Montebello City Council
May 13, 2026

5 Window #2 Awards HCD January 2027

HCD staff will host virtual webinars on Zoom to walk through this NOFA and the application requirements on the following dates:
• April 13, 2026, 1:00pm – 4:00pm
https://hcd-ca-gov.zoom.us/webinar/register/WN_3BoVs9ltQoSC02Cc2CeOtQ

• April 23, 2026, 9:00am – 12:00pm
https://hcd-ca-gov.zoom.us/webinar/register/WN_ngUAyJcFSACTCPeCbgZpTQ

• April 29, 2026, 9:00am – 12:00pm
https://hcd-ca-gov.zoom.us/webinar/register/WN_P7SB4CSKRB-8DzImooD4Fg

Questions may be submitted to [email protected], with the subject line “ERF Round 5,” for the duration of the application period. HCD will also respond to common inquiries in formats directed to the entire eligible applicant pool (i.e., NOFA Walkthroughs, Frequently Asked Questions (FAQ) documents, Monthly Office Hours, etc.).

D. Available Funds
The Legislature appropriated $100 million to fund ERF Round 5, less $4.9 million allocated to the Department for program administration and $2.1 as a partial award to a prior round grantee, pursuant to the requirement set forth in HSC section 50252.1(b). This NOFA makes $93 million available for award to cities, counties, and CoCs.

Summary of ERF Round 5 Funding
Category Amount
Total FY 25-26 Funding $100 million
Partial Award to Prior Funding Round ERF 4 Lookback $2.1 million Program Administration $4.9 million
ERF Round 5 – Made Available in the NOFA $93 million

II. ELIGIBILITY REQUIREMENTS
A. Eligible Applicants
Eligible Applicants for ERF Round 5 program funds are the same as in previous Rounds of ERF, which include:
• Local Jurisdiction – as defined in HSC section 50250(j), means a city, including a charter city, a county, including a charter county, or a city and county.

6 • Continuum of Care (CoC) – as defined in HSC section 50250(d), “continuum of care” has the same meaning as in Section 578.3 of Title 24 of the Code of Federal Regulations.

Per authorizing statute (see Appendix B), local jurisdictions have priority to apply for ERF Round 5 to address encampments on the SROW over CoC applicants.

B. Eligible Population to Serve
ERF Round 5 funds may only be used for proposals that connect people experiencing unsheltered homelessness either to interim shelter with clear pathways to permanent housing or directly to permanent housing.

C. Prioritizing Encampment Sites to Address
“Encampment” generally refers to any location where multiple individuals experiencing unsheltered homelessness have established a place of residence, and where the ongoing presence and conditions of the site result in sustained or significant impacts to health, safety, public access, or infrastructure. Encampments may exist on public or private land and are typically characterized by the presence of personal belongings, makeshift or semi-permanent structures, and repeated or prolonged habitation.

The defining criteria of an encampment are not based on the number of occupants, but on the degree of impact on:
• The individuals residing in the encampment, including exposure to environmental hazards, violence, or lack of access to services and housing; • The surrounding community, including limitations to public access, increased health and safety risks, or strain on public systems; and • Critical infrastructure and natural resources, including blocked rights of way, degraded environmental conditions, or damage to public property.

ERF Round 5 is not intended to fund a community-wide encampment resolution program. Applications may propose to serve a single individual encampment, or an encampment zone of multiple encampments that meets all three conditions listed below. Applicants must provide justification for the prioritization of the specific encampment, encampment zone(s), or scattered sites proposed to be served. If an applicant proposes to prioritize multiple encampments (encampment zone), the encampments may only be addressed through a single application if all of the following apply:

1. There is a single justification for prioritizing the encampments,

7 2. The demographics and service needs of the residents of the encampments are sufficiently similar, and

3. The same set of services, and service providers, including outreach, interim and permanent housing programs, will be used to serve and house the individuals in the encampments.

Applicants must prepare a separate application for each encampment that does not meet the requirements of (1) – (3).

D. Compliance with State Encampment Guidance
City and county applicants must identify whether they have a current and formal policy and/or ordinance to address encampments that fully complies with the California Interagency Council (Cal ICH) Guidance on Addressing Encampments (see Appendix D for a list of all components in the state guidance). To meet this requirement, applicants may submit internal standard operating procedures, staff training materials, and/or scope of work language from service or housing provider contracts that substantiate the jurisdiction meets all components required in the state guidance.

Applicants that are CoCs must identify whether the encampment policies or ordinances of the city and/or county in which the specific encampment, encampment zone(s), or scattered sites are located is fully compliant with the state guidance. Inclusion of the policy(ies) or ordinance(s) depends on the local authorities that oversee encampment operations.

1. City and county applicants must provide the policy, ordinance, or any other documentation that substantiates the jurisdiction follows all components set forth in the state guidance.
a. If there is no policy or ordinance to address encampments, or if the encampment policy is not fully compliant with state guidance, the city and county applicant(s) must provide a timeline by which it will adopt or update the policy or ordinance to come into compliance with state guidance within three months of award. If the jurisdiction does not adopt a fully compliant policy within three months of award, the award may be rescinded and funds awarded to the next eligible applicant.

2. CoC applicants must provide the policy, ordinance, or any other documentation that substantiates the city and/or county in which the encampment is located follows all components set forth in the state guidance.
a. If there is no policy or ordinance to address encampments in the city and/or county in which the encampment is located, or if the encampment policy is not fully compliant with state guidance, CoC applicants must ensure the letter(s) of support from the jurisdiction(s) in which the encampment is located includes a commitment to adopting a fully

8 compliant policy within three months of award. If the jurisdiction does not adopt a fully compliant policy within three months of award, the award may be rescinded and funds awarded to the next eligible applicant.

On May 12, 2025, the Governor released a Model Encampment Ordinance.

Adopting a local ordinance that is consistent with all core aspects of the Model Encampment Ordinance would be compliant with Cal ICH’s guidance and satisfy the ERF Round 5 NOFA requirements. The Model Ordinance outlines that it is “intended to provide a starting point that jurisdictions may build from and adjust in creating their own policies…[but] is not intended to be comprehensive or to impose a one-size-fits-all approach for every [jurisdiction]." As such, the Model Ordinance is a valuable tool for Eligible Applicants to use in developing their own encampment policy, but an encampment policy may still be compliant with Cal ICH’s guidance if it diverges in some ways from this Model Ordinance.

III. ELIGIBLE USES
All applications and proposed eligible uses must advance the ERF Round 5 Purpose and Program Objectives set forth in Section I.B of this NOFA. Proposal design may include any combination of the following Eligible Use Categories outlined in the table on the following page:

9 Eligible Use
Category Eligible Uses Eligible Use Examples
Permanent
Housing
Delivery of
Permanent Housing
Delivery of permanent housing and innovative
housing solutions, such as unit conversions to
permanent housing for eligible persons,
rehabilitation of existing buildings or existing interim or transitional housing into permanent housing, and
predevelopment costs.

Rapid Rehousing
Rapid rehousing, including housing identification
services, rental subsidies, security deposits,
incentives to landlords, and holding fees for eligible
persons, housing search assistance, case
management, and facilitating access to other
community-based services.

Operating
Subsidies/Supportive
Services - Perm
Operating subsidies in new and existing affordable
or supportive housing units. Operating subsidies
may include operating reserves.

Prevention and
Diversion
Prevention and
Shelter Diversion
Prevention and shelter diversion to permanent
housing, including flexible forms of financial
assistance, problem solving assistance, and other
services to prevent people that have been placed
into permanent housing from losing their housing
and falling back into unsheltered homelessness.

This category is only available to serve people who
were formerly residing in the prioritized ERF
encampment site.

Interim Housing Interim Housing
Interim housing, limited to newly developed
clinically enhanced congregate shelters, new or
existing noncongregate shelters, and operations of
existing navigation centers and shelters based on
demonstrated need that are well suited for eligible
persons. Per HSC section 17974.4(b), funding may
not be used for the purpose of operating a shelter if
that shelter has outstanding violations, but may be
used to resolve those violations.

Interim Housing may also include Motel/Hotel
Vouchers.

10 Operating
Subsidies/Supportive
Services - Interim
Operating subsidies in new and existing emergency
shelters and navigation centers. Operating
subsidies may include operating reserves.

Improvements to
Existing Emergency
Shelters
Improvements to existing emergency shelters to
lower barriers, increase privacy, better address the
needs of eligible persons, and improve outcomes
and exits to permanent housing.

Non-Housing
Street Outreach
Street outreach to assist eligible persons to access
crisis services, interim housing options, and
permanent housing and services.

Services
Coordination
Services coordination, which may include access to
workforce, education, and training programs, or other
services needed to improve and promote housing
stability for eligible persons, as well as direct case
management services being provided to persons,
including services being provided at safe parking
sites.

Administrative
Costs
Systems Support
Systems support for activities that improve,
strengthen, augment, complement, and/or are
necessary to create regional partnerships and a
homeless services and housing delivery system that
resolves persons’ experiences of unsheltered
homelessness.

Administrative Costs
Administrative costs incurred by the city, county, or
continuum of care to administer its program
allocation. Up to 5% of grant funds may be applied
to administrative costs.

Note: Site restoration is a prior eligible use that was allowed under ERF Round 1 and funded activities related to restoring the encampment site to its original, intended use.

ERF Round 5 does not fund site restoration as an allowable use.

11 IV. APPLICATION SUBMISSION, REVIEW, AND AWARD PROCESS A. Application Required Components
The ERF Round 5 application is a questionnaire style survey and has four required components: administrative information, proposal overview, implementation, and certification. A submitted application that deviates from the following requirements will be considered nonresponsive and will be disqualified from the evaluation.

Applications submitted by non-eligible applicants (reference Section 2.A. for Eligible Applicants) will also be automatically disqualified.

1. Required Component: Administrative Information
Requires the applicant to indicate the entity the Department will enter into contract with to receive and administer the award. This entity will be responsible for contracting (when necessary) with subcontractors, submitting all required reports to the Department, reporting universal data elements for people and families served into the local HMIS, and meeting other terms and conditions of the contract. This component also requires the applicant to provide contact information and its Federal Employer Identification Number (FEIN) or tax identification number. Governmental entities will need to submit a GovTIN Tax Form, and non-governmental entities (only lead entities of CoCs are eligible to apply) will need to upload a STD 204 Tax Form.

2. Required Component: Proposal Overview
Requires the applicant to provide the following narrative descriptions and metrics on the expected outcomes of the proposal:
a. Proposal Summary: Includes an overview of all key components and/or phases of the project that will be funded wholly or in part with ERF Round 5 resources. This should be an executive summary of the proposal, to include (1) the encampment and population proposed to be served (2) the core service/housing delivery model and (3) the impact/outcomes proposed to be accomplished.
b. People Served and Housed: Includes the number of people living in the prioritized encampment at the time of application submission, and the number of people proposed to be served and housed in interim and permanent housing if the application is awarded.
c. Encampment Information: Includes the physical characteristics of the encampment, why the site and the people residing there are being prioritized, and whether the encampment is located entirely or partially on a SROW. This information must be accompanied by the following:

12 i. Attachment, Geographic Information System (GIS) Map Layer: Applicants must submit a GIS map layer or equivalent of the specific encampment, encampment zone(s), or scattered sites proposed to be served with ERF Round 5 funds. The attachment should allow sites to be easily imported into a GIS data set. For applicants with access to internal GIS resources, a shapefile is the preferred format for capturing area-level data with precision and consistency. Another option is to use a publicly available free app service like “Google My Maps” or similar program to create a polygon using one of those platforms.

Note: Applicants may upload an additional jpeg or pdf map that shows the location of the specific encampment, encampment zone(s), or scattered sites within the jurisdiction in relation to key application components (i.e. service locations, interim housing locations, and permanent housing locations).
d. State and Local Collaboration: Pursuant to HSC section 50252.1(c)(4)(C), the application should include a description of how the applicant intends to collaborate with state and local partners to mitigate risk and address safety concerns while ensuring a pathway for individuals living in encampments to move into safe and stable housing. This description must also confirm that the jurisdiction submitted an AB 130 Annual Homeless Shelter Inspection Report to HCD. HSC section 17974.5 requires that HCD withhold state funding from a jurisdiction that fails to comply with the AB 130 Annual Homeless Shelter Inspection Report requirements or fails to take action to correct any homeless shelter violation pursuant to HSC 17974.4. See Section IV.D.3., Annual Reporting on Homeless Shelter Inspections, and Appendix F for details on this requirement, including remedies for jurisdictions to become eligible again to receive state funds. i. Required Local Jurisdiction Letter(s) of Support (required for CoC applicants only): CoC applicants must obtain a letter, or letters, of support from city and/or county overlapping jurisdictions in which the specific encampment, encampment zone(s), or scattered sites are located. Local encampment abatement operations, public health and safety, and service and housing responsibilities and authorities may be shared by multiple jurisdictions. The letter(s) of support must detail the roles and responsibilities of each participating jurisdiction, and include a commitment from the jurisdictions to coordinate on any potential abatement activities. HCD will also accept a single letter of support signed by all jurisdictions.

ii. Required Caltrans Letter of Support (required for applications proposing to address encampments on SROW only): Applications proposing to address encampments entirely or partially on a SROW must include a letter of support from their local Caltrans District Office. The letter must include a commitment from Caltrans that they are in support of

13 the ERF proposal. It must also include an acknowledgement that Caltrans will only take action on that encampment site in collaboration with the grantee, with at least two weeks’ notice to HCD and the ERF grantee, unless critical circumstances exist when an encampment poses an imminent threat to life, health, safety, or infrastructure and must be immediately addressed. This letter should be signed by the local Caltrans Deputy District Director of Maintenance (DDDM) or their designee and include the contact information of the Caltrans representative for the prioritized encampment location.
e. Proposal Outcomes and Project Timeline: Includes a description of the proposal’s planned outcomes, key milestones with associated dates for each outcome, the methods by which the applicant will measure and track progress, and proposed activities to achieve the outcome. Applicants must provide incremental milestones for achieving the interim housing and permanent housing goals set out in the proposal. For projects that include interim housing and/or permanent housing development, the timeline should include major development milestones.
f. Centering People: Requires the applicant to provide detailed responses to the following prompts:
i. How the proposal complies with Housing First law pursuant to Welfare and Institutions Code Section 8255. Housing First statute is contained in Appendix E and applicants may also refer to the Cal ICH Guide to California’s Housing First Law;
ii. How input from individuals with lived experience of homelessness has been meaningfully incorporated into the proposal;
iii. How the proposal will provide sanitation services to those living in the prioritized encampment. This may be through ERF Round 5 funds or by a jurisdiction or nonprofit entity; and

iv. A list of community organizations or groups currently supporting or engaging with encampment residents, and the services being provided by those organizations.

3. Required Component: Implementation
This component requires the applicant to provide details around proposal implementation in three key areas:
a. Core Service Delivery and Housing Strategies, including:
i. Outreach, engagement, case management, and service coordination tailored to address the needs of individuals residing in the encampment;

14 ii. When an application includes operating safe parking sites while locating interim or permanent housing for people experiencing homelessness living in vehicles or recreational vehicles, a description of how the applicant intends to acquire sites for safe parking, operate the site, provide services at the safe parking site, and increase safe parking site hours;
iii. Proposed interim housing opportunities;
iv. Proposed permanent housing opportunities;
v. Commitment and capacity to deliver permanent housing solutions; vi. How services are tailored to meet the needs and preferences of individuals in the encampment, encampment zone(s), or scattered sites; vii. Strategies to prevent displacement into other unsheltered locations; viii. Approaches to prevent returns to unsheltered homelessness; ix. Consideration for the dynamic nature of encampments, including potential inflow;
x. Support for storage and access to personal belongings across housing stages;
xi. Support for participants with service animals and pets; xii. Strategies for serving individuals who do not transition into housing; and xiii. If located on a SROW, how the applicant will coordinate with Caltrans ahead of abatement actions to avoid displacement and address the needs of the individuals living in the encampment.
b. Budget and Resource Plan: The total amount of ERF Round 5 funds requested, and an explanation for how the requested amount was determined based on the number of people served and the housing options provided. The Budget and Resource Plan must also identify non-ERF Round 5 resources that will be leveraged to support proposal implementation, including other funding sources and resources from other systems that would increase services and housing options. This includes prior ERF awards, and other federal, state, and local funding sources.

Applicants must categorize their budgets into the appropriate Eligible Uses. If one larger budget item may fall within two or more Eligible Use categories, applicants should split it into the appropriate individual line items so that HCD can track and better understand proposal components.

15 HCD strongly encourages applicants to design proposals that maximize the impact of ERF Round 5 by leveraging additional other local, state, and federal funding streams, including social entitlement programs and complementary housing or service initiatives. By aligning ERF Round 5 proposals with these resources, jurisdictions can expand the scope of services, accelerate implementation, and achieve more sustainable housing outcomes for the individuals experiencing homelessness in the specific encampment zone(s), or scattered sites proposed to be addressed. c. Key Entities and Staff: Includes the experience and qualifications for the implementing organization and key partners, staffing strategy, evidence of collaboration between local jurisdiction(s) and the CoC, as well as identification of the primary parties with rights to and/or control of the property upon which the encampment resides (e.g., Caltrans, Union Pacific, private landowner, etc.) and their shared understanding of and commitment to the implementation of the proposal. For proposals on the SROW, in addition to the Caltrans letter of support, applicants must describe how they collaborated with Caltrans on their program design, implementation plans, and projected timeline.

Proposals funding homeless shelters must ensure shelters are in compliance with the requirements outlined in HSC sections 17974-17974.6. Applicants must disclose whether any homeless shelter included in the proposal has received violations under HSC sections 17974-17974.6 within the past 12 months and describe the status of corrective actions taken and any outstanding violations.

4. Required Component: Certification
The applicant must certify that all information included in the application is true and accurate.

B. Submitting a Complete ERF Round 5 Application
Applications must be submitted through the ERF Round 5 application portal in Cognito, linked on the ERF website. Within the Cognito application, applicants must upload a completed budget using the budget template available on HCD’s ERF website.

Refer to Section III, Eligible Uses, for guidance on allowable expenses and budget categorization. HCD will accept applications on a rolling basis through two windows or until all funds have been awarded, whichever occurs first. Refer to Section I.C., Application Timeline, for all specific dates.

Since HCD does not have control over the platform’s timing apparatus and uploading speed, and to mitigate for unforeseen occurrences, applicants are strongly encouraged to submit by noon on the last day of the application window.

16 C. HCD Review, Scoring, and Award

1. Phase 1 – Administrative Review
Applications will be reviewed and evaluated for completeness of NOFA specifications, including checking that the application was submitted on behalf of an eligible applicant. During this stage, HCD will ensure that all required components are completed and submitted. HCD will reach out to applicants and allow them to resolve small discrepancies, but applications that are not complete or do not contain all the required items and attachments will be disqualified from the evaluation.

Additionally, applications will be reviewed to ensure deduplication with any previous ERF award. Generally, ERF Round 5 funding is not meant to augment a prior award which provided funding to accomplish the same outcomes described in the proposal. To receive a new ERF award, a previously awarded applicant must provide a new proposal that describes the additional activities to be carried out and the outcomes to be accomplished and/or identifies the additional people to be served.

2. Phase 2 – Scoring
The Evaluation Panel will review and consider the totality of the information in the application when determining whether the application satisfies the minimum scoring threshold. However, applicants should respond to each application criterion in the proper application section to ensure all requirements are met.

ERF Round 5 Scoring Matrix
Application Section Factors that satisfy minimum scoring threshold:
2A-C. People Served
and Encampment
Information
(Must receive at least 3
out of the 5 possible
points)
o Clearly describes the characteristics and
demographics of the people living in the
prioritized encampment and the physical aspects
of the encampment, including location, size of
area, types of structures onsite, and vehicles
present.
o Makes a logical and compelling case for why the
identified encampment site is being prioritized.
2D. State and Local
Collaboration
o Includes a clear description of the responsibilities
and authorities for encampment abatement
operations, public health and safety issues, and
service and housing providers. This description
should include the encampment policy or policies

17 (Must receive at least 4 out
of the possible 5 points)
that will guide the applicant’s encampment
response.
2E. Proposal’s Outcomes
(Must receive at least 10
out of the 15 possible
points)
o Proposal’s outcomes meaningfully align with ERF
Round 5 objectives (set forth in Section I.C. of this
NOFA).
 Outcome(s) are clear, specific, measurable,
realistic, and time bound.
 Milestones are well-defined and include
appropriate methods for measuring progress.
 Listed activities are directly connected to the
proposed outcome(s) and milestones and are
feasible within the project period.
o The narrative presents a logical pathway showing
how the activities and milestones will lead to the
stated outcome(s).
o Demonstrates an above-average likelihood of
achieving the proposal’s outcomes.
2E. Project Timeline
(Must receive at least 6
out of the possible 10
points to satisfy the
minimum threshold)
o Timeline for achieving milestones and outcomes is
realistic and aligns with the project period.
2F. Centering People
(Must receive at least 16
out of the possible 20
points)
o The proposal is compliant with all core components
of Housing First law detailed in WIC section 8255(b).
o Uses well-informed analyses or the perspectives of
people with lived experience of homelessness to
inform the proposal’s decisions, processes, and
actions, which should advance the wellbeing of
people experiencing unsheltered homelessness in
the identified encampment.
o Provides trauma informed services and supports,
operationalizes harm reduction, and centers an
individual’s choice and preferences.

18 3A. Core Service
Delivery and Housing
Strategies
(Must receive at least 11
out of the possible 15
points)
o Includes a comprehensive outreach and
engagement strategy, including case management
and service coordination for people currently
residing in the encampment.
o Identifies interim and permanent housing options
and includes a description of how many individuals
are projected to be served with each interim and
permanent housing solution.
o Identifies homeless shelters funded by this
proposal and demonstrates compliance with
Assembly Bill (AB) 130 and HSC sections 17974–
17974.6, including adherence to inspection,
correction, and reporting requirements and
documentation of any violations and corrective
actions taken.
o Includes compelling evidence of an applicant’s
demonstrated ability and commitment to deliver
permanent housing for people residing in the
prioritized encampment. Compelling evidence may
include identification, creation, availability, and
prioritization of permanent housing resources as
well as examples of prior successes in permanently
housing people experiencing homelessness.
o Describes how the proposed service delivery model
is tailored to meet the needs and preferences of the
people residing in the encampment site.
o Uses data and input from people with lived
experience of homelessness to inform housing and
service needs, preferences, and the availability of
resources to meet those needs and preferences.
o Details strategies likely to prevent displacement
from the prioritized encampment to another
unsheltered location and to prevent returns to
unsheltered homelessness.
o Details operable plans to support individuals with
the storage of their property and care of their pets,
while living in the encampment as well as after they
have moved into interim or permanent housing.

19 3B. Budget and
Resource Plan
(Must receive at least 10
out of the possible 15
points)
o Demonstrates a sustainable, prudent, and effective
use of requested funding.
o Budget aligns with achieving the proposal's
outcomes, services and housing options, and
number of people served.
o Identifies non-ERF Round 5 resources that will be
leveraged to support proposal implementation,
including coordination of resources from other
systems that would increase services and housing
options. This includes prior ERF awards and other
federal, state, and local funding sources.
* Applications will be evaluated with the
understanding that communities vary significantly
with respect to the current availability of other
funding sources that can be leveraged for their
proposed projects and to sustain the projects
beyond the grant term. In the absence of currently
available resources, applicants are encouraged to
provide a specific plan for obtaining the funding
necessary to sustain their project beyond the grant
term if the project is intended to continue.
3C. Key Entities and
Staff
(Must receive at least 10
out of the possible 15
points)
o Includes a detailed description of the lead entity
that will oversee the implementation of activities in
the proposal. Describes the lead entity’s mission,
goals, values, geographic service area, and
existing efforts related to serving persons living in
encampments.
o Demonstrates the ability to recruit and deploy
personnel with experience and expertise needed to
support the success of the proposal.
o Demonstrates commitment to cross-systems
collaboration with descriptions of key contributions
of each organization and local community partners,
including their experience and expertise in serving
persons experiencing unsheltered homelessness
with a range of service needs.

20 o Demonstrates collaboration between Local
Jurisdiction(s) and the CoC for this proposal.
o Demonstrates capacity to carry out the proposal.
o Identifies the primary parties with rights to and/or
control of the property upon which the
encampment resides and their shared
understanding of and commitment to the
implementation of the proposal.
o If the encampment is on a SROW, the proposal
describes how the applicant collaborated with
Caltrans on the program design, implementation
plan, and projected timeline.

3. Phase 3 – Evaluation and Award Determination
HCD will review and score applications using the ERF Round 5 Scoring Matrix.

Each application will be scored by a panel of HCD staff, and an average score will be calculated. To be eligible for funding, applications must meet the minimum scoring threshold in every section listed in the matrix. Awards will be made to the highest scoring applications until all funds are awarded. Pursuant to HSC section 50252.1(b), HCD “shall award additional funding round moneys first to fund projects from prior funding rounds that…[HCD] determined satisfied applicable program requirements but were not funded in the prior round.” In accordance with HSC section 50252.1(c)(5), funding shall be prioritized for both of the following:
• Applications that demonstrate cross-systems collaboration, including collaborations with state and federal entities, and innovative efforts to resolve encampment issues, while focusing on protecting the health and well-being of the individuals living in those encampments. • Applications that represent the diversity of communities across the state, including, but not limited to, rural, urban, and suburban communities.

Furthermore, up to 50 percent of the available funds will be prioritized for awards that address encampments on SROW.

Applications that failed to meet any section of the application will not be eligible for award, but those applicants will be invited by HCD to reapply in future rounds.

21 V. Award and Funds Disbursement
After the application window has closed and all applications received during the window have been reviewed and scored, HCD will make awards. Award letters will be sent by email to the awardees, and an awards listing and the approved applications will be posted on HCD’s ERF website.

Once awards have been determined by HCD, a Standard Agreement will be prepared and sent to the awardee. The awardee will return the signed Standard Agreement.

Funds will be disbursed to the awardee upon receipt, review, and approval of the complete Standard Agreement by HCD. Grant funds will be disbursed via mailed check. Checks will be mailed to the address listed on the taxpayer ID Form.

Applications that are denied funding will be provided with evaluation panel feedback.

Applicants are encouraged to incorporate this feedback and reapply in the next available application window.

Appeals
Pursuant to HSC section 50251(c)(1), HCD’s decision to approve or deny an application and the determination of the amount of funding to be provided shall be final and is not subject to appeal.

VI. MONITORING, DOCUMENTATION, AND REPORTING
A. Reporting

1. Quarterly Reports
The grantee shall submit quarterly reports to HCD with fiscal and programmatic data reflecting the progress of their ERF Round 5 award in a format provided by HCD.

2. Annual Reports and Final Report
Per HSC section 50254.5(b)(5), grantees are required to submit an annual report in a format determined by HCD, including detailed uses of the program funds. Annual reports are due every April 1 reporting on activity throughout the prior calendar year.

Pursuant to HSC section 50254.5(b)(6), grantees are required to submit a final report no later than April 1 of the year following the 100 percent expenditure deadline. This report should include detailed uses of the program funds and the following data elements:
a. The number of homeless individuals served using the program funds in that year.

22 b. The total number of individuals served in all years of the program, as well as the homeless population served.

c. Aggregate outcome data for individuals served using program funds, including all the following:
• The type of housing that the individuals exited to from the encampment, including whether the housing is permanent or interim.
• The percentage of successful housing exits.
• Exit types for unsuccessful housing exits.
d. The eligible uses and expenditures of awarded program funds. e. The number and size of the encampments addressed.

f. The number of encampments that the grantee has resolved. g. The types of housing assistance provided, including, but not limited to, permanent or interim housing, broken out by the number of individuals served.

As required by HSC section 50254.5(c), HCD will post the annual and final reports to its website within 30 days of receipt and provide notice to the appropriate policy and budget committees.

Grantees may also receive ad hoc requests for information from HCD or its contractors in support of program monitoring, research, and evaluation.

Grantees with projects on SROW may also be required to provide programmatic data to Caltrans.

At the end of the grant period, or upon request by HCD, all grantees shall provide information and products developed with grant funds on service delivery models, including any materials that may be necessary to study the program or replicate it for implementation across the state.

B. Application Amendments
Once an application is submitted and approved, no substantive changes to the program design are allowed unless the grantee submits a modification request explaining the impacts of the program design change, and HCD provides written approval in advance to the grantee to proceed. If enforcement action is taken or the encampment is otherwise disbursed, the grantee must notify HCD immediately.

C. Fiscal Deadlines

1. Expenditure Requirement

23 Pursuant to HSC section 50253(e)(1) and (2), ERF Round 5 grantees must expend at least 50 percent and obligate 100 percent of their allocation within two years from the date of the award.

Per HSC section 50253(e)(5), all program funds must be fully expended within four years from the date of award. Any funds not expended by this deadline shall revert to the fund of origin and may no longer be available for use by the recipient.

2. Corrective Action Plan
Pursuant to HSC section 50253(e)(3), any ERF Round 5 grantee that fails to meet the 100 percent obligation requirement within two years shall be required to submit a corrective action plan to HCD within 60 days after the close of the second year. This plan must outline a strategy to fully obligate all funds within six months of submission. Per HSC section 50253(e)(4), HCD “may subject recipients that do not meet [the 100 percent obligation requirement in HSC section 50253(e)(2)] to additional corrective action.”

D. Other Requirements

1. Reporting into Homeless Management Information System (HMIS) Pursuant to HSC section 50254, ERF Round 5 grantees and their subcontractors must report client data into their local Homeless Management Information Systems (HMIS), and that data must be shared quarterly with the statewide Homeless Data Integration System (HDIS).

Grantees must ensure proper recording of activities associated with these program funds. This is intended to efficiently capture many of the non-fiscal reporting responsibilities required under HSC section 50254.

HCD will make efforts to use the statewide HDIS data provided by grantees to fulfill grantee reporting requirements under HSC section 50254; however, improper reporting into that system may require HCD to seek the following additional information directly from grantees:
• The total number of individuals, as well as homeless individuals, served in each year of the program and for the program overall.
• Aggregate outcome data for individuals served using program funds, including all of the following:
o The type of housing that the individuals exited to from the encampment, including whether the housing is permanent or interim.
o The percentage of successful housing exits.
o Exit types for unsuccessful housing exits.

24 • The types of housing assistance provided, including, but not limited to, permanent or interim housing, broken out by the number of individuals served.

Grantees should set up HMIS projects consistent with how the encampment(s) and the proposed interventions were described in their ERF Round 5 applications. For the purpose of HMIS project setup and ERF reporting, multiple sites that share the same needs, resources, and housing strategies can be considered a single encampment. If a grantee is serving an area that includes sites that have different needs and are served by different strategies and interventions, those should be considered separate encampments and set up as separate HMIS projects.

Grantees may also be required to accept training and technical assistance in this area if their HMIS/HDIS data is not properly tracked and shared.

2. Housing First Requirement
All ERF Round 5 grantees must comply with the core components of Housing First as provided in Chapter 6.5 (commencing with Section 8255) of Division 8 of the Welfare and Institutions Code (WIC). See Appendix E for the Housing First statute listing all core components in HSC section 8255(b)(1)-(11) . For more information on Housing First, please refer to the Cal ICH Guide to California’s Housing First Law.

Housing First is an evidence-based, client-centered approach that recognizes housing as necessary to make other voluntary life changes, such as seeking treatment or medical care. This approach is in contrast with the traditional model of rewarding “housing readiness.” The goal of Housing First is to provide housing to individuals and families quickly with as few obstacles as possible, along with voluntary support services according to their needs.

3. Annual Reporting on Homeless Shelter Inspections
Chapter 22, Statutes of 2025 (AB 130), sections 33-36 added HSC sections 17974-17974.6 related to homeless shelter inspection and reporting requirements. See Appendix F. ERF Round 5 grantees and their subcontractors that operate or fund homeless shelters must comply with all inspection, reporting, and corrective action requirements as detailed in HCD’s Information Bulletin 2025-02.

Although all homeless shelters are subject to the AB 130 inspection and reporting requirements, for the purpose of this NOFA, ERF Round 5 grantees shall ensure that all homeless shelters receiving ERF Round 5 funds are subject to local annual inspections, that any identified violations are corrected within the timeframes prescribed by HSC section 17974.2(b), and that documentation of compliance is maintained and made available upon request.

25 In accordance with HSC section 17974.5, each city and county must report annually by April 1 to HCD all the following information:

a. The number of complaints received by the jurisdiction, pursuant to HSC section 17920.3, including if the jurisdiction did not receive any complaints.

b. Any pending uncorrected violations determined by the jurisdiction, pursuant to HSC section 17974.1. This should include, as applicable, the date the violation notice was provided to the owner/operator, the name of the owner or operator, the name of the homeless shelter, and the address of the homeless shelter.

c. Any determinations by the jurisdiction that conditions exist or existed that make or made the homeless shelter dangerous, hazardous, imminently detrimental to life or health, or otherwise render the homeless shelter unfit for human habitation. This should include, as applicable, the date the violation notice was provided to the owner/operator, the name of the owner or operator, the name of the homeless shelter, and the address of the homeless shelter.

d. A list of any emergency orders issued pursuant to HSC section 17974.1(c)(3).

e. A list of any owners or operators who received three or more violations within any six-month period.

f. A list of corrected violations from the prior year. This should include, as applicable, the date the violation notice was provided to the owner/operator, the name of the owner or operator, the name of the homeless shelter, the address of the homeless shelter, and the date the violation was corrected.

Grantees must restrict ERF Round 5 funding for operations to shelters with unresolved violations as detailed in HSC section 17974.4; however, grantees may still permit the use of state funding if being used to address violations.

Additionally, HCD may restrict state funding for operations to shelters with unresolved violations. HCD may deem the owner or operator of a shelter ineligible for state funding for shelter operations for unresolved violation(s) noted in the annual report. The use of state funding may still be permissible if being used to address violations.

Jurisdictions that fail to submit annual reports pursuant to the AB 130 shelter inspection and reporting requirement or take required actions to correct a violation cannot receive state funding. HCD may deem those jurisdictions eligible again to receive funds after the jurisdiction complies with both the annual reporting requirement by submitting an annual report to HCD and the requirement to take action to correct all homeless shelter violations.

26 Pursuant to HSC section 17974.3, HCD may take action to enforce the requirements in division 13, part 1.5, chapter 5, Article 2.3 (Inspection of Homeless Shelters), pursuant to the California Code of Civil Procedure section 1085, and HCD may be entitled to recover reasonable attorney fees and costs.

4. Legal Documents
Upon the award of ERF Round 5 funds, HCD shall enter into Standard Agreements with grantees that govern how ERF Round 5 funds must be spent.

These agreements shall ensure adherence to the objectives and requirements of the ERF Round 5 program and compliance with all relevant laws. No award shall be disbursed until the Standard Agreement is signed by both the grantee and HCD and is fully executed.

5. Public Records Act Requests
Applicants are hereby informed that all documents and correspondence related to their ERF Round 5 application are subject to Public Records Act (PRA) requests.

VII. RESOURCES AND CONTACT INFORMATION
Additional information, including the ERF Program Guidance, can be found on HCD’s ERF website: Encampment Resolution Funding (ERF) Program | California Department of Housing and Community Development
If you have questions, please direct them to the HCD Homelessness Grants inbox at [email protected].

27 VIII. APPENDICES
Appendix A: ERF Statute
Health and Safety Code (HSC)
CHAPTER 7. Encampment Resolution Funding Program [50250 - 50254.5] 50250.

For purposes of this chapter, the following definitions shall apply:
(a) “Additional funding round moneys” means moneys appropriated for the program in or after fiscal year 2022–23.
(b) “Agency” means the Business, Consumer Services, and Housing Agency. (c) “Applicant” means a continuum of care or local jurisdiction (d) “Continuum of care” has the same meaning as in Section 578.3 of Title 24 of the Code of Federal Regulations.
(e) (1) Subject to paragraph (2), “council,” unless context requires otherwise, means the California Interagency Council on Homelessness, previously known as the Homeless Coordinating and Financing Council created pursuant to Section 8257 of the Welfare and Institutions Code.
(2) Unless context requires otherwise, “council,” with respect to the administration of this chapter on or after the effective date of the act adding this paragraph, means the department.
(f) “County” includes, but is not limited to, a city and county. (g) “Department” means the Department of Housing and Community Development. (h) “Funding round 1 moneys” means moneys appropriated for the program in fiscal year 2021–22.
(i) “Homeless” has the same meaning as in Section 578.3 of Title 24 of the Code of Federal Regulations.
(j) “Local jurisdiction” means a city, including a charter city, a county, including a charter county, or a city and county, including a charter city and county. (k) “Program” means the Encampment Resolution Funding program established pursuant to this chapter.
(l) “Recipient” means an applicant that receives grant funds from the council for the purposes of the program.
(m) “State right-of-way” means real property held in title by the State of California. (Amended by Stats. 2024, Ch. 48, Sec. 14. (AB 166) Effective July 2, 2024.) 50251.
(a) The Encampment Resolution Funding program is hereby established to, upon appropriation by the Legislature, increase collaboration between the council, local jurisdictions, and continuums of care for the following purposes:
(1) Assist local jurisdictions in ensuring the safety and wellness of people experiencing homelessness in encampments.

28 (2) Provide encampment resolution grants to local jurisdictions and continuums of care to resolve critical encampment concerns and transition individuals into safe and stable housing.
(3) Encourage a data-informed, coordinated approach to address encampment concerns.
(b) (1) The council shall administer the program.
(2) Notwithstanding paragraph (1), the council may consult with and designate a state agency or department to support the administration of the program. (c) (1) The council’s decision to approve or deny an application and the determination of the amount of funding to be provided shall be final and not subject to appeal. (2) In determining which applications to approve, the council shall evaluate and score proposals based on all of the following criteria:
(A) The applicant’s capacity to carry out the proposal. (B) Whether the site selected for services aligns with the proposed service delivery model.
(C) Whether the demographics and needs of service recipients align with the proposed service delivery model.
(D) The applicant’s ability to develop a detailed service delivery plan, including a description of how individuals will be served with permanent housing solutions. (E) The applicant’s ability to coordinate with other systems to increase services and housing options.
(F) The applicant’s capacity to involve people with lived experience and local community partners in the implementation of its project. (G) The applicant’s ability to recruit and deploy personnel with experience and expertise needed to support the success of their proposal. (H) The applicant’s ability to demonstrate a prudent and effective use of requested funding relative to the number of people it seeks to serve and the types of services to be provided in the proposal.
(d) The council shall maintain records of the following:
(1) The number of applications for program grants received by the council. (2) The number of applications for program grants denied by the council. (3) The name of each recipient of a program grant.
(4) The amount of funds allocated to each applicant.
(e) The council may adopt regulations to implement this chapter. The adoption, amendment, or repeal of a regulation authorized by this subdivision is hereby exempted from the rulemaking provisions of the Administrative Procedure Act

29 (Chapter 3.5 (commencing with Section 11340) of Part 1 of Division 3 of Title 2 of the Government Code).
(Amended by Stats. 2022, Ch. 70, Sec. 4. (SB 197) Effective June 30, 2022.) 50252.
(a) The council shall distribute funding round 1 moneys in accordance with this chapter. (b) Except as specified in subdivision (e), the council shall award the moneys appropriated as competitive grants to applicants to be used to support encampment resolution and rehousing efforts for local jurisdictions. Council staff shall develop and disseminate encampment resolution strategies, case studies, and learnings to local jurisdictions.
(c) Applicants may submit an application for a program grant to the council in a form and manner specified by the council. The application shall include, at a minimum, all of the following:
(1) Information on the number and demographics of the individuals living in the encampment that the applicant is requesting funding to help resolve. (2) A description of why this specific encampment is being prioritized for resolution support.
(3) A description of how the applicant intends to collaborate with state and local partners to mitigate risk and address safety concerns, while ensuring a pathway for individuals living in encampments to move into safe and stable housing. (4) A description of how the applicant intends to use these funds to connect all individuals living in the encampment to services and housing. (5) A description of other local resources and funding streams that will be used to ensure the ongoing availability of services and housing support for people who are moved out of encampments into permanent housing.
(d) When determining grant awards, funding shall be prioritized for:
(1) Jurisdictions that can demonstrate a commitment to cross-systems collaboration and innovative efforts to resolve encampment issues, while focusing on protecting the health and well-being of the individuals living in those encampments. (2) Jurisdictions that have 50 or more individuals living in the encampment that they are seeking to support with these funds.
(3) The intent of the council is to award grants, to the extent feasible, to a range of applicants that represent the diversity of communities across the state, including rural, urban, and suburban communities.
(e) Of the moneys available pursuant to subdivision (a), the council may expend up to 5 percent for administration of the program.
(f) This section only applies to funding round 1 moneys and does not apply to additional funding round moneys.
(Amended by Stats. 2022, Ch. 70, Sec. 5. (SB 197) Effective June 30, 2022.)

30 50252.1.
(a) This section only applies to additional funding round moneys and does not apply to funding round 1 moneys.
(b) The council shall award additional funding round moneys first to fund projects from prior funding rounds that the council determined satisfied applicable program requirements but were not funded in the prior round.
(c) (1) Any funds remaining after the awards required by subdivision (b) shall be awarded on a rolling basis in accordance with this subdivision. (2) The council shall begin accepting new applications for a program grant by five months after the appropriation in the given fiscal year is made. (3) The council shall cease accepting new applications for a program grant by the earlier of the end of the fiscal year in which the appropriation is made or the date the funds from the appropriation have been expended.
(4) Applicants shall submit an application for a program grant to the council in a form and manner specified by the council. The application shall include, at a minimum, all of the following:
(A) Information on the number and demographics of the individuals living in the encampment that the applicant is requesting funding to help resolve. (B) A description of why the specific encampment is being prioritized for resolution support.
(C) A description of how the applicant intends to collaborate with state and local partners to mitigate risk and address safety concerns while ensuring a pathway for individuals living in encampments to move into safe and stable housing. (D) A description of how the applicant intends to use these funds to connect all individuals living in the encampment to services and housing. When an application includes operating safe parking sites while locating interim or permanent housing for people experiencing homelessness living in vehicles or recreational vehicles, a description of how the applicant intends to acquire sites for safe parking, operate the site, provide services at the safe parking site, and increase safe parking site hours.
(E) A description of other local resources and funding streams that will be used to ensure the ongoing availability of services and housing support for people who are moved out of encampments into permanent housing.
(F) A goal for the number of individuals the program will support transitioning from encampments into temporary shelters.
(G) A goal for the number of individuals the program will support transitioning from encampments into permanent housing.
(5) In awarding grants, funding shall be prioritized for both of the following:
(A) Jurisdictions that can demonstrate a commitment to cross-systems collaboration, including collaborations with state entities, and innovative efforts to

31 resolve encampment issues, while focusing on protecting the health and well- being of the individuals living in those encampments.
(B) Applicants that represent the diversity of communities across the state, including, but not limited to, rural, urban, and suburban communities. (d) The council may do any of the following:
(1) Monitor grantee performance.
(2) Require a grantee not meeting goals to accept technical assistance from the council.
(3) Limit the allowable uses of program funds for a grantee that is not meeting goals. (e) The council may use up to 5 percent of money appropriated in a given fiscal year for administration of the program, including capacity building and technical assistance activities in support of program goals.
(Amended by Stats. 2025, Ch. 524, Sec. 2. (SB 748) Effective October 10, 2025.) 50253.
(a) The council shall administer the funding round 1 moneys of the program in accordance with the following timelines:
(1) The council shall make a program application available no later than October 31, 2021.
(2) Applications shall be due to the council no later than December 31, 2021. (3) The council shall make initial award determinations no later than March 1, 2022. (4) If not all funds have been awarded after the first round of grant awards, the council may accept additional applications and make additional awards until all funds have been allocated.
(b) Recipients of funding round 1 moneys shall expend at least 50 percent of their allocation by June 30, 2023.
(1) Recipients who fail to expend their allocated funds in compliance with this subdivision shall return to the council no less than 25 percent of their total allocation amount for reallocation by the council during subsequent rounds of funding. (c) Recipients of funding round 1 moneys shall expend all program funds no later than June 30, 2024. Any funds not expended by this date shall be returned to the council to be reallocated pursuant to Section 50252.1.
(d) (1) Recipients of additional funding round moneys pursuant to subdivision (b) of Section 50252.1 shall expend at least 50 percent of their allocation within two fiscal years of the appropriation from the Legislature. Any funds not expended by this date shall be returned to the council and reallocated pursuant to Section 50252.1. (2) Recipients of additional funding round moneys pursuant to subdivision (b) of Section 50252.1 shall obligate 100 percent of their allocation within two fiscal years of the appropriation from the Legislature.

32 (3) Recipients that do not meet requirement in paragraph (2) shall submit to the council within 60 days of the end of the second fiscal year a plan for obligating 100 percent of their allocation within six months.
(4) The council may subject recipients that do not meet the requirement in paragraph (2) to additional corrective action determined by the council. (5) Recipients of additional funding round moneys pursuant to subdivision (b) of Section 50252.1 shall expend all program funds within three fiscal years of the appropriation. Any funds not expended by this date shall revert to the fund of origin. (e) (1) Recipients of additional funding round moneys pursuant to subdivision (c) of Section 50252.1 shall expend at least 50 percent of their allocation within two fiscal years of the appropriation from the Legislature.
(2) Recipients of additional funding round moneys pursuant to subdivision (c) of Section 50252.1 shall obligate 100 percent of their allocation within two fiscal years of the appropriation from the Legislature.
(3) Recipients that do not meet the requirement in paragraph (2) shall submit to the council within 60 days of the end of the second fiscal year a plan for obligating 100 percent of their allocation within six months.
(4) The council may subject recipients that do not meet the requirement in paragraph (2) to additional corrective action determined by the council. (5) Recipients of additional funding round moneys pursuant to subdivision (c) of Section 50252.1 shall expend all program funds within four fiscal years of the appropriation. Any funds not expended by this date shall revert to the fund of origin. (Amended by Stats. 2025, Ch. 22, Sec. 47. (AB 130) Effective June 30, 2025.) 50254.
(a) Notwithstanding any other law, all recipients of funds pursuant to this chapter shall provide data elements, including, but not limited to, health information, in a manner consistent with state and federal law, to their local Homeless Management Information System for tracking in the statewide Homeless Data Integration System. (b) (1) The council shall specify the form and substance of the required data elements. (2) The council may, as required by operational necessity, amend or modify data elements, disclosure formats, or disclosure frequency.
(3) Grantees shall report individual, client-level data for persons served by grant funding to the council, in addition to any data reported through local Homeless Management Information System, as required by the council for the purposes of research and evaluation of grant performance, service pathways, and outcomes for people served.

33 (4) Council staff may use information reported directly from grantees and through statewide Homeless Data Integration System for the purposes of research and evaluation of grant performance, service pathways, and outcomes for people served. (c) Any health information or personal identifying information provided to or maintained within the statewide Homeless Data Integration System pursuant to this section shall not be subject to public inspection or disclosure under the California Public Records Act (Division 10 (commencing with Section 7920.000) of Title 1 of the Government Code). (d) For purposes of this paragraph, “health information” includes “protected health information,” as defined in Part 160.103 of Title 45 of the Code of Federal Regulations, and “medical information,” as defined in subdivision (j) of Section 56.05 of the Civil Code.
(e) All recipients shall provide information and products developed with grant funds on service delivery models in support of the overall program goal to mitigate risk and address safety concerns in encampments, while ensuring a pathway for individuals living in encampments to move into safe and stable housing, in a format and timeframe specified by the council.
(f) The council Legislative Analyst’s Office shall evaluate the data and outcomes reported by recipients to the council pursuant to subdivision (g) to assess efficacy of programs and identify scalable best practices for encampment resolution that can be replicated across the state.
(g)(1) The department shall, in its annual report submitted pursuant to Section 50408, report a summary of the data elements described in paragraph (6) of subdivision (b) of Section 50254.5, disaggregated by funding round.
(2) The requirement of submitting data imposed under paragraph (1) is inoperative after the department publishes the final report covering the final round of program funds.
(h) Contracts entered into to implement this chapter shall be exempt from all of the following:
(1) Chapter 6 (commencing with Section 14825) of Part 5.5 of Division 3 of Title 2 of the Government Code.
(2) The personal services contracting requirements of Article 4 (commencing with Section 19130) of Chapter 5 of Part 2 of Division 5 of Title 2 of the Government Code.
(3) Part 2 (commencing with Section 10100) of Division 2 of the Public Contract Code and the State Contracting Manual.

34 (4) Notwithstanding Section 11546 of the Government Code, from review or approval of any division of the Department of Technology, upon approval from the Department of Finance.
(5) From the review or approval of any division of the Department of General Services.
(Amended by Stats. 2025, Ch. 524, Sec. 3. (SB 748) Effective October 10, 2025.)

50254.5.
(a) (1) For funding appropriated in fiscal years 2021–22, 2022–23, and 2023–24 for purposes of this chapter, no later than April 1 of the year following the expiration of the encumbrance period of funds, each recipient that receives a program allocation shall submit to the department a final report pursuant to Section 50254. (2) Beginning April 1, 2025, and ending the April prior to the appropriation’s encumbrance period expiration, each recipient that receives a program allocation shall submit to the department an annual report in a format determined by the department as well as detailed uses of the program funds. (b) For funding appropriated in fiscal years 2024–25 and 2025–26 for purposes of this chapter, the following provisions apply:
(1) Notwithstanding any other law, all recipients of funds pursuant to this chapter shall provide data elements, including, but not limited to, health information, in a manner consistent with state and federal law, to their local Homeless Management Information System for tracking in the statewide Homeless Data Integration System. (2) (A) The department shall specify the form and substance of the required data elements.
(B) The department may, as required by operational necessity, amend or modify data elements, disclosure formats, or disclosure frequency. (C) Grantees shall report individual, client-level data for persons served by grant funding to the department, in addition to any data reported through local Homeless Management Information Systems, as required by the department for purposes of research and evaluation of grant performance, service pathways, and outcomes for people served.
(D) Department staff may use information reported directly from grantees and through the statewide Homeless Data Integration System for the purposes of research and evaluation of grant performance, service pathways, and outcomes for people served.

35 (3) Any health information or personal identifying information provided to or maintained within the statewide Homeless Data Integration System pursuant to this section shall not be subject to public inspection or disclosure under the California Public Records Act (Division 10 (commencing with Section 7920.000) of Title 1 of the Government Code). For purposes of this paragraph, “health information” includes “protected health information,” as defined in Section 160.103 of Title 45 of the Code of Federal Regulations, and “medical information,” as defined in subdivision (j) of Section 56.05 of the Civil Code.
(4) All recipients shall provide information and products developed with grant funds on service delivery models in support of the overall program goal to mitigate risk and address safety concerns in encampments, while ensuring a pathway for individuals living in encampments to move into safe and stable housing, in a format and timeframe specified by the department.
(5) Beginning April 1, 2026, and ending the April prior to the appropriation’s encumbrance period expiration, each recipient that receives a program allocation shall submit to the department an annual report in a format determined by the department as well as detailed uses of the program funds. (6) No later than April 1 of the year following the expiration of the encumbrance period of funds, each recipient that receives a program allocation shall also submit to the department a final report in a format determined by the department as well as detailed uses of the program funds. Each grantee shall provide either through their local Homeless Management Information System or alternative format determined by the department all of the following data elements as part of the final report:
(A) The number of homeless individuals served using the program funds in that year.
(B) The total number of individuals served in all years of the program, as well the homeless population served.
(C) Aggregate outcome data for individuals served using program funds, including all of the following:
(i) The type of housing that the individuals exited to from the encampment, including whether the housing is permanent or interim.
(ii) The percentage of successful housing exits.
(iii) Exit types for unsuccessful housing exits.
(D) The eligible uses and expenditures of awarded program funds. (E) The number and size of the encampment addressed.

36 (F) The number of encampments that the grantee has resolved. (G) The types of housing assistance provided, including, but not limited to, permanent or interim housing, broken out by the number of individuals served. (c) The department shall post the annual reports and final reports submitted pursuant to this section on its internet website within 30 days of receipt and provide notice to the appropriate policy and budget committees.
(Added by Stats. 2024, Ch. 48, Sec. 15. (AB 166) Effective July 2, 2024.)

37 Appendix B: ERF Round 5 Authorizing Legislation
AB 102: The Budget Act of 2025

SEC. 86. Item 2240-120-0001 is added to Section 2.00 of the Budget Act of 2025, to read:

2240-120-0001—For local assistance, Department of Housing and Community Development, 100,000,000

Schedule:
(1) 1670-Housing Policy Development Program,100,000,000

Provisions:

1. The amount appropriated in this item is available to provide grants to address encampments for persons experiencing homelessness, in accordance with applicable laws. Of the amount appropriated in this item, up to 5 percent shall be allocated to the Department of Housing and Community Development to fund the support and administration of resolving critical encampments and transition individuals into permanent housing. The amount appropriated in this item and any amount allocated to the Department of Housing and Community Development shall be available for encumbrance or expenditure until June 30, 2030.

2. Of the amount appropriated in this item, up to 50 percent of the funds shall be reserved for local jurisdictions with projects that address encampments on state rights-of-way, as defined in Section 50250 of the Health and Safety Code, and that meet priority criteria established by the Department of Housing and Community Development, in consultation with the Department of Transportation. Upon a date specified by the Department of Housing and Community Development, if a local jurisdiction that is eligible for funding pursuant to this provision does not apply to the Department of Housing and Community Development by the date established, the applicable continuum of care in the local jurisdiction’s region shall be eligible for such funds. The department shall administer these funds pursuant to subdivisions (a), (b), (d), and (e) of Section 50251, and Section 50254, of the Health and Safety Code.

(Added by Stats. 2025, Ch.5, Sec. 86. (AB 102) Effective June 27, 2025.)

38 Appendix C: Definitions
The following terms are defined in accordance with HSC section 50250:

(a) “Additional funding round moneys” means moneys appropriated for the program in or after fiscal year 2022–23.
(b) “Agency” means the Business, Consumer Services, and Housing Agency. (c) “Applicant” means a continuum of care or local jurisdiction (d) “Continuum of care” has the same meaning as in Section 578.3 of Title 24 of the Code of Federal Regulations.
(e) “Council” means the California Interagency Council on Homelessness, previously known as the Homeless Coordinating and Financing Council created pursuant to Section 8257 of the Welfare and Institutions Code.
(f) “County” includes, but is not limited to, a city and county. (g) “Funding round 1 moneys” means moneys appropriated for the program in fiscal year 2021–22.
(h) “Homeless” has the same meaning as in Section 578.3 of Title 24 of the Code of Federal Regulations.
(i) “Local jurisdiction” means a city, including a charter city, a county, including a charter county, or a city and county, including a charter city and county. (j) “Program” means the Encampment Resolution Funding program established pursuant to this chapter.
(k) “Recipient” means an applicant that receives grant funds from the Department for the purposes of the program.
(l) “State right of way” means real property held in title by the State of California.
(Amended by Stats. 2022, Ch. 70, Sec. 3. (SB 197) Effective June 30, 2022.)

Additional Definitions for the purposes of this NOFA:
(m)“Authorized Representative” should be the individual with authority to contract on behalf of the awardee.
(n) “Expend” means all ERF Round 5 funds obligated under contract or subcontract have been fully paid and receipted, and no invoices remain outstanding. (o) “Obligate” means that the grantee has placed orders, awarded contracts, received services, or entered into similar transactions that require payment using ERF Round 5 funding.

39 Appendix D: California Interagency Council on Homelessness Guidance on Addressing Encampments
Below is a list of the seven components included in the Cal ICH Guidance on Addressing Encampments. Applicants may use this as a checklist to verify whether their policy or ordinance complies with state guidance, or as a template to adopt an encampment policy that complies with state guidance.

1. Employ person-centered, Housing First, and trauma-informed approaches when addressing the needs of person living in encampments on public property.

2. Maintain awareness of interim housing capacity, including congregate and noncongregate shelter (i.e., motel vouchers), that is immediately available to serve persons in the encampment in question.

3. Provide respectful/reasonable treatment of property from the encampment, including collecting, labeling, and storing personal property from the encampment (unless it is a health or safety hazard).

4. Provide notice to encampment residents:

a. Provide as much advance notice to vacate as possible. For non-urgent situations, a notice to vacate must be posted at least 48 hours before removal.

b. Include the following information in the notice: 1) Date and time of the removal actions, 2) Information on services that are immediately available to persons living in the encampment, and 3) Information on how unattended belongings will be handled the day of the removal action, including what will be stored and how they can be recovered.

5. Maintain awareness of efforts serving the encampment in question and encampments broadly.

6. Make every effort to identify and offer shelter including interim housing or motel vouchers to persons living in an encampment before taking action to remove an encampment. If shelter cannot be secured prior to removal despite these efforts, confirm there are reasonably accessible locations within the jurisdiction where a person may lawfully sleep.

7. Prioritize health and safety in assessing encampments, and where appropriate address hazards prior to or independent from any removing operation.

40 Appendix E: Housing First Statute
Welfare and Institutions Code (WIC)
DIVISION 8. MISCELLANEOUS [8050 - 8266]
(Division 8 repealed and added by Stats. 1967, Ch. 1667.) CHAPTER 6.5. Housing First and Coordinating Council [8255 - 8257.3] (Chapter 6.5 added by Stats. 2016, Ch. 847, Sec. 2.)
8255.

For purposes of this chapter:
(a) “Council” means the California Interagency Council on Homelessness, formerly known as the Homeless Coordinating and Financing Council established pursuant to Section 8257.
(b) “Core components of Housing First” means all of the following:
(1) Tenant screening and selection practices that promote accepting applicants regardless of their sobriety or use of substances, completion of treatment, or participation in services.
(2) Applicants are not rejected on the basis of poor credit or financial history, poor or lack of rental history, criminal convictions unrelated to tenancy, or behaviors that indicate a lack of “housing readiness.”
(3) Acceptance of referrals directly from shelters, street outreach, drop-in centers, and other parts of crisis response systems frequented by vulnerable people experiencing homelessness.
(4) Supportive services that emphasize engagement and problem solving over therapeutic goals and service plans that are highly tenant-driven without predetermined goals.
(5) Participation in services or program compliance is not a condition of permanent housing tenancy.
(6) Tenants have a lease and all the rights and responsibilities of tenancy, as outlined in California’s Civil, Health and Safety, and Government codes. (7) The use of alcohol or drugs in and of itself, without other lease violations, is not a reason for eviction.
(8) In communities with coordinated assessment and entry systems, incentives for funding promote tenant selection plans for supportive housing that prioritize eligible tenants based on criteria other than “first-come-first-serve,” including, but not limited

41 to, the duration or chronicity of homelessness, vulnerability to early mortality, or high utilization of crisis services. Prioritization may include triage tools, developed through local data, to identify high-cost, high-need homeless residents. (9) Case managers and service coordinators who are trained in and actively employ evidence-based practices for client engagement, including, but not limited to, motivational interviewing and client-centered counseling. (10) Services are informed by a harm-reduction philosophy that recognizes drug and alcohol use and addiction as a part of tenants’ lives, where tenants are engaged in nonjudgmental communication regarding drug and alcohol use, and where tenants are offered education regarding how to avoid risky behaviors and engage in safer practices, as well as connected to evidence-based treatment if the tenant so chooses.
(11) The project and specific apartment may include special physical features that accommodate disabilities, reduce harm, and promote health and community and independence among tenants.
(c) “Homeless” has the same definition as that term is defined in Section 91.5 of Title 24 of the Code of Federal Regulations.
(d) (1) “Housing First” means the evidence-based model that uses housing as a tool, rather than a reward, for recovery and that centers on providing or connecting homeless people to permanent housing as quickly as possible. Housing First providers offer services as needed and requested on a voluntary basis and that do not make housing contingent on participation in services. (2) (A) “Housing First” includes time-limited rental or services assistance, so long as the housing and service provider assists the recipient in accessing permanent housing and in securing longer term rental assistance, income assistance, or employment.
(B) For time-limited, supportive services programs serving homeless youth, programs should use a positive youth development model and be culturally competent to serve unaccompanied youth under 25 years of age. Providers should work with the youth to engage in family reunification efforts, where appropriate and when in the best interest of the youth. In the event of an eviction, programs shall make every effort, which shall be documented, to link tenants to other stable, safe, decent housing options. Exit to homelessness should be extremely rare, and only after a tenant refuses assistance with housing search, location, and move-in assistance.
(e) “State programs” means any programs a California state agency or department funds, implements, or administers for the purpose of providing emergency shelter,

42 interim housing, housing, or housing-based services to people experiencing homelessness or at risk of homelessness, with the exception of federally funded programs with requirements inconsistent with this chapter. (Amended by Stats. 2024, Ch. 297, Sec. 5. (SB 1395) Effective January 1, 2025.)

43 Appendix F: Inspection of Homeless Shelters Statute

Health and Safety Code (HSC)

CHAPTER 5. Administration and Enforcement [17960 – 17998.3] ARTICLE 2.3 Inspection of Homeless Shelters [17974 – 17974.6]

17974.

For purposes of this article:
(a) “Department” means the Department of Housing and Community Development. (b) (1) “Homeless shelter” means any of the following:
(A) An emergency shelter, as defined in Section 576.2 of Title 24 of the Code of Federal Regulations.
(B) An emergency shelter, as defined in subdivision (e) of Section 50801. (C) A navigation center, as defined in Section 50216.
(2) “Homeless shelter” does not include emergency shelters that are funded by the program commonly referred to as Project Roomkey administered by the State Department of Social Services.
(c) “Local agency” means any city, including a charter city, county, or city and county. (d) “State agency” means the Business, Consumer Services, and Housing Agency. (e) “State funding” means any grant, loan, or other type of financial assistance awarded to a homeless shelter on or after July 1, 2021, from the following sources:
(1) The Homeless Housing, Assistance, and Prevention Program (Chapter 6 (commencing with Section 50216) of Part 1 of Division 31). (2) Future one-time state funding for homelessness services. (Added by Stats. 2021, Ch. 395, Sec. 1. (AB 362) Effective January 1, 2022.)

17974.1.
(a) Notwithstanding any other provision of this part, a city or county that receives a complaint from an occupant of a homeless shelter, or an agent of an occupant, that alleges a homeless shelter is substandard pursuant to Section 17920.3 shall do all of the following:
(1) Inspect the homeless shelter or portion thereof intended for human occupancy that may be substandard pursuant to Section 17920.3.
(2) Identify whether the homeless shelter or any portion thereof intended for human occupancy is substandard pursuant to Section 17920.3, as applicable. The documentation shall be included in the inspection report described in subdivision (h). (3) As applicable, advise the owner or operator of a homeless shelter of each violation and of each action that is required to be taken to remedy the violation. The city or county shall schedule a reinspection to verify correction of the violations.

44 (b) Notwithstanding any other provision of this part, and consistent with Section 17970, a city or county shall perform an annual inspection on every homeless shelter located in its jurisdiction to ensure that the homeless shelter is compliant with this part. A city or county conducting an inspection pursuant to this subdivision shall comply with this section, to the extent those provisions are applicable. (c)(1) If, upon inspection, the city or county determines that a homeless shelter is substandard pursuant to Section 17920.3, the city or county shall promptly, but not later than 10 business days after the city or county completes the inspection, issue a notice to correct the violation to the owner or operator of the homeless shelter. (2) In the event that the city or county determines that a violation constitutes an imminent threat to the health and safety of the occupants of the homeless shelter, the notice of violation shall be issued immediately and served on the owner or operator of the homeless shelter.
(3) In the event that the city or county determines that deficiencies, violations, or conditions exist at a homeless shelter that are dangerous, hazardous, imminently detrimental to life or health, or otherwise render the homeless shelter unfit for human habitation, the city or county may issue an emergency order directing the owner or operator to take immediate measures to rectify those deficiencies, violations, or conditions.
(d) An inspection conducted pursuant to this section may be announced or unannounced.
(e) The city or county shall maintain all records on file of each homeless shelter inspection. These records shall be made available to the public for inspection. (f) A city or county shall perform an inspection conducted pursuant to subdivision (a) at least as promptly as that city or county conducts an inspection in response to a request for final inspection pursuant to Section 110 of Part 2 of Division 2 of Chapter 1 of the California Building Code (Part 2 of Title 24 of the California Code of Regulations).
(g) Notwithstanding subdivision (a), a city or county is not required to conduct an inspection in response to either of the following:
(1) A complaint that does not allege one or more substandard conditions. (2) A complaint submitted by a tenant, resident, or occupant who, within the past 180 days, submitted a complaint about the same property that the chief building inspector or their designee reasonably determined, after inspection, was frivolous or unfounded.
(h) A city or county shall provide free, certified copies of an inspection report and citations issued pursuant to this section, if any, to the complaining occupant or their agent. If the inspection reveals a condition potentially affecting multiple occupants, including, but not limited to, conditions relating to the premises, common areas, or structural features, then the city or county shall provide free copies of the inspection report and citations issued to all potentially affected occupants or their agents. (i) A city or county shall not unreasonably refuse to communicate with an occupant or the agent of an occupant regarding any matter covered by this article.

45 (j) A city or county shall conduct an inspection pursuant to this section based on the location of the homeless shelter, in accordance with the following:
(1) A city shall conduct an inspection for shelters within the city’s jurisdiction. (2) A county shall conduct an inspection for shelters within the county’s jurisdiction. (3) A city with a population under 100,000 may partner with its county to conduct an inspection pursuant to this section.
(Amended by Stats. 2025, Ch. 22, Sec. 33. (AB 130) Effective June 30, 2025.)

17974.1.5.
(a) A homeless shelter shall prominently display at the shelter information about an occupant’s rights and the process for reporting a complaint alleging a homeless shelter is substandard pursuant to Section 17920.3, including the contact information for all of the following:
(1) The owner or operator of the homeless shelter.
(2) The city or county.
(3) The department.
(b) A homeless shelter shall provide in writing the notice specified in subdivision (a) to any new occupant during intake.
(Added by Stats. 2025, Ch. 22, Sec. 34. (AB 130) Effective June 30, 2025.)

17974.2.
(a) The owner or operator of a homeless shelter shall be responsible for the correction of any violations for which a notice of violation has been given under this article. (b) An owner or operator of a homeless shelter shall correct each violation within 30 days of receipt of the citation. The city or county, in its sole discretion, may grant the owner or operator a 30-day extension to correct a violation. (Added by Stats. 2021, Ch. 395, Sec. 1. (AB 362) Effective January 1, 2022.)

17974.3.
(a) The requirements of this article shall not be construed to impose a mandatory duty pursuant to Section 815.6 of the Government Code, and shall not be construed to affect the availability of any immunity otherwise applicable to the city or county or its employees, including, but not limited to, Sections 818.2, 818.4, 818.6, 820.2, 821, 821.2, and 821.4 of the Government Code.
(b) (1) An action to enforce the requirements of this article may be brought pursuant to Section 1085 of the Code of Civil Procedure.
(2) A plaintiff who prevails in an action described in paragraph (1) shall be entitled to recover reasonable attorney’s fees and costs.
(3) Notwithstanding any other law, including any provision of this part authorizing the department to enforce this part by means of administrative enforcement, the department may bring a civil action pursuant to this subdivision in order to enforce this part.

46 (c) For purposes of Section 1085 of the Code of Civil Procedure, the requirements of this article shall be construed as acts that the law specially enjoins, as a duty resulting from an office, trust, or station.
(Amended by Stats. 2025, Ch. 22, Sec. 35. (AB 130) Effective June 30, 2025.)

17974.4.
(a) In addition to the penalties authorized under Chapter 6 (commencing with Section 17995), an owner or operator of a homeless shelter who fails to meet the timelines to correct a violation under this article, building standards published in the State Building Standards Code relating thereto, or any other rules or regulations adopted by the department pursuant to this part, may be liable for a civil penalty in an amount determined by the city or county for each violation or for each day of a continuing violation.
(b) The city or county shall not award or distribute state funding to the owner or operator of a homeless shelter for purposes of operating the shelter, if the city or county determines that any of the following exist:
(1) The owner or operator fails to correct a violation within the time period specified in Section 17974.2.
(2) The owner or operator has failed to correct violations in a timely manner on multiple occasions.
(3) The owner or operator has been cited for a violation that is an imminent threat to the health and safety of the occupants of the homeless shelter and the owner or operator fails to take sufficient action to correct the violation or prevent similar future violations.
(Added by Stats. 2021, Ch. 395, Sec. 1. (AB 362) Effective January 1, 2022.)

17974.5.
(a) Each city and each county shall submit a report annually to the department and the state agency by April 1 of each year that includes all of the following information:
(1) The number of complaints received by the city or county, pursuant to Section 17920.3, including if the city or county did not receive any complaints. (2) Any pending uncorrected violations determined by the city or county, pursuant to Section 17974.1.
(3) Any determinations by the city or county that conditions exist or existed that make or made the homeless shelter dangerous, hazardous, imminently detrimental to life or health, or otherwise render the homeless shelter unfit for human habitation. (4) A list of any emergency orders issued pursuant to paragraph (3) of subdivision (c) of Section 17974.1.
(5) A list of any owners or operators who received three or more violations within any six-month period.
(6) Any corrected violations from the prior year.

47 (b) The report submitted pursuant to subdivision (a) shall be submitted in compliance with Section 9795 of the Government Code.
(c) If a city or county applies for state funding to support the ongoing operations of a homeless shelter, the city or county shall disclose to the state agency that administers the state funding the status of any unresolved violations pursuant to this article and the names of the homeless shelter owner or operator. (d) The department or the state agency, may, pursuant to the reported information in subdivision (b), deem an owner or operator of a shelter ineligible for state funding for shelter operations.
(e) The department shall withhold state funding from a city or county that fails to comply with the reporting requirements in this section or fails to take action to correct a violation of this article by a homeless shelter pursuant to Section 17974.4. (Amended by Stats. 2025, Ch. 22, Sec. 36. (AB 130) Effective June 30, 2025.)

17974.6.

The Legislature finds and declares that this article addresses a matter of statewide concern rather than a municipal affair as that term is used in Section 5 of Article XI of the California Constitution. Therefore, this article applies to all cities, including charter cities.
(Added by Stats. 2021, Ch. 395, Sec. 1. (AB 362) Effective January 1, 2022.)

ITEM # 15

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT

TO:

Honorable Mayor and City Council Members

FROM:

Raul Alvarez, City Manager

BY:

Luis Lopez, Police Chief

SUBJECT: AUTHORIZE AN INCREASE TO THE BLANKET PURCHASE ORDER

WITH ADAMSON POLICE PRODUCTS

DATE: May 13, 2026

RECOMMENDATIONS:

It is recommended that the City Council:

1. Authorize an increase to the existing blanket Purchase Order with Adamson Police Products in the amount of $7,000; and

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

FISCAL IMPACT:

An existing blanket purchase order is currently in place with Adamson Police Products in the amount of $49,238. Staff is requesting an increase of $7,000 to the not-to-exceed amount in order to purchase additional police safety equipment. There are sufficient appropriations in Account Number 100-80-815-6000.20 (General Fund, Police, Support Services, Supplies - Non-Durable), therefore a budget amendment is not needed as part of the recommended actions. Since this proposed change in the not-to-exceed amount increases the original purchase order to $50,000 or greater, City Council approval is required (Montebello Municipal Code Chapter 3.20 et al).

BACKGROUND/DISCUSSION:

A purchase order was created for Fiscal year 2025-26 for police safety equipment utilizing General Fund and grant funding in the amount of $49,238. The vendor recently provided outstanding invoices for swivel radio holders and impact sponge rounds dated 2024 that

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 13, 2026

must be paid in addition to the current fiscal year invoice pending for bullet proof vests.

The safety, preparedness, and operational readiness of Montebello Police Department personnel are essential to the City's ability to maintain public safety and ensure effective community-oriented policing. As crime trends and emergency situations grow increasingly complex, it is critical that officers are equipped with modern and reliable protective equipment.

To proceed with paying the invoices from 2024, as well as to purchase equipment through end of FY 2025-26, the City must authorize an increase to the purchase order in the amount of $7,000 to account for the full scope of equipment procured. This action ensures compliance with procurement policies.

ENVIRONMENTAL:

N/A

ANALYSIS:

N/A

SUMMARY:

Staff is requesting an increase to the existing blanket purchase order with Adamson Police Products in the amount of $7,000 (from an existing amount of $49,238). The additional funds will allow the police department to purchase safety equipment for Fiscal Year 2025-26 as well as pay invoices from 2024.

ATTACHMENT(S)

1. Attachment A-PO 2026-381-Adamson

2. Attachment B-Adamson Invoices- INV448220, INV426795, INV446759

ITEM # 16

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: AUTHORIZE EXECUTION OF A MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN THE LOS ANGELES GATEWAY REGION

INTEGRATED REGIONAL WATER MANAGEMENT JOINT POWERS

AUTHORITY AND THE CITY OF MONTEBELLO TO IMPLEMENT THE

HARBOR TOXIC POLLUTANTS TOTAL MAXIMUM DAILY LOAD

PROGRAM

DATE: May 13, 2026

RECOMMENDATIONS:

It is recommended that the City Council:

1. Approve the Harbor Toxic Pollutants Total Maximum Daily Load Memorandum of Understanding between the Los Angeles Gateway Region Integrated Regional Water Management Joint Powers Authority and the City of Montebello; and

2. Authorize the City Manager to sign and execute the Memorandum of Understanding; and

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

FISCAL IMPACT:

The Memorandum of Understanding (MOU) (Attaachment A) between the Los Angeles Gateway Region Integrated Regional Water Management Joint Powers Authority and the City of Montebello establishes a five-year term beginning in Fiscal Year 2026–27. The annual participation fee ranges from $808 in FY 2026–27 to $945 in FY 2030–31.

These costs will be funded through Measure W (Fund 229) and are incorporated into the City’s annual expenditure plan submitted under the Safe Clean Water Program. Funding

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 13, 2026

for these expenses will be included in the proposed Fiscal Year 2026-27 budget.

BACKGROUND/DISCUSSION:

The United States Environmental Protection Agency (EPA) established the Harbor Toxic Pollutants Total Maximum Daily Load (TMDL) on March 23, 2012. This TMDL set limits on toxic pollutant discharges into the Dominguez Channel and the Greater Los Angeles and Long Beach Harbor waters. The primary goals aim to protect and improve water quality in these ecologically and economically vital areas. The TMDL requires National Pollutant Discharge Elimination System (NPDES) permit holders and Municipal Separate Storm Sewer System (MS4) Permittees to cooperate, monitor, and report on compliance.

GWMA, a California Joint Powers Authority, coordinates these efforts across the various member cities and partners.

The GWMA manages a comprehensive harbor water quality monitoring program. This includes:
• Fixed monitoring stations in the Los Angeles River, San Gabriel River, and Coyote Creek.
• Annual reporting to the Los Angeles Regional Water Quality Control Board to demonstrate compliance with TMDL milestones.
• Coordination through Lower Los Angeles River and Lower San Gabriel River Watershed Management Groups to ensure consistency with other regional monitoring programs.

The MOU (Attachment A) ensures that stormwater discharges from the various member cities are monitored and controlled to meet the TMDL’s toxic pollutant limits. They are critical for protecting marine life and public health.

ENVIRONMENTAL:

N/A

ANALYSIS:

N/A

SUMMARY:

Staff recommend the City Council authorize the City Manager to execute the Memorandum of Understanding (Attachment A) between the Los Angeles Gateway Region Integrated Regional Water Management Joint Powers Authority and the City.

ATTACHMENT(S)

1. Attachment A - Draft 2026 Harbor Toxic Upstream MOU

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 13, 2026

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12664/0001/3227079-1

AGREEMENT
B

ETWEEN THE LOS ANGELES GATEWAY REGION INTEGRATED REGIONAL

WATER MANAGEMENT JOINT POWERS AUTHORITY

AND THE

CITY OF MONTEBELLO

FOR COST SHARING FOR THE INSTALLATION OF MONITORING EQUIPMENT

AND MONITORING PURSUANT TO THE HARBOR TOXIC POLLUTANTS TMDL This Agreement is made and entered into as of April 9, 2026 by and between the Los Angeles Gateway Region Integrated Regional Water Management Joint Powers Authority (“GWMA”), a California Joint Powers Authority, and the City of Montebello, (the “Permittee”). The Permittee and the GWMA are collectively referred to as the “Parties.”

RECITALS
WHEREAS, the mission of the GWMA includes the equitable protection and management of water resources within its area;
WHEREAS, for the purposes of this Agreement, the term “MS4 Permittees” shall mean those public agencies that are co-permittees to a National Pollutant Discharge Elimination System Municipal Separate Storm Sewer System Permit (“MS4 Permit”) issued by the Los Angeles Regional Water Quality Control Board (“Regional Board”); WHEREAS, the United States Environmental Protection Agency established the Total Maximum Daily Loads (“TMDL”) for Toxic Pollutants on March 23, 2012, with the intent of protecting and improving water quality in the Dominguez Channel and the Greater Los Angeles and Long Beach Harbor Waters (“Harbor Toxic Pollutants TMDL”); WHEREAS, the Harbor Toxic Pollutants TMDL regulates certain discharges from National Pollutant Discharge Elimination System (“NPDES”) permit holders, requiring organization and cooperation among the MS4 Permittees;
WHEREAS, the Permittee manages, drains or conveys storm water into at least a portion of the Los Angeles River including its estuary or Coyote Creek or the San Gabriel River;
WHEREAS, various MS4 Permittees desire to achieve the objectives of the Harbor Toxic Pollutants TMDL by continuing to maintain the monitoring station in the Los Angeles River at Wardlow Road, monitoring station in the San Gabriel River near Spring Street, and monitoring station in the Coyote Creek, also near Spring Street and conducting monitoring at said monitoring stations (collectively “Monitoring Stations”) to ensure consistency with other regional monitoring programs and usability with other TMDL related studies;
WHEREAS, continuing maintenance of the Monitoring Stations and future monitoring requires administrative coordination for the various MS4 Permittees that the GWMA can and is willing to provide;
Attachment A

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12664/0001/3227079-1
WHEREAS, the Lower Los Angeles River Watershed Management Group and the Lower San Gabriel River Watershed Management Group have been formed pursuant to the MS4 Permit and oversee and manage the monitorin g program for the Harbor Toxic Pollutants TMDL within their respective watersheds;
WHEREAS, the members of the GWMA are the Cities of Artesia, Bell, Bell Gardens, Bellflower, Cerritos, Commerce, Compton, C udahy, Downey, Hawaiian Gardens, Huntington Park, La Mirada, Lakewood, Long Beach, Lynwood, Maywood, Montebello, Norwalk, Paramount, Pico Rivera, Santa Fe Springs, Signal Hill, South Gate, Vernon, Whittier, Water Replenishment District of S outhern California, Central Basin Municipal Water District, and the Long Beach Water Department (“GWMA Members”); WHEREAS, because of the financial savings and benefits resulting from this cost- sharing arrangement, other MS4 Permittees that are not GWMA Members may request to participate in the cost sharing of the Monitorin g Costs for the maintenance of the Monitoring Stations and the costs of monitoring con ducted at the Monitoring Stations (collectively “Monitoring Costs”);
WHEREAS, the GWMA Board of Directors authorized the GWMA to enter into individual separate agreements with such individual MS4 Permittees (which shall not have voting rights in the GWMA) for the sole purpose of cost sharing the Monitoring Costs; WHEREAS, because GWMA Members already pay annual membership fees that pay for GWMA administrative costs, GWMA Members tha t participate in the cost share for the Monitoring Costs shall pay an administrativ e fee that is less than that the administrative fee charged to MS4 Permittees that are not GWMA Members; WHEREAS, certain private NPDES permit holders that are subject to the Harbor Toxic Pollutants TMDL have also expressed interest in participating in the cost share for the Monitoring Costs and procuring the monitoring d ata generated pursuant to this Agreement in order to satisfy their own permit obligations; WHEREAS, the current agreements that cover the cost share arrangements for the Monitoring Costs through fiscal year 2025-2026 will expire on June 30, 2026.

WHEREAS, it is currently unknown how many MS4 Permittees and private NPDES permit holders will ultimately participate in the c ost sharing of the Monitoring Costs for fiscal years 2026-2027 through 2030-2031;
WHEREAS, depending on how many MS4 Permittees and p rivate NPDES permit holders ultimately participate in the cost sharing for the Monitoring Costs, each participating Permittee’s annual cost share amount will be adjusted and the GWMA will notify each participating Permittee of its adjusted annual cost share amount in writing; WHEREAS, the Permittee desires to share in the Monitoring Costs;

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WHEREAS, the Parties have determined that authorizi ng GWMA to hire consultants as necessary to maintain the Monitoring Stations and conduct the monitoring required by the Harbor Toxic Pollutants TMDL will be beneficial to the Parties; WHEREAS, the Permittee agrees to pay: (a) its propo rtional share of the Monitoring Costs to be incurred by the GWMA in acco rdance with the Cost Sharing Formula reflected in Exhibit “A”; and (b) applicabl e administrative fees to cover administrative costs; and
WHEREAS, the role of the GWMA is to: (1) invoice an d collect funds from the Permittee to cover its portion of the Monitoring Costs; and (2) hire and retain consultants to maintain Monitoring Stations and conduct monitoring at the Monitoring Stations.

NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth herein, the Parties do hereby agree as follows:

Section 1. Purpose. The purpose of this Agreement i s for the Permittee to cost share in the Monitoring Costs.

Section 2. Cooperation. The Parties shall fully coo perate with one another to achieve the purposes of this Agreement.

Section 3. Voluntary Nature. The Parties voluntaril y enter into this Agreement.

Section 4. Binding Effect. This Agreement shall bec ome binding on GWMA and the Permittee.

Section 5. Term. This Agreement shall commence on July 1, 2026 and shall expire on June 30, 2031, unless terminated earlier pursuant to this Agreement.

Section 6. Role of the GWMA.
(a) The GWMA shall invoice and collect funds from t he Permittee to cover the Monitoring Costs.
(b) The GWMA shall administer the consultants’ cont racts for the Monitoring Costs. Provided the Permittee has paid all outstanding invoices to the GWMA to cover the Monitoring Costs and administrative co sts, the GWMA will provide the Permittee with the monitoring data collected from t he Monitoring Stations and any associated reports.
(c) The GWMA is authorized to, and may negotiate an d enter into agreements with, and collect funds from general and individual NPDES permit holders, that are not MS4 Permittees, for cost-sharing the Monitoring Costs in order to reduce the total costs incurred by the MS4 Permittees.

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Section 7. Financial Terms.
(a) Annual Payment Amount. The Permittee shall pay no more than the following amounts for each of the five fiscal years (June 30-July 1) listed below (“Annual Payment Amount”):

Fiscal Year 2026-2027:

Seven Hundred Sixty-Nine Dollars and Seventy-Three Cents ($ 769.73) Fiscal Year 2027-2028:

Eight Hundred Dollars and Fifty-Three Cents ($ 800.53)
Fiscal Year 2028-2029:

Eight Hundred Thirty-Two Dollars and Fifty-Four Cents ($ 832.54) Fiscal Year 2029-2030:

Eight Hundred Sixty-Five Dollars and Eighty-Five Cents ($ 865.85) Fiscal Year 2030-2031:

Nine Hundred Dollars and Forty-Seven Cents ($ 900.47)
Each Annual Payment Amount includes the Permittee’s Cost Share Amount identified in Exhibit “A”, attached hereto and incorporated herein.
(b) Administrative Costs. In addition to the Annua l Payment Amount, the Permittee shall also pay its proportional share of the GWMA’s staff time for hiring the consultants, managing the consultants’ contracts, a nd invoicing the Permittee and legal fees incurred by the GWMA in the performance of its duties under this Agreement (“Direct Costs”), and audit expenses and other overhead cost s (“Indirect Costs”), referred to collectively herein as the “Administrative Costs Pa yment Amount”. The Administrative Costs Payment Amount will be added to the Permittee ’s annual invoice to cover the Permittee’s share of the administrative costs.
i. GWMA Members. If the Permittee is a GWMA Member , then the Administrative Costs Payment Amount does not in clude the GWMA’s Indirect Costs, which GWMA Members absorb as part of their annual m embership dues. The rate charged to GWMA Members in order to recover the Dir ect Costs portion of the Administrative Costs Payment Amount will range betw een zero percent (0%) and five percent (5%) of the of the Permittee’s Cost Share Amount identified in Exhibit “A.” On an annual basis the GWMA will evaluate the percentage rate charged to GWMA Members to ensure it adequately recovers the GWMA’s cost of performing its duties under this Agreement. Based on this review, the GWMA Board wi ll establish the rate charged to recover its Direct Costs for the next fiscal year. The GWMA will provide the Permittee, through the respective Chairs of the Lower San Gabr iel River and Lower Los Angeles River Watershed Management Groups, fifteen (15) day s’ written notice prior to July 1st of the fiscal year in which a new rate will take effect.

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ii. Non-GWMA Members. If the Permittee is not a GW MA
Member, then the Administrative Costs Payment Amount will include the GWMA’s Indirect Costs. The rate charged to Non-GWMA Members in orde r to recover Direct Costs will range between five percent (5%) and ten percent (10 %) of the Permittee’s Cost Share Amount identified in Exhibit “A.” The rate charged to Non-GWMA Members in order to recover Indirect Costs will range between two perce nt (2%) and five percent (5%) of the Permittee’s Cost Share Amount identified in Exhibit “A.” On an annual basis the GWMA will evaluate the percentage rates for both Direct and Indirect Costs charged to Non- GWMA Members to ensure they adequately recover the GWMA’s cost of performing its duties under this MOU. Based on this review, the G WMA Board may increase or decrease the rates charged to recover its Direct an d Indirect Costs for the next fiscal year. The GWMA will provide the Permittee, through the respective Chairs of the Lower San Gabriel River and Lower Los Angeles River Watershed Management Groups, fifteen (15) days’ written notice prior to July 1st of the fiscal year in which a new rate will take effect.
(c) Adjustment of Cost Share Based on Number of Par ticipants. The Annual Payment Amount and the Administrative Costs Payment Amount identified in this Section 7 (“Financial Terms”) represent the maximum dollar amounts that the Permittee is required to submit to the GWMA, but may be reduc ed based on the final number of MS4 Permittees that participate in the cost sharing for the Monitoring Costs. (d) Reserve Credits. If the actual cost share amoun t plus administrative costs collected by GWMA from all participating permittees in the Harbor Toxic Pollutants TMDL program are less than the Annual Payment Amount, plus the Administrative Costs Payment Amount, paid by all permittees in a particu lar year, then the GWMA will notify the Chairs of the Lower San Gabriel River and Lower Los Angeles River Watershed Management Groups. The Chairs will direct GWMA on how to apply the excess balance, which may include carrying the balance over to cove r permittee costs in one or more subsequent years. GWMA reserves the right to trans fer funds from the excess balance to maintain a minimum balance of $10,000 in its acc ount dedicated to the Harbor Toxic Pollutants TMDL program at all times, per GWMA’s Ad ministrative Budget Policy.

Notwithstanding the forgoing, the Administrative Costs Payment Amount charged to non- GWMA Members for Indirect Costs will be retained by GWMA and is not subject to a credit.
(e) Funds remaining in the possession of the GWMA a t the expiration or earlier termination of this MOU shall be promptly r eturned to the Permittee in proportion to the Cost Share Amount identified in Exhibit “A” or rolled over into the subsequent MOU for the Harbor Toxic Pollutants TMDL if requested by the Permittee. (f) The Permittee’s Annual Payment Amount and Admin istrative Costs Payment Amount for the 2026-2027 fiscal year are due upon execution of this Agreement, but in no event later than September 30, 2026. For each subsequent fiscal year, commencing with the 2027-2028 fiscal year, the GWMA shall submit annual invoices to the Permittee for the Annual Payment Amount and Adm inistrative Costs Payment Amount. Upon receiving an invoice from GWMA, each P ermittee shall pay the Annual

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Payment Amount and Administrative Costs Payment Amo unt set forth in the invoice to the GWMA within forty-five (45) days of receipt.
(g) The Permittee shall be delinquent if its invoic ed payment is not received by the GWMA within forty-five (45) days after the invoice’s date. If the Permittee is delinquent, the GWMA will: 1) verbally contact the representative of the Permittee; and 2) submit a formal letter from the GWMA Executive Officer to the Permittee at the address listed in Section 11 of this Agreement. If payment is not received within sixty (60) days of the original invoice date, the GWMA may terminate this Agreement. However, no such termination may be ordered unless the GWMA first provides the Permittee with thirty (30) days written notice of its intent to terminate the Agreement. The terminated Permittee shall remain obligated to GWMA for its delinquent p ayments and any other obligations incurred prior to the date of termination. If the GWMA terminates this Agreement because the Permittee is delinquent in its payment, the Permittee shall no longer be entitled to the monitoring data collected from the Monitoring Stations. (h) Any delinquent payments by the Permittee shall accrue compound interest at the average rate of interest paid by the Local Agency Investment Fund during the time that the payment is delinquent.

Section 8. Independent Contractor.
(a) The GWMA is, and shall at all times remain, a w holly independent contractor for performance of the obligations descr ibed in this Agreement. The GWMA’s officers, officials, employees and agents shall at all times during the term of this Agreement be under the exclusive control of the GWM A. The Permittee cannot control the conduct of the GWMA or any of its officers, officials, employees or agents. The GWMA and its officers, officials, employees, and agents shall not be deemed to be employees of the Permittee.
(b) The GWMA is solely responsible for the payment of salaries, wages, other compensation, employment taxes, workers’ comp ensation, or similar taxes for its employees and consultants performing services hereunder.

Section 9. Indemnification and Warranty.
(a) The Permittee shall defend, indemnify and hold harmless the GWMA and its officers, employees, and other representati ves and agents from and against any and all liabilities, actions, suits proceedings, cl aims, demands, losses, costs, and expenses, including legal costs and attorney’s fees, for injury to or death of person(s), for damage to property (including property owned by the GWMA) for negligent or intentional acts, errors and omissions committed by the Permitt ee or its officers, employees, and agents, arising out of or related to that Permittee ’s performance under this Agreement, except for such loss as may be caused by GWMA’s neg ligence or that of its officers, employees, or other representatives and agents, excluding the consultant. (b) GWMA makes no guarantee or warranty that any mo nitoring data prepared by the consultants shall be approved by th e relevant governmental authorities.

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GWMA shall have no liability to the Permittee for t he negligent or intentional acts or omissions of GWMA’s consultants.

Section 10. Termination.
(a) The Permittee may terminate this Agreement for any reason, or no reason, by giving the GWMA prior written notice the reof, but the Permittee shall remain responsible for its entire Annual Payment Amount th rough the end of the current fiscal year during which Permittee terminates the Agreemen t and shall not be entitled any refund of any portion of said Annual Payment Amount . Moreover, unless the Permittee provides written notice of termination to the GWMA by February 15th immediately prior to a new fiscal year, the Permittee shall also be r esponsible for its Annual Payment Amount through the end of such new fiscal year (by way of example only, if the Permittee terminates on March 1 st , 2027, the Permittee is responsible for the Annual Payment Amounts for both fiscal years 2026-2027 and 2027-2028. If the Permittee terminates on February 10, 2027, the Permittee is responsible for its Annual Payment Amount only for Fiscal year 2026-2027, not for fiscal year 2027-202 8). If the Permittee terminates the Agreement, the Permittee shall remain liable for an y loss, debt, or liability otherwise incurred through the end of the new fiscal year.
(b) The GWMA may, with a vote of the GWMA Board, te rminate this Agreement upon not less than thirty (30) days writt en notice to the Permittee. Any remaining funds not due and payable or otherwise le gally committed to Consultant shall be returned to the Permittee.

Section 11. Miscellaneous.
(a) Other NPDES Permit Holders. Individual or gene ral NPDES permit holders who are not MS4 Permittees that receive Har bor Toxic Pollutants TMDL monitoring requirements in their NPDES permits may wish to participate in this cost share for the Monitoring Costs in order to receive the mo nitoring data collected from the Monitoring Stations. Upon receipt of a written req uest from an NPDES permit holder to participate in this cost share, the GWMA will eithe r reject or accept the NPDES permit holder’s participation in the cost share arrangemen t. If accepted, the NPDES permit holder will enter into a separate cost share agreem ent with the GWMA that will require the NPDES permit holder to pay annually at least twenty-five thousand dollars ($25,000) (“Private Monitoring Fee”) for the Monitoring Costs , with an annual cost of living adjustment based on the CPI-All Urban Consumers for the Los Angeles Area as published by the U.S. Department of Labor, Bureau of Labor Statistics (or any successor thereto). The calculation shall be made using the immediate prior 12-month index ending in January. Failure to pay the Private Monitoring F ee by the date set forth in the cost share agreement will result in termination of the NPDES permit holder’s participant status.

An NPDES permit holder accepted as a participant wi ll only be entitled to receive the monitoring data collected from the Monitoring Stati ons for any fiscal year in which the participant has paid its Private Monitoring Fee. The Private Monitoring Fee will be applied as a credit toward the Permittee’s Annual Payment A mount in proportion to the Permittee’s Cost Share Amount identified in Exhibit “A.”

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(b) Notices. All Notices which the Parties require or desire to give hereunder shall be in writing and shall be deemed g iven when delivered personally or three (3) days after mailing by registered or certified mail (return receipt requested) to the following address or as such other addresses as the Parties may from time to time designate by written notice in the aforesaid manner:

To GWMA:

Ms. Grace Kast
Executive Officer
16401 Paramount Boulevard
Paramount, CA 90723

To the Permittee:

City of Montebello
1600 W. Beverly Blvd.

Montebello, CA 90640
Attn: Cesar Roldan

(c) Amendment. The terms and provisions of this Agr eement may not be amended, modified or waived, except by a written instrument signed by all Parties. (d) Waiver. Waiver by either the GWMA or the Permit tee of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver, by the GWMA or the Permittee, to any breach of the provisions of this Agreement shall not constitute a waiver of any other provision or a waiver of any subsequent breach of any provision of this Agreement. (e) Law to Govern: Venue. This Agreement shall be i nterpreted, construed, and governed according to the laws of th e State of California. In the event of litigation between the Parties, venue shall lie exclusively in the County of Los Angeles. (f) No Presumption in Drafting. The Parties to this Agreement agree that the general rule than an agreement is to be interpr eted against the Party drafting it, or causing it to be prepared, shall not apply.
(g) Severability. If any term, provision, condition or covenant of this Agreement is declared or determined by any court of competent jurisdiction to be invalid, void, or unenforceable, the remaining provisions of this Agreement shall not be affected thereby and this Agreement shall be read and constr ued without the invalid, void, or unenforceable provisions(s).
(h) Entire Agreement. This Agreement constitutes th e entire agreement of the Parties with respect to the subject matter h ereof and supersedes all prior or contemporaneous agreements, whether written or oral, with respect thereto.

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(i) Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be an original, b ut all of which taken together shall constitute but one and the same instrument, provide d, however, that such counterparts shall have been delivered to all Parties to this Agreement. (j) Legal Representation. All Parties have been rep resented by counsel in the preparation and negotiation of this Agreemen t. Accordingly, this Agreement shall be construed according to its fair language.
(k) Authority to Execute this Agreement. The person or persons executing this Agreement on behalf of Permittee warrants and represents that he or she has the authority to execute this Agreement on behalf of the Permittee and has the authority to bind Permittee.

12664/0001/3227079-1

IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed on their behalf, respectively, as follows:

DATE: _______________ LOS ANGELES GATEWAY REGION

INTEGRATED REGIONAL WATER

MANAGEMENT JOINT POWERS

AUTHORITY

________________________________
GWMA Chair

DATE: _______________ PERMITTEE

CITY OF MONTEBELLO

Signature

Print Name

Print Title

12664/0001/3227079-1
EXHIBIT “A”

COST SHARE MATRIX

ATTACHED

ITEM # 17

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: ACCEPTANCE OF THE FABRICATION AND INSTALLATION OF FULL

CAPTURE STORM DRAIN TRASH DEVICES ON LOS ANGELES
COUNTY-OWNED CATCH BASINS (CP 931)

DATE: May 13, 2026

RECOMMENDATIONS:

It is recommended that the City Council:

1. Accept the Fabrication and Installation of Full Capture Storm Drain Trash Devices on Los Angeles County Owned Catch Basins (CP 931) by United Storm Water, Inc; and

2. Approve the final contract amount with United Storm Water, Inc. for the construction of the project in the amount of $18,300 including change orders; and

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

4. Authorize the City Clerk to execute, verify and file the Notice of Completion (Attachment B) with the Los Angeles County Registrar-Recorder; and

5. Authorize the release of the retention payment of $915 due to United Storm Water, Inc. following the mandatory waiting period from the date the Notice of Completion (NOC) is recorded; and

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

FISCAL IMPACT:

The final project budget (Attachment A) reflects the City Council’s previously approved amount of $180,070 and outlines total project expenditures of $18,300, resulting in a remaining balance of $161,770. While United Storm Water, Inc. completed work within their contracted scope, they were unable to complete the majority of the originally

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 13, 2026

anticipated installations. United Storm Water, Inc. submitted plans to the Los Angeles County Flood Control District proposing the installation of full trash capture devices within County-owned catch basins. However, these plans were ultimately denied. The County cited strict flooding and hydraulic capacity regulations, noting that any modifications that could restrict flow or reduce conveyance capacity may increase the risk of localized flooding and expose the County to potential liability.

As a result of these constraints, several of the planned installations within County-owned infrastructure could not proceed. Accordingly, in order to meet regulatory requirements and continue implementation of full trash capture devices within Los Angeles County- owned catch basins, the Public Works Department will need to return to City Council at a future meeting to request authorization to advertise a notice inviting bids for the remaining work.

Staff allocated $180,070 to Account No. 229-30-315-6040.96 (Measure W, Public Works, Stormwater, Contract Services Engineering Design Service). The project was completed within the approved budget; therefore, no budget amendment is required. The funds not used towards this agreement will be available in the Measure W fund (Fund 229) for future, similar projects.

BACKGROUND/DISCUSSION:

On April 9, 2025, the City Council approved an agreement of $144,056 with United Storm Water, Inc. for the Fabrication and Installation of Full Capture Storm Drain Trash Devices on Los Angeles County-Owned Catch Basins (CP 931). Additionally, City Council authorized the Director of Public Works to review and approve change orders within a 25% contingency, bringing the total not-to-exceed amount to $180,070.

The Los Angeles County Flood Control District, the County of Los Angeles, 85 incorporated cities within the coastal watersheds of Los Angeles County, the Ventura County Watershed Protection District, the County of Ventura, and ten incorporated cities within Ventura County must comply with Order No. R4-2021-0105 (NPDES Permit No.

CAS004004). Central to this requirement are Total Maximum Daily Loads (TMDLs), which establish the maximum allowable amount of a pollutant that can be discharged into a water body without causing impairment.

On August 1, 2002, the United States Environmental Protection Agency approved the Trash TMDLs for both the Los Angeles River and Ballona Creek. The Trash TMDL mandates progressive reductions in trash discharges, requiring a ten percent annual reduction, with an initial twenty percent reduction by September 30, 2006, and full (100%) compliance by September 30, 2015. Since the adoption of the Trash TMDL, the City has faced challenges in achieving full compliance.

The United States Environmental Protection Agency Region 9 and the City of Montebello entered into an Administrative Order on Consent (AOC) on April 28, 2022, to assist the City in complying with its Municipal Separate Storm Sewer System (MS4) Permit under the Clean Water Act. EPA issued a follow-up letter dated March 27, 2024, addressing the City’s compliance schedule. The AOC required the City to identify all catch basins

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 13, 2026

requiring full trash capture devices, including those with partial or no existing devices.

City staff, in coordination with the City Attorney’s Office, have held monthly meetings with the EPA and the Los Angeles Regional Water Quality Control Board (LARWQCB) to monitor progress.

The City, in coordination with its environmental consultant, conducted inspections and inventories of both City-owned and County-owned catch basins to prepare for the fabrication and installation of Connector Pipe Screen (CPS) and Automatic Retractable Screen (ARS) units. These structural Best Management Practices (BMPs) are required by the EPA and LARWQCB to meet Trash TMDL compliance. ARS units prevent debris from entering catch basins during dry weather and moderate storm events by retaining trash in the gutter for street sweeping, while CPS units prevent debris from entering the storm drain system by capturing it within the basin.

ENVIRONMENTAL:

N/A

ANALYSIS:

N/A

SUMMARY:

Staff is recommending that the City Council accept the Project (CP 931) as completed, approve the final Project budget and expenditures, including change orders, authorize the City Clerk to execute, verify and file the Notice of Completion (NOC) with the Los Angeles County Registrar-Recorder and authorize the City Manager to release the retention payment due to United Storm Water, Inc. following the mandatory waiting period from the date the NOC is recorded.

ATTACHMENT(S)

1. Attachment A - Final Project Budget (CP 931)

2. Attachment B - Notice of Completion

Project Expenses Final Cost
Invoice No. 1 17,385.00$
Retention Invoice 915.00$
Total Project Cost: 18,300.00$
Project Funding Budget Amount
Construction Contract Award Amount (Awarded at the April 9, 2025, City Council Meeting) 144,056.00$ Construction Contingency (Awarded at the April 9, 2025, City Council Meeting) 36,014.00$ Total Project Budget: 180,070$
Remaining Budget 161,770.00$
Fabrication & Installation of Full Capture Storm Drain Trash Devices on Los Angeles County-Owned Catch Basins (CP 931)

ATTACHMENT A

RECORDING REQUESTED BY
C

ITY OF MONTEBELLO

AND WHEN RECORDED MAIL TO

NAME CITY OF MONTEBELLO

CITY CLERK
STREET 1600 W Beverly Blvd.

ADDRESS
CITY M ontebello,

STATE CA
ZIP 90640

SPACE ABOVE LINE FOR RECORDERS USE
________________________________________________________________________________________________________________________________________________

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

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

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

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

4. The nature of the interest or estate of the owner is: in fee. (if other than Fee, strike “In fee” and insert, for example, “purchaser under contract of purchase”, or “lessee”)

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

NAMES ADDRESSES
___ ____________________________________________________________________________________________

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

NAMES ADDRESSES
___ _________________________________________________________________________________________

7. A work of improvement on the property hereinafter described was completed on May 13, 2026. The general scope of work consisted of fabrication and installation of full capture storm drain trash devices on Los Angeles County -owned catch basins.

8. T
he name of the contractor, if any, for such work of improvement was United Storm Water, Inc. .

April 9, 2025
(If no contractor for work of improvement as a whole, insert “None”) (Date of Contract)

9. The property on which said work of improvement was completed is in the City of Montebello County of Los Angeles, State of CA, and is described as follows: Citywide Catch Basin CPS Inserts Installation Project (CP 931) Director of Public Works / City of Montebello___
(Signature of Owner or corporate officer of Owner named in paragraph 2, or his agent)

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

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

Executed on _________________, 2026 at City of Montebello, Montebello, CA __________________________________________________(Personal signature of the individual who is swearing that the contents of the Notice of Completion are true)
Attachment B

DO NOT RECORD

REQUIREMENTS AS TO NOTICE OF COMPLETION

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

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

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

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

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

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

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

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

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

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

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

ITEM # 18

CITY OF MONTEBELLO

CITY COUNCIL AGENDA STAFF REPORT

TO:

Honorable Mayor and City Council Members

FROM:

Raul Alvarez, City Manager

BY:

Cesar Roldan, Director of Public Works

SUBJECT: APPROVE ISSUING REQUEST FOR PROPOSALS (RFP) NO. 26-11

FOR ON-CALL FENCE INSTALLATION, REPAIR AND REPLACEMENT

SERVICES

DATE: May 13, 2026

RECOMMENDATIONS:

It is recommended that the City Council:

1. Authorize issuing Request for Proposals (RFP) No. 26-11 for on-call fence installation, repair, and replacement services; and

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

FISCAL IMPACT:

The agreement resulting from this Request for Proposals (RFP) will be funded through the City’s applicable operating and maintenance budgets, as designated for facility maintenance and public safety systems. Specific contract costs will be brought back to the City Council for approval following completion of the competitive procurement process and selection of the successful proposer.

The proposed Fiscal Year 2026-27 budget will include funding for these services at the current FY 2025-26 rate. Should additional appropriations be needed once a vendor is selected, Staff will include a budget amendment recommendation with the subsequent City Council agenda item approving the agreement for these services.

BACKGROUND/DISCUSSION:

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 13, 2026

The City of Montebello maintains numerous facilities, parks, rights-of-way, and properties that require secure and properly maintained fencing. These fencing improvements are necessary to ensure public safety, protect City assets, and maintain compliance with applicable regulations.

The City is seeking proposals from qualified contractors to provide on-call fence services, including installation of new fencing, repair of damaged fencing, and replacement of existing fencing infrastructure. Services will be performed on an as-needed basis at various City-owned and leased locations, including parks, facilities, open spaces, and public rights-of-way. The selected contractor will be responsible for furnishing all labor, supervision, equipment, materials, traffic control, and safety measures necessary to complete assigned work. Fence types may include chain-link , wrought iron/ornamental, swing and sliding gates, and related components with various finishes and configurations.

The agreement term will be for an initial period of three (3) years, with the option to extend for two (2) additional one-year periods, for a maximum total term of five (5) years.

RFP No. 26-11 outlines the scope of work, which includes installation, maintenance, repair, and replacement of fencing systems; coordination with City staff; implementation of traffic control measures; compliance with State Water Board requirements and best management practices; site cleanup and disposal of materials; and project documentation. The contractor chosen through the RFP process will be required to provide high-quality materials, comply with prevailing wage requirements, and possess a valid State of California A or C-13 Fencing Contractor’s License.

The proposed timeline for the RFP is as follows:
• RFP Release: May 14, 2026
• Questions from Potential Vendors Due Date: May 21, 2026, 12:00 p.m. PST • Responses to Q&A Due Date: May 27, 2026, 12:00 p.m. PST • Proposal Due Date: June 4, 2026, 11:00 a.m. PST
• City Review of Submissions: June 8, 2026
• Notifications to Contractors: June 25, 2026
• Award Recommendation: June 24, 2026

ENVIRONMENTAL:

N/A

ANALYSIS:

Issuing RFP No. 26-11 will allow the City to competitively select a qualified contractor to provide on-call fence services. The RFP ensures:
• Timely and efficient response to fencing repair and installation needs; • Compliance with applicable codes, safety standards, and prevailing wage laws;

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 13, 2026

• High-quality workmanship and materials;
• Minimal disruption to the public during construction activities; and • Fiscal responsibility through a competitive procurement process.

Evaluation criteria for the RFP include consultant qualifications (65%), reputation and references (15%), and proposed fees (20%). The City reserves the right to conduct interviews, request supplementary information, and approve or reject proposals at its discretion.

SUMMARY:

Staff recommends that the City Council authorize issuance of RFP No. 26-11 for on-call fence installation, repair and replacement services. This competitive solicitation will enable the City to secure qualified contractors to provide installation, repair, and replacement of fencing infrastructure across City facilities and properties, ensuring safety, security, and operational efficiency while maintaining fiscal accountability.

ATTACHMENT(S)

1. Attachment A - RFP 26-11 On-Call Fencing Services

ATTACHMENT A

CITY OF MONTEBELLO
Request for Proposals

RFP No. 26-11

On-Call Fencing Services

Release Date: Thursday, May 14, 2026
Online Questions Due Date: May 21, 2026, 12:00 p.m. PST Publish Responses to Questions: May 27, 2026, 12:00 p.m. PST Proposal Due Date: Wednesday, June 4, 2026, 11:00 a.m. PST

2 [THIS PAGE IS INTENTIONALLY LEFT BLANK]

3 TO PROSPECTIVE PROPOSERS
The City of Montebello (“City”) invites proposal submissions under this Request for Proposals ( “RFP”). The City will evaluate responses to this solicitation to determine qualifications. Submissions must adhere to the format and content described. Only proposals that adhere to the requirements will be evaluated. The information set forth is the minimum required to qualify for consideration. The successful Proposer will be required to enter into a Professional Services Agreement based on the specifications outlined in this RFP.

DATE OF SOLICITATION
May 14, 2026

PROJECT
On-Call Fencing Services

PROPOSAL OWNER
City of Montebello – Public Works Department
1600 West Beverly Boulevard
Montebello, CA 90640
Attn: James Coiner, Deputy Director of Public Works
Contact Phone: (323) 887-1200
Contact E-Mail: [email protected]

PROPOSAL CONTACT
City of Montebello – Public Works Department
1600 West Beverly Boulevard
Montebello, CA 90640
Attn: Vanessa Ramos, Administrative Manager
Contact Phone: (323) 887-1200
Contact E-Mail: [email protected]

Prospective Contractors must register their business with PlanetBids before being able to view or submit a response. To access the City's PlanetBids Portal, please go to:

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

4 Table of Contents Page

1.0 Notice Inviting Proposals 5

2.0 Introduction/About the City of Montebello 6

3.0 Timeline 6

4.0 Purpose 6

5.0 Scope of Work 6

6.0 Contractor Qualifications 7

7.0 Proposal Submittal 7

8.0 Evaluation of Proposal 8

9.0 Proposal Protests 9

10.0 Execution of Agreement 10

11.0 Insurance 10

12.0 Use of Federal Funds 12

13.0 Non-Commitment of City 13

14.0 Labor Requirements 13

15.0 Records 13

16.0 Subcontractors 14

17.0 Modifications/Changes 14

18.0 Disclosure of Information 14

19.0 Ex-Parte Communications 14

20.0 City of Montebello Rights 14

Appendix A – Proposal Content and Format
Appendix B – Cost Proposal
Appendix C – References
Appendix D – Sample Professional Services Agreement

5 1.0 Notice Inviting Proposals
The City of Montebello (the “City”) is seeking proposals from qualified contractors to provide on- call fencing services at various City -owned facilities, properties, parks, rights-of-way, and other locations as needed. This includes installation, repair, and replacement of fencing and gates. The selected contractor will ensure all work is completed in accordance with City standards, applicable building codes, and safety requirements.

To view the complete RFP package, please visit:

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

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

Questions must be submitted via PlanetBids by Thursday, May 21, 2026, at 12:00 p.m.

PST.

Response to Questions will be uploaded to PlanetBids by Wednesday, May 27, 2026, at 12:00 p.m. PST

Proposals must be submitted via PlanetBids by Thursday, June 4, 2026, at 11:00 a.m.

PST.

Responses will be evaluated to determine the contractor that is the most qualified and responsive to the requirements. Responses must adhere to the format and content described. The City reserves the right to accept or reject any and all proposals.

6 2.0 Introduction
The City of Montebello invites qualified contractors to submit proposals for on- call fencing services. The selected contractor will provide installation, repair, and replacement of chain- link, ornamental iron, metal, and other fencing types, including associated gates and hardware. Work shall be performed in compliance with City standards, applicable building codes, and industry safety practices, while coordinating with City staff to minimize disruption to City operations and the public.

About the City of Montebello
Montebello ("beautiful mountain" in Spanish and Italian) is a city in the County of Los Angeles. Founded in 1899 and incorporated in 1920, the City is an 8.37 square mile General Law City located approximately 11 miles east of Downtown Los Angeles.

Currently, the City has a population of approximately 63,000 residents. It hosts a mix of various industries that represent the business diversity of the County of Los Angeles. It is a full- service City that provides a long list of services, employing approximately 600 full-time and part-time employees in public safety, transit, and non-safety functions.

3.0 Timeline
• Release RFP Thursday, May 14, 2026
• Online Question Due Thursday, May 21, 2026 at 12:00 p.m. PST • Responses to Questions Wednesday, May 27, 2026 at 12:00 p.m. PST • Deadline to Submit Responses Thursday, June 4, 2026 at 11 a.m. PST • City Review of Submissions Monday, June 8, 2026
• Notifications Sent to Contractors Thursday, June 25, 2026 • Award Wednesday, June 24, 2026

4.0 Purpose
The purpose of this solicitation is to identify a highly qualified Contractor to provide on- call fencing services for the City of Montebello. The City requires installation, repair, and replacement of fencing and gates at various City facilities, parks, and properties to ensure security, safety, and proper maintenance of public assets.

5.0 Scope of Work/Services
The Contractor will provide all labor, materials, equipment, supervision, and incidentals necessary to complete fencing installation, repair, and replacement services at City facilities, parks, rights -of-way, and other City -owned or maintained properties. Work shall comply with all applicable codes, City standards, and safety requirements.

Scope of services includes, but is not limited to:

1. Project Coordination and Management
• Conduct kickoff meeting with City staff
• Coordinate schedules and work activities

7 • Attend progress meetings as required

2. Fencing Installation
• Install chain-link fencing, ornamental iron fencing, and metal fencing systems • Install gates including swing and sliding gates
• Install posts, rails, mesh, and related hardware

3. Fencing Repair and Replacement
• Repair damaged fencing and gates
• Replace sections of fencing as directed by the City
• Remove and dispose of damaged or obsolete fencing materials

4. Material Requirements
• Provide all materials, tools, and equipment
• Materials must be new, durable, and compliant with industry standards

5. Traffic Control & Safety
• Provide traffic control when work occurs in public rights-of-way • Maintain safe work zones with cones, signage, and barricades as needed

6. Site Cleanup and Disposal
• Remove debris and construction waste
• Restore work areas to original or improved condition
• Dispose of materials at approved facilities

7. Quality and Compliance
• Ensure all work meets applicable codes and City standards • Perform inspections and corrections as needed

8. Reporting and Documentation
• Provide work logs, locations, and quantities
• Submit monthly invoices and reports

6.0 Contractor Qualifications
The selected contractor must have the following minimum qualifications:

• A valid California C-13 (Fencing Contractor) license
• Experience in installation and repair of chain-link and ornamental fencing • Experience working with public agencies
• Knowledge of applicable building codes and safety regulations • Ability to manage multiple job sites
• Proper equipment and trained personnel
• Ability to provide timely emergency and on-call response • Proof of insurance coverage as required by the City

Background Check
Contractor representatives working on- site and in some remote capacities will be required to undergo a background check conducted by the City.

7.0 Proposal submittal
Please review Appendix A - Proposal Format and Content, attached hereto and

8 incorporated herein by this reference, for specific details regarding the information that needs to be included in your submission. Failure to provide all requested information may be considered “non-responsive” and rejected.

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

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

A. Preliminary Proposal Review - The evaluation committee will review 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 RFP - 65%
a. Thoroughness and understanding of the tasks to be completed b. Background and experience
c. Knowledge of the City of Montebello
d. Experience of personnel assigned to the work
e. Communication Skills
f. Interview, if required

ii. Reputation for integrity and competence – 15%
a. Positive Reference Checks
b. Work Samples

iii. Proposed fees for services – 20%

The City reserves the right to request and obtain, from one or more proposers , supplementary information as may be necessary for the City to analyze the proposal pursuant to selection criteria. Upon completion of the evaluation phase, the City may select those Contractors for interviews whose proposals and qualifications most closely conform to the requirements of this RFP and provide the best value to the City.

9 9.0 Protest Procedures
Proposal Protest Procedures (Before Proposal Opening)
A protest filed before the proposal opening must be filed in writing or by email no later than ten (10) working days before opening. The most common types of protest that might be filed before a proposal opening include those based upon restrictive specifications or alleged improprieties in any solicitation that is apparent before the scheduled proposal opening.

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

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

Mail:

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

or

E-mail:
[email protected]

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

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

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

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

• The items to be procured are urgently required;

10 • Delivery or performance will be unduly delay ed by failure to make the award promptly; or
• Failure to make a prompt award will otherwise cause undue harm to the City.

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

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

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

10.0 Execution of Agreement
The resulting agreement (see attached sample) shall be signed by the successful Contractor and returned within the required insurance within ten (10) business days after the City has pr ovided written notice that the Contractor has been awarded. Failure to execute the agreement and file acceptable insurance documents as provided herein shall cause, at the City's option, for annulment of the award. Please review the insurance requirements and indemnification clause in the attached sample agreement.

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

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

A. Commercial General Liability
Commercial General Liability (CGL) (equivalent in coverage scope to Insurance Services Office, Inc. Form CG 00 01) shall cover on an “occurrence” basis for bodily injury and property damage, including premise- operations, products -completed, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury, and advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate.

If requested, the "City of Montebello, its officials, employees, and agents" must be separately endorsed to the policy as additional insureds on an endorsement equivalent to the Insurance Services Office, Inc. Form CG 20 10 11 85 of CG 20 26 1185.

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

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

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

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

Required Insurance Documentation

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

City of Montebello
1600 West Beverly Boulevard
Montebello, CA 90640

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

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

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

12 due to nonpayment of premium is acceptable).

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

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

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

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

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

12.0 Use of Federal Funds
The project is funded through a Sustainable Communities Grants from Caltrans which requires compliance with certain federal regulations . The United States Federal Government requires purchases of items and services to meet specific standards when using Federal funds, including grants, cooperative agreements, contracts, and Federal funds "passed- through" to the City from a non -Federal entity (i.e., sub- recipient agreements). These requirements are codified under the Code of Federal Regulation's (CFR) Title 2, Subtitle A, Chapter II, Part 200 (also referred to as "2 CFR 200" or "Uniform Guidance") and the Federal Acquisition Regulations (FAR), as applicable.

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

• Transactions shall be conducted lawfully and ethically • Unnecessary/duplicative purchases are not permitted
• Utilizing a Contractor or supplier on the U.S. Federal Government's Debarred and Suspended List (available at SAM.gov) is prohibited • All individuals involved in the expenditure of federal monies must avoid any

13 actual or apparent conflict of interest
• Procurement transactions must be conducted in a manner providing full and open competition
• Opportunities should be provided to minority businesses, women's business enterprises, and labor surplus area firms when possible • Contracts and purchase orders should include the contract provisions required by 2 CFR 200 Appendix A
• Purchases of goods and services must include documentation detailing the procurement history

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

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

14.0 Labor Requirements

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

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

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

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

15.0 Records
The Contractor agrees to permit the City Manager or designee access to records,

14 reports, files, and other papers or property of the Contractor to audit any performance aspect under this agreement.

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

17.0 Modifications/Changes
Changes in the areas serviced and/or specifications may be necessary during the agreement term. Changes in the agreement’s requirements and corresponding changes in compensation may be implemented upon mutual understanding between the City and the Contractor. These changes will be processed by the City Manager.

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

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

19.0 Ex-Parte Communications
Contractor and Contractor representatives should not engage in unauthorized communications with elected officials, officers, employees, or agents of the City about this RFP. This requirement also includes any evaluation panel member, except for designated RFP facilitators. This requirement remains in effect until after award notifications have been made.

This restriction does not prohibit Contractor s and their representatives from making oral statements or presentations to City representatives during a scheduled public meeting.

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

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

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

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

C. Accept all or any part of a proposal;

D. Cancel the entire RFP;

E. Issue subsequent RFPs; or

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

Please review:

Appendix A – Proposal Content and Format

Appendix B – Cost Proposal

Appendix C – References

Appendix D – Sample Professional Services Agreement

16 Appendix “A”
Proposal Content and Format

Proposal Content
The contractor shall be responsible for preparing a compelling, clear, and concise proposal. The City is requesting electrical services, which contains at a minimum the following information:

1. Letter of Interest - Please include a letter expressing your interest in being considered for the services. 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 service staff.

2. 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 C – 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 the service.

3. 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.

4. Cost Proposal – Cost proposal should include the following:

Total All-Inclusive Not-To-Exceed Maximum Price: The cost proposal should contain all pricing information relative to performing the scope of work as described in this request for proposals. The total all-inclusive maximum not-to-exceed price is to contain all direct and indirect costs, including all out-of-pocket expenses.

Rates for Additional Services: If it should become necessary for the City to request the successful vendor to render additional services to either supplement services requested in this RFP or to perform any additional work as a result of the specific recommendations included in any report issued resulting from this engagement, then such additional work shall be performed only if set forth in an addendum to the contract between the City and

17 the proposer. Any such additional work would be performed at the same rates submitted in the dollar cost bid unless otherwise noted in the proposal.

All proposals must be submitted using the PlanetBids Portal by Thursday, June 4, 2026 at 11:00 AM PST. It is highly encouraged that proposals are submitted ahead of the deadline to avoid any technical difficulties that might be encountered while using the portal.

Proposal Format

To facilitate the evaluation process, all responses are required to adhere to the following format requirements. The City strongly encourages respondents to thoroughly review their proposals prior to submission to ensure they adhere to the requirements. If the proposal is not formatted or does not include all the listed items/sections, it may be deemed non-responsive.

Responses shall not exceed ten (10) pages when printed on 8- ½ -inch by 11- inch paper. Font Times New Roman Font (preferred), 12pt font size. The t en (10) page-requirement does not include cover letter/letter of transmittal, or any items included as additional attachments.

Proposals should also include the following:

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

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

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

18 Appendix “B”
Cost Proposal
Contractor Name: ___________________________ Contractor’s License # : ___________________

Authorized Representative: __________________ Signature: ___________________ Date: ________ Fence Installation Unit Cost – 6 Foot Fence Unit Cost – 8 Foot Fence Common Chain-link (per foot) $ $ Wrought Iron (per foot) $ $ Fence Post (per foot) $ $ Fence Gate (per foot) $ $ Top Rail (per foot) $ $
Bottom Rail (per foot) $ $

Fence Demolition Unit Cost – 6 Foot Fence Unit Cost – 8 Foot Fence Common Chain-link (per foot) $ $ Wrought Iron (per foot) $ $ Fence Post (per foot) $ $ Fence Gate (per foot) $ $

Fence Repair Hourly Rates
Business Hour Rate $ /hr Overtime Rate $ /hr
Emergency/Holiday Rate $ /hr

Welding
Business Hour Rate $ /hr Overtime Rate $ /hr
Emergency/Holiday Rate $ /hr Total
Materials Markup: _______________%

19 Appendix “C”
Reference Sheet
RFP 26 – 11 – On-Call Fence Services
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

20 Appendix “D”

Sample Professional Services Agreement

[See Next Page]

CITY OF MONTEBELLO

PROFESSIONAL SERVICES AGREEMENT NO. _____

WITH CONSULTANT NAME

THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into on ____________, 202X (“Effective Date”), by and between the CITY OF MONTEBELLO, a California municipal corporation ( the “CITY”) and Consultant Name (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 Public Records Request Software services in the CITY; and

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

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

SECTION 1. INCORPORATION OF RECITALS AND OTHER CONTRACT

DOCUMENTS

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

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

2. Proposal referenced and Best Final Offer received by the successful proposer.

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

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

SECTION 2. SERVICES / COMPENSATION.

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

PROFESSIONAL SERVICES AGREEMENT NO. _____

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

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

The CONSULTANT shall provide an itemized billing statement to the CITY each month for Professional Services performed. The CONSULTANT shall no incur fees or costs which exceed the Compensation without the prior written consent of the CITY.

SECTION 3. TERM.

a. This Agreement shall commence upon issuance of a written “Notice to Proceed” (as further defined below) by the CITY and shall expire three (3) years from the Effective Date, unless terminated earlier as hereinafter provided. This Agreement may be extended for up to two (2) one-year extensions upon such terms and conditions mutually agreed upon by the Parties in writing.

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

SECTION 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 subconsultant s to assist in the completion of services as herein defined. Compensation for additional individuals, consultants or subconsultant s 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.

PROFESSIONAL SERVICES AGREEMENT NO. _____

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 w ritten products shall be returned to the CITY upon the termination or expiration of this Agreement. The CONSULTANT agrees that the covenants contained in this Section shall survive the expiration or termination of this Agreement.

SECTION 6. EXTRA SERVICES.

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

SECTION 7. CITY SUPERVISION.

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

SECTION 8. TERMINATION.

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

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

PROFESSIONAL SERVICES AGREEMENT NO. _____

the Compensation for those Professional Services satisfactory performed on or before the effective date of termination.

b. Termination for Convenience. T he CITY shall have the option, at its sole discretion and without cause, to terminate this Agreement in whole, or in part, by giving ten ( 10) business days’ written notice to the CONSULTANT. Upon the termination of this Agreement as provided herein, the CIT Y 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 CIT Y 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.

SECTION 9. EMPLOYMENT OF CITY EMPLOYEES.

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

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

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

SECTION 11. INDEPENDENT CONSULTANT.

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

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

c. The CITY shall not deduct from the Compensation paid to the

PROFESSIONAL SERVICES AGREEMENT NO. _____

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 subconsultant s with workers’ compensation insurance or any other insurance.

SECTION 12. CalPERS ANNUITANTS AND 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 subconsultant of the CONSULTANT providing services under this Agreement claims or is determined by a court of competent jurisdiction or CalPERS to be eligible for enrollment in CalPERS as an employee of the CITY, the CONSULTANT shall indemnify, defend, and hold harmless the CITY for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of the CONSULTANT or its employees, agents, or subconsultant s, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of the CITY.

c. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, the CONSULTANT and any of its employees, agents, and subconsultants providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by the CITY, including but not limited to eligibility to enroll in PERS as an employee of the CITY and entitlement to any contribution to be paid by the CITY for employer contribution and/or employee contributions for PERS benefits.

SECTION 13. LEGAL RESPONSIBILITIES.

The CONSULTANT shall at all times observe and comply with all applicable laws, ordinances, codes, and regulations of the federal, state, and local governments including, but 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

PROFESSIONAL SERVICES AGREEMENT NO. _____

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.

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 s hall be of the types and in the amounts as set forth below:

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

• 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 profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate.

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

c. The CONTACTOR shall require each of its subconsultant s, 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 C ITY. 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.

PROFESSIONAL SERVICES AGREEMENT NO. _____

f. Evidence of Insurance prior to commencement . The Contractor shall provide to the C ITY 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: [insert designated email]

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

g. Evidence of Insurance during the entire term of the Agreement . At all times during the term of this Agreement, the CONSULTANT shall maintain on file with the CITY’s Risk Manager a certificate or certificates of insurance showing that the aforesaid policies are in effect in the required amounts and naming the CITY as an additional insured. The CONSULTANT shall, prior 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.

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.

PROFESSIONAL SERVICES AGREEMENT NO. _____

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 f ull 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 sub-consultant, delegee, or assignee, and an explanation of why and how the same was selected, including the degree of competition involved.

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

SECTION 17. NO WAIVER.

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

SECTION 18. DISPUTE RESOLUTION; GOVERNING LAW.

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

SECTION 19. ATTORNEY’S FEES AND COSTS.

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

PROFESSIONAL SERVICES AGREEMENT NO. _____

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 or counterpart thereof, delivered by facsimile transmission, shall for all purposes be treated as if it were delivered containing an original manual signature of the party whose signature appears in the facsimile and shall be binding upon such party in the same manner as though an originally signed copy had been delivered.

f. Each of the parties acknowledges that it has been represented by independent counsel of its own choosing, or if it has not been so represented, it has been admonished to obtain independent counsel and has freely and voluntarily waived and relinquished the right to counsel. Each party who has not obtained independent counsel acknowledges that the failure to have

PROFESSIONAL SERVICES AGREEMENT NO. _____

independent legal counsel will not excuse such party’s failure to perform under this Agreement or any agreement referred to in this Agreement.

SECTION 22. NOTICE.

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

If to CITY: City of Montebello
Attn: Raul Alvarez, City Manager
1600 West Beverly Boulevard
Montebello, CA 90640
(323) 887-1200
Email: [email protected]

With a copy to: City of Montebello – Department Name
Attn: Name and Title of Department Head
1600 West Beverly Boulevard
Montebello, CA 90640
(323) 887-1200 ext.

Email: [ENTER EMAIL ADDRESS]

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

An electronic communication (“ Electronic Notice”) shall be deemed written notice for purposes of this section 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 23. NON-DISCRIMINATION AND EQUAL OPPORTUNITY EMPLOYER.

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

PROFESSIONAL SERVICES AGREEMENT NO. _____

SECTION 24. CONFLICT OF INTEREST.

The CONSULTANT covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by the CONSULTANT under this Agreement, or which would conflict in any manner with the performance of its services hereunder. The CONSULTANT further covenants that, in performance of this Agreement, no person having any such interest shall be employed by 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 the CITY as a result of the performance of this Agreement, or the services that may be procured by the CITY as a result of the recommendations made by the CONSULTANT. The CONSULTANT's covenant under this section shall survive the termination of this Agreement.

SECTION 25. ENTIRE AGREEMENT.

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

[SIGNATURE PAGE TO FOLLOW]

PROFESSIONAL SERVICES AGREEMENT NO. _____

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

(“CITY”) (“CONSULTANT”)

CITY OF MONTEBELLO CONSULTANT NAME

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 Proposals for Services and
Contractor’s Proposal
• Exhibit B – Schedule of Compensation
• Exhibit C – Labor Law Requirements [Delete if not applicable and/or continue listing Exhibits as applicable]
• Exhibit D – Live Scan Fingerprinting Requirement [Delete if not applicable and/or continue listing Exhibits as applicable]

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: APPROVE ISSUING REQUEST FOR PROPOSALS (RFP) NO. 26-12

FOR ON-CALL PLUMBING SERVICES

DATE: May 13, 2026

RECOMMENDATIONS:

It is recommended that the City Council:

1. Authorize issuing Request for Proposals (RFP) No. 26-12 for on-call plumbing services; and

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

FISCAL IMPACT:

The agreement resulting from this Request for Proposals (RFP) will be funded through the City’s applicable operating and maintenance budgets, as designated for facility maintenance. Specific contract costs will be brought back to the City Council for approval following completion of the competitive procurement process and selection of the successful proposer.

The proposed Fiscal Year 2026-27 budget will include funding for these services at the current FY 2025-26 rate. Should additional appropriations be needed once a vendor is selected, Staff will include a budget amendment recommendation with the subsequent City Council agenda item approving the agreement for these services.

BACKGROUND/DISCUSSION:

The City of Montebello is responsible for maintaining and operating a wide range of

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 13, 2026

plumbing systems that support essential municipal services across City facilities, including administrative offices, parks, the senior center, community centers, and detention facilities (i.e., City's jail). These systems require ongoing maintenance, repair, installation, and emergency response to ensure safe and reliable operations for employees, residents, and visitors. While the City has made efforts to recruit a full-time plumber, increasing service demands and the scale of required work have created a need for additional qualified support.

Historically, plumbing services have been performed on an as-needed basis. However, the growing need for timely maintenance, emergency repairs, and specialized services has highlighted the importance of a more efficient and structured approach. To address this need, the City has developed a Request for Proposals (RFP) to establish a pool of licensed and qualified contractors to provide on-call plumbing services. The selected contractor(s) will furnish all necessary labor, materials, equipment, and resources to perform a comprehensive range of services—including installation, routine maintenance, service calls, and emergency repairs -- at both scheduled and unscheduled City locations, in compliance with all applicable federal, state, and local regulations.

Due to the varying scope and specialization of services, the City may elect to award agreements to one or more vendors. This effort is intended to improve response times, ensure regulatory compliance, and maintain the reliability of the City’s plumbing infrastructure while minimizing operational disruptions and supporting continuity of City services.

The proposed timeline for the RFP is as follows:
• RFP Release: May 14, 2026
• Online Questions Due Date: May 21, 2026, 12:00 p.m. PST • Responses to Questions Due Date: May 27, 2026, 12:00 p.m. PST • Proposal Due Date: June 4, 2026, 11:00 a.m. PST
• City Review of Submissions: June 15, 2026
• Notifications to Contractors: June 25, 2026
• Award Recommendation: June 24, 2026

ENVIRONMENTAL:

N/A

ANALYSIS:

Issuing RFP No. 26-12 will allow the City to competitively procure qualified contractors to provide essential plumbing services across City facilities and infrastructure. This procurement will help ensure:
• Compliance with applicable plumbing codes, safety standards, and regulatory requirements;

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 13, 2026

• Reliable 24-hour availability for routine and emergency plumbing services; • Timely maintenance, troubleshooting, and repair of critical plumbing systems; • Improved coordination and response to service requests and urgent issues; and • Fiscal accountability through a competitive, qualifications-based selection process.

Proposals will be evaluated based on the following criteria:
• Qualifications and experience, including technical expertise and experience working with public agencies;
• References and demonstrated past performance;
• Cost proposal and overall value to the City;
• Ability to meet required response times and service expectations; and • Compliance with licensing, safety, and prevailing wage requirements.

The evaluation criteria for this RFP include consultant qualifications (65%), reputation and references (15%), and proposed fees (20%). The City reserves the right to conduct interviews, request additional information, and accept or reject any and all proposals at its discretion.

SUMMARY:

Staff recommends the City Council authorize issuance of RFP No. 26-12 for on-call plumbing services. This action will ensure continued protection of City facilities, compliance with safety regulations, and efficient maintenance of critical municipal systems through a competitive and transparent procurement process.

ATTACHMENT(S)

1. Attachment A - RFP 26-12 On-Call Plumbing Services

1 CI

TY OF MONTEBELLO
Request for Proposals
RFP No
. 26 – 12
On
-Call Plumbing Services
Releas
e Date: Thursday, May 14, 2026
Onl
ine Questions Due: Thursday, May 21, 2026,12:00 p.m. PST Respons
es to Question: Wednesday, May 27, 2026, 12:00 p.m.

PST
Due Date: T
hursday, June 4, 2026, 11:00 a.m. PST
Attachment A

2 [THIS PAGE IS INTENTIONALLY LEFT BLANK]

3 TO PROSPECTIVE PROPOSERS
The City of Montebello (“City”) invites proposal submissions under this Request for Proposals ( “RFP”). The City will evaluate responses to this solicitation based on the evaluation criteria set forth herein. Submissions must adhere to the format and content described. Only proposals that adhere to the requirements will be evaluated. The information set forth is the minimum required to qualify for consideration. The successful Proposer will be required to enter into a Professional Services Agreement based on the specifications outlined in this RFP.

DATE OF SOLICITATION
May 14, 2026

PROJECT
On-Call Plumbing Services

PROPOSAL OWNER
City of Montebello – Public Works
1600 West Beverly Boulevard
Montebello, CA 90640
Attn: James Coiner, Deputy Director of Public Works
Contact Phone: (323) 887-1460
Contact E-Mail: [email protected]

PROPOSAL CONTACT
City of Montebello – Public Works
1600 West Beverly Boulevard
Montebello, CA 90640
Attn: Vanessa Ramos, Administrative Manager
Contact Phone: (323) 887-1200
Contact E-Mail: [email protected]

Prospective proposers must register their business with PlanetBids before being able to view or submit a response. To access the City's PlanetBids Portal, please go to:

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

4 Table of Contents Page

1.0 Notice Inviting Proposals 5

2.0 Introduction/About the City of Montebello 6

3.0 Timeline 6

4.0 Purpose 6

5.0 Scope of Work 7

6.0 Contractor Qualifications 9

7.0 Proposal Submittal 10

8.0 Evaluation of Proposal 10

9.0 Proposal Protests 11

10.0 Execution of Agreement 12

11.0 Insurance 12

12.0 Use of Federal Funds 14

13.0 Non-Commitment of City 15

14.0 Labor Requirements 15

15.0 Records 16

16.0 Subcontractors 16

17.0 Modifications/Changes 16

18.0 Disclosure of Information 16

19.0 Ex-Parte Communications 17

20.0 City of Montebello Rights 17

Appendix A – Proposal Content and Format
Appendix B – Cost Proposal
Appendix C – References
Appendix D – Sample Professional Service Agreement

5 1.0 Notice Inviting Proposals
The City of Montebello (City) is seeking proposals from licensed and qualified plumbers to provide a comprehensive range of plumbing services. Services will be performed at various City locations, including but not limited to administrative offices, park facilities, the senior center, library, museum, and jail. The scope of work encompasses installations, routine maintenance, service calls, provision of supplies, and emergency services.

The Facilities Maintenance Department may engage a plumbing service company to support City maintenance staff. Services may include, but are not limited to, unclogging drains; installation, maintenance, and repair of building plumbing systems; main domestic water supply and sewer lines and their components; and repair of faucets, flush valves, hot water heaters, and pumps. The contractor may also be required to repair, maintain, or replace gas lines and to unstop, repair, or replace drain lines.

Contractors must hold a current A contractors or commercial C -36 plumbing license issued by the State of California.

The selected vendor(s) will be required to supply all necessary materials, transportation, labor, equipment, and any additional resources needed to perform plumbing services at both specified and unscheduled City sites. Contractors must conduct all plumbing maintenance services in full compliance with relevant federal, state, and local laws, regulations, ordinances, codes, and manufacturer guidelines. It is the contractor’s responsibility to secure any necessary licenses or permits required to complete the work described. It is recognized that any one potential contractor may not service all types of equipment listed in the bid sheet. The City may, therefore, also elect to award a contract to one or more vendors.

To view the complete RFP package, please visit:

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

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

Questions must be submitted via PlanetBids by Thursday, May 21, 2026, at 12:00 p.m.

PST

Responses to Questions will be uploaded to PlanetBids by Wednesday, May 27, 2026, at 12:00 p.m. PST

Proposals must be submitted via PlanetBids by Thursday, June 4, 2026 at 11:00 a.m.

PST

6 Responses will be evaluated to determine the contractor that is the most qualified and responsive to the requirements. Responses must adhere to the format and content described. The City reserves the right to accept or reject any and all proposals.

2.0 Introduction
The City of Montebello invites qualified contractors to submit proposals for professional services to provide on-call plumbing services. The selected contractor(s) shall furnish all labor, materials, tools, equipment, transportation, and incidentals necessary to perform a full range of plumbing services, including but not limited to installation, maintenance, troubleshooting, repair, and emergency response. The contractor is responsible for adhering to all City, County, State, and Federal laws relevant to equipment operation and safety practices while performing contract duties.

About the City of Montebello
Montebello ("beautiful mountain" in Spanish and Italian) is a City in the County of Los Angeles, California. Founded in 1899 and incorporated in 1920, the City is an 8.37 square mile General Law City located east of Downtown Los Angeles. Currently, the City has a population of approximately 63,000 residents. It hosts a mix of various industries that represent the business diversity of the County of Los Angeles as a whole. It is a full- service City that provides a long list of services, employing approximately 480 full -time and part -time employees in public safety, transit, and non- safety functions. In the upcoming years, the City anticipates growth in population and economic development. In preparation for this growth and increases in City service demands, the staff is seeking to improve the City infrastructure to support the expansion properly.

3.0 Timeline
• Release RFP Thursday, May 14, 2026
• Online Questions Thursday, May 21, 2026, at 12:00 p.m. PST • Responses to Questions Wednesday, May 27, 2026, at 12:00 p.m. PST • Deadline to Submit Responses Thursday, June 4, 2026, at 11 a.m. PST • City Review of Submissions Monday, June 8, 2026
• Notifications Sent to Contractors Thursday, June 25, 2026 • Award Wednesday, June 24, 2026

4.0 Purpose
The purpose of this solicitation is to identify qualified contractor(s) with the experience, technical knowledge, and resources necessary to support the City in all aspects of the services described in this Request for Proposals (RFP). The City of Montebello is seeking proposals from qualified contractors to provide on- call citywide plumbing services on an as-needed basis.

7 This initiative is intended to ensure that the City’s plumbing systems and infrastructure remain safe, reliable, and fully operational. Services will support the timely maintenance, repair, troubleshooting, and installation of plumbing components across a range of City -owned facilities and assets. The selected contractor(s) will play a critical role in maintaining service continuity, addressing urgent plumbing issues, and supporting planned improvements and upgrades.

The City is committed to maintaining safe, efficient, and reliable plumbing systems that support public health, safety, and daily operations. The objective of this project is to provide timely, high- quality plumbing services, including the installation, maintenance, repair, and replacement of plumbing systems, while minimizing disruption to City operations and the public.

5.0 Scope of Work/Services
The selected contractor(s) shall provide on -call plumbing services on an as -needed basis to support the City of Montebello’s facilities and infrastructure. The scope of work encompasses installations, routine maintenance, service calls, provision of supplies, and emergency services. Services may include, but are not limited to, unclogging drains; installation, maintenance, and repair of building plumbing systems; main domestic water supply and sewer lines and their components; and repair of faucets, flush valves, hot water heaters, and pumps. The contractor may also be required to repair, maintain, or replace gas lines and to unstop, repair, or replace drain lines. All work shall be performed in a timely, safe, and professional manner in accordance with the requirements set forth herein.

Contractor shall abide by the following requirements and performance standards:

- 1. Licensing and Regulatory Compliance
The Contractor shall comply with all applicable federal, state, and local laws, regulations, and ordinances. At a minimum, the Contractor shall:
• Contractor must obtain a City of Montebello Business License. • Proof of a valid A contractor’s license or valid C -36 Plumbing Contractor’s License, as required by the State of California, must be provided. • Contractor is responsible for adhering to all City, County, State, and Federal laws relevant to equipment operation and safety practices while performing contract duties.

- 2. Labor, Equipment, and Materials
The Contractor shall furnish all labor, supervision, equipment, tools, materials, and incidentals necessary to perform the required services. Specifically:
• Service calls will normally be responded to with a Journeyman and apprentice plumbers only. The City must authorize any additional personnel. If additional

8 personnel are necessary, they are to be apprentices unless the service requires a master plumber.
• Upon commencement of work, Contractor shall be fully equipped, adequately staffed, and thoroughly familiar with contract requirements. • Contractor shall provide sufficient, qualified personnel to perform all services in accordance with contract specifications.
• All personnel must meet minimum qualifications for their positions.

EXTRA WORK: Contractor shall, from time -to-time, be asked to perform Extra Work of varying types. Including but not limited to the following: Replacement of underground sewer lines, installation of new drinking fountains, removal of sidewalk and asphalt to make necessary repairs, etc. Vendors shall prepare a written proposal for all Extra Work; no such work may be performed without prior authorization from The City of Montebello. All labor and material cost must be included in the proposal.

- 3. Availability and Response Requirements
The Contractor shall be available to respond to service requests on a continuous basis, including after-hours, weekends, and holidays:
• Contractor must be prepared to respond to service requests 24 hours per day, 7 days per week, 365 days per year.
• Contractor shall respond to routine service requests within two (2) hours of notification.
• Contractor shall respond to emergency service requests within one (1) hour of notification. Emergency work shall be billed at the applicable emergency rate. • The City’s standard business hours are 7:30 a.m. to 5:30 p.m., Monday through Thursday; however, work may be required outside of these hours. • All costs, including labor, equipment, and materials, shall be determined on an hourly basis for equipment and materials, with normal incidentals included.

- 4. Safety Requirements and Incident Reporting
The Contractor shall be responsible for maintaining a safe working environment at all times:
• Contractor must perform all work in accordance with accepted safety standards for on-call plumbing services.
• Vendor/Contractor shall take all necessary precautions for the safety of the employees and or public on the work site and should erect and always maintain, as required on job conditions and process of the work, all necessary safeguards for the protection of the workman and public.
• Contractor is responsible for safely storing all equipment, machines, and materials, and for identifying and correcting any unsafe conditions or practices. • The Contract Administrator must be notified immediately of any unsafe conditions requiring major correction.
• Any accident, injury, or emergency service occurrence must be reported to the

9 Contract Administrator and, if requested, followed by a written report within three (3) days.
• Contractor shall cooperate fully with the City in the investigation of any such occurrences.

- 5. Identification, Uniforms, and Professional Conduct The Contractor shall maintain a professional appearance and clearly identifiable presence while performing services:
• All vehicles and equipment used must always display the company logo, including after-hours and emergency responses.
• Contractor personnel must wear uniform shirts clearly marked with the company name, as approved by the Contract Administrator.
• Personnel must maintain a neat, clean appearance, with shirts worn and always buttoned.
• Proper shoes and personal protective gear, as required by State Safety Regulations, must be worn.
• Brightly colored traffic vests or reflectors must be worn when working on the right-of-way.

6.0 Contractor Qualifications
The contractor shall possess a current/valid State of California A contractor’s license or C-36 Plumbing Contractor License. All work shall be performed consistently with A or C- 36 licensing requirements. As applicable, the contractor shall perform all work pursuant to the most current plumbing industry standards, adopted applicable codes, and all municipal ordinances. In some instances, the contractor may be required to comply with applicable standards per the California Plumbing Code (CPC) (Part 5, Title 24).

The selected contractor must also have the following minimum qualifications:

• A skilled and professional team, with clearly defined roles and responsibilities, capable of delivering high-quality results. • Relevant experience for the type of work outlined in the Scope of Services.
• Extensive knowledge of historical preservation.
• Significant experience working with local governments. • Demonstrated knowledge of applicable local, state, and federal codes and laws that may be applicable to the work.
• Demonstrated knowledge and capability to produce project documents as outlined in the Scope of Services.

10 • Proven record of completing tasks and projects on-time and on-budget. • Flexibility in adapting to meet the needs of unique organizations.

Background Check
Contractor representatives working on- site and in some remote capacities, will be required to undergo a background check conducted by the City.

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

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

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

A. Preliminary Proposal Review - The evaluation committee will review 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 RFP - 65%
a. Thoroughness and understanding of the tasks to be completed b. Background and experience
c. Knowledge of the City of Montebello
d. Experience of personnel assigned to the work
e. Communication Skills
f. Interview, if required

ii. Reputation for integrity and competence – 15%
a. Positive Reference Checks
b. Work Samples

11 iii. Proposed fees for services – 20%

The City reserves the right to request and obtain, from one or more proposers , supplementary information as may be necessary for the City to analyze the proposal pursuant to selection criteria. Upon completion of the evaluation phase, the City may select those contractors for interviews whose proposals and qualifications most closely conform to the requirements of this RFP and provide the best value to the City.

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

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

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

Mail:

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

or

E-mail: [email protected]

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

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

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

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

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

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

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

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

10.0 Execution of Agreement
The resulting agreement (see attached sample) shall be signed by the successful Vendor and returned within the required insurance within ten (10) business days after the City has pr ovided written notice that the Vendor has been awarded. Failure to execute the agreement and file acceptable insurance documents as provided herein shall cause, at the City's option, for annulment of the award. Please review the insurance requirements and indemnification clause in the attached sample agreement.

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

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

A. Commercial General Liability

13 Commercial General Liability (CGL) (equivalent in coverage scope to Insurance Services Office, Inc. Form CG 00 01) shall cover on an “occurrence” basis for bodily injury and property damage, including premise- operations, products -completed, broad form property damage, blanket contractual liability, independent contractors, personal injury or bodily injury, and advertising injury with limits no less than $1,000,000 per occurrence and $2,000,000 aggregate.

If requested, the "City of Montebello, its officials, employees, and agents" must be separately endorsed to the policy as additional insureds on an endorsement equivalent to the Insurance Services Office, Inc. Form CG 20 10 11 85 of CG 20 26 1185.

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

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

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

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

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

City of Montebello
1600 West Beverly Boulevard
Montebello, CA 90640

Endorsements (if requested)

14 In addition to the Certificate of Insurance, the Vendor must provide the following endorsements:

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

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

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

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

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

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

12.0 Use of Federal Funds
The project is funded through a Sustainable Communities Grants from Caltrans which requires compliance with certain federal regulations . The United States Federal Government requires purchases of items and services to meet specific standards when

15 using Federal funds, including grants, cooperative agreements, contracts, and Federal funds "passed- through" to the City from a non -Federal entity (i.e., sub- recipient agreements). These requirements are codified under the Code of Federal Regulation's (CFR) Title 2, Subtitle A, Chapter II, Part 200 (also referred to as "2 CFR 200" or "Uniform Guidance") and the Federal Acquisition Regulations (FAR), as applicable.

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

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

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

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

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

B. Health: All personnel engaged in the performance of this work shall be in good health and free of contagious diseases. The Con tractor shall not allow any person(s) under the influence of alcohol or drugs on the premises or in the

16 building. Neither shall the Co ntractor allow the use of or presence of alcohol or drugs on the premises or in the building.

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

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

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

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

17.0 Modifications/Changes
Changes in the areas serviced and/or specifications may be necessary during the agreement term. Changes in the agreement’s requirements and corresponding changes in compensation may be implemented upon mutual understanding between the City and the Contractor. These changes will be processed by the City Manager.

18.0 Disclosure of Information
A. The Contractor agrees that it will not during or after the term of the agreement, disclose any proprietary information or confidential business information of the City, including but not limited to its costs, charges, operating procedures, or methods of doing business to any person, Contractor, corporation, association, or other entity or the general public for any reason or purpose whatsoever, without the prior written consent of the City. Such confidential or proprietary information received by the Con tractor shall be used exclusively in connection with the performance of services.

B. The Contractor shall not issue or release for publication any articles, advertising,

17 or publicity matters relating to the services performed by the Con tractor hereunder or mentioning or implying the name of the City or its respective personnel without the prior written consent of the City.

19.0 Ex-Parte Communications
Contractor and Contractor representatives should not engage in unauthorized communications with elected officials, officers, employees, or agents of the City about this RFP. This requirement also includes any evaluation panel member, except for designated RFP facilitators. This requirement remains in effect until after award notifications have been made.

This restriction does not prohibit Con tractor and their representatives from making oral statements or presentations to City representatives during a scheduled public meeting.

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

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

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

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

C. Accept all or any part of a proposal;

D. Cancel the entire RFP;

E. Issue subsequent RFPs; or

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

Please review:

Appendix A – Proposal Content and Format

18 Appendix B – Cost Proposal

Appendix C – References

Appendix D – Sample Professional Service Agreement

19 Appendix “A”
Proposal Content and Format

Proposal Content

The contractor shall be responsible for preparing a compelling, clear, and concise proposal. The City is requesting electrical services, which contains at a minimum the following information:
fir

1. 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 contractor has performed similar services of similar size, scope, and complexity.

Using Appendix C – 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.

2. 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.

3. Cost Proposal – Cost proposal should include the following:

Total All-Inclusive Not-To-Exceed Maximum Price: The cost proposal should contain all pricing information relative to performing the scope of work as described in this request for proposals. The total all-inclusive maximum not-to-exceed price is to contain all direct and indirect costs, including all out-of-pocket expenses.

Rates for Additional Services: If it should become necessary for the City to request the successful vendor to render additional services to either supplement services requested in this RFP or to perform any additional work as a result of the specific recommendations included in any report issued resulting from this engagement, then such additional work shall be performed only if set forth in an addendum to the contract between the City and the Contractor. Any such additional work would be performed at the same rates submitted in the dollar cost bid unless otherwise noted in the proposal.

All proposals must be submitted using the PlanetBids Portal by Thursday, June 4, 2026, at 11:00 AM PDT. It is highly encouraged that proposals are submitted ahead of the

20 deadline to avoid any technical difficulties that might be encountered while using the portal.

Proposal Format
To facilitate the evaluation process, all responses are required to adhere to the following format requirements. The City strongly encourages respondents to thoroughly review their proposals prior to submission to ensure they adhere to the requirements. If the proposal is not formatted or does not include all the listed items/sections, it may be deemed non-responsive.

Responses shall be printed on 8 -½ -inch by 11 -inch paper. Font Times New Roman Font (preferred), 12pt font size. Proposals should also include the following:

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

2. Detailed proposal following the order set forth in the "Proposal Content and Format" of this RFP.

21 Appendix “B”
Cost Proposal
Contractor Name: ______________________________________________ Contractor License #: ____________________________________________

Labor: is the cost per hour for one non-supervisory or apprentice personnel including all associated costs at prevailing wage rates.

Supervisory: is the cost per hour for one supervisory or journeyman/ master plumber personnel including all associated costs at prevailing wage rates.

Business Hours: The City’s normal work hours are 7:30 am to 5:30 pm, Monday through Thursday.

Overtime: is the cost per hour over an 8 -hour workday or 40-hour work week or for hours worked after 4:30 p.m.

Materials Markup is the percentage added to the actual wholesale (no retail pricing will be accepted) cost of materials or special equipment rental. Proof of material costs will be required.

Emergency/Holiday is the cost per hour for after -hours work with a two -hour minimum response time or services performed on any national holiday at prevailing wage rate.

Authorized Representative: __________________________ Signature: ____________________

Date: _____________________________

Labor Only Items Business Hours Rate Overtime Hours Rate Emergency/Holiday Rate Labor/Hour Master Plumber $ /hr $ /hr $ /hr Labor/Hour Journeyman $ /hr $ /hr $ /hr Labor/Hour Apprentice $ /hr $ /hr $ /hr Labor and Equipment Business Hours Rate Overtime Hours Rate Emergency/Holiday Rate Hourly Rate Video Inspection $ /hr $ /hr $ /hr Hourly Rate Hydro Jetting Sewer
Lines
$ /hr $ /hr $ /hr Total
Materials Markup: _______________%

22 Appendix “C”
Reference Sheet
RFP 26 – 12 On-Call Plumbing Services
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

23 Appendix “D”

Sample Professional Services Agreement

[See Next Page]

CITY OF MONTEBELLO

PROFESSIONAL SERVICES AGREEMENT NO. _____

WITH CONSULTANT NAME

THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into on ____________, 202X (“Effective Date”), by and between the CITY OF MONTEBELLO, a California municipal corporation ( the “CITY”) and Consultant Name (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 Public Records Request Software services in the CITY; and

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

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

SECTION 1. INCORPORATION OF RECITALS AND OTHER CONTRACT

DOCUMENTS

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

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

2. Proposal referenced and Best Final Offer received by the successful proposer.

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

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

SECTION 2. SERVICES / COMPENSATION.

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

PROFESSIONAL SERVICES AGREEMENT NO. _____

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

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

The CONSULTANT shall provide an itemized billing statement to the CITY each month for Professional Services performed. The CONSULTANT shall no incur fees or costs which exceed the Compensation without the prior written consent of the CITY.

SECTION 3. TERM.

a. This Agreement shall commence upon issuance of a written “Notice to Proceed” (as further defined below) by the CITY and shall expire three (3) years from the Effective Date, unless terminated earlier as hereinafter provided. This Agreement may be extended for up to two (2) one-year extensions upon such terms and conditions mutually agreed upon by the Parties in writing.

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

SECTION 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 subconsultant s to assist in the completion of services as herein defined. Compensation for additional individuals, consultants or subconsultant s 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.

PROFESSIONAL SERVICES AGREEMENT NO. _____

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 w ritten products shall be returned to the CITY upon the termination or expiration of this Agreement. The CONSULTANT agrees that the covenants contained in this Section shall survive the expiration or termination of this Agreement.

SECTION 6. EXTRA SERVICES.

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

SECTION 7. CITY SUPERVISION.

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

SECTION 8. TERMINATION.

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

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

PROFESSIONAL SERVICES AGREEMENT NO. _____

the Compensation for those Professional Services satisfactory performed on or before the effective date of termination.

b. Termination for Convenience. T he CITY shall have the option, at its sole discretion and without cause, to terminate this Agreement in whole, or in part, by giving ten ( 10) business days’ written notice to the CONSULTANT. Upon the termination of this Agreement as provided herein, the CIT Y 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 CIT Y 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.

SECTION 9. EMPLOYMENT OF CITY EMPLOYEES.

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

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

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

SECTION 11. INDEPENDENT CONSULTANT.

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

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

c. The CITY shall not deduct from the Compensation paid to the

PROFESSIONAL SERVICES AGREEMENT NO. _____

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 subconsultant s with workers’ compensation insurance or any other insurance.

SECTION 12. CalPERS ANNUITANTS AND 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 subconsultant of the CONSULTANT providing services under this Agreement claims or is determined by a court of competent jurisdiction or CalPERS to be eligible for enrollment in CalPERS as an employee of the CITY, the CONSULTANT shall indemnify, defend, and hold harmless the CITY for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of the CONSULTANT or its employees, agents, or subconsultant s, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of the CITY.

c. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, the CONSULTANT and any of its employees, agents, and subconsultants providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by the CITY, including but not limited to eligibility to enroll in PERS as an employee of the CITY and entitlement to any contribution to be paid by the CITY for employer contribution and/or employee contributions for PERS benefits.

SECTION 13. LEGAL RESPONSIBILITIES.

The CONSULTANT shall at all times observe and comply with all applicable laws, ordinances, codes, and regulations of the federal, state, and local governments including, but 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

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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.

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 s hall be of the types and in the amounts as set forth below:

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

• 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 profession, with limit no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate.

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

c. The CONTACTOR shall require each of its subconsultant s, 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 C ITY. 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.

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f. Evidence of Insurance prior to commencement . The Contractor shall provide to the C ITY 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: [insert designated email]

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

g. Evidence of Insurance during the entire term of the Agreement . At all times during the term of this Agreement, the CONSULTANT shall maintain on file with the CITY’s Risk Manager a certificate or certificates of insurance showing that the aforesaid policies are in effect in the required amounts and naming the CITY as an additional insured. The CONSULTANT shall, prior 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.

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.

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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 f ull 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 sub-consultant, delegee, or assignee, and an explanation of why and how the same was selected, including the degree of competition involved.

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

SECTION 17. NO WAIVER.

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

SECTION 18. DISPUTE RESOLUTION; GOVERNING LAW.

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

SECTION 19. ATTORNEY’S FEES AND COSTS.

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

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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 or counterpart thereof, delivered by facsimile transmission, shall for all purposes be treated as if it were delivered containing an original manual signature of the party whose signature appears in the facsimile and shall be binding upon such party in the same manner as though an originally signed copy had been delivered.

f. Each of the parties acknowledges that it has been represented by independent counsel of its own choosing, or if it has not been so represented, it has been admonished to obtain independent counsel and has freely and voluntarily waived and relinquished the right to counsel. Each party who has not obtained independent counsel acknowledges that the failure to have

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independent legal counsel will not excuse such party’s failure to perform under this Agreement or any agreement referred to in this Agreement.

SECTION 22. NOTICE.

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

If to CITY: City of Montebello
Attn: Raul Alvarez, City Manager
1600 West Beverly Boulevard
Montebello, CA 90640
(323) 887-1200
Email: [email protected]

With a copy to: City of Montebello – Department Name
Attn: Name and Title of Department Head
1600 West Beverly Boulevard
Montebello, CA 90640
(323) 887-1200 ext.

Email: [ENTER EMAIL ADDRESS]

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

An electronic communication (“ Electronic Notice”) shall be deemed written notice for purposes of this section 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 23. NON-DISCRIMINATION AND EQUAL OPPORTUNITY EMPLOYER.

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

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SECTION 24. CONFLICT OF INTEREST.

The CONSULTANT covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by the CONSULTANT under this Agreement, or which would conflict in any manner with the performance of its services hereunder. The CONSULTANT further covenants that, in performance of this Agreement, no person having any such interest shall be employed by 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 the CITY as a result of the performance of this Agreement, or the services that may be procured by the CITY as a result of the recommendations made by the CONSULTANT. The CONSULTANT's covenant under this section shall survive the termination of this Agreement.

SECTION 25. ENTIRE AGREEMENT.

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

[SIGNATURE PAGE TO FOLLOW]

PROFESSIONAL SERVICES AGREEMENT NO. _____

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

(“CITY”) (“CONSULTANT”)

CITY OF MONTEBELLO CONSULTANT NAME

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 Proposals for Services and
Contractor’s Proposal
• Exhibit B – Schedule of Compensation
• Exhibit C – Labor Law Requirements [Delete if not applicable and/or continue listing Exhibits as applicable]
• Exhibit D – Live Scan Fingerprinting Requirement [Delete if not applicable and/or continue listing Exhibits as applicable]

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: APPROVE ISSUING REQUEST FOR PROPOSALS (RFP) NO. 26-13

FOR ON-CALL ELECTRICAL MAINTENANCE AND REPAIR SERVICES

DATE: May 13, 2026

RECOMMENDATIONS:

It is recommended that the City Council:

1. Authorize issuing Request for Proposals (RFP) No. 26-13 for on-call electrical maintenance and repair services; and

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

FISCAL IMPACT:

The agreement resulting from this Request for Proposals (RFP) will be funded through the City’s applicable operating and maintenance budgets, as designated for facility maintenance and public safety systems. Specific agreement costs will be brought back to the City Council for approval following completion of the competitive procurement process and selection of the successful proposer.

The proposed Fiscal Year 2026-27 budget will include funding for these services at the current FY 2025-26 rate. Should additional appropriations be needed once a vendor is selected, Staff will include a budget amendment recommendation with the subsequent City Council agenda item approving the agreement for these services.

BACKGROUND/DISCUSSION:

The City of Montebello is responsible for maintaining and operating a wide range of

CITY COUNCIL AGENDA REPORT - MEETING OF MAY 13, 2026

electrical systems that support essential municipal services, including public facilities, parks, street lighting, and traffic signal infrastructure. As these systems require ongoing maintenance, repair, and periodic upgrades, the City must ensure timely and reliable access to qualified electrical contractors.

Historically, electrical services have been performed on an as-needed basis. However, the increasing demand for responsive maintenance and emergency repair services has highlighted the need to establish a more efficient and structured approach. To address this need, the City has developed a Request for Proposals (RFP) to establish a pool of pre-qualified contractors capable of providing on-call electrical services.

This effort is intended to improve service response times, ensure compliance with applicable safety and regulatory standards, and maintain the reliability of the City’s electrical infrastructure. The selected contractors will support the City’s ongoing operations by providing professional, timely, and high-quality electrical services as needed.

The proposed timeline for the RFP is as follows:

• RFP Release: May 14, 2026
• Online Questions Due Date: May 21, 2026, 12:00 p.m. PST • Responses to Questions Due Date: May 27, 2026, 12:00 p.m. PST • Proposal Due Date: June 4, 2026, 11:00 a.m. PST
• City Review of Submissions: June 15, 2026
• Notifications to Contractors: June 25, 2026
• Award Recommendation: June 24, 2026

ENVIRONMENTAL:

N/A

ANALYSIS:

Issuing RFP No. 26-13 will allow the City to competitively procure qualified contractors to provide essential electrical maintenance and repair services across City facilities and infrastructure. This procurement of electrical services will help ensure:
• Compliance with applicable electrical codes, safety standards, and regulatory requirements;
• Reliable 24-hour availability for routine and emergency electrical services; • Timely maintenance, troubleshooting, and repair of critical electrical systems; • Improved coordination and response to service requests and urgent issues; and • Fiscal accountability through a competitive, qualifications-based selection process.