONFLICT OF INTEREST.
The CONSULTANT covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by the CONSULTANT under this Agreement, or which would conflict in any manner with the performance of its services hereunder. The CONSULTANT further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, the CONSULTANT shall avoid the appearance of having any interest that would conflict in any manner with the performance of its services pursuant to this Agreement.
The CONSULTANT covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of services to t h e CITY as a result of the performance of this Agreement, or the services that may be procured by the CITY as a result of the recommendations made by the CONSULTANT. The CONSULTANT's covenant under this section shall survive the termination of this Agreement.
SECTION 24. ENTIRE AGREEMENT.
This Agreement contains the entire understanding between the CITY and the CONSULTANT. Any prior agreements, promises, negotiations or representations not expressly set forth herein are of no force or effect. Subsequent modifications to this Agreement shall be effective only if in writing and signed by each party. If any term, condition or covenant of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement shall be valid and binding. [SIGNATURE PAGE TO FOLLOW]
IN WITNESS WHEREOF, the parties, through their respective authorized representatives, have executed this Agreement as of the date first written above. (“CITY”) (“CONSULTANT”)
CITY OF MONTEBELLO CONSULTANT NAME
Raul Alvarez, City Manager Full Name, Title
ATTEST:
Christopher Jimenez, City Clerk
APPROVED AS TO FORM:
Arnold M. Alvarez-Glasman, City Attorney
EXHIBITS:
•Exhibit A – Request for Quotations for Services and Contractor’s Proposal •Exhibit B – Schedule of Compensation
•Exhibit C – Live Scan Fingerprinting Requirement [Delete if not applicable and/or continue listing Exhibits as applicable]
EXHIBIT “A”
Request for Quotations for Services and Contractor’s Proposal
EXHIBIT “B”
Schedule of Compensation
EXHIBIT “C”
Live Scan Fingerprinting Requirements
Prior to commencing services, the CONSULTANT may be required to successfully pass a Department of Justice fingerprinting background check (“Live Scan”) performed by a certified fingerprinting service provider or at the City of Montebello Police Department. The CONSULTANT shall be responsible for obtaining the Live Scan for its staff and shall bear the cost thereof. The agency completing the fingerprints must provide the City of Montebello Human Resources with the background check results and subsequent records for review.
The CONSULTANT must obtain a “Temporary Consultant’s Badge” issued by the City of Montebello Human Resources prior to performing work.
ATTACHMENT D
CITY OF MONTEBELLO
Request for Quotations
(RFQ No. 25-05)
SIGNAGE AND TRAFFIC CONTROL
SUPPLIES
Release Date: Thursday, May 15, 2025
Questions Due: Sunday, May 25, 2025, at 11 a.m. P.D.T.
Due Date: Thursday, June 05, 2025, at 11 a.m. P.D.T.
Page | 1
TO PROSPECTIVE BIDDERS
The City of Montebello invites your firm to submit a bid in accordance with this Request for Quotations (RFQ). Your response to this request will be evaluated to determine the qualifications of your firm. Bids must adhere to the format and content of this RFQ. Bids will not be evaluated unless all parts requested are submitted in a complete package. The information set forth is the minimum required in order to qualify for consideration. The successful bidder will be required to enter into a standard professional services agreement based on the specifications outlined in this RFQ.
THE DATE OF SOLICITATION:
May 15, 2025
THE PROJECT:
Project Name: Signage and Traffic Control Supplies
THE OWNER:
Name: City of Montebello
Address: 1600 W. Beverly Blvd.,
Montebello, CA 90640
Contact:Cesar Roldan, Director of Public Works
Contact Phone: (323) 887-1460
Contact E-Mail: [email protected]
PROPOSAL CONTACTS
Any questions concerning this RFQ and all correspondence must be submitted in writing via e-mail to the following contact:
Name: City of Montebello
Address: 1600 W. Beverly Blvd.,
Montebello, CA 90640
Contact: James Coiner, Deputy Director of Public Works
Contact Phone: (323) 887-1200 ext. 1427
Contact E-Mail: [email protected]
Any questions about this RFQ should be submitted via the City’s PlanetBids Portal by May 25, 2025, at 11:00 a.m. PST. Prospective vendors must register their business with PlanetBids before being able to view or submit a response. To access the PlanetBids Portal, please go to:
https://www.montebelloca.gov/cms/one.aspx?portalId=58756&pageId=84839 Page | 2
SIGNAGE AND TRAFFIC CONTROL SUPPLIES
Request for Quotations No. 25-05
Table of Contents
No. Page
I. Notice Inviting Sealed Quotes 4
II. General Scope of Work – Scope of Services 5
III. General Requirements 5
IV. Contract Provisions/Specifications 6
V. Required Information/Bid Format 7
VI. Evaluation Process and Selection Criteria 9
VII. Contract with the City and Anticipated Timing for
Beginning Services
10 VIII. Submittal Requirements 10
IX. Appendix A – References 11
X. Sample Professional Services Agreement 12
Page | 3
I. NOTICE INVITING QUOTATIONS FOR SIGNAGE AND TRAFFIC CONTROL
SUPPLIES
RFQ NO. 25-05
PUBLIC NOTICE IS HEREBY GIVEN THAT THE City of Montebello as AGENCY, invites sealed bids for the above stated project and will receive such bids via the PlanetBids vendor portal found on the City of Montebello’s official website up to the hour of 11:00 a.m. on Thursday, June 05, 2025.
Copies of the specifications and contract documents are available from the City of Montebello, 1600 West Beverly Boulevard, Montebello, California 90640.
The AGENCY hereby affirmatively ensures that minority business enterprises will be afforded full opportunity to submit bids in response to this notice and will not be discriminated against on the basis of race, color, national origin, ancestry, sex, or religion in any consideration leading to the award of contract.
Proposals must be prepared on the approved Proposal forms in conformance with the instructions to Bidders.
The successful Vendor and Subcontractors are notified that they shall comply with all applicable state laws, Montebello Municipal Code, will be required to possess business licenses from the City, and other requirements as set forth in the contract requirements.
Addenda issued during the time of bidding shall become a part of the documents furnished to bidders for the preparation of bids, shall be covered in the bids, and shall be made part of the final contract.
The solicitation of Quotations has been developed in the Request for Quotations (RFQ) format.
Accordingly, bidders should take note that multiple factors as defined in the RFQ will be considered by the City to determine which bid best meets the requirements set forth in the RFQ documents. Price will be considered as part of the evaluation, but other factors under consideration include, but are not limited to, proposed methodology, quality control program, experience of staff, experience of management team, quality of equipment, tools and uniforms.
The City reserves the right to negotiate the terms of any resulting contract. Final contract award, if any, will be made by the Montebello City Council.
The AGENCY reserves the right to accept or reject any or all bids, to waive any irregularity in a bid and to make an award as may serve the interests of the City.
Questions should be directed to James Coiner, Deputy Director of Public Works at [email protected]
THE DATE OF SOLICITATION: Thursday, May 15, 2025
QUESTIONS MUST BE SUBMITTED BY: Sunday, May 25, 2025, at 11:00 a.m. PST SUBMITTAL DUE DATE: Sunday, June 05, 2025, at 11:00 a.m. PST Page | 4
REQUEST FOR QUOTATIONS
The City of Montebello is seeking bids from qualified vendors to provide compliant, government-issued; traffic signage and traffic control supplies essential to ensuring public safety. Signage will include street signs, traffic control signs, parking signs, and various other signs necessary to regulate efficient traffic flow. In addition to signage, the City seeks to procure traffic control supplies such as traffic cones, barricades, and other street safety equipment.
The selected vendor will be responsible for providing timely and dependable access to essential equipment and materials, ensuring operational continuity and minimizing delays in both procurement and ongoing operations.
II. SCOPE OF SERVICES
Selected vendors will provide a comprehensive range of government-issued signage and traffic safety materials, including but not limited to:
• Street and Traffic Signs: Stop signs, speed limit signs, yield signs, pedestrian crossing signs, and regulatory signage compliant with MUTCD (Manual on Uniform Traffic Control Devices) and California state standards.
• Municipal and Public Facility Signage: Wayfinding signs, parking lot signs, facility nameplates, and park signage.
• Custom and Specialty Signage: City-branded signs, construction zone notices, event signage, and emergency notification boards.
• Traffic Control Supplies: Traffic cones, barricades, delineators, A-frame signs, and message boards for temporary traffic management.
• Sign Installation and Hardware: Signposts, mounting brackets, reflective sheeting, and other necessary hardware for secure installation.
• Vendors must be able to provide high-quality, durable, and weather-resistant materials, ensuring longevity and compliance with federal and state regulations.
Additionally, they must support expedited orders for emergency replacements or special projects.
III. GENERAL REQUIREMENTS
To be considered for this contract, vendors must meet the following qualifications:
• Hold a valid business license in the State of California. • Have at least five (5) years of experience manufacturing and supplying government- compliant signage.
• Demonstrate the ability to produce signs in compliance with MUTCD, Caltrans, and other applicable regulatory standards.
• Maintain a reliable inventory to fulfill large orders and accommodate urgent requests. • Provide warranties on all signage materials and installation hardware. • Offer competitive pricing
IV. CONTRACT PROVISIONS AND SPECIFICATIONS
A.Term of Contract
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1. The initial term of the contract shall be for three (3) years from the effective date, with up to two (2) optional one-year extensions, subject to City approval and vendor performance.
2. Term to end on the end of the Fiscal year (June 30, 2028)
3. The City reserves the right to extend or amend the contract based on operational needs and funding availability.
B. Pricing and Invoicing
1. Due to fluctuating material and supply chain costs, vendors are not required to submit fixed pricing but must provide a documented pricing structure (e.g., retail price less a defined percentage discount or access to government/municipal pricing tiers).
2. The vendor shall provide the City with access to real-time pricing through catalogs, portals, or in-store rates.
3. Invoices must be itemized and clearly reflect the retail price, discount applied, and final cost to the City. Invoices shall reference the relevant purchase order number and be submitted to the City’s designated billing contact.
C. Delivery and Fulfillment
1. Vendors must offer multiple fulfillment methods, including:
o In-store pickup,
o Scheduled delivery to City-designated facilities, and/or o Online order and delivery services where available.
2. Delivery timelines must be communicated clearly at the time of order and confirmed in writing when applicable.
3. City Departments may use authorized purchasing cards (P-cards) for same-day in-store purchases.
D. Product Availability and Substitutions
1. Vendors must notify the City of any out-of-stock or discontinued items and propose equivalent alternatives when available.
2. Substituted products must meet or exceed the specifications and quality of the originally requested item.
E. Product Standards and Warranty
1. All items must be new, of commercial-grade quality, and suitable for government operations.
2. Products must comply with all applicable federal, state, and local safety regulations.
3. Manufacturer warranties shall apply to all products purchased; vendors shall assist the City in processing any warranty claims as needed.
F. Customer Support
1. Vendors must designate a corporate or regional representative to serve as the primary liaison to City staff.
2. The vendor shall provide contact information for store-level and account-level customer service for prompt assistance with returns, credits, and inquiries.
G. Termination
The City reserves the right to terminate the contract at any time for convenience with thirty (30) calendar days’ written notice. Immediate termination may occur in the event of:
• Repeated supply failures or non-performance,
• Unreasonable price increases without explanation,
• Unresolved customer service or billing issues.
H. Insurance Requirements
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Vendors shall maintain insurance coverage consistent with the City’s standard professional services agreement. Proof of insurance shall be provided upon execution of the contract and annually thereafter.
I. Governing Law and Venue
This contract shall be governed in accordance with the laws of the State of California. Venue shall lie exclusively in the courts of Los Angeles County.
V. REQUIRED INFORMATION AND BID FORMAT
To be considered for selection, respondent individuals or firms shall submit a bid that addresses each of the following criteria, and shall also provide resumes and evidence of qualifications to provide the services listed in this RFQ. All bids must be electronically submitted through PlanetBids’ Bidder Portal, accessed through the City of Montebello’s official website:
http://www.montebelloca.gov/departments/finance/requset_for_proposal bids.
All Prospective Bidders must register to bid through the PlanetBids Vendor Portal found on the City of Montebello’s website at the link provided above.
The City reserves the right to reject any and all bids as “non-responsive” for failure to provide the required information and abide by the required format outlined in this RFQ.
1. Letter of Interest
•Please include a letter expressing your interest in being considered for the project. Include a statement regarding the vendor's availability to dedicate time, personnel, and resources to this effort. The letter of interest must include a commitment to the availability of the vendor and all key project staff during the planning period and a proposed schedule designed to meet the City's needs for the project.
2. Project Understanding and Approach
•Please include a statement demonstrating your understanding of the proposed project. Describe your general approach to completing the project successfully, methodologies and technologies you would employ, key milestones and processes you would employ. Describe what information you would expect the City to supply.
3. Relevant Experience
•Please include information describing your experience providing similar services for public agencies. Provide a minimum of three (3) specific examples of relevant experience. At a minimum, the vendor should provide a list of the most recent projects (i.e., completed within the last five (5) years is preferred, but samples outside of this timeframe will be accepted if relevant) for which the consultant has performed similar services of similar size, scope, and complexity.
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•Using Appendix A – References, please provide details regarding each reference. This should include the name, contact person, address, phone number, and e-mail address of each party for whom the service was provided, as well as a description of the service performed, the dollar amount of the contract, and the date of performance. The City may contact the individual listed at its discretion.
•Resumes may also be included in this section for any key staff associated with project.
4. Proposed Scope of Services
•Please provide a proposed Scope of Services, based on the Scope of Work contained in this RFQ; and discuss any ideas for modifying, clarifying, or improving the City’s proposed scope of work. Provide a realistic working schedule with key deliverables, milestones, and tasks.
5. Conflict of Interest Statement
•The vendor shall disclose any financial, business, or other relationship with the City that may have an impact upon the selection process. If the vendor does not have any such conflicts, a statement declaring such should be included in their submission.
6. Contract Documents
•Utilize the attached Project Bid Sheet (Appendix A) to provide a proposed schedule of fees for each lunch or snack to be provided.
7. Customer Service
•Describe how your firm provides for responsiveness to phone calls or email from City staff; and discuss your anticipated relationship with the City of Montebello and your organization.
8. Standard Professional Services Agreement
•Include a statement regarding whether the City’s standard professional services agreement is acceptable as is or whether any modification would be proposed.
9. Conflict of Interest Statement
•The vendor shall disclose any financial, business, or other relationship with the City that may have an impact upon the selection process. If the vendor does not have any such conflicts, a statement declaring such should be included in their submission.
•List any lawsuits or arbitration proceedings that have been initiated by or against your firm in the past five (5) years. Briefly state the nature of the action and the outcome.
VI. EVALUATION PROCESS AND SELECTION CRITERIA
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The City will establish an evaluation committee to review and rate each proposal. The proposal evaluation process will be conducted using a multi-step method which will include the following steps:
A. Preliminary Proposal Review – The evaluation committee will review each submission to ensure adherence to the minimum/proposal format requirements.
B. Proposal Evaluation – In the second part of this process, the evaluation committee will review and rate proposals using a combined score based on the following:
i. Qualifications as they relate to this project – 30%
a. Thoroughness and understanding of the tasks to be completed b. Background and experience
c. Experience and personnel assigned to the work
d. Communication skills
ii. Reputation for integrity and competence – 10%
a. Positive Reference Checks
b. Work Samples
iii. Proposed fees for services – 60%
The vendor must satisfy the City of its ability to perform the services required. The vendor must demonstrate and document a history of timely and satisfactory performance of similar projects in a manner, which addresses the stated evaluation criteria. The vendor shall be responsible for the accuracy of information supplied concerning references. In addition, the City may consider evidence of untimely and unsatisfactory performance on prior similar projects, or litigation by the vendor on previous contracts to be grounds for disqualification.
The City reserves the right to reject any or all Quotations, amend the RFQ, and to discontinue or re-open the process at any time. The City reserves the right to request and obtain, from one or more vendors, supplementary information as may be necessary for the City to analyze the proposal pursuant to contract selection criteria. Upon completion of the evaluation phase, the City will select those vendors for interviews whose bids and qualifications most closely conform to the requirements of this RFQ, if required. The vendor, by submitting a response to this RFQ, waives all rights to protest or seek any legal remedies whatsoever regarding any aspect of this RFQ. The City may choose to interview one or more firms responding to this RFQ, and may enter into more than one contract with multiple individuals or firms, if City determines that is the best way to address the full range of services needed under this RFQ.
Questions during the solicitation period are preferably received by email, and may be addressed to:
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Attn: James Coiner
Deputy Director of Public Works
[email protected]
1600 W. Beverly Blvd.
Montebello, CA 90640
(323) 887-1200 ext. 1378
VII. CONTRACT WITH THE CITY AND ANTICIPATED TIMING FOR BEGINNING
SERVICES
The selected vendor will be required to enter into an Agreement with the City. The Agreement will include the final scope of work that is negotiated with the vendor. The City Manager is the authorizing entity to issue contracts with the Montebello City Council approval, and the contract will not take effect until it is approved by the City Council (as required) and fully executed by Vendor and City.
During the term of the contract, the Vendor will be required to keep informed of applicable local, State and Federal laws and regulations, including, but not limited, to those pertaining to conflict of interest, which in any manner affect those employed by the vendor or in any way affect the performance of the requested services.
The City’s standard professional services agreement is attached, including insurance requirements. As part of your proposal, please indicate whether the standard agreement is acceptable or whether you would like to propose modifications to the standard agreement.
VIII. SUBMITTAL REQUIREMENTS
Proposals will be received through 11:00 A.M. on Thursday, June 05, 2025.
All bids must be Electronically submitted through PlanetBids’ Bidder Portal, accessed through the City of Montebello’s official website at
http://www.montebelloca.gov/departments/finance/requset_for_proposal bids.
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Appendix “A” Reference Sheet
RFQ 25-05 Signage and Traffic Control Supplies
Entity Name
Business Address
Name of Contact
Title Contact
Telephone Number of Contact
Email of Contact
Description of Project
Date of Service
Entity Name
Business Address
Name of Contact
Title Contact
Telephone Number of Contact
Email of Contact
Description of Project
Date of Service
Entity Name
Business Address
Name of Contact
Title Contact
Telephone Number of Contact
Email of Contact
Description of Project
Date of Service
PROFESSIONAL SERVICES AGREEMENT NO. XXXX
Appendix “B”
CITY OF MONTEBELLO
PROFESSIONAL ON-CALL SERVICES AGREEMENT NO.
WITH
THIS PROFESSIONAL ON-CALL SERVICES AGREEMENT (“Agreement”) is made and entered on , 2025 (“Effective Date”), by the CITY OF MONTEBELLO, a California municipal corporation (the “CITY”) and , a California corporation (the “CONSULTANT”). The CITY and the CONSULTANT are sometimes referred to herein individual as the “Party,” and jointly as the “Parties.”
RECITALS
WHEREAS, the CITY desires to retain a qualified professional consultant to provide on-call services in the
CITY; and
WHEREAS, the CONSULTANT represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees.
NOW THEREFORE, in consideration of performance by the Parties of the covenants and conditions herein contained, the Parties hereto agree as follows:
SECTION 1.INCORPORATION OF RECITALS AND OTHER CONTRACT
DOCUMENTS
a. The above-referenced Recitals constitute a material part hereof and shall hereby be incorporated by reference. Moreover, this Agreement consists of the following documents, in order of precedence, all of which are incorporated herein and made part of this Agreement, as though fully set forth herein:
1. This Agreement and its Exhibits, including any and all addenda or supplemental agreements.
3. Proposal referenced and Best Final Offer received by the successful proposer.
4. All other documents, including but not limited to all applicable bonds, insurance certificates, permits, notices, schedules, forms, certifications, and affidavits. b. These documents shall be collectively referred to herein as the “Contract Documents.” In the event of a conflict among the Contract Documents, the order of precedence list above shall apply.
SECTION 2. SERVICES / COMPENSATION.
A. All terms, conditions, requirements, and provisions of the Proposal for labor and materials to provide emergency response services (“Proposal”), as such is set forth fully in Exhibit A hereto, are hereby incorporated fully herein by this reference and shall be binding on the Parties. To the extent of a conflict between the terms of this Agreement and that set forth in any exhibits or attachments hereto, the terms of this Agreement shall govern.
B. The CONSULTANT shall provide to the CITY all labor, equipment,
2. RFQ No.