Agenda packet, first session — Palmdale City Council, April 19, 2023

The Council Chamber is open for in-person public comment and seating.

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1. Spectrum local access Channel 27

2. Online live webcast at www.cityofpalmdale.org.

How to Address the City Council
Any person who would like to address the Council regarding an item on the agenda, please fill out a Speaker's Form and submit it to the City Clerk prior
to the agenda item
you would like to discuss. You may address the Council once per meeting, per public comment section of the agenda on only those matters within the Council's jurisdiction.

Please note that you are not required to complete this form or state your name and residence in order to speak. Each person addressing the Council is given up to three minutes to speak (with double the time allotted to non-English speakers using a translator). The amount of time authorized may be adjusted by the chair. If you wish to provide information to the Council, please present the City Clerk with 7 copies. Otherwise, your materials will simply be added to the administrative record.

In accordance with the Americans with Disabilities Act of 1990, if you require a disability- related modification or accommodation to participate in this meeting, please contact the City Clerk’s Office at (661) 267-5151 at least 72 hours prior to the meeting.

CITY COUNCIL MEETING

CITY COUNCIL CHAMBERS
38300 SIERRA HIGHWAY

SUITE B
PALMDALE, CA 93550
WEDNESDAY, APRIL 19, 2023
5:00 PM
www.cityofpalmdale.org

WELCOME
City Council
Wednesday, April 19, 2023
If you require oral Spanish translation, please contact the City Clerk’s Office at (661) 267- 5151 at least 72 hours prior to the meeting.

Your courtesy is requested to help our meetings run smoothly. Please follow these simple rules so we can make the best possible use of your time and ours:

Please refrain from public displays or outbursts, such as unsolicited applause, comments, cheering, foul language or obscenities.

Any disruptive activities that substantially interfere with the ability of the City Council to carry out its meeting will not be permitted and offenders will be asked to leave the meeting.

Please turn off/mute your cell phones and mobile devices.

5:00 P.M.

1. CALL MEETING TO ORDER

*Note: All City Council memberships are reflected in their City Council titles.

2. ROLL CALL

MAYOR BETTENCOURT, MAYOR PRO TEM ALARC
Ó

N, COUNCILMEMBERS

BISHOP, LOA, OHLSEN

3. PLEDGE OF ALLEGIANCE AND MOMENT OF SILENCE

4. WAIVER OF FULL READING OF RESOLUTION(S) and ORDINANCE(S) Staff Recommendation: Move to waive full reading of the Resolution (s) and/or Ordinance(s) to be considered and voted on at this meeting. (Voice Vote - Requires a majority to waive.)

5. PUBLIC COMMENTS ON CONSENT CALENDAR ITEMS ONLY
This portion of the Agenda allows an individual the opportunity to address the Council on Consent Calendar items ONLY. If you wish to comment on any item(s) listed on the Consent Calendar, please come forward to the podium when called or acknowledged by the Chair and state the item number(s) and your comments.

PLEASE NOTE: A three-
minute time limit
will be imposed on each speaker.

City Council
Wednesday, April 19, 2023

6. CONSENT CALENDAR
All matters listed under the Consent Calendar will be enacted by one motion unless an item(s) is pulled by Council, in which case the item(s) will be removed from the Calendar and will be considered separately following this portion of the Agenda.

6.1 Approve Agreement No. A-8314 with Smarte Carte Inc. to install 172 keyless lockers and two self-service payment kiosks at DryTown Water Park.

Staff Report Agreement No. A-8314 with Smarte Carte.docx

AGREEMENT A-8314 Smarte Carte Inc..pdf

6.2 Approve First Amendment to Legal Services Agreement with Harper & Burns, LLP to
increase the total amount of the Agreement by $220,000, to increase the not to exceed amount to $320,000 and amend the indemnity section.

SR_-_Harper & Burns, LLP A-8232 Amend 1- 041923.docx

Harper & Burns, LLP - A-8232 Amendment 1 - 4-19-2023.pdf

Harper & Burns - Agreement 8232.pdf

6.3 Approve First Amendment to Legal Services Agreement with Jones & Mayer to increase the total amount of the Agreement by $302,000 not to exceed the sum of $402,000.

SR_-_Jones___Mayer_A-7578_Amend_1-_041923 (2).docx

Jones & Mayer - Agreement 7578 Amendment 1.pdf

Jones & Mayer - Agreement 7578.pdf

6.4 Notice of Completion - Accept Public Improvements for Circle K, located at 3851 East Palmdale Blvd.

SR-04192023 (17-02).docx

EXHIBIT A 17-02.docx

EXHIBIT B.docx

NOC_17-02 PC & SD IMPROVEMENTS.doc

6.5 Approve additional funds of $100,000 for Purchase Order No. 20230000 with Walsma Oil Company, Inc. for diesel and unleaded fuel, motor oil, and lubricants in an amount not to exceed $550,000.

SR Approve PO 20230000 Walsma Oil Additional Funds.docx

1. Purchase Order No. 20230000 Walsma Oil.pdf

6.6 Approve Purchase Order No. 20230495 with Plumber's Depot for one (1) new GapVax MC1510-3S4S Combination Jet/Vacuum Truck, in an amount not to exceed $604,991.89.

SR Approve PO 20230495 Plumber's Depot - GapVax.docx

1. Purchase Order No. 20230495 Plumber's Depot.pdf

2. Sourcewell Contract No. 101221-GPV.pdf

3. Plumber's Depot Quote MC-1510-534 GapVax.pdf

City Council
Wednesday, April 19, 2023

6.7 Approve the first amendment to the employment agreement between the City of Palmdale and Michael Miller, Assistant City Manager (Agreement No. A-7465).

Staff_Report Miller Mike First Amendment to Agreement A 7465.docx

Exhibit 1 Miller Mike Agreement First Amendment 4.19.23.pdf

Exhibit 2 A 7465
First Amendment Assistant City Manager job description.pdf

Exhibit 3 A 7465.pdf

6.8 Approve the minutes from the previous meetings.

CC - March 10, 2023

CC Minutes 03 10 23.docx

7. NEW BUSINESS

7.1 Adopt Resolution CC 2023-022, A Resolution of the City Council approving the Five-Year Public Art Work Plan for projects in the City of Palmdale in accordance with Chapter 15.01 of the Palmdale Municipal Code.

Five-Year_Public_Art_Work_Plan_Staff_Report.docx

CC_Reso_2023-022_Five-Year_Work_Plan.docx

Five_Year_WorkPlan_FY23-24 (002) (003).docx

CC.Workshop.FiveYearWorkPlan.Presentation (003).pdf

8. PUBLIC COMMENTS ON NON-AGENDA ITEMS
This portion of the Agenda allows an individual the opportunity to address the Council on any subject regarding City business not on the Agenda. Under state legislation, no action can be taken on items not specifically referenced on the Agenda and the Chair may refer you to the City Manager or staff to address your request.

PLEASE NOTE: A three-
minute time limit
will be imposed on each speaker and your topic must remain relevant to items within the City's authority or purview.

9. CITY COUNCIL ANNOUNCEMENTS AND REQUESTS FOR NEW AGENDA ITEMS

10. CITY MANAGER’S REPORT

11. PUBLIC COMMENTS ON CLOSED SESSION ITEMS
This portion of the Agenda allows an individual the opportunity to address the Council on Closed Session items ONLY.

PLEASE NOTE: A three-minute time limit
will be
imposed on each speaker.

City Council
Wednesday, April 19, 2023

12. PRESENTATION BY CITY ATTORNEY

12.1 CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION Shanae Smith, Patricia Nevarez and Michael "Mike" Behen vs. City of Palmdale, et al.

Los Angeles County Superior Court
Case No. 22STCV18219
This closed session is being held pursuant to the authority of California Government Code Section 54956.9(d)(1).

12.2 CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION
Maithi Ricci v. City of Palmdale, et al.

Los Angeles County Superior Court
Case No. 22STCV01269
This closed session is being held pursuant to the authority of California Government Code Section 54956.9(d)(1).

12.3 CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION
Ricky Thorstensen v. City of Palmdale, et al.

Los Angeles County Superior Court
Case No. 22STCV29463
This closed session is being held pursuant to the authority of California Government Code Section 54956.9(d)(1).

12.4 CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION Kenya Torres vs. City of Palmdale, et al.

Los Angeles County Superior Court
Case No. 22STCV37041
This closed session is being held pursuant to the authority of California Government Code Section 54956.9(d)(1).

12.5 CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION Edman Discua v. City of Palmdale, et al.

Los Angeles Superior Court
Case No. 21STCV45406
This closed session is being held pursuant to the authority of California Government Code Section 54956.9(d)(1).

13. ANNOUNCEMENT BY CITY ATTORNEY

14. ADJOURN
meeting to May 3, 2023 at 5:00 p.m. in the City Hall Council Chamber located at 38300 Sierra Highway, Suite B, Palmdale, California.

City Council
Wednesday, April 19, 2023
City Council Staff Report
DATE: APRIL 19, 2023
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: PARKS AND RECREATION DEPARTMENT
DISTRICT: 3
SUBJECT: APPROVE AGREEMENT NO. A-8314 WITH SMARTE CARTE, INC.

TO INSTALL LEASED KEYLESS LOCKERS AND SELF-SERVICE
PAYMENT KIOSKS AT DRYTOWN WATER PARK.

ISSUE
Approve agreement No. A-8314 with Smarte Carte, Inc. to install leased keyless lockers and self-service payment kiosks at DryTown Water Park.

RECOMMENDATION
Staff recommends that the City Council:

1. Award Agreement No . A-8314 with Smarte Carte, Inc. to install leased keyless lockers and self-service payment kiosks at DryTown Water Park.

2. Authorize the City Manager, or her designee , to execute Agreement No. A -8314 with Smarte Carte, Inc. including minimal and/or non-substantive changes.

BACKGROUND
DryTown Water Park personnel currently manage lockers that are available for customers to rent. Renting lockers is a common theme park convenience, as renting a locker is not necessary to utilize and enjoy the park. Approximately 7% of park guests choose to rent a locker. Operating season 2022, the highest number of lockers rented in a day was 158, on that day we had 1,993 guests in the park.

Lockers were installed when the park opened in 2006 and are original to the park; lockers are well beyond their expected lifespan . In anticipation of replacement , staff have researched replacement options. Through our research, it has been determined that the existing locker handles are not ADA compliant. Approximately 15% of our inventory can no longer be repaired , are difficult to operate and their appearance is weathered. Much of our inventory is routinely out of service during the season , as we work to resolve lost keys and locker malfunctions.

Report to Mayor and City Council
Re: Award agreement No. A-8314
April 19, 2023

Page 2 ends

Replace with Similar City Owned Keyed System
The current locker system requires a physical key to open and City staff to manage.

Associated challenges include lost keys, keys taken home by mistake, keys found in the filtration system, or floating in attractions. These challenges lead to the inability to re-rent lockers, staff assistance to retrieve belongings, and eventual replacement of locking mechanism or rekey of the mechanism. Replacing with a similar keyed locker system does not eliminate the current operational challenges associated with keys and would still require City personnel to continue to manage and maintain the system, resulting in lost productivity.

Upfront costs include: Purchasing 172 lockers: $80,000; Labor to remove and install the new lockers are unknown; Annual financials associated with this arrangement include personnel costs to manage and maintain the system: $12,700; Processing fees: $2,000.

Net revenue based upon current sales trends (7% of total guests) at the current rental rate ($6) is $18,900 annually. Approximately 4.2 seasons would be required to recover upfront cost, plus additional seasons for unknown cost to remove and install.

Replace with City Owned Electronic System
An electronic locker system is more convenient for guests, as self-service kiosks issue a code to unlock. Additional benefits include an easy re-rental process throughout the day and do not require City personnel to manage. These benefits result in gained staff productivity, a potential increase in rentals, and improved guest experience.

Upfront costs include: purchasing 172 lockers, and four (4) kiosks, $150,000, labor to remove and install new lockers are unknown. Annual financials associated with this arrangement include: service, maintenance and licensing, $15,000 after year one; processing fees, $2,000.

Net revenue based upon current sales trends (7% of total guests) at the proposed rental rate range ($8 - $15) is $47,400 annually. Approximately 3.2 seasons would be required to recover the cost of lockers, plus additional seasons for unknown cost to remove existing, install and eventually replace the units.

Replace with Leased Electronic System
A leased electronic locker system provides the same benefits as stated above.

Additionally, the lessor is responsible for repairs, service and ultimately replacing units.

Upfront cost is zero. The annual financials associated with this arrangement include:
maintenance and licensing, $0; processing fees, $0.

Net revenue based upon current sales trends (7% of total guests) at proposed rental rate range ($8 - $15), less 35% vendors share is $41,860 annually. Leasing lockers is Report to Mayor and City Council
Re: Award agreement No. A-8314
April 19, 2023

Page 3 ends

approximately 10% less in annual revenue than owning electronic lockers, however, zero upfront and replacement cost.

DISCUSSION
Based upon associated costs and revenues, it is recommended that leasing lockers is the most cost-effective approach for the City. To secure a leased electronic locker system, an RFP was prepared and released on Planet Bids on March 7, 2023. The RFP was sent to a total of 35 vendors, and as a result, the City received two proposals.

Scoring was based on the following criteria: past performance, qualifications, and experience, ability to perform the work and meet timelines, references, cost to the City, and revenue share percentage. The proposal submitted by Smarte Carte, Inc. scored more points and offered 65% revenue share, compared to 35% from Best Lockers. Their proposal includes the following services at no cost to the City: installation of 172 keyless entry lockers and four (4) self-service payment kiosks, easy to use pin code locker access, PCI compliance, revenue and usage reports, maintenance, repair and replacement parts, and timely customer support. Smarte Carte, Inc. also has a technician living in Palmdale who can quickly respond to service requests.

FISCAL IMPACT
There is no expenditure impact associated with this item. Estimated annual net revenue to the City: $41,860.

STRATEGIC PLAN
Goal II: Ensure long-term fiscal health of the City and maintain funding services.

A. Manage resources, costs, and liabilities to ensure the City’s long-term fiscal health, or
B. Pursue alternative financing opportunities for continued infrastructure improvements and quality community programs.

Goal III: Invest in infrastructure to improve community livability.

C. Seek innovative, cost effective, customer focused methods of service delivery.

Prepared by: Keri Smith, Director of Parks and Recreation Certified as to availability of Funds: Janelle Samson, Director of Finance Approved by: Ronda Perez, City Manager
Approved as to form: William P. Curley, III, Interim City Attorney

ATTACHMENT
Agreement No. A-8314
AGREEMENT NO. A-8314

CONTRACT FOR SERVICES
BETWEEN THE CITY OF PALMDALE AND SMARTE CARTE INC.

This CONTRACT for services (“Contract” herein) is made and entered into by and between the City of Palmdale, a public body corporate and politic, (hereinafter called “CITY”), and SMARTE CARTE INC., a corporation, (hereinafter called “CONTRACTOR”). This Contract shall become effective on the date of the last signatory.

RECITALS
WHEREAS, CONTRACTOR represents that CONTRACTOR has the expertise and is qualified to perform the services described in this Contract.

NOW THEREFORE, CITY and CONTRACTOR, in consideration of the mutual covenants hereinafter set forth, agree as follows:
1 CITY PROJECT MANAGER
To provide the services required by this Contract, CONTRACTOR shall act under the authority and approval of Keri Smith Director/designee, who shall oversee this Contract, the work performed by CONTRACTOR, assist CONTRACTOR with any necessary information, audit billings, and approve payments. The CONTRACTOR shall channel all contacts and requests through the City project manager. 2 DESCRIPTION OF WORK

2.1 CONTRACTOR shall provide the following services and equipment in a manner satisfactory to CITY:

Self-service, electronic, PIN Code access, rentable, keyless lockers, payment kiosks and related equipment as a revenue share concession program at Dry Town Water Park 3850-B East Avenue S, Palmdale, CA 93550. See Exhibit C for locker sizing, count and location.
• Access Stations – SL3.5 Series PIN Code Access with credit card payment & cash & change making
• Regular Lockers - Locker Cabinet Model #2015 with Smarte Door TM Technology Locker Doors: 6-doors/column; compartment size (11”w x 12”h x 18”d) • Large Lockers - Locker Cabinet Model #2015 with Smarte Door TM Technology Locker Doors: 4-doors/column; compartment size (11”w x 18”h x 18”d) • Jumbo Lockers - Locker Cabinet Model #2015 with Smarte Door TM Technology Locker Doors: 3-doors/column; compartment size (14”w x 24”h x 18”d) • Color: Grey Frame with blue doors
The locker equipment, associated software and improvements thereto, whether made by CITY or CONTRACTOR hereunder, shall remain the property of the CONTRACTOR.
1-15Concord - Document ID: generated after first signature

2.2 CONTRACTOR shall have no claim for compensation for any services or work, which has not been authorized by CITY’s Authorization to Proceed.

2.3 CONTRACTOR shall not accept any change of scope, or change in contract provisions, to this Contract unless issued in writing, as a contract change order or amendment and signed by CITY. Any extensions of time must be mutually agreed upon in writing and executed by both parties.

2.4 CONTRACTOR shall maintain in current status all Federal, State, and local licenses and permits required for the operation of the business conducted by the CONTRACTOR as applicable to this contract.

2.5 All work supplied under this Contract shall be fully guaranteed by CONTRACTOR for a minimum period of 90 days from the date of acceptance by CITY. Any defects of design, workmanship, or materials that would result in non- compliance with the Contract specifications shall be fully corrected by CONTRACTOR (including parts and labor) without cost to CITY. The written warranty shall be included with the delivered products to the using Department.

2.6 CITY will, at its expense, will provide raised cement pads, protective awning/covering, standard electrical power and internet service for credit card processing and data lines for communication to the pay points, in accordance with the CONTRACTOR specifications. The CITY will pay the monthly costs associated with the power lines, internet service and data lines. The locker facility and improvements thereto, whether made by CITY or CONTRACTOR hereunder, shall remain the property of the CITY.

2.7 CONTRACTOR will provide a local service manager who will provide cash and credit card management, all replacement parts & installation, bi-monthly preventative on-site maintenance and on-call phone &/or e-mail assistance as needed to service the account during the operating season.

2.8 CITY staff is responsible for executing the daily operational plan; resetting the lockers in preparation for rental, general cleaning and reviewing equipment. In the unlikely event of an equipment issue, the CITY Staff will contact CONTRACTOR’s location manager via phone and/or e-mail, to notify of any repair issues for timely follow up and resolution.
3 CONTRACTOR’S KEY PERSONNEL

3.1 Key Staff. CITY reserves the right to review and approve CONTRACTOR’S staff including all subcontractors to be assigned to any project by CONTRACTOR during the term of this Contract.

This Contract has been awarded to CONTRACTOR based partially on the key personnel proposed to perform the services required herein. CONTRACTOR shall not change nor substitute any of these key staff for work on this Contract without prior written approval by CITY.
2-15Concord - Document ID: generated after first signature CONTRACTOR’s Team and Key Personnel are as follows:

David White, Assistant Regional Manager
[email protected]
(818) 738-3141
Craig Fredrickson, Director, Business Development-West Region [email protected]
(612) 203-4341
Greg Schultz, Chief Legal Officer
[email protected]
(651) 653-3008
This Services Contract has been awarded to CONTRACTOR based on its representation that those personnel and subcontractors submitted as part of its bid and listed above will perform the portions of the work listed above.

CONTRACTOR shall not deviate nor substitute any of these team members without prior written approval by CITY.

3.2 Subcontractors. During the performance of the Agreement, CONTRACTOR may engage such additional SUBCONTRACTORS as may be required for the timely completion of this Agreement. In the event of subcontracting, the sole responsibility for fulfillment of all terms and conditions of this Agreement rests with CONTRACTOR.

CONTRACTOR shall not enter into any Subcontract under this Contract for the performance of this Contract without the advance written approval of CITY. The subcontract shall incorporate by reference the terms and conditions of this Contract.

3.3 Direct Responsibility. All services required under this Contract shall be performed by CONTRACTOR, or under CONTRACTOR’s direct supervision, and all personnel shall possess the qualifications, permits and licenses required by State and local law to perform such services.

3.3.1 CONTRACTOR shall be solely responsible for the satisfactory work performance of all personnel engaged in performing services required by this Contract, and compliance with all reasonable performance standards established by CITY.

3.3.2 CONTRACTOR shall be responsible for payment of all CONTRACTOR’s employees’ and subcontractor’s wages and benefits and shall comply with all requirements pertaining to the employer’s liability, workers’ compensation, unemployment insurance, and Social Security.

3.3.3 CONTRACTOR shall indemnify and hold harmless CITY, and its respective officers, agents and employees from and against all claims, demands, damages or 3-15Concord - Document ID: generated after first signature costs arising from CONTRACTOR’s acts or omissions with respect to any liability, damages, claims, costs and expenses of any nature arising from alleged violations of personnel practices.
4 ACCEPTANCE AND DOCUMENTATION
Each task shall be reviewed and approved by the Contract Project Manager to determine acceptable completion.

4.1 Records. The CONTRACTOR shall retain and shall contractually require each SUBCONTRACTOR to retain all data and other “records” relating to the acquisition and performance of the Contract for a period of five years after the completion of the Contract.

4.2 Property of CITY. All materials, including reports, computer programs and other deliverables, supplied or created under this Contract are the sole property of CITY. CONTRACTOR is not entitled to a patent or copyright on those materials and may not transfer the patent or copyright to anyone else. CONTRACTOR shall not use or release these materials without the prior written consent of CITY.

4.3 Products. All equipment, materials, parts, and other components incorporated in the work or services performed pursuant to this Contract shall be new, or the latest model and of the most suitable grade for the purpose intended. All work shall be performed in a skilled and workmanlike manner. 5 LOCKER RENTAL PRICE, COMPENSATION AND PAYMENT SCHEDULE

5.1 CONTRACTOR shall charge $8 for regular, $12 for large and $15 for jumbo lockers per rental, in accordance with CITY fee resolution. All prices will be in whole dollars and will be inclusive of sales tax, if any. At the conclusion of each operating season CONTRACTOR and CITY will update rental prices if CITY fee resolution increases locker rental prices.

5.2 CONTRACTOR shall pay to CITY an amount calculated as:
•65% of the first $75,000 of net rental revenues per contract year, plus 75% of all net revenues about $75,001 per contract year. Net rental revenues is defined as the total rental sales collected by the locker revenue share program, minus all sales, use, property, excise or other taxes imposed on such revenues, amount will be total rental sales not including refunds, credits or credit card processing fees.
•Contract year is defined as each twelve month period, beginning January 1, and ending December 31 during the term of the contract. Contract year is prorated at the beginning and end of the term period.

5.3 CONTRACTOR shall issue payment on, or before, the 20th day, following the end of each month from June-October.
4-15Concord - Document ID: generated after first signature

5.4 Monthly detailed sales and reconciliation reports in accordance with the agreed upon payment schedule.
6 COMMENCEMENT AND COMPLETION OF WORK

6.1 The execution of this Contract by the parties does not constitute an authorization to proceed. The services of CONTRACTOR shall commence when CITY, acting by and through its Project Manager, has issued an Authorization to Proceed. CONTRACTOR shall complete all the work described in Section 1 and be ready for final acceptance of the work within Fifty-One (51) CALENDAR days following CONTRACTOR’s receipt of Authorization to Proceed.

6.2 Time is of the essence. All of the time limits for Milestones, if any, and for completion of the work, are of the essence of this Contract.

6.3 Failure of CONTRACTOR to perform any covenant or condition contained herein within the time periods specified therein shall constitute a material breach of this Contract, entitling CITY to terminate this Contract, unless CONTRACTOR applies for and receives an extension of time in accordance with the procedures set forth herein.

6.4 The term of this contract is five (5) years, with CITY reserving the option to extend the agreement for two (2) additional terms of one (1) year each.

7 TAXES

7.1 CONTRACTOR shall pay all sales, consumer, use, and other similar taxes required to be paid by CONTRACTOR in accordance with state and local laws.

7.2 CONTRACTOR is an independent contractor and shall have no power or authority to incur any debt, obligation, or liability on behalf of CITY. No person employed by CONTRACTOR or acting on its behalf, in connection with this Contract shall be considered the Agent or employee of CITY.

7.3 CONTRACTOR shall be required to obtain a current City of Palmdale business license, as required by the Palmdale Municipal Code, before an Authorization to Proceed is issued.

7.4 When equipment, materials or supplies generally taxable to CONTRACTOR are eligible for a tax exemption due to the nature of the work, CONTRACTOR shall assist the City in applying for and obtaining such tax credits and exemptions, which shall be paid or credited to the City.
8 PATENT FEES AND ROYALTIES
CONTRACTOR shall pay all license fees and royalties and assume all costs incident to the use, in the performance of the work or the incorporation in the work of any invention, design, process, program, product or device which is the subject of patent 5-15Concord - Document ID: generated after first signature rights or copyrights held by others. If a particular invention, design, process, program, product or device is specified in the contract documents for use in the performance of the work and if, to the actual knowledge of CITY, its use is subject to patent rights or copyrights calling for the payment of any license fee or royalty to others, the existence of such rights shall be disclosed by CITY in the contract documents.

CONTRACTOR shall indemnify and hold harmless CITY and anyone directly or indirectly employed by CITY from and against all claims, damages, losses and expenses (including attorneys' fees) arising out of any infringement of patent rights or copyrights incident to the use in the performance of the work, or resulting from the incorporation in the work of any invention, design, process, program, product or device not specified in the contract documents, and shall defend all such claims in connection with any alleged infringement of such rights. 9 INDEMNIFICATION
To the fullest extent permitted by law, CONTRACTOR and any subcontractors working on its behalf agree to indemnify CITY, its officers, employees, agents and elected and appointed boards (hereinafter “Indemnified Parties”) for any loss, claim, demand, cause of action, cost, expense, damage, obligation or liability which arises out of or is in any way connected with the performance of any work under this agreement, including any acts or omissions, willful misconduct or negligent conduct, whether active or passive, on the part of CONTRACTOR, or its subcontractors, and regardless of any acts, omissions or negligence (whether active or passive) of any person or entity indemnified hereunder. At their own expense, CONTRACTOR and, as applicable, any subcontractors working on its behalf, shall defend any suit, claim or action against the Indemnified Parties founded upon such loss, claim, demand, cause of action, cost, expense, damage, obligation or liability. CONTRACTOR shall ensure that the contract of any subcontractor working under this agreement contain an indemnity agreement, requiring the subcontractor to indemnify and defend the Indemnified Parties pursuant the terms set forth above. CONTRACTOR shall indemnify the Indemnified Parties, and save it harmless from any and all loss, damage, costs, expenses and attorney's fees suffered or incurred on account of any breach of the aforesaid obligations and covenants, and any other provision or covenant of this agreement.
10 INSURANCE

10.1 CONTRACTOR, at its expense, shall maintain in effect at all times during the performance of work under this Contract not less than the following coverage and limits of insurance, which shall be maintained with insurers listed “A” or better in the Best’s Insurance Guide and authorized to do business in the State of California.

Proof of Insurance, as identified in Section 10.8, must be reviewed and accepted by the City Attorney.

10.1.1 Workers’ Compensation and Employer’s Liability
 Workers’ Compensation -- coverage as required by the State of California 6-15Concord - Document ID: generated after first signature  Employer’s Liability -- $1,000,000.00 each accident $1,000,000.00 policy limit bodily injury
$1,000,000.00 each employee bodily injury by disease

10.1.2 Commercial General Liability
 $1,000,000.00 limit on a per occurrence basis
 $2,000,000.00 general aggregate limit

10.1.3 Commercial Automobile Liability
 $1,000,000.00 combined single limit including owned, non-owned and hired automobile coverage

10.1.4 Cyber Liability
 $2,000,000.00 limit on a per occurrence basis

10.1.5 Crime Liability
 $2,000,000.00 limit on a per occurrence basis

10.2 All of CONTRACTOR’s policies shall contain an endorsement providing that written notice shall be given to CITY at least thirty (30) calendar days prior to termination, cancellation, or reduction of coverage in the policy.

10.3 Policies providing for bodily injury and property damage coverage shall contain the following:

A. An endorsement extending coverage to the City as an additional insured, as respects liability arising out of the performance of any work under the Contract.

Such insurance shall be primary insurance, as respects the interest of the City, and any other insurance maintained by the City shall be considered excess coverage and not contributing insurance with the insurance required hereunder. The certificates shall state: “The City of Palmdale, Successor Agency to the Community Redevelopment Agency of the City of Palmdale, Palmdale Civic Authority, Housing Authority, Industrial Development Authority, Airport Authority, their officers, agents, employees and volunteers are named as additional insured”.

B. “Severability of Interest” Clause.

10.4 Promptly upon execution of this Contract, and prior to commencement of any work, CONTRACTOR shall deliver to CITY certificates of insurance and endorsements to all required policies demonstrating that CONTRACTOR has the required coverage and showing the required named insured.

10.5 The requirements as to the types and limits of insurance to be maintained by CONTRACTOR are not intended to and shall not in any manner limit or qualify CONTRACTOR’s liabilities and obligations under this Contract. 7-15Concord - Document ID: generated after first signature

10.6 Any policy or policies of insurance that CONTRACTOR elects to carry as insurance against loss or damage to its equipment and tools or other personal property used in the performance of this Contract shall include a provision waiving the insurer’s right of subrogation against CITY.

10.7 All insurance coverage must be maintained throughout the duration of this Contract.

10.8 Acceptable Proof of Insurance:

10.8.1 ACORD Certificate of Insurance listing all coverage, limits, deductibles and insured; and endorsements for all applicable coverage if agent has authority to issue it; or additional insured Form CG20100704 and CG20370704 or equivalent must be provided for general liability coverage. Additional insured form CA0001 must be provided for automobile liability coverage.

10.8.2 Binders of insurance for all coverage. Agents must confirm that policy endorsements have been ordered from the respective insurance companies. Upon issuance, policy endorsements and a corresponding Certificate of Insurance listing all insurers and coverage must be submitted to the City Attorney.

10.8.3 When cyber and/or crime liability coverage is provided on a “claims made basis”, CONTRACTOR will continue to renew the insurance for a period of five (5) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONTRACTOR, or its officers, employees, or agents during the time this Agreement was in effect

10.9 Notwithstanding any other provision of this Contract, CITY may immediately terminate this Contract if, at any time CONTRACTOR fails to maintain the required insurance for any period of time or fails to comply with any of the insurance requirements listed above.

10.10 CONTRACTOR shall require any and all subcontractor's working on its behalf to provide insurance coverages and limits that are based on the scope of work and nature of risk being performed by the subcontractor. Any and all subcontractors working on behalf of CONTRACTOR shall be subject to all other insurance requirements that are stated herein.

Any deviation in this requirement will be CONTRACTOR's sole risk. CONTRACTOR's insurance requirements in Section 10 will not be impacted and/or limited by such deviation.

11 INTENTIONALLY OMITTED
12 TERMINATION FOR CAUSE
8-15Concord - Document ID: generated after first signature If CITY determines that CONTRACTOR has failed to supply an adequate working force, or to provide services of proper quality, or has failed in any other respect to satisfactorily perform the services specified in this Contract, CITY shall give written notice to CONTRACTOR specifying all defaults to be remedied within thirty (30) days.

Such notice shall set forth the basis for CITY’s dissatisfaction and suggest corrective measures. If, after thirty days, CONTRACTOR has failed to implement appropriate corrective measures, CITY may elect to terminate this Contract in whole or in part.

12.1 In the event CITY terminates this Contract, in whole or in part, for cause, CITY may procure, upon such terms and in such manner, as it may deem appropriate, services similar to those terminated.

12.2 Excluding confidential or proprietary information, CONTRACTOR shall provide all finished or unfinished documents, data, studies, software, drawings, programs, processes, maps, photographs, reports, etc., prepared by CONTRACTOR within fifteen (15) working days after notice of termination. Upon such termination, CONTRACTOR shall be paid an amount equal to the value of the services provided and work performed as of the date of termination, taking into consideration the costs associated with hiring another CONTRACTOR to complete the services. In ascertaining the value of the work performed up to the date of termination, consideration shall be given to both completed work and work in progress, to complete and incomplete documents when such are delivered to CITY, and to authorized reimbursement expenses. The above is in addition to any other remedies available by law or equity to CITY.

12.3 If, after notice of termination of the Contract under the provisions of this Section 12, it is determined, for any reason, that CONTRACTOR was not in default, or that the default was excusable, then the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to Section 11. 13 DISPUTE RESOLUTION
All claims, disputes, and other matters in question between CITY and CONTRACTOR arising out of or relating to this Contract or the breach thereof shall, to the extent reasonably feasible, be resolved through good faith negotiations between the parties. 14 INTENTIONALLY OMITTED
15 DELEGATION AND ASSIGNMENT

15.1 CONTRACTOR shall not delegate or assign its duties or rights hereunder, either in whole or in part, without the prior written consent of CITY; provided, however, that claims for money due or to become due to CONTRACTOR from CITY under this Contract may be assigned to a bank, trust company or other financial institution without such approval.
9-15Concord - Document ID: generated after first signature

15.2 Any assignment, delegation or subcontract shall be made in the name of CONTRACTOR and shall not bind or purport to bind CITY and shall not release CONTRACTOR from any obligations under this Contract including, but not limited to, the duty to properly supervise and coordinate the work of employees, assignees, delegates and subcontractors. No such assignment, delegation or subcontract shall result in any increase in the amount of total compensation payable to CONTRACTOR under this Contract.
16 NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY

16.1 In performance of this Contract, CONTRACTOR shall not discriminate against any employee, subcontractor, or applicant for employment because of sex, color, race, religion, ancestry, national origin, disability, medical condition including the medical condition of Acquired Immune Deficiency Syndrome (AIDS) or any condition related thereto, marital status, sexual orientation, age, gender, gender identity, gender expression, genetic information, or military and veteran status.

CONTRACTOR will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their sex, color, race, religion, ancestry, national origin, disability, medical condition including the medical condition of Acquired Immune Deficiency Syndrome (AIDS) or any condition related thereto, marital status, sexual orientation, age, gender, gender identity, gender expression, genetic information, or military and veteran status . Affirmative action relating to employment shall include, but not be limited to the following:
employment, upgrading, demotion or transfer; recruitment; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.

16.2 The provisions of subsection 16.1 above shall be included in all solicitations or advertisements placed by or on behalf of CONTRACTOR for personnel to perform any services under this Contract. CITY shall have access to all documents, data and records of CONTRACTOR and its subcontractors for purposes of determining compliance with the equal employment opportunity and non-discrimination provisions of this Section, and all applicable provisions of Executive Order No. 11246 which is incorporated herein by this reference. A copy of Executive Order No. 11246 is available for inspection at, and on file with, the Palmdale City Clerk’s Office. 17 FINANCIAL INTEREST CERTIFICATION

17.1 CONTRACTOR warrants that no person has been employed or retained to solicit or secure this Contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee; and that no officer or employee of the CITY has any interest, financially or otherwise, in CONTRACTOR’s firm.

17.2 For breach or violation of this warranty, CITY shall have the right to annul this Contract without liability or at its discretion to deduct from the Contract Price or 10-15Concord - Document ID: generated after first signature consideration, the full amount of such commission, percentage, brokerage or contingent fee.
18 CONFLICT OF INTEREST

18.1 CONTRACTOR stipulates that its officers and employees do not now have a conflict of interest and it further agrees for itself, its officers and its employees that it will not contract for or accept employment for the performance of any work or services with any individual business, corporation or government unit that would create a conflict of interest in the performance of its obligations pursuant to this Contract or which would cause CONTRACTOR to be “financial interested” (as provided in California Government Code Section 1090 et seq. or 87100 et seq.) in any contract or decision made by CITY on any matter.

18.2 CONTRACTOR shall not employ any City official or employee to perform any work required pursuant to this Contract.

18.3 To the extent required by the City Manager or his designee, CONTRACTOR shall complete and file with the City Clerk a Form 700 Statement of Economic Interests disclosing any reportable property interests, income, gifts, investments, or business positions.
19 COMPLIANCE WITH LAW

19.1 CONTRACTOR shall comply with all state and federal laws, including but not limited to, the requirement to hire only those persons authorized by federal law to work in the United States. If CONTRACTOR uses any subcontractors to complete this Contract, this same requirement shall be included in all subcontracts and strictly enforced by CONTRACTOR.

19.2 The law of the state of California shall govern this Contract. The venue of any legal action, either formal or informal, shall be the County of Los Angeles.

19.3 If applicable, CONTRACTOR acknowledges and understands it must comply with the prevailing wage requirements as set forth in Exhibit “A” attached hereto and incorporated herein by reference, as well as the execution of a Worker’s Compensation Certificate attached hereto as Exhibit “B” and incorporated herein by reference.
20 NOTICES
Any notice required under this Contract shall be in writing, addressed to the appropriate party at its address on the signature page and given personally or by registered or certified mail postage prepaid, or by a commercial courier service. All notices shall be effective upon the date of receipt.
21 ENTIRE AGREEMENT AND AMENDMENTS
11-15Concord - Document ID: generated after first signature

21.1 This Contract is the complete Agreement between the parties and supersedes all prior proposals, agreements, and understandings between the parties and may not be modified or terminated orally.

21.2 No attempted waiver of any of the provisions hereof, nor any modification in the nature, extent or duration of the work to be performed by CONTRACTOR hereunder, shall be binding unless in writing and signed by the party against whom the same is sought to be enforced.

21.3 The failure of any party to enforce against another party any provision of this Contract shall not constitute a waiver of that party’s right to enforce such a provision at a later time, and shall not serve to vary the terms of this Contract. 12-15Concord - Document ID: generated after first signature 22 ATTORNEY’S FEES

If any action at law or in equity is brought to enforce or interpret any provisions of this Contract, the prevailing party in such action shall be entitled to reasonable attorney’s fees, costs and necessary disbursements, in addition to such other relief as may be sought and awarded.

In Witness Whereof, the parties hereto have caused this Contract to be executed and attested by their respective officers thereunto duly authorized.

CITY OF PALMDALE: NAME OF CONTRACTOR:

Ronda Perez
City Manager

Greg Schultz
Chief Legal Officer

ADDRESS FOR NOTICE:

CITY OF PALMDALE
827 East Avenue Q-9
Palmdale, CA 93550

ADDRESS FOR NOTICE:

SMARTE CARTE INC.
4455 White Bear Parkway
St. Paul, MN 55110
APPROVE AS TO FORM:

William P. Curley, III
Interim City Attorney

ATTEST:

Roxanne Faber
Acting City Clerk

13-15Concord - Document ID: generated after first signature EXHIBIT “A”

PREVAILING WAGE REQUIREMENTS

1. This Contract calls for work to be performed constituting public works.

Contractor and all subcontractors shall pay the general prevailing rate of per diem wages as determined and as published by the State Director of the Department of Industrial Relations pursuant to Article 2 of Chapter 1 of Part 7, of Division 2 of the State Labor Code, including, but not limited to, Sections 1770, 1771, 1773, 1773.2 and 1774.

2. This is a public work and requires the payment of prevailing wages for the work or craft in which the worker is employed for any public work done under the contract by Contractor or by any subcontractor pursuant to Section 1771 of the Labor Code. Pursuant to the provisions of Section 1773 of the Labor Code of the State of California, the City has obtained the general prevailing rate of per diem wages and the general rate for holiday and overtime work in this locality for each craft, classification, or type of workman needed to execute this contract from the Director of the Department of Industrial Relations. These rates are on file with the City or may be obtained at http://www.dir.ca.gov/OPRL/DPreWageDetermination.htm.

Contractor shall post a copy of such wage rates at the job site and shall pay the adopted prevailing wage rates as a minimum. Contractor shall comply with the provisions of Sections 1775, 1776, 1777.5, 1777.6, and 1813 of the Labor Code.

Pursuant to the provisions of 1775 of the Labor Code, Contractor shall forfeit to the City, as a penalty, not more than $200.00 for each calendar day, or portion thereof, for each laborer, worker, or mechanic employed, paid less than the stipulated prevailing rates for any work done under this Contract, by him or by any subcontractor under him, in violation of the provisions of this Agreement.

3. Contractors and subcontractors who are ineligible to bid for work on, or be awarded, a public works project pursuant to Labor Code Sections 1777.1 and 1777.7 are prohibited from bidding on, being awarded, or performing work as a subcontractor, on this Project pursuant to Public Contract Code Section 6109.

4. Contractor's attention is directed to the provisions in Sections 1774, 1775, 1776, 1777.5 and 1777.6 of the Labor Code. Contractor shall comply with the provisions in these Sections. The statutory provisions for penalties for failure to comply with the State's wage and hours laws will be enforced. Pursuant to Section 1775 of the Labor Code, the Contractor and any subcontractors, shall, as a penalty to the City forfeit the prescribed amounts per calendar day, or portion thereof, for each worker paid less than the prevailing wage rates.

5. Pursuant to Labor Code Section 1771.4, the Project is subject to compliance monitoring and enforcement by the California Department of Industrial Relations.

6. Each Contractor and subcontractor shall furnish the records specified in Labor Code Section 1776 directly to the State Labor Commissioner at least monthly in the format prescribed by the State Labor Commissioner.

7. Sections 1774 and 1775 require the Contractor and all subcontractors to pay not less than the prevailing wage rates to all workmen employed in the execution of 14-15Concord - Document ID: generated after first signature the Contract and specify forfeitures and penalties for failure to do so. The minimum wages to be paid are those determined by the State Director of the Department of Industrial Relations. Section 1776 requires the Contractor and all subcontractors to keep accurate payroll records, specifies the contents thereof, their inspection and duplication procedures and certain notices required of the Contractor pertaining to their location.

8. Section 1777.5 of the Labor Code requires Contractor or subcontractor employing workers in any apprenticeable occupation to apply to the Joint Apprenticeship Committee nearest the site of the public works project, which administers the apprenticeship program in that trade for a certificate of approval. The certificate will also fix the ratio of apprentices to journeymen to be used in the performance of the Contract. The Contractor is required to make contributions to funds established for the administration of apprenticeship programs if he employs registered apprentices or journeymen in any apprenticeable trade and if other contractors on the public works site are making such contributions. Information relative to apprenticeship standards, contributions, wage schedules and other requirements may be obtained from the State Director of Industrial Relations or from the Division of Apprenticeship Standards. Section 1777.6 of the Labor Code provides that it shall be unlawful to refuse to accept otherwise qualified employees as registered apprentices solely on the grounds of race, religious creed, color, national origin, ancestry, sex, or age.

9. Eight hours labor constitutes a legal day's work, as set forth in Labor Code Section 1810. The statutory provisions for penalties for failure to comply with the State's wage and hour laws will be enforced as set forth in Labor Code Section 1813. ---------------------------------------- INTERNAL USE ONLY ----------------------------------------

□Certificate(s) and Endorsement(s) attached
□Confirmed business name on contract with certificate(s) □Attached Agreement Checklist and met all requirements

15-15Concord - Document ID: generated after first signature City Council Staff Report
DATE: APRIL 19, 2023
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: CITY MANAGER’S OFFICE
DISTRICT: ALL
SUBJECT: APPROVE FIRST AMENDMENT TO LEGAL SERVICES

AGREEMENT WITH HARPER & BURNS, LLP TO INCREASE THE
TOTAL AMOUNT OF THE AGREEMENT BY $ 220,000 NOT TO
EXCEED THE SUM OF $ 320,000 AND AMEND THE INDEMNITY
SECTION.

ISSUE
Approve First Amendment to Legal Services Agreement with Harper & Burns, LLP to increase the total amount of the Agreement by $ 220,000 not to exceed the sum of $320,000 and amend the indemnity section.

RECOMMENDATION
Staff recommends that the City Council:

1. Approve the First Amendment to Legal Services Agreement with Harper & Burns, LLP to increase the total amount of the Agreement by $ 220,000 not to exceed the sum of $320,000;

2. Amend the indemnity in Section 7 to include additional language;

3. Authorize the City Manager or her designee to execute the First Amendment with Harper & Burns, LLP substantially in the same f orm as presented to the City Council.

BACKGROUND
Harper & Burns, LLP has provided legal services to the City of Palmdale and is currently representing the City in the role of Interim City Attorney

DISCUSSION
Harper & Burns, LLP would continue to provide legal services and act as Interim City Attorney on behalf of the City of Palmdale. The First Amendment to the Legal Services Agreement will increase the not-to-exceed agreement amount by $220,000 to $320,000 and amend the indemnity section. Staff proposes that the City Council authorize the City Manager to execute the Amendment and allow Harper & Burns, LLP to continue to provide legal services.

Report to Mayor and City Council
Re: First Amendment to Legal Services Agreement with Harper & Burns, LLP April 19, 2023

Page 2 ends

FISCAL IMPACT
The First Amendment to the Legal Services Agreement will increase the not-to-exceed agreement amount by $220,000, however, this amount is not guaranteed. Fees will only be paid to the extent services are provided. Funds for this agreement are currently budgeted in the City Attorney’s Office budget account: 10114001-721100; 10114001- 721140; 15014101-721150.

STRATEGIC PLAN
Goal II: Ensure long-term fiscal health of the City and maintain funding for services.

A. Manage resources, costs, and liabilities to ensure the City’s long-term fiscal health.

Prepared by: Angie Barajas, Legal & Risk Coordinator
Certified as to availability of Funds: Janelle Samson, Director of Finance Approved by: Ronda Perez, City Manager
Approved as to form: Matthew Silver, Special Counsel

ATTACHMENTS
First Amendment with Harper & Burns, LLP
Agreement with Harper & Burns, LLP (A-8232)
FIRST AMENDMENT TO AGREEMENT A-8232

BETWEEN THE CITY OF PALMDALE AND HARPER & BURNS, LLP
This First Amendment to Agreement No. A-8232 (“Agreement”) is made and entered into by and between the City of Palmdale (hereinafter called “CITY”) and Harper & Burns, LLP (hereinafter called "FIRM"). This Contract shall become effective on the date of the last signatory.

WHEREAS, CITY and FIRM entered into an Agreement on February 1, 2023 for legal services pursuant to California Business and Professions Code Section 6148; and WHEREAS, CITY and FIRM desire to amend the contract amount of the Agreement to provide for additional services.

NOW THEREFORE, in consideration of the foregoing, the parties agree as follows:

1. The compensation identified in Section 3(A) shall be amended to increase the total amount of the Agreement by Two-Hundred and Twenty Thousand Dollars ($220,000.00) not to exceed the sum of Three-Hundred and Twenty Thousand Dollars ($320,000.00).

2. Section 7, Indemnity, is hereby amended to read, in full, as follows:

The Firm does hereby agree to and hold the City, and its elected and appointed officers and officials, employees, and other agents free and harmless of any claim, demand, or judgment that may arise based on personal injury to damage to property arising out of any negligent error or omission, or intentional misconduct by Firm regarding the performance of services hereunder.

Firm and each attorney of the Firm, and Firm contractees shall be due and allowed to utilize all statutory, common law, and other applicable defenses, immunities, and causes of action due to a City employee under the California Government Code, common/case law and any other applicable law, regulation, or policy for any claim(s), demand(s), or judgment(s) that may arise based on the Firm’s or Firm’s contractees’ performance of services hereunder. Further, the designated city attorney, assistant city attorney and associates are designated as public officials, public officers, or City officials for all purposes relating to any such claim(s), demand(s), or judgment(s) against such individuals or the Firm.

Nothing in this Section shall obligate the City to provide a defense or indemnity to the Firm, its attorneys or Firm contractees for any claim(s), demand(s), or judgment(s) arising out of its/their negligence or intentional misconduct in the performance of services hereunder.

3. All other terms and conditions remain the same.

1-2Concord - Document ID: generated after first signature In Witness Whereof, the parties hereto have caused this Contract to be executed and attested by their respective officers thereunto duly authorized.

CITY OF PALMDALE

HARPER & BURNS, LLP

Ronda Perez
City Manager

William P. Curley, III
Managing Partner
ADDRESS FOR NOTICE:

CITY OF PALMDALE
38300 Sierra Hwy
Palmdale, CA 93550

ADDRESS FOR NOTICE:

HARPER & BURNS, LLP
453 S. Glassell St.

Orange, CA 92866
APPROVE AS TO FORM:

Matthew Silver, Esq.

Special Counsel

ATTEST:

Roxanne Faber
Acting City Clerk

---------------------------------------- INTERNAL USE ONLY ----------------------------------------

■Certificate(s) and Endorsement(s) attached
■Confirmed business name on contract with certificate(s) ■Original contract and previous amendment(s) (if any) are attached ■Attached Agreement Checklist and met all requirements
2-2Concord - Document ID: generated after first signature

APPROVED AS TO FORM:
_______________________________
MATTHEW SILVER, ESQ.

Special Counsel

City Council Staff Report
DATE: APRIL 19, 2023
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: CITY ATTORNEY’S OFFICE
DISTRICT: ALL
SUBJECT: APPROVE FIRST AMENDMENT TO LEGAL SERVICES

AGREEMENT WITH JONES & MAYER TO INCREASE THE TOTAL
AMOUNT OF THE AGREEMENT BY $302,000 NOT TO EXCEED THE
SUM OF $402,000.

ISSUE
Approve First Amendment to Legal Services Agreement with Jones & Mayer to increase the total amount of the Agreement by $302,000 not to exceed the sum of $402,000.

RECOMMENDATION
Staff recommends that the City Council:

1. Approve the First Amendment to Legal Services Agreement with Jones & Mayer to increase the total amount of the Agreement by $ 302,000 not to exceed the sum of $402,000;

2. Authorize the City Manager or her designee to execute the First Amendment with Jones & Mayer substantially in the same form as presented to the City Council.

BACKGROUND
Jones & Mayer has provided legal services to the City of Palmdale for more than a decade in areas of land use, litigation and general advisory services related to municipal law.

DISCUSSION
By extending the maximum contract amount by $302,000, it will allow payment of p ast and future services rendered by Jones & Mayer. The First Amendment to the Legal Services Agreement will increase the not-to-exceed agreement amount by $302,000 to $402,000. Staff proposes that the City Council authorize the City Manager to execute the Amendment and allow Jones & Mayer to continue to provide legal services.

FISCAL IMPACT
The First Amendment to the Legal Services Agreement will increase the not -to-exceed agreement amount by $302,000, however, this amount is not guaranteed. Fees will only Report to Mayor and City Council
Re: First Amendment to Legal Services Agreement with Jones & Mayer April 19, 2023

Page 2 ends

be paid to the extent services are provided. Funds for this agreement are currently budgeted in the City Attorney’s Office budget account: 10114001-721100; 10114001- 721140; 15014101-721150; 101-263512.

STRATEGIC PLAN
Goal II: Ensure long-term fiscal health of the City and maintain funding for services.

A. Manage resources, costs, and liabilities to ensure the City’s long-term fiscal health.

ATTACHMENTS
First Amendment with Jones & Mayer
Agreement with Jones & Mayer (A-7578)
FIRST AMENDMENT TO AGREEMENT A-7578

BETWEEN THE CITY OF PALMDALE AND JONES & MAYER
This First Amendment to Agreement No. A-7578 (“Agreement”) is made and entered into by and between the City of Palmdale (hereinafter called “CITY”) and Jones & Mayer (hereinafter called "FIRM"). This Contract shall become effective on the date of the last signatory.

WHEREAS, CITY and FIRM entered into an Agreement effective on July 15, 2021 for legal services pursuant to California Business and Professions Code Section 6148; and
WHEREAS, CITY and FIRM desire to amend the contract amount of the Agreement to provide for additional services.

NOW THEREFORE, in consideration of the foregoing, the parties agree as follows:

1. The compensation identified in Section 4(e) shall be amended to increase the total amount of the Agreement by Three-Hundred and Two Thousand Dollars ($302,000.00) not to exceed the sum of Four-Hundred and Two Thousand Dollars ($402,000).

2. All other terms and conditions remain the same.

1-2Concord - Document ID: generated after first signature

In Witness Whereof, the parties hereto have caused this Contract to be executed and attested by their respective officers thereunto duly authorized.

CITY OF PALMDALE

JONES & MAYER

Ronda Perez
City Manager

Richard D. Jones, Esq.

ADDRESS FOR NOTICE:

CITY OF PALMDALE
38300 Sierra Hwy
Palmdale, CA 93550

APPROVE AS TO FORM:

William P. Curley, III
Interim City Attorney

ATTEST:

Roxanne Faber
Acting City Clerk

2-2Concord - Document ID: generated after first signature

City Council Staff Report
DATE: APRIL 19, 2023
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: PUBLIC WORKS DEPARTMENT

ENGINEERING DIVISION
DISTRICT: 5
SUBJECT: NOTICE OF COMPLETION – ACCEPT PUBLIC IMPROVEMENTS FOR CIRCLE K, LOCATED AT 3851 EAST PALMDALE BLVD.

ISSUE
Notice of Completion – Accept Public Improvements for Circle K, located at 3851 East Palmdale Blvd.

RECOMMENDATION
Staff recommends that the City Council:

1. Accept the completed public improvements for Circle K, located at 3851 East Palmdale Blvd.

2. Authorize the City Manager or h er designee to file a Notice of Completion and release the security for the completed public improvements.

BACKGROUND
This project constructed street improvements on Palmdale Blvd. and 40 th Street East.

The public improvements have been installed per the approved construction plan, inspected, and approved by City Public Works inspection staff.

DISCUSSION
The required public improvements for the project listed in Exhibit “A” and shown in Exhibit “B” have been completed to the satisfaction of the City Engineer as required in the Subdivision/Development Improvement Agreement between the developer and the City. This council action will accept the public improvements as complete and will begin a one-year period, thereafter transferring maintenance responsibility of these improvements from the developer to the City of Palmdale. This council action will also initiate the City ’s release of applicable securities posted for this project in accordance with the City’s subdivision regulations. This action is being taken pursuant to Section

16.110.060 of the City’s Municipal Code.

Report to Mayor and City Council
Re: Acceptance of Completed Public Improvements
April 19, 2023

Page 2 ends

FISCAL IMPACT
The City’s maintenance costs will incrementally increase as a result of acceptance of these improvements.

STRATEGIC PLAN
Goal III: Invest in infrastructure to improve community livability.

C. Plan and maintain safe and attractive neighborhoods, streets, facilities, and public spaces.

Prepared by: Lynn Glidden, Director of Public Works
Certified as to availability of Funds: Janelle Samson, Director of Finance Approved by: Ronda Perez, City Manager
Approved as to form: William P. Curley, III, Interim City Attorney

ATTACHMENTS

1. Exhibit A – List of Completed Public Improvements

2. Exhibit B – Site Map Location

3. Notice of Completion – Circle K Sewer and Drainage Improvements

EXHIBIT A

LIST OF COMPLETED PUBLIC IMPROVEMENTS
Tract/Project Plan # Quantity Security

Circle K PC 17-02 125 LF $39,600 Circle K SD 16-15 2 Parkway Drains $133,400

EXHIBIT B

SITE MAP

RECORDING REQUESTED BY:

CITY OF PALMDALE
WHEN RECORDED MAIL TO:

CITY OF PALMDALE

OFFICE OF THE CITY CLERK
38300 SIERRA HIGHWAY, SUITE C
PALMDALE, CA 93550
Space above this line is for Recorder’s Use

NOTICE OF COMPLETION
Notice pursuant to Civil Code Section 3093, is hereby given that:

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

2. The full name of the owner is City of Palmdale, a Municipal Corporation.

3. The full address of the owner is 38300 Sierra Highway, Palmdale, CA 93550.

4. The nature of interest or estate of the owner is: Sewer and Drainage Improvements- Circle K.

5. A work of improvement on the property hereinafter described was completed on March 08, 2023

6. The work done was: “ Sewer and Drainage Improvements-Circle K”,

7. The name of the Contractor for such work of improvement: Circle K Stores, Inc.

8. The property on which said work of improvement was completed is in the City of Palmdale, County of Los Angeles, State of California, and is described as follows: North of Palmdale Blvd. and 40th Street East.

9. The address of said property is: 3851 East Palmdale Blvd.

Dated: April 19, 2023

CITY OF PALMDALE
Guillermo I. Padilla, City Engineer
____________________________________________________________________________

VERIFICATION
I, the undersigned, say: I am the City Engineer, the declarant of the foregoing notice of completion; I have read the said notice of completion and know the contents thereof; the same is true of my own knowledge.

I declare under penalty of perjury that the foregoing is true and correct.

Executed on April 19, 2023, in the City of Palmdale, California.

Guillermo I. Padilla, City Engineer
City Council Staff Report
DATE: APRIL 19, 2023
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: PUBLIC WORKS DEPARTMENT

MAINTENANCE DEPARTMENT
DISTRICT: ALL
SUBJECT: APPROVE ADDITIONAL FUNDS OF $ 100,000 FOR PURCHASE ORDER NO. 202 30000 WITH WALSMA OIL COMPANY, INC . FOR

DIESEL & UNLEADED FUEL, MOTOR OIL, AND LUBRICANTSIN AN
AMOUNT NOT TO EXCEED $550,000.

ISSUE
Approve additional funds of $ 100,000 for Purchase Order No. 202 30000 with Walsma Oil Company, Inc. for diesel and unleaded fuel, motor oil, and lubricants in an amount not to exceed $550,000.

RECOMMENDATION
Staff recommends that the City Council:

1. Approve additional funds of $ 100,000 for Purchase Order No. 202 30000 with Walsma Oil Company, Inc. for Diesel & Unleaded Fuel, Motor Oil and Lubricants, in an amount not to exceed $550,000.

2. Authorize the City Manager or her designee to authorize Purchase Order No. 20230000 with Walsma Oil Company, Inc. including non-substantive changes.

BACKGROUND
The City released Invitation for Bid No. 21 -004-3300 on March 29, 2021, and awarded to Walsma Oil Company, Inc. at the June 1, 2021 City Council meeting. In Fiscal Year 2023, Purchase Order 2023000 was issued and approved by the City Counci l in the amount of $450,000. As a result of inflationary pressure fuel prices have increased dramatically this fiscal year, resulting in a shortfall on the current purchase order. Staff is requesting an additional $100,000, bringing PO 2023000 to a total a mount of $550,000.

DISCUSSION
Maintaining an on -site fueling station and bulk fuel deliveries are important for accessibility, product security, and best price economics. It is also advantageous in the event of emergency or disaster situations.

Report to Mayor and City Council
Re: Approve Additional Funds for Purchase Order No. 20230000 with Walsma Oil Company, Inc
April 19, 2023

Page 2 ends

However, due to the continued demand and the drastic increase and volatility in fuel costs, additional funds are needed to cover the cost of fuel deliveries through the end of the fiscal year.

FISCAL IMPACT
Sufficient funds are budgeted in Fleet Maintenance Account 15433006-734100.

Purchase Order amount for Diesel & Unleaded Fuel, Motor Oil, and Lubricants.

STRATEGIC PLAN
Goal II: Ensure long-term fiscal health of the City and maintain funding for services.

A. Manage resources, costs, and liabilities to ensure the City’s long-term fiscal health.

Goal III: Invest in infrastructure to improve community livability.

B. Seek innovative, cost effective, customer focused methods of service delivery.

ATTACHMENTS

1. Purchase Order No. 20230000 Walsma Oil Company, Inc.

THIS NUMBER

MUST APPEAR ON ALL INVOICES,
PACKAGES AND SHIPPING PAPERS.

Purchase
Order #

NO SUBSTITUTIONS WITHOUT APPROVAL OF
PURCHASING DIVISION. USE

CITY OF PALMDALE
ADDRESS SPECIFIED BELOW. MERCHANDISE MUST
BE DELIVERED TO SPECIFIC DEPARTMENT.

Purchase Order
Fiscal Code
Revisions
Fiscal
Period
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PURCHASING DIVISION
PHONE: (661) 267-5444 FAX (661) 267-5454
BILL TO: ACCOUNTS PAYABLE
38300 Sierra Highway
Palmdale, CA 93550
(661) 267-5460
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Vendor Phone Number Vendor Fax Number Requisition Number Buyer Date Ordered Vendor Number Date Required Freight Method/ Terms Department/Location
Item# Description/PartNo QTY UOM Unit Price Extended Price RECEIVING COPY
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20230000
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01 06/30/2023

WALSMA OIL CO INC
44141 N YUCCA AVE
PO BOX 17
LANCASTER, CA 93534
Fax: 661-723-0116

PUBLIC WORKS/MAINTENANCE
39110
3RD ST EAST
PALMDALE, CA 93550
Email: [email protected]
Phone: 661-267-5338

ADAM DYER
661-945-4772 X200 661-723-0116 230000 Matthew Harris
05/19/2022 4313 DESTINATION/NET
45 STREET MAINTENANCE

FUEL OIL, DIESEL
The Above Purchase Order Number Must Appear On All
Correspondence - Packing Sheets And Bills Of Lading
1 DL1.0 $550,000.00
$550,000.00MODIFIED: DIESEL & UNLEADED FUEL, MOTOR OIL AND

LUBRICANTS
THIS FY 2022-2023 BLANKET PURCHASE ORDER AS A
RESULT OF IFB 21-004-3300 IS PENDING CITY COUNCIL
APPRO
VAL JUNE 15, 2022. THE TERM IS ONE YEAR,
COMMENCING JULY 1, 2022 WITH CITY RESERVING THE
OPTION TO EXTEND THE CONTRACT FOR ONE (1)
ADDITONAL TERMS OF ONE YEAR.

CHANGE ORDER IN THE
AMOUNT OF $100,000 FOR FY
2022-2023 BLANKET PURCHASE ORDER 20230000 PENDING
CITY COUNCIL APPROVAL APRIL 19, 2023.
15433006 - 734100 $550,000.00
Sales Tax $0.00
Order Total $550,000.0
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18. 19.

20. 21.

22. ACCEPTANCE ACCEPTANCE OF THIS PURCHASE ORDER BY
THE VENDOR IS EXPRESSLY LIMITED TO THE TERMS AND CONDITIONS CONTAINED HEREIN. ANY TERM OR

CONDITION STATED BY THE VENDOR IN ANY
PRIOR PROPOSAL , ON VENDOR’S ACKNOWLEDGEMENT FORM, OR IN OTHERWISE ACKNOWLEDGING OR ACCEPTING THIS

ORDER IS DEEMED BY BUYER
TO BE A MATERIAL ALTERATION OF THIS ORDER AND IS HEREBY OBJECTED TO BY THE BUYER. ANY SUCH TERM OR CONDITION SHALL BE INA
PPLICABLE TO THIS ORDER UNLESS EXPRESSLY AGREED TO IN WRITING SIGNED BY AN AUTHORIZED REPRESENTATIVE OF BUYER. ACCEPTANCE OF THE
MERCHANDISE COVERED BY THIS ORDER WILL NOT CONSTITUTE ACCEPTANCE BY BUYER OF VENDOR’S TERMS AND CONDITIONS. ANY OF

THE FOLLOWING ACTS BY
VENDOR SHALL CONSTITUTE ACCEPTANCE OF THIS OFFER AND ALL OF ITS TERMS AND CONDITIONS; SIGNING AND RETURN ING A COPY OF THIS ORDER; DELIVERY OF
ANY OF THE MERCHANDISE ORDERED; INFORMING THE BUYER OF COMMENCEMENT OF PERFORMANCE; OR RET URNING VENDOR’S OWN FORM OF ACKNOWLEDGEMENT.

PRICE AND DELIVERY Vendor shall furnish the merchandise covered by this ord er (which may consist of or include services of a non-technical and non-professional nature or construction work) in
accordance with the prices and delivery schedule stated on the face of this order. If prices or delivery dates are not stated, Vendor shall offer its lowest prices or best delivery dates, both of which shall be subject to written acceptance by Buyer.

All prices include all applicable taxes, except sales taxes which are separately shown where applicable. Vendor warrants that
the prices charged for the merchandise ordered will be as low as the lowest price charged by the Vendor to any customers pur chasing similar merchandise in the same or smaller quantities and under like circumstances.

PAYMENT Buyer shall
pay to Vendor the full sales price within forty five (45) days of invoice date, or sooner if otherwise specified on the face of this order.

PACKING AND SHIPPING Vendor warrants that prices include all charges for packing, crating, and transport ation to F.O.B. point. All merchandise shall be packaged, marked, and otherwise prepared in accordance with good commercia
l practices to obtain the lowest shipping rates and to assure adequate protection of the merchandise in shipment and storage and its
arrival at F.O.B. point in undamaged condition. An itemized packing list shall accompany each shipment.

F.O.B, TITLE
AND RISK OF LOSS Unless otherwise specified on the face of this order, the F.O.B. point shall be Buyer’s location designate d on the face of this order . If transportation is
F.O.B. Vendor’s location, Vendor shall bear all risk of loss or damage to the merchandise, and title shall not shift to Buyer, until delivery of the merchandise to Buyer’s designated location.

INVOIC
ING After shipping or otherwise providing merchandise under this order, Vendor shall send a separate invoice, in duplic ate, including item numbers and accompanied by a bill of lading or express receipt. The time for payment of Vendor’s invoices shall commence upon the date of actual receipt of merchandise and acceptable invoices consistent with the requir ements
of this order.

ADVANCE SHIPMENTS AND COMMITMENTS Buyer may, at its option, either merchandise received in advance of the delivery schedule set forth herein, or return it to Vendor at Vendor’s risk and expense. If retained, time for payment
and discount, if any, shall be based upon scheduled delivery dates. Vendor shall place all orders for, and schedule deliverie s of materials
necessary for its performance under this order at such times as will enable Vendor to meet, but not unreasonably anticipate, the stated delivery schedule. In the event of termination of or changes to this order, Buyer shall not be liable for
any charges or costs arising form commitments by Vendor for the acquisition of materials, or work performed, in advance of the time
necessary to meet the specified delivery schedule, unless Buyer has given its prior written consent to such adv ance commitments or work.

CHANGES Buyer may, by written change order, suspend performance in whole or in part, mak e changes in quantities, in drawings, designs or specifications, in the method of shipment or packing in the time or place
of delivery, or require additional or diminished work. If any such changed causes an increase or decrease in the cost of or the time required for, performance of this
order, an equitable adjustment shall be made in the contract price or delive ry dates, or both and this order shall be modified in writing accordingly. Any claim for adjustment under this Section 8 may, at Buyer’s option, be deemed to be absolutely and unconditionally waived unless asserted in writing (including the amount of the claim) and delivered to Buyer within thirty (30) days from the date of receipt by Vendor of the change order. No cha nge order will be binding on Buyer unless issued and signed by an authorized representative of Buyer’s purchasing departmen
t. Nothing in this Section 8 shall excuse Vendor from proceeding with the order as changed.

INSPECTION Final ins
pection and acceptance of the merchandise shall be at the F.O.B. point unless otherwise specified in this order. Such inspectio n shall be in accordance with the
customary established inspection procedures of Buyer at the location where the merchandi se is received. Buyer reserves the right to use sampling procedures for the acceptance or rejection of any or all items ordered.

If a lot is rejected by the sampling procedure, the entire lot may be returned to Vendor for screening at the Vendor’s expense or, at the option of Buyer, the rejected
lot may be screened by Buyer at Vendor’s expense, and the costs thereof shall be deducted fro m Vendor’s invoice. Buyer may reject any merchandise which contains defective materials or workmanship or does not conform to
specifications or samples. In such event, Buyer may, at its option, and upon written notice to Vendor: (i) rescind thi s order as to such merchandise; (ii)
accept such merchandise at an equitable reduction in price; or (iii) reject such mercha ndise and require the delivery of replacements. Deliveries of replacement merchandise shall be accompanied by a written
notice specifying that such merchandise is a replacement. If Vendor fails to deliver required replacements promptly, Buyer may: (I) replace or correct such
merchandise and charge the Vendor the cost thereby incurred by Buyer; or (ii) terminate this order for cause as provided in Section 16 hereof. The rights of Buyer under this Section 9 are in addition to any
other rights or remedies herein or by law.

WARRANTIES In addition to all other warranties, expressed or implied, Vendor warrants that the merchandise will be: (I) free from defect in workmanship and materials; (ii) free from defects in
design except to the extent that such merchandise complies with the specifications provided by Buyer, (iii) suitable for purpos es, if any, which are stated on the face of this order or in any attachments hereto; and (iv) in conformity with all oth er requirements of this order. These warranties, and all other warranties, express or implied, shall survive delivery, inspec tion,
acceptance and payment.

In addition to all other rights Buyer may have, if merchandise is determined not to e as war ranted within a period of one (1) year acceptance by Buyer, Buyer may return such merchandise to Vendor, at Vendor’s expense,
for correction, replacement or credit, as Buyer may direct. Any merchandise corrected or furnished in replacement shall, fro m the date of delivery of such
corrected or replacement merchandise, be subject to the provision of this Section 10 for the same period and to the same extent as merchandise initially furnished pursuant to this order.

PROPRIETARY INFORMATION All
written information obtained by Vendor from Buyer concerning this order, and which is identified as proprietary by Buyer, shall be received in confidence
and shall remain the property of the Buyer, and shall be used and disclosed by Vendor only to the extent necessary for performance of this order.

COMPLIANCE WITH LAWS Vendor shall comply with all federal, state and loc al laws, ordinances, rules and regulations in the manufacture and sale of the merchandise (including the performance of any ser
vices or construction work). Vendor will defend and hold Buyer harmless from any loss, damage or costs attributable to or ari sing out of any actual or alleged violation
of any such law, ordinance, rule or regulation.

USE OF VENDOR’S LITERATURE
Buyer shall have the right, at no additional charge, to use and reproduce the Vendor’s applicable literature, such as ope rating and maintenance manuals,
technical publications, prints, drawings, training manuals, and other similar supporting doc umentation and sales literature. Vendor shall advise Buyer in writing of any updated information relating to the foregoing
literature and documentation.

LIABILITY FOR INJURY Vendor shall indemnify Buyer against any loss and liability for all per sonal injury and property damage caused by the merchandise sold or the services of construction work.

ASSIGNMENT PROHIBITED
Vendor shall not assign this order, or any rights or obligations hereunder, without the prior written consent of Buyer, and no attempted or purported assignment
by Vendor shall be binding on Buyer without such written consent.

DEFAULT AND TER
MINATION Buyer may, by written notice of default to the Vendor, terminate this order, or any part thereof, under the fol lowing circumstances:

A. If Vendor fails to deliver the merchandise (or to commence performance of any services or construction work included therein) in accordance with the delivery schedule specified herein, or any extension thereof; or if vendor fai
ls to perform any other provision of this order, or so fails to make progress as to endanger performance of this order in accordance with its terms,
and any such failure or default is not cured within ten (10) days after written notice from the Buyer, or
B. In the event of the appointment of a trustee, receiver or liquidator for all or a portion of Vendor’s property, or the institution of bankruptcy, reorganization, arrangement or liquidation proceedings by or against the Vendor, or any ass
ignments by Vendor for the benefit of creditors.

Upon any termination to this Section 16, Buyer may purchase similar mercha ndise elsewhere, or secure the delivery of the merchandise by contract, or otherwise and Vendor shall be liable to Buyer for any exc
ess cost to Buyer; provided, however, that Vendor shall not be liable for such excess costs when the delay of Vendor in performin g or in making deliveries is due to causes
beyond the control and without fault or negligence on the part of the Vendor. No cause shall constitute a basis for excusable delay unless Vendor has notified Buyer in writing of the existence of such cause
within ten (10) days from the commencement thereof. The rights and remedies of Buyer under this Section 16 shall not be exc lusive and are in addition to all other rights and
remedies provided by law or by the terms and condition of this order.

WAIVER
Buyer’s failure to insist upon the performance of any provision of this order, or to exercise any right or privilege granted to Buyer under this order, shall not be construed as a waiver of any provision of this order, and the same shall continue in ful l force and effect. If any provision of this order is determined by a court of competent jurisdiction to be void or otherw ise
unenforceable, the other provisions of this order shall not be affected thereby.

DISPUTE RESOLUTION Disputes reg
arding the interpretation or application of any provisions of this order 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 or interpret any provisions of this order, the prevailing party in such action shall be entitled to reasonable attorney’s fees, costs and
necessary disbursements, in addition to such other relief as may be sought and awarded.

GOVERNING LAW The validity, perfor
mance and construction of the order, including all terms and conditions thereof, shall be construed in accordance with and govern ed by the laws of the
State of California.

ENTIRE AGREEMENT This order, its terms and conditions, and any supplemental attachments, addenda or riders annexed hereto by Buyer, contain the entire agreement between the parties as to the subject ma
tter hereof, and replace and supersede any prior or contemporaneous communications, representations or agreements, whether wri tten oral, with respect to such
subject matter, unless specifically provided otherwise herein.

NOTICES All not
ices, demands, requests or approvals to be given in connection with this order shall be in writing and delivered in person or by mail, postage prepaid, and addressed to the
other party at the address set forth on the face of this order, or to such other address as may be subsequently be designated in writing by either party.

SPECIAL PROVISIONS Notwithstanding
any terms or conditions herein above, to the contrary, the Special Provisions set forth in Attachment A, attached hereto, sha ll be deemed to be
incorporated herein by reference and shall be binding on Vendor and shall superceded any provision of this Pur chase Order set forth herein above which are in conflict therewith.

City Council Staff Report
DATE: APRIL 19, 2023
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: PUBLIC WORKS DEPARTMENT

MAINTENANCE DIVISION
DISTRICT: ALL
SUBJECT: APPROVE PURCHASE ORDER NO. 202 30495 WITH PLUMBER’S DEPOT FOR ONE (1) NEW GAPVAX MC1510-3S4S COMBINATION
JET/VACUUM TRUCK IN AN AMOUNT NOT TO EXCEED $604,992
ISSUE
Approve Purchase Order No. 20230495 with Plumber’s Depot for one (1) new GapVax MC1510-3S4S Combination Jet/Vacuum Truck in an amount not to exceed $604,992.

RECOMMENDATION
Staff recommends that the City Council:

1. Approve Purchase Order No. 20230495 with Plumber’s Depot for one (1) new GapVax MC1510 -3S4S Combination Jet/Vacuum Truck , in an amount not to exceed $604,992.

2. Authorize the City Manager or her designee to authorize Purchase Order No. 20230495 with Plumber’s Depot, including non-substantive changes.

BACKGROUND
City Council approved the FY 2023 Mid-Year Budget Adjustments at the March 1, 2023, meeting. This inclu ded a budget adjustment for a second GapVax combination jet/vacuum truck for the Maintenance Division.

This new GapVax combination jet/vacuum truck will be an addition to the City’s Fleet assigned to the Sewer Maintenance Department. Due to the California Air Resources Board’s (CARB) new Clean Fleet Initiative, this vehicle may no longer be available after January 1, 2024, in California. Purchasing this vehicle ahead of this deadline will provide the needed time for the technology to improve and allow an equivalent unit to become available.

The City is utilizing cooperative pricing through Sourcewell Contract No. 101221-GPV with GapVax, Inc . for the purchase of this vehicle . The vehicle will be purchased from Plumber’s Depot, who is the exclusive distributor of GapVax Combination Jet/Vacuum Report to Mayor and City Council
Re: Approve Purchase Order No. 20230495 with Plumber’s Depot April 19, 2023

Page 2 ends

Trucks for the lower region of California, including Southern California and the lower portions of Central California. The truck is currently available to pick up and should be operational within the next two months.

DISCUSSION
The new GapVax combination jet/vacuum truck will enable the Sewer Division to maintain two (2) independent cleaning crews to complete scheduled maintenance on the City’s sewer system. Currently crews maintain around 750,000 linear feet (142 miles) of sewer mainlines per year and this purchase will allow the division to increase their annual production rates. Addition of this vehicle will also free up an existing hydro jetter which is used to prepare sewer lines for CCTV inspection and root abatement, thus increasing efficiency of both maintenance programs.

Staff recommends that the City Council Approve purchase order 20230495 with Plumber’s Depot for a second GapVax MC1510-3S4S Combination Jet/Vacuum Truck in an amount not to exceed $604,992.

FISCAL IMPACT
The purchase order amount for one (1) new GapVax MC1510-3S4S Combination Jet/Vacuum Truck for FY 2022-2023 will not exceed $604,992. Sufficient funds are budgeted in Fleet Maintenance Account 15433006-774400.

STRATEGIC PLAN
Goal II: Ensure long-term fiscal health of the City and maintain funding for services.

A. Manage resources, costs, and liabilities to ensure the City’s long-term fiscal health.

Goal III: Invest in infrastructure to improve community livability.

B. Seek innovative, cost effective, customer focused methods of service delivery.

ATTACHMENTS

1. Purchase Order No. 20230495 Plumber’s Depot

2. Sourcewell Contract No. 101221-GPV

3. Plumber’s Depot Quote MC-1510-534 GapVax

101221-GPV

Rev. 3/2021 1

Solicitation Number: RFP #101221

CONTRACT

This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and GapVax Inc., 575 Central Avenue, Johnstown, PA 15902 (Supplier).

Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.

Sourcewell issued a public solicitation for Sewer Vacuum, Hydro-Excavation, and Municipal Pumping Equipment with Related Accessories and Supplies from which Supplier was awarded a contract.

Supplier desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).

1. TERM OF CONTRACT

A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.

B. EXPIRATION DATE AND EXTENSION. This Contract expires November 29, 2025, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended one additional year upon the request of Sourcewell and written agreement by Supplier.

C. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all payment obligations incurred prior to expiration or termination will survive, as will the following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All rights will cease upon expiration or termination of this Contract.

2. EQUIPMENT, PRODUCTS, OR SERVICES

A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.

101221-GPV

Rev. 3/2021 2

Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.

All Equipment and Products provided under this Contract must be new and the current model.

Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.

This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.

B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and are free from defects in design, materials, and workmanship.

In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Supplier’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that extends beyond the expiration of the Supplier’s warranty will be passed on to the Participating Entity.

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout the Contract term, Supplier must provide to Sourcewell a current means to validate or authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment, Products, and Services offered under this Contract, which will be incorporated into this Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most current information.

3. PRICING

All Equipment, Products, or Services under this Contract will be priced at or below the price stated in Supplier’s Proposal.

When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.

Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase.

A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Supplier must permit the Equipment and Products to be

101221-GPV

Rev. 3/2021 3

returned within a reasonable time at no cost to Sourcewell or its Participating Entities.

Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and the Supplier will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.

Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally delivers substandard or inferior Equipment or Products.

B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax- exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax- exempt entity.

C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.

When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.

Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.

4. PRODUCT AND PRICING CHANGE REQUESTS

Supplier may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Supplier Development Administrator. This approved form is available from the assigned Sourcewell Supplier Development Administrator.

At a minimum, the request must:

x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change;

101221-GPV

Rev. 3/2021 4

x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.

A fully executed Sourcewell Price and Product Change Request Form will become an amendment to this Contract and will be incorporated by reference.

5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS

A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.

The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Supplier understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.

Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.

B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at government- owned facilities, including schools. Supplier’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.

6. PARTICIPATING ENTITY USE AND PURCHASING

A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell

101221-GPV

Rev. 3/2021 5

contract number. All Participating Entity orders under this Contract must be issued prior to expiration or cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.

Supplier’s acceptable forms of payment are included in its attached Proposal. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.

B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Supplier, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entities may require the use of a Participating Addendum; the terms of which will be negotiated directly between the Participating Entity and the Supplier. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.

C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements not addressed in this Contract (such as e- commerce specifications, specialized delivery requirements, or other specifications and requirements), the Participating Entity and the Supplier may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.

D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Supplier in the event of any of the following events:

1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the equipment, products, or services to be purchased; or

2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements.

E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.

7. CUSTOMER SERVICE

A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:

101221-GPV

Rev. 3/2021 6

x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.

B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, sales data reports, supply issues, customer issues, and any other necessary information.

8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT

A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a contract sales activity report (Report) to the Sourcewell Supplier Development Administrator assigned to this Contract. Reports are due no later than 45 days after the end of each calendar quarter. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were made).

The Report must contain the following fields:

x Participating Entity Name (e.g., City of Staples Highway Department); x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Supplier may not charge Participating Entities more than the contracted price to offset the Administrative Fee.

The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased

101221-GPV

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by Participating Entities under this Contract during each calendar quarter. Payments should note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.

Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.

In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.

9. AUTHORIZED REPRESENTATIVE

Sourcewell's Authorized Representative is its Chief Procurement Officer.

Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If Supplier’s Authorized Representative changes at any time during this Contract, Supplier must promptly notify Sourcewell in writing.

10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE

A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Agreement are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.

B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under this Contract without the prior written consent of the other party and a fully executed assignment agreement. Such consent will not be unreasonably withheld. Any prohibited assignment will be invalid.

C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been duly executed by the parties.

D. WAIVER. Failure by either party to take action or assert any right under this Contract will not be deemed a waiver of such right in the event of the continuation or repetition of the circumstances giving rise to such right. Any such waiver must be in writing and signed by the parties.

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E. CONTRACT COMPLETE. This Contract represents the complete agreement between the parties. No other understanding regarding this Contract, whether written or oral, may be used to bind either party.For any conflict between the attached Proposal and the terms set out in Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.

F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.

11. INDEMNITY AND HOLD HARMLESS

Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any act or omission in the performance of this Contract by the Supplier or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications. Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.

12. GOVERNMENT DATA PRACTICES

Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Supplier under this Contract.

13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT

A. INTELLECTUAL PROPERTY

1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and license to use thetrademark(s) provided to Supplier by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Supplier’s trademarks in advertising and promotional materials for the purpose of marketing Supplier’s relationship with Sourcewell.

2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to their respective subsidiaries, distributors, dealers,

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resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article. Each party will be responsible for any breach of this Article by any of their respective sublicensees.

3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided and must comply with removal requests as to specific uses of its trademarks or logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s trademarks only in good faith and in a dignified manner consistent with such party’s use of the trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.

4. As applicable, Supplier agrees to indemnify and hold harmless Sourcewell and its Participating Entities against any and all suits, claims, judgments, and costs instituted or recovered against Sourcewell or Participating Entities by any person on account of the use of any Equipment or Products by Sourcewell or its Participating Entities supplied by Supplier in violation of applicable patent or copyright laws.

5. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of suppliers which may be used until the next printing). Supplier must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.

B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Supplier individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.

C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development Administrator assigned to this Contract.

D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment, Products, or Services.

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14. GOVERNING LAW, JURISDICTION, AND VENUE

The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.

15. FORCE MAJEURE

Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.

16. SEVERABILITY

If any provision of this Contract is found by a court of competent jurisdiction to be illegal, unenforceable, or void then both parties will be relieved from all obligations arising from that provision. If the remainder of this Contract is capable of being performed, it will not be affected by such determination or finding and must be fully performed.

17. PERFORMANCE, DEFAULT, AND REMEDIES

A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:

1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Supplier will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.

2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher level of management. The Supplier will have 30 calendar days to cure an outstanding issue.

3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Supplier must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Supplier fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, the Supplier will bear any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed.

B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:

1. Nonperformance of contractual requirements, or

2. A material breach of any term or condition of this Contract.

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The party claiming default must provide written notice of the default, with 30 calendar days to cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:

x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.

18. INSURANCE

A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:

1. Workers’ Compensation and Employer’s Liability.

Workers’ Compensation: As required by any applicable law or regulation.

Employer's Liability Insurance: must be provided in amounts not less than listed below:

Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease

2. Commercial General Liability Insurance. Supplier will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.

Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate

3. Commercial Automobile Liability Insurance. During the term of this Contract, Supplier will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms

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no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.

Minimum Limits:
$1,000,000 each accident, combined single limit

4. Umbrella Insurance. During the term of this Contract, Supplier will maintain umbrella coverage over Employer’s Liability, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000

5. Network Security and Privacy Liability Insurance. During the term of this Contract, Supplier will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Supplier’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.

Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate

Failure of Supplier to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.

B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf.

Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in this Contract.

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Supplier’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Supplier, and products and completed operations of Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is

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primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.

D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Supplier or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention.

19. COMPLIANCE

A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.

B. LICENSES. Supplier must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Supplier conducts with Sourcewell and Participating Entities.

20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION

Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in writing.

Supplier certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Supplier certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Supplier further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.

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21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER

UNITED STATES FEDERAL AWARDS OR OTHER AWARDS

Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional requirements based on specific funding source terms or conditions. Within this Article, all references to “federal” should be interpreted to mean the United States federal government.

The following list only applies when a Participating Entity accesses Supplier’s Equipment, Products, or Services with United States federal funds.

A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-

1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.

B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by non- federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Supplier must be in compliance with all applicable Davis-Bacon Act provisions.

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C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).

Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

Supplier certifies that during the term of this Contract will comply with applicable requirements as referenced above.

F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names

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of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file any required certifications. Suppliers must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Suppliers must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).

H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.

I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.

K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Supplier’s personnel for the purpose of interview and discussion relating to such documents.

L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation

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and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier not use the seal(s), logos, crests, or reproductions of flags or likenesses of Federal agency officials without specific pre-approval.

N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to this Contract or any purchase by an Participating Entity and is not subject to any obligations or liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter resulting from the Contract or any purchase by an authorized user.

O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and Statements) applies to the Supplier’s actions pertaining to this Contract or any purchase by a Participating Entity.

P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowance, and benefit overpayments.

Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services, Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to the anticipated work under this Contract raises an actual or potential conflict of interest (as described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and Participating Entity are able to assess the actual or potential conflict; and provide any additional information as necessary or requested.

R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.

Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources and support to individuals and organizations associated with terrorism.

S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it will comply with applicable requirements of 2 C.F.R. § 200.216.

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T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies that during the term of this Contract will comply with applicable requirements of 2 C.F.R. § 200.322.

22. CANCELLATION

Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Supplier’s Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.

Sourcewell GapVax Inc.

By: __________________________ By: __________________________ Jeremy Schwartz Gary A. Poborsky
Title: Chief Procurement Officer Title: President

Date: ________________________

Approved:

By: __________________________
Chad Coauette
Title: Executive Director/CEO

Date: ________________________

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Bid Number: RFP 101221 Vendor Name: GapVax Inc

SOURCEWELL CONTRACT NO. 101221-GPV

PREPARED BY
Plumber's Depot 1-18-2023

PREPARED FOR
QUOTE
Adam Dyer
City of Palmdale

PRICING FROM
1/5/2023

QUOTE ID
MC-1510-534
QUOTE

QUOTE ID: MC-1510-534

ALPHA OPTION DESCRIPTION NOTES QTY
CHA001 WESTERN STAR 4700SF 6X4 - 455 HP - 66,000 LB. GVWR - AUTO MODEL YEAR 2022 1 STD 10 USABLE YARD DEBRIS TANK MADE OF 3/16'' ASTM A-572 GRADE 50 EXTEN STEEL STANDARD

STD FULL-OPENING REAR TAILGATE STANDARD

STD STAINLESS STEEL TAILGATE SEALING ROD STANDARD

STD FOUR HYDRAULIC REAR DOOR LOCKS STANDARD

STD DUAL TAILGATE LIFT CYLINDERS STANDARD

STD THREE TIE-OFF ANCHORS ON TOP OF BODY STANDARD

STD FIVE YEAR WARRANTY ON DEBRIS TANK AGAINST RUST THROUGH, DISTORTION AND

CRACKS STANDARD
STD THREE TIE-OFF ANCHORS ON TOP OF THE BODY 6' APART STANDARD A1B STAINLESS DEBRIS BODY FLUSH OUT SYSTEM 1
A2C DRAIN AT BOTTOM OF TAILGATE - 6" BRASS KNIFE VALVE WITH PNEUMATIC ACTUATOR VALVE IS NOT 100% LEAK PROOF 1 A3-CS FLOAT TYPE LIQUID LEVEL INDICATOR ON SIDE OF DEBRIS TANK 1 A5 TRASH PUMP - STANLEY 3" 450 GPM WITH LAY-FLAT HOSE AND CAM-LOC FITTINGS NOT RECOMMENDED FOR CONTINUOUS USE 1
A12A FILTER SCREEN FOR DRAIN VALVE (LONG BOX) REQUIRES A2 1 A17 UPGRADE TO STAINLESS STEEL DEBRIS TANK 1
A20 UPGRADE TO 1/4" DEBRIS TANK 1
A21 CURBSIDE LADDER TO PORT INSPECTION AREA 1
A18 PURGE VALVE AT GRAVITY DRAIN (1-1/4" BALL VALVE) 1
A22A GALVANIZED BOLT ON TAILGATE SPLASH SHIELDS 1
STD 1500 GALLON WATER TANK MADE OF 3/16'' 304 STAINLESS STEEL STANDARD STD 4" HIGH ANTI-SIPHON RING WITH (4) 2-1/2" HOLES STANDARD

STD WATER TANK LEVEL SIGHT TUBE ON CURBSIDE STANDARD

STD DRAIN VALVE AT BOTTOM OF WATER TANK STANDARD
STD 3" FILL LINE WITH 2-1/2" FIRE HOSE CONNECTION CURBSIDE STANDARD STD 3" WATER STRAINER WITH STAINLESS STEEL SCREEN ON WATER TANK FILL LINE STANDARD STD 3" SUPPLY LINE TO WATER PUMP MOUNTED AT REAR HINGE PIN STANDARD

STD FIVE YEAR WARRANTY ON WATER TANK AGAINST RUST THROUGH, DISTORTION AND

CRACKS STANDARD
B10 ADDITIONAL 3" FILTER BETWEEN TANK AND PUMP (3" Y-STRAINER) NOT COMPATIBLE WITH J14 1 B23A GALVANIZED BAFFLES IN THE WATER TANK 1
B30 UPGRADE TO BUTTERFLY VALVE IN 3" SUPPLY LINE STANDARD

STD DUAL STAINLESS STEEL SHUTOFF FLOAT BALLS STANDARD

STD NOISE & VIBRATION DAMPENING MOUNTS STANDARD

STD STAINLESS STEEL VEE-WIRE SAFETY SCREEN STANDARD
2024 MC1510-3S4S COMBINATION JET/VAC
March 7, 2023
NOTE: THE GAPVAX VHE UNIT MAY EXCEED FEDERAL BRIDGE ALLOWABLE WEIGHTS WHEN LOADED WITH WATER, OR DEBRIS, AND/OR BOTH WATER AND DEBRIS COMBINED. PLEASE CONSULT FACTORY.

STD 6" SAFETY VACUUM RELIEF STANDARD

STD PANIC SWITCH FUNCTION FOR VACUUM STANDARD
C17 UPGRADE TO HIBON 840 XL VACUUM PUMP 4,000 CFM AND 27" HG REQUIRES A20 1

STD TRI-PLEX WATER PUMP SYSTEM STANDARD
STD 800 PSI WASHDOWN CIRCUIT WITH 50' X 1/2" HOSE STANDARD

STD AIR PURGE SYSTEM FOR PRIMARY CIRCUIT STANDARD

STD LOW POINT DRAIN VALVES ON WATER LINES STANDARD
STD SET WASHDOWN CIRCUIT TO FULL WORKING PRESSURE 1
D3A GIANT GP8000 SERIES WATER PUMP RATED 80 GPM @ 2,500 PSI 1 D7A 50' X 1/2" HAND GUN REEL FOR WASHDOWN CIRCUIT 1
STD 8" FRONT MOUNTED TELESCOPING BOOM WITH 26' REACH AND 180 DEG. ROTATION STANDARD STD 180 DEGREE POWER ROTATION VIA WORM DRIVE STANDARD
STD DUAL 4" LIFT CYLINDERS STANDARD

STD CAB PROTECTION RACK STANDARD
E6 REMOTE LUBE FOR BOOM LIFT AND ROTATION 1
STD FRONT FRAME MOUNTED HOSE REEL WITH 180 DEGREE ARTICULATION STANDARD STD HOSE REEL RATED FOR 800' OF HOSE AND 4,000 PSI STANDARD

STD EXTERIOR HOSE EXPANSION RIBS STANDARD
F1A FOOTAGE COUNTER ON SIDE OF SPOOL 1
F6 UPGRADE FRONT HOSE REEL TO POWER ARTICULATE VIA HYDRAULICS 1 F11 AUTOMATIC HOSE LEVEL WINDER (INCLUDES "J-HOOK" STLYE HOSE GUIDE) 1

STD CAB-MOUNTED AIR SHIFT CONTROLS FOR BLOWER, HYDRAULICS, AND WATER PUMP STANDARD

STD CONTROL PANEL MOUNTED AT FRONT HOSE REEL STANDARD

STD OPERATOR CONTROL PANEL INCLUDES GUAGES FOR ENGINE, HYDRAULICS, VACUUM,

AND WATER PUMP STANDARD

STD PANIC SWITCH TO RELIEVE WATER PRESSURE AND VACUUM STANDARD STD 30' PENDANT REMOTE WITH BOOM FUNCTIONS STANDARD
G2E G2E CONTROL SYSTEM WITH PV780 DISPLAY INCLUDES: 1
LOW WATER SHUTDOWN PROTECTION 1
HIGH WATER TEMPERATURE SHUTDOWN PROTECTION 1
ENGINE OVERSPEED PROTECTION 1
ON-SCREEN DIAGNOSTICS FOR WATER, PTO AND ENGINE LEVELS 1 TEMPERATURE AND PRESSURE LEVELS FOR VACUUM, WATER, HYDRAULICS 1 PROVISION FOR INCLUDING DIGITAL FOOTAGE COUNTER ON SCREEN F1C NOT INCLUDED 1 E-STOP FOR WATER VACUUM AND HYDRAULICS 1
TRANSMISSION CONTROL FOR SHIFTING OUTSIDE OF THE CAB 1
OMNEX TD1140 WIRELESS SYSTEM WITH INTEGRAL 50' PENDANT INCLUDES: 1 HOSE SPOOL IN/OUT WITH SPEED CONTROL 1
FRONT HOSE REEL WATER ON/OFF, PRESSURE ON/OFF 1
G4 HIGH DEBRIS LEVEL LIGHT & ALARM REQUIRES A3 1

STD TRUCK-LITE LED RUNNING (MARKER) LIGHTS STANDARD

STD LED STOP/TAIL/TURN LIGHT WITH POLISHED STAINLESS STEEL BOXES STANDARD H5B (2) BOOM WORK LIGHTS - HELLA LED WORK LIGHTS (PN: LHT022429) 1 H6B (2) REAR WORK LIGHTS - HELLA LED WORK LIGHTS (PN: LHT022429) 1 H7BA (2) SIDE WORK LIGHTS - HELLA LED WORK LIGHTS (PN: LHT022429) (1 PER SIDE) 1 H15C WHELEN ION SUPER LED FLASHERS - 8 LIGHT HEADS 1
2 ON EACH SIDE FRONT @ 90 DEGREES, 2 ON EACH SIDE REAR 1 H22 REAR ARROW LIGHT - LOW PROFILE LED ARROW STICK 1
H39B TWO HIGH INTENSITY LED WORK LIGHTS (HELLA PB1500) ON FRONT HOSE REEL TO SHINE INTO MANHOLE 1
STD 25' FIRE HOSE BASKET STANDARD
I6E-CS ALUMINUM, 36" WIDE X 24" TALL X 24" DEEP, MOUNTED ON THE CURBSIDE 1 I7B-CS 36" TOOL BOX - ALUMINUM, 36" WIDE X 24" TALL X 24" DEEP, MOUNTED ON THE CURBSIDE 1
I14 TRAFFIC CONE HOLDER ON DRIVER'S SIDE 1
I14C TRAFFIC CONE HOLDER ON CURBSIDE 1
I22 UPGRADE TUBE TRAYS TO POLISHED STAINLESS STEEL 1
I26B TWO BUMPER TOOL BOXES - ALUMINUM, 16" HIGH X 12" WIDE X 18" DEEP WITH FOLD DOWN DOOR 1

STD DOT LIGHTING / FENDERS / MUD FLAPS / TAILGATE SAFETY PROP, ICC LIGHTS STANDARD

STD REMOTE ACTUATED BODY SAFETY PROP STANDARD
STD 70 GALLONS AW-46 HYDRAULIC OIL, LEVEL/TEMPERATURE GAUGE, SHUTOFF ON

SUCTION STANDARD

STD REAR BUMPER, TRIANGLE KIT, FIRE EXTINGUISHER, BACKUP ALARM STANDARD STD ALLISON 10-BOLT PTO UPGRADE STANDARD

STD PAINTED WITH PPG URETHANE PAINT STANDARD

STD PAINT BODY WHITE STANDARD

STD PAINT FRAME AND PARTS BLACK STANDARD

STD PAINT HOSE REEL AND BOOM BLACK STANDARD

STD FLEET FINISH STANDARD
STD 25 FEET OF VACUUM TUBING (5) AND CLAMPS STANDARD

STD TIGER TAIL HOSE GUIDE STANDARD

STD TWO BLUE STAR SEWER CLEANING NOZZLES STANDARD
M3 FILL HOSE 25' X 2 1/2" 1
M5C LEADER HOSE 25' X 1" 1
M9H 1" PIRANHA SEWER HOSE - 3,000 PSI X 800 FT PLASTIC (BLUE) (PN: CAT022382) 1 M29D FOUR CAMERA - BACK-UP CAMERA SYSTEM WITH 9" COLOR MONITOR - INCLUDES FRONT, REAR, AND SIDES. SIDES TO ACTIVATE WITH TURN SIGNALS - (1) TV-905 A, (1) 1 ** 2022 MODEL YEAR CHASSIS Serial # MC-1510-534 1

PRICE OF BASE UNIT WITH OPTIONS 548,845.46$

DELIVERY
ESTIMATED SUBTOTAL: 548,845.46$
SALES TAX 56,146.43$
TOTAL PRICE (PER UNIT) 604,991.89$

SIGNATURE DATE

QUOTE ID PRICING FROM
MC-1510-534 6/17/2020
*** FOB DESTINATION *** TERMS - NET, 15% DOWN ***
DUE TO EXTREME MARKET VOLATILITY AND PENDING U.S. GOVERNMENT SECTION 232 TRADE CASES ALL PRICES AND AVAILABILITY ARE

SUBJECT TO CHANGE WITHOUT NOTICE, ALL QUOTES TO BE CONFIRMED AT TIME OF ORDER Please return a signed copy to [email protected]

PRICING SUMMARY

City Council Staff Report
DATE: April 19, 2023
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: CITY MANAGER’S DEPARTMENT
DISTRICT: ALL
SUBJECT: APPROVE THE FIRST AMENDMENT TO THE EMPLOYMENT

AGREEMENT BETWEEN THE CITY OF PALMDALE AND MICHAEL
MILLER, ASSISTANT CITY MANAGER (AGREEMENT NO. A-7465)
ISSUE
Approve the First Amendment to the Employment Agreement between the City of Palmdale and Michael Miller, Assistant City Manager (Agreement No. A-7465).

RECOMMENDATION
Staff recommends that the City Council:

1. Approve the First Amendment to the Employment Agreement between the City of Palmdale and Michael Miller, Assistant City Manager (Agreement No. A-7465).

BACKGROUND
Michael Miller (Employee) was hired by the City of Palmdale on April 16, 1997. He became the Director of Neighborhood Services on August 26, 2013. On September 6, 2022 he became Interim Assistant City Manager.

This amendment to Mr. Miller’s employment agreement appoints him Assi stant City Manager, thus removing the Interim title.

DISCUSSION
In general, the amendment to the Employment Agreement with Mr. Miller provides for the following:

1. The Employee is appointed the Assistant City Manager.

2. Compensation shall be paid at an annual rate of $264,722.

3. The Employee is currently enrolled in the California Public Employees’ Retirement System (CalPERS) at the 2.7% @ age 55 formula. The Employee shall continue to pay the full employee contribution.

Report to Mayor and City Council
Re: First Amendment to the Employment Agreement between the City of Palmdale and Michael Miller, Assistant City Manager (Agreement No. A-7465) April 19, 2023

Page 2 ends

4. The amendment is effective February 2, 2023.

Staff recommends the City Council approve the First Amendment to the Employment Agreement between the City of Palmdale and Michael Miller, Assistant City Manager (Agreement No. A-7465).

FISCAL IMPACT
Sufficient funding is budgeted in the FY 2022-23 Annual Operating Budget.

STRATEGIC PLAN
Goal IV: Maintain a desirable community where everyone wants to live, work and play.

Objective:

C. Invest in staff and other human resource strategies to attract and retain a highly qualified, diverse, and creative workforce.

Prepared by: Garrett Rickert, Sr Human Resources Analyst Certified as to availability of Funds: Janelle Samson, Director of Finance Approved by: Ronda Perez, City Manager
Approved as to form: William P. Curley, III, Interim City Attorney

ATTACHMENTS

1. First Amendment to Agreement No. A-7465

2. Job Description – Assistant City Manager

3. Agreement No. A-7465
Exhibit 1
First Amendment to Agreement No. A-7465

Agreement No. A-7465 - Amendment 1

FIRST AMENDMENT TO THE EMPLOYMENT AGREEMENT BETWEEN THE CITY

OF PALMDALE AND MICHAEL MILLER, ASSISTANT CITY MANAGER

Dated February 2, 2023

Pursuant to Section 19 D of the “Employment Agreement between the City of Palmdale (hereinafter referred to as “City”) and Michael Miller (hereinafter referred to as “Miller” or “Employee”) (collectively referred to as “Parties”) , Director of Neighborhood Services (A-7465)”, a co py of which is attached hereto as Exhibit A (hereinafter the “Agreement”), the Agreement may be amended in writing and signed by the P arties thereto. Accordingly, the Parties herein amend the Agreement (hereinafter referred to as “Amendment”) as follows:

RECITALS

WHEREAS, Employee was hired on April 16, 1997, as a full time City employee in the position of Housing Coordinator and, along with other benefits offered to City employees, became a member of the California Public Employees’ Retirement System (“CalPERS”) on his hire date;

WHEREAS, on August 26, 20 13, Employee was appointed Director of Neighborhood Services;

WHEREAS, under the authority of the City Manager and the approval of the City Council, all City Directors entered into employment agreements and, effective April 26, 2021, Employee entered into an Agreement as Director of Neighborhood Services;

WHEREAS, o n September 6, 2022 , Employee was appointed as an I nterim Assistant City Manager and was provided , consistent with the City’s “Classification and Pay Plan for FY 2022-2023”, an increase in salary compensation;

WHEREAS, effective February 2, 2023, Employee shall be promoted as Assistant City Manager.

NOW, THEREFORE, in consideration of the mutual covenants herein contained herein, Employee’s Agreement is hereby amended as follows:

1. Recitals: The Recitals as set forth above are true and correct and are incorporated into this Amendment.

Exhibit 1
First Amendment to Agreement No. A-7465

Agreement No. A-7465 - Amendment 1
February 2, 2023

Page 2 of 3 ends

2. Section 1(a) : Section 1(A) of the Agreement , Duties, is amended as follows: “City hereby employs Employee as Assistant City Manager to perform the function and duties of this position as specified in the job description for this position, and to perform such other legally permissible and proper functions and duties as the City Manager shall, from time -to-time, direct or assign. Employee shall perform these functions and duties in an efficient competent, and ethical m anner and shall devote his best efforts and full -time attention thereto. The City Manager has the right to modify or alter Employee’s position, with or without cause or advance notice, through actions other than termination, such as demotion or transfer.”

3. Section 1(d) : Replace any reference to “Department Head” with “Assistant City Manager”. Except as modified herein, the remaining terms as set for in this paragraph shall remain in effect.

4. Section 1(h) : Replace any reference to “Department Head” with “Assistant City Manager”. Except as modified herein, the remaining terms as set for in this paragraph shall remain in effect.

5. Section 2 : Section 2 Compensation, is amended as follows: “In accordance with the City Council adopted “Classification and Pay Plan for FY 2022-2023”, Employee shall be paid an annual salary of two hundred and sixty-four thousand, seven hundred and twenty-two dollars ($264,722), payable in the same manner and time as to all other City employees.”

6. Section 3(a): Section 3(a) Commencement & Effective Date, is amended as follows: “Employee shall commence his services as Assistant City Manager on February 2, 2023, and such date shall be deemed the effective date of this Amendment (“Effective Date”).

7. Section 3(d): Replace any reference to “Department Head” with “Assistant City Manager”. Except as modified herein, the remaining terms as set for in this paragraph shall remain in effect.

8. Section 3(g) : Section 5(g) Medical, Dental, and Vision Insurance , is amended as follows: “Employee shall receive medical, dental, and vision benefits that are established by the City for management employees.”

9. Section 5 (j): The following section is added to Section 5, Fringe Benefits:
“CalPERS Retirement. The City shall continue its employer contribution to the CalPERS system for Employee’s retirement fund. Employee’s current retirement formula is 2.7%

Exhibit 1
First Amendment to Agreement No. A-7465

Agreement No. A-7465 - Amendment 1
February 2, 2023

Page 3 of 3 ends

@ 55. Employee will continue to contribute 8% (“employee contribution”) to his retirement fund; however, Employee will be responsible for any increases to the CalPERS employee contribution rate as may be directed by CalPERS.”

10. Section 6 (b) : Section 6(b) , Performance Evaluations , Timing, shall be replaced as follows: “The City Manager may evaluate Employee’s performance after the first six (6) months of his employment and thereafter on or about the anniversary date of the Effective Date of this Amendment. Every year the City Manager and Employee may, in addition, set goals and objectives for the en suing year. The City Manager may also evaluate performance more frequently, if necessary.”

Except as otherwise stated herein, the remaining terms and conditions of the Agreement shall remain in full force and effect.

APPROVED BY THE CITY COUNCIL, CITY OF PALMDALE at a regularly scheduled City Council meeting on April 19, 2023.

ATTEST:

CITY OF PALMDALE:

_____________________________ __________________________________ Roxanne Faber Laura Bettencourt
Acting City Clerk Mayor

APPROVED AS TO FORM: EMPLOYEE:

_____________________________
William P. Curley, III
Interim City Attorney

__________________________________
Michael Miller
Assistant City Manager

Exhibit 2
First Amendment to Agreement No. A-7465

CITY OF PALMDALE

ASSISTANT CITY MANAGER

DEFINITION

Under administrative direction, assists the City Manager in managing and directing citywide departmental activities and operations; assists City Manager in providing administrative guidance to executiv e staff; relieves the City Manager of day -to-day duties associated with municipal operations; performs responsible and complex administrative work; acts for the City Manager in his/her absence.

DISTINGUISHING CHARACTERISTICS

The Assistant City Manager i s an administrative management level class, which assists the City Manager in the overall operations of meeting the City’s established mission and goals. The incumbent is responsible for the day -to-day coordination and administration of assigned functions including supervision over assigned departments. The Assistant City Manager acts for the City Manager in his or her absence. This class is distinguished from the next higher classification of City Manager, which serves as the Chief Executive Officer ove r all City departments and program activities. This is a one incumbent classification.

SUPERVISION RECEIVED/EXERCISES

Receives administrative direction from the City Manager. Exercises direct and indirect supervision over assigned areas, including professional, technical and support personnel.

EXAMPLES OF DUTIES – Duties may include, but are not limited to the following:

Assists and participates in the development and implementation of the City’s strategic plan and goals and objectives as a result of the strategic plan.

Assists the City Manager in managing and directing the activities of City departments and in providing administrative guidance to executive staff.

Reviews, interprets, develops, modifies and implements City administrative policies and their application to specific situations in departments; and resolve s conflicts involving multiple departments in matters/issues not addressed by existing City policies and procedures.

Manages the coordination and preparation of the budgets, funding mechanisms, and budget control activities; reviews and approves funding reporting; makes recommendations to the City Manager on funding opportunities.

Exhibit 2
First Amendment to Agreement No. A-7465

Assistant City Manager
- 2 -
UPDATED 8/17
Represents the City in City Council meetings, special commissions, and boards, the community at large, and at professional meetings , trainings and conferences as required.

Assists and advises the City Manager; relieves the City Manager of administrative detail; serves as Acting City Manager as assigned.

Establishes positive working relationships with rep resentatives of community organizations, state/local agencies and associations, City management and staff, and the public.

Performs other related duties as required.

MINIMUM QUALIFICATIONS

Knowledge of:

Principles and practices of municipal administration, organizations, and functions.

Current social, political, and economic trends and operating challenges and responsibilities of municipal government.

Principles and practices of municipal budgeting and finance.

Local and state legislative processes.

Methods of assessing municipal operating requirements.

Principles of effective public relations and interrelationships with community groups and agencies, private businesses and firms, and other levels of government.

Principles of leadership, strategic planning and organizational management.

Methods and techniques of supervision, training, and motivation.

Applicable federal, state and local laws, codes and regulations.

Ability to:

Assist the City Manager in managing overall City operations through implementation of the strategic plan.

Provide effective leadership in a diverse workplace and community.

Exhibit 2
First Amendment to Agreement No. A-7465

Assistant City Manager
- 3 -
UPDATED 8/17

Prepare and analyze budgets and long term financial forecasts.

Serve effectively as the administrative agent of the City Manager and City Council.

Manage, plan, organize, train, evaluate, and direct work of assigned staff.

Delegate effectively.

Work independently and as part of a team.

Make sound decisions within established guidelines.

Analyze complex issues and develop and implement appropriate responses.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships.

Meet the physical requirements necessary to safely and effectively perform assigned duties. This includes on an intermitt ent basis, sit at desk for long periods of time; intermittently walk, stand, bend, and reach; use telephone and use a keyboard to communicate through written means.

Experience and Training

Any combination of experience and training that would likely pr ovide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Ten years of increasingly responsible administrative or managerial experience in a public administration setting, includi ng three years of management or supervisory experience at the department director level.

Training:

A bachelor’s degree in public administration, business administration, or a related field. A master’s degree is highly desirable.

MINUTES
CITY COUNCIL - 03/10/2023 – 8:30AM

EDWARDS FEDERAL CREDIT UNION

COMMUNITY ROOM
39963 10TH STREET WEST

PALMDALE, CALIFORNIA
MARCH 10, 2023
www.cityofpalmdale.org
8:30 A.M.
1) CALL MEETINGS TO ORDER
Mayor Bettencourt called the meetings to order at 9:00 a.m. *Note: All City Council memberships are reflected in their City Council titles. 2) PLEDGE OF ALLEGIANCE
3) ROLL CALL MAYOR BETTENCOURT, MAYOR PRO TEM ALARCÓN,

COUNCILMEMBERS BISHOP, LOA, OHLSEN
PRESENT: Laura Bettencourt, Andrea Alarcón, Austin Bishop, Richard Loa, Eric Ohlsen,
4) PUBLIC COMMENTS
There were no public comments.
5) PRESENTATION

5.1 City Council Strategic Planning Workshop. (Staff Reference: City Manager Perez) City Manager Perez went over the agenda for the day and introduced our new Sheriff Liaison Jason Hill and Attorney, Colin Burns.

Attorney Burns presented a PowerPoint presentation on Rules and Decorum. He discussed agenda deadlines, who can place items on an agenda and how to agendize an item requested by Council.

Attorney Burns went over Roberts Rules of Order, Rosenberg’s Rules of Order, various Parliamentary procedures, and Decorum. Council asked questions regarding the Brown Act, public comments, and engaging citizens. Attorney Burns responded.

City Manager Perez spoke regarding Goal Setting and played a short video “What makes life worth living.” She asked everyone to write down one thing that they would like to get out of the work session. There was discussion regarding district needs and wants, building relationships, roles and responsibilities.

Councilmembers shared their top priorities, which included film, beautification, green space, ownership of Palmdale Boulevard, transportation (Brightline, High Speed Rail), regionalism, Public Safety, and the future of the Chimbole Cultural Center. There was additional discussion amongst Council regarding alternative power sources, and the regional recreation center.

Councilmember Ohlsen spoke regarding economic opportunity zones. Mayor Bettencourt spoke regarding the need for a public Cemetery and Veterans Cemetery. Councilmember Bishop shared his thoughts on film, city beautification, illegal dumping and taking over Animal Care & Control. Mayor Pro Tem Alarcón spoke regarding Social Equity and a Pediatric Trauma Center for Palmdale. Councilmember Loa spoke regarding mental health, the resiliency center,
A recess was called at 11:50 a.m. and the meeting reconvened at 12:05 p.m.

Attorney Burns spoke regarding Councilmembers being able to meet with various entities and stated that they could as long as they are not representing the City, but in the capacity of an individual Councilmember.

There was consensus among Council that additional conversations needed to take place regarding Animal Care and Control, the current Sheriff’s contract, and the resiliency center.

City Manager Perez thanked Council for the input and providing staff with a starting point to begin focusing in on the top priorities for the city.

Mayor Bettencourt adjourned the meeting at 1:28 p.m.

PASSED, APPROVED, and ADOPTED this 19th day of April 2023 _____________________________
Laura Bettencourt, Mayor
ATTEST:
______________________________
Rochelle Scott, Acting City Clerk
City Council Staff Report
DATE: APRIL 19, 2023
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: PARKS & RECREATION DEPARTMENT
DISTRICT: ALL
SUBJECT: ADOPT RESOLUTION NO. CC 2023-022, A RESOLUTION OF THE

CITY COUNCIL OF THE CITY OF PALMDALE APPROVING THE

FIVE-YEAR PUBLIC ART WORK PLAN FOR PROJECTS IN THE
CITY OF PALMDALE IN ACCORDANCE WITH CHAPTER 15.01 OF
THE PALMDALE MUNICIPAL CODE.

ISSUE
Adopt Resolution No. CC 202 3-022, a Resolution of the City Council of the City of Palmdale approving the Five-Year Public Art Work Plan for projects in the City of Palmdale in accordance with Chapter 15.01 of the Palmdale Municipal Code.

RECOMMENDATION
Staff recommends that the City Council adopt Resolution No. CC 2023-022 approving the Five-Year Public Art Work Plan.

BACKGROUND
The Palmdale City Council approved Resolution No. CC 2020 -084, adopted the Public Art Master Plan, and directed staff to diligently work to implement the recommendations included in the Public Art Master Plan , one of which is to adopt a work plan annually.

The Commission is required to develop an annual Public Art Work Plan that charts current and future public art projects and determines resources and fund ing priorities.

The Five-Year Work Plan strategy will be updated annually to include City -funded projects, public/private partnerships, maintenance, and a conservation plan. The City Council will annually approve the Public Art Work Plan proposed by the Co mmission and staff.

DISCUSSION
The Public Art Work Plan sets the course for the implementation of all municipal public art projects, including artwork scope, concept, location, budget, and timeline. The projected Public Art Fund balance on June 30, 2023, is $799,182. The majority of the se funds were allocated from the City’s General Fund to initiate the program. Currently, the public art contribution fee assessed to applicable private and municipal projects is not increasing at the same rate as the program expenses.

Report to Mayor and City Council
Re: Five-Year Public Art Work Plan
April 19, 2023

Page 2 ends

The Five-Year Public Art Work Plan draft was reviewed by the Public Art Commission at the January 24, 2023 meeting. The work plan was presented in its final form to the commission at their March 28, 2023, meeting. After discussion, the commission adopted Resolution No. PAC 2023-001, recommending the Five-Year Public Art Work Plan for City Council approval in accordance with Chapter 15.01 of the Palmdale Municipal Code.

The Five-Year Public Art Work Plan is provided herewith for reference.

FISCAL IMPACT
$0; there is no fiscal impact associated with approval of the Five-Year Public Art Work Plan. The proposed expenditures for Fiscal Year 2023-24 total are $435,302 and are expected to be funded by Public Art Fee revenues. Below is a breakdown of costs:

PROJECT TYPE PUBLIC ART FUND 156 EXPENSES
Public Art Projects $200,000
Conservation and Maintenance $60,000
Sam Yellen Park Phase II Contribution $175,302

STRATEGIC PLAN
Goal II: Ensure long-term fiscal health of the City and maintain funding for services.

A. Manage resources, costs, and liabilities to ensure the City’s long-term fiscal health.

Prepared by: George Davis, Public Art Program Manager
Approved by:

Approved by:

Keri Smith, Director of Parks and Recreation
Ronda Perez, City Manager
Janelle Samson, Director of Finance
Approved as to form: William P. Curley, III, Interim City Attorney

ATTACHMENT

1. Resolution CC 2023-022

2. Exhibit A: Five-Year Public Art Work Plan

3. Five-Year Public Art Work Plan Presentation

CITY COUNCIL

CITY OF PALMDALE, CALIFORNIA
RESOLUTION NO. CC 2023-022

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALMDALE

APPROVING THE FIVE-YEAR PUBLIC ART WORK PLAN RECOMMENDED BY THE PUBLIC ART COMMISSION IN ACCORDANCE WITH CHAPTER 15.01 OF

THE PALMDALE MUNICIPAL CODE
A. RECITALS
WHEREAS, on March 28, 2023, the Public Art Commission adopted Resolution No. PAC 2023-001 recommending the Five-Year Public Art Work Plan, attached as Exhibit A, for City Council approval in accordance with Chapter 15.01 of the Palmdale Municipal Code; and
WHEREAS, the Public Art Commission, of the City of Palmdale shall develop an annual Public Art Work Plan that charts current and future public art projects and determines resources and funding priorities in accordance with Section 3, Item 10 of the Public Art Commission Bylaws; and
WHEREAS, the Five-Year Public Art Work Plan sets the course for the implementation of all municipal public art projects, and WHEREAS, the Five-Year Public Art Work Plan determines resources and funding priorities, and
WHEREAS, the Five-Year Public Art Work Plan will be updated annually to include all proposed projects that meet City of Palmdale Public Art Fund criteria as specified in Chapter 15.01 of the Palmdale Municipal Code, and WHEREAS, Public art in Palmdale has the power to express Palmdale’s identity through the built environment and provide equitable access to a diversity of artists and artistic experiences, elevating the role of the artist and the creative process plays in connecting people and place.

B. RESOLUTION

NOW THEREFORE, BE IT RESOLVED, THE CITY COUNCIL OF THE CITY OF

PALMDALE DOES HEREBY FIND, DETERMINE, RESOLVE AND ORDER AS FOLLOWS:

SECTION 1. The City Council hereby specifically finds that all of the facts set forth in the Recitals are true and correct.

Resolution No. CC 2023-022

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SECTION 2. In accordance with Section 15.01.050, Section D, of Palmdale’s Municipal Code, the Public Art Commission shall present annually to the City Council for approval a public art work plan that recommends the use of public art fund monies.

SECTION 3. In accordance with Section 15.01.070, Section C, Item 10, of Palmdale’s Municipal Code, the Public Art Commission will develop an annual public art work plan that charts current and future public art projects and determines resources and funding priorities.

SECTION 4. In accordance with Section 15.01.110, Section B, the City Council will approve the annual public art work plan as part of the City’s annual budget adoption process, which outlines the projects and expenses the public art program will undertake each year.

SECTION 5. Based on the findings and conclusions set forth above, the City Council hereby approves of the Five-Year Public Art Work Plan recommended by the Public Art Commission and staff.

Resolution No. CC 2023-022

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SECTION 6. The Acting City Clerk shall certify to the adoption of this Resolution.

PASSED, APPROVED and ADOPTED this 19th day of April 2023. _________________________________
Approved as to form: Laura Bettencourt, Mayor
ATTEST:
___________________________ _________________________________ William P. Curley, III Rochelle Scott, Acting City Clerk Interim City Attorney
I, Rochelle Scott, Acting City Clerk of Palmdale, California, do hereby certify that the foregoing resolution was duly passed, approved, and adopted by the City Council of the City of Palmdale at a regular meeting of said Council held on the 19th day of April, 2023 by the following roll call vote:

AYES: _____________________________________________________ NOES:

ABSTAIN: ABSENT:

Date:

Rochelle Scott, Acting City Clerk
1 EXHIBIT A
FIVE-YEAR PUBLIC ART WORK PLAN (FY23-28)
OUTSTANDING BUDGETED PUBLIC ART PROJECTS FY22-23

PROJECT FUNDING PROJECT PERIOD NOTES STATUS
Plein Air Alcoves $5K
Public Art Fund
FY22-23 Location: Palmdale City Library
Three alcoves to feature local
landscapes by Rich Gallego
Anticipated completion in FY22-23
Repair and
Maintenance
$10K
($9K still available)
Public Art Fund
Contract Services
FY22-23 Remaining funds recommended for
refresh of Peace Together at
DryTown ($2K), Cosmo sculpture
repair from wind damage ($7K
available); $1K previously used for
small repairs to public art pieces
Anticipated completion in FY22-23

TOTAL PUBLIC ART

FUND EXPENSES
$15K
McAdam Cultural Art
Project - NEA Our
Town Grant
$75K
Public Art Fund
FY23-24 &
FY24-25
Location: McAdam Park
public art components and park
section redesign; cost
share/matching; additional $75K
from Park Development Fund
NEA will announce grant award or
rejection in summer 2023; if
awarded, costs are to be expended
during 1-2 year project period;
earliest start date is July 1, 2023

ADDITIONAL PUBLIC

ART FUND EXPENSES
(IF AWARDED)
$75K

2 PROPOSED UPCOMING PUBLIC ART PROJECTS FY23-24

PROJECT FUNDING PROJECT PERIOD NOTES STATUS
Palmdale
Amphitheater
Entertainment
Themed Mural
$28K
Public Art Fund
FY23-24 Small boom lift required; design to
emanate from small tree dedicated
to Kevin R. Henisey; includes funds to
prep and primer surface, and apply
anti-graffiti coating
Anticipated completion in
FY23-24
Temporary artwork
to be featured at
Kaleidoscope
$10K
Public Art Fund
FY23-24 Location: Palmdale Amphitheater
Researching compatible temporary
public art options
Event scheduled October 7, 2023
Sculpture for
roundabout
$50K
Public Art Fund
FY23-24 Location: Avenue S-8 and 40th St. E
Previously envisioned as temporary
sculpture installation
CIP construction April – December
2023; sculpture to be selected and
installed after completion of
construction
Antelopes on Parade $3K
Public Art Fund
FY23-24 Location: Final presentation locations
TBD
Funding includes artist fee and
supplies, and presentation materials
Anticipated completion in
FY23-24
Small Mural Mentor
Program
$9K
Public Art Fund
FY23-24 Locations: Several locations in
Palmdale TBD
Teams experienced muralist with 3
novice artists for small murals
throughout Palmdale; includes funds
to prep and primer surface, and apply
anti-graffiti coating
Anticipated completion in
FY23-24
Palmdale Playhouse
Mural
$100K
Public Art Fund
FY23-24 Location: Palmdale Playouse
Includes funds to prep and primer
surface, and apply anti-graffiti
coating
Anticipated completion in
FY23-24

PUBLIC ART FUND

EXPENSES
FY23-24 TOTAL
$200K
3 PROPOSED PUBLIC ART CONSERVATION AND MAINTENANCE PROJECTS FY23-24

PROJECT FUNDING PROJECT PERIOD NOTES STATUS
Basketball court art
restoration or
replacement
$50K
Public Art Fund
Contract Services
FY23-24 Locations: Marie Kerr Park and
Domenic Massari Park
Seeking partnership with the Paul
George Foundation, the L.A. Clippers
Foundation, ArtMobb, and 2K
Foundations
Anticipated completion of
Domenic Massari Park in FY23-24
Undetermined
maintenance and
repair projects
$9K
Public Art Fund
Contract Services
FY23-24 Various locations, as required
“Back Home”
sculpture
deaccession and
removal
$1K
Public Art Fund
Contract Services
FY23-24 Location: Palmdale Transportation
Center
NOTE: Amount is estimate for
disposal and may change
Anticipated completion in
FY23-24

PUBLIC ART FUND -

CONTRACT

SERVICES EXPENSES
FY22-23
$60K

TOTAL PUBLIC ART

FUND EXPENSES
FY22-23
$260K
PROPOSED UPCOMING PUBLIC ART PROJECT FY23-24 THROUGH FY24-25 MUNICIPAL PROJECT WITH PUBLIC ART FUND CONTRIBUTION (1% OF CIP CONSTRUCTION COSTS)

PROJECT FUNDING PROJECT PERIOD NOTES STATUS
Sam Yellen Park
(Phase II)
$175,302
Public Art Fund
FY 23-24 &
FY24-25
Location: Sam Yellen Park
Direction needed on potential art
element
Estimated completion FY24-25
Recommendations from staff
requested
4 PROPOSED PUBLIC ART PROJECTS FY24-25 THROUGH FY27-28, PENDING FUTURE BUDGET ADOPTION

PROJECT FUNDING PROJECT PERIOD NOTES STATUS
Courson Park Mural
Project and Plaza
Public Art
Installation
$41.5K
On-site installation
in-lieu of fee
FY24-25 Location: Courson Park $37,350 State
Grant Funded; $4,150 Public Art Fund
Park Renovation project funded
by state grant ($4.1M)
Amargosa
Temporary
Sculptures
$30K
Public Art Fund
FY24-25 Location: Amargosa Creek Trail
Funding includes installation and
maintenance of three sculptures on
2-year loans from artists
CIP construction January –
November 2024; sculptures to be
installed after completion
Sculpture for PTC
Roundabout
$100K
Public Art Fund
FY25-26 Location: Palmdale Transportation
Center
TBD
Avenue M
Interchange
Sculptures,
Retaining Wall
Designs, and ailing
Designs
$250K Measure R
Funding
Timeline dependent
of partner agency
funding
Location: SR14 Avenue M Exits
Partnership with City of Lancaster, LA
County, Caltrans
CIP NOTE: Could be shelved due to
funding and inflation concerns
City of Palmdale has Measure R
funding; project pending partner
agency funding

O F F I C E O F T H E C I T Y M A N A G E R

FIVE-YEAR PUBLIC ART WORK PLAN
FY23-28

DEPARTMENT OF PARKS AND RECREATION

INTRODUCTION
The Public Art Commission is required to develop an annual Public Art Work Plan that charts current and future public art projects and determines resources and funding priorities.

The five-year work plan strategy will be updated annually to include City-funded projects, public/private partnerships, maintenance, and a conservation plan.

Our meeting today is to get City Council feedback on the work plan proposed by the Public Art Commission and staff, to be included and approved as part of the City’s annual budget adoption process.

PUBLIC ART PROJECTS COMPLETED FY22-23
TOTAL PUBLIC ART FUND EXPENSES: $216,675
RVP Kinetic Sculpture
Cosmo
by Roger Heitzman
$30K
Completed:

August 2022
Auto Mall Sculpture
Revolution
by Heath Satow
$155K
(+$30K from Economic
Development)
Completed:

December 2022
Kaleidoscope
Art & Music Festival:

Living Butterfly Vines,
Plein Air Demo, Cellograph
Artist, Chalk Artists (5)
$6,675
Completed:

October 2022
Antelope Valley Walls
Four murals:

Kim Sielbeck
Sean Banister
Tina Dille
Christopher Minsal
$25K
Completed:

September 2022

AUTO MALL ROUNDABOUT FOR SCULPTURE
ARTIST’S DESIGN FOR BEST SATELLITE IMAGERY
(paid for and executed by Auto Dealers)

CURRENT PUBLIC ART PROJECTS ANTICIPATED COMPLETION FY22-23 TOTAL PUBLIC ART FUND EXPENSES: $15,000
Palmdale City Library
Plein Air Alcoves*
by Richard Gallego
$5K
Anticipated Completion:

FY 22-23
*Design not final
DryTown
Peace Together refresh
$2K (Contract Services)
Anticipated Completion:

May 2023
Contract Services
Maintenance and Repairs
Budget: $10K ($7K available)
Maintenance Yard
Waste Minimization Themed Mural
$5.5K (funded by Innovation and
Environmental department,
not Public Art fund)
Anticipated completion:

April 2023

PUBLIC ART PROJECT FY22-23 DEPENDENT ON GRANT FUNDING
TOTAL PUBLIC ART FUND EXPENSES: $75K
(NEA WILL ANNOUNCE GRANT AWARD OR REJECTION IN SUMMER 2023) McAdam Park
NEA Our Town Grant
Proposal Concept*
$75K
Dependent on Grant Funding;
Anticipated completion:

FY23-25

TRIBAL GOVERNMENT PARTNERS
Fernandeno TataviamBand of Mission Indians
Morongo Band of Mission Indians
San Fernando Band of Mission Indians
San Manuel Band of Mission Indians
Tejon Indian Tribe

NON-PROFIT PARTNERS
Art-In-Residence
*Images from similar park project concept
PROPOSED UPCOMING PUBLIC ART PROJECTS FY23-24
PUBLIC ART FUND EXPENSES SUBTOTAL: $91K (PENDING ADOPTION) Palmdale Amphitheater
Entertainment Themed
Mural
$28K
Anticipated Completion:

FY23-24
Sculpture for
Ave. S-8 and 40th St. E
Roundabout
$50K
Anticipated completion:

FY23-24
Temporary Artwork
for Kaleidoscope
$10K
Event scheduled:

October 7, 2023
Antelopes on Parade
$3K
Anticipated Completion:

FY23-24
Researching
Compatible
Projects
PROPOSED UPCOMING PUBLIC ART PROJECTS FY23-24
PUBLIC ART FUND EXPENSES SUBTOTAL: $100K (PENDING ADOPTION) Small Mural
Mentor Program
(3 murals)
$9K
Anticipated Completion:

FY23-24
Teams experienced
muralists with three
novice artists for small
murals throughout
Palmdale.

PROPOSED UPCOMING PUBLIC ART PROJECTS FY23-24
TOTAL PUBLIC ART FUND EXPENSES: $200K (PENDING ADOPTION) Palmdale Playhouse
Mural
$100K
Anticipated Completion:

FY23-24
*Design not final

PROPOSED UPCOMING MAINTENANCE AND REPAIR PROJECTS FY23-24 TOTAL PUBLIC ART FUND EXPENSES: $60,000 (PENDING ADOPTION) Basketball Court Art
Restoration or
Replacement
$50K
Seeking partnership with
Paul George Foundation,
L.A. Clippers, ArtMobb,
And 2K Foundations
Anticipated completion:

FY23-24
Back Home sculpture
Deaccession and removal
$1K
Anticipated completion:

FY23-24
Undetermined maintenance
and repair projects
$9K

PROPOSED UPCOMING PUBLIC ART PROJECT FY23-24
PUBLIC ART FUND CONTRIBUTION (1% OF CIP CONSTRUCTION COSTS): $175,302 Sam Yellen Park (Phase II)
Potential art element
$175,302
Anticipated Completion:

FY24-25
$50-75K Sculpture
Example
$100K Sculpture Example
$175K Sculpture Example

PROPOSED UPCOMING PUBLIC ART PROJECTS FY24-25 THROUGH FY27-28

PENDING FUTURE BUDGET ADOPTION
Avenue M Interchange
$250K Measure R Funding
(Project design and
construction postponed
until 2024)
Courson Grant Mural
Project and Plaza Public
Art Installation
$41.5K
(Prop 68 Statewide Park
Development and
Community Revitalization
Program)
Amargosa
Temporary Sculptures
$30K
*Design not final
Palmdale Transportation Center
Roundabout Sculptures
$100K

CONCLUSION

FISCAL IMPACT
$0; there is no fiscal impact directly associated with the approval of the Five-Year Public Art Work Plan. The proposed expenditures for Fiscal Year 2023-24 total are $435,302 and are expected to be funded by Public Art Fee revenues. Below is a breakdown of costs:

PROJECT TYPE PUBLIC ART FUND 156 EXPENSES
Public Art Projects $200,000
Maintenance and Repair $60,000
Municipal Project Pending Public Art Contribution $175,302 The Public Art Work Plan is developed annually with public art project and funding recommendations.

The Public Art Commission and will return in Spring 2024 to review the Five-Year Public Art Work Plan, including proposed fiscal impact for FY24-25.

Palmdale City CouncilApril 19, 2023

Palmdale City Council
April 19, 2023