Pico Rivera City Council
June 27, 2023

Background:

On February 27, 2018, the City Council approved a resolution authorizing the submittal of an application with the proposed project and allocation of matching funds to the Mobile Source Air Pollution Reduction (MSRC) Program for the installation of an electric vehicle charging station at City Hall with an approved Project Budget of $125,360 included in the FY 2017-18 budget.

On September 7, 2018, the City entered into an agreement with the South Coast Air Quality Management District (SCAQMD) to receive a grant in the amount of $83,500 from AB 2766 Discretionary Funds to install a minimum of four (4) ports of “Level II” type electric vehicle charging stations (EVCS) at the City Hall parking lot by December 31, 2024. The grant is provided on a reimbursement basis, and the EVCS must be in operation for a minimum period of three (3) years to receive the full amount of the grant.

On August 31, 2022, the City entered into an agreement with Southern California Edison (SCE) to utilize their Charge Ready Charging Infrastructure and Rebate Program to identify, design, and construct a power source at no cost to the City to provide power to the proposed EVCS. However, to qualify and be approved for this program, SCE requires a minimum of 12 ports of “Level II” charging stations to be installed, so five (5) dual output charging stations and two (2) single output charging stations were included as part of this project.

At the MSRC Review Committee meeting on June 15, 2023, an 18-month extension was granted for this project. The updated deadline for completion is December 2024.

Discussion:

On March 16, 2023, the Notice Inviting Bids was advertised for the project in the Cerritos Newspaper, was posted on PlanetBids, and advertised through the City’s website. On April 6, 2023, three (3) bids were received and opened through the PlanetBids electronic bid platform. The following is the bid summary:

After review of the submitted bid proposal, staff determined Reliable Monitoring Services to be the lowest responsive and responsible bidder. Staff has verified Reliable Construction Company Bid Amount
Reliable Monitoring Services $160,710
My Electrician, Inc. $256,550
Optima Energy, Inc. $286,780
CITY COUNCIL AGENDA REPORT – MEETING OF JUNE 27, 2023
CITY HALL ELECTRIC VEHICLE CHARGING STATION PROJECT (CIP NO. 50010) –

AWARD OF CONTRACT

Monitoring Services’ references and found their past performance on jobs of similar size and scope to be satisfactory. They performed extensive work for public agencies including, but not limited to the State of California Department of General Services, Long Beach Community College, Eastern Municipal Water District, and Victor Valley Transit Authority. Their bonds, insurance documents, and City business license will be submitted and reviewed upon award and their contractor’s license is current.

While the City is responsible for the installation of the EVCS, SCE will be responsible for installing the infrastructure to provide a power source to power the EVCS for operation.

Due to supply chain issues that have affected the entire industry, SCE notified the City on March 17, 2023, that they are facing equipment delays up from a few months to over a year, so a construction timeline cannot be guaranteed due to long lead items.

The anticipated schedule for the project is as follows:
• Award Construction ………….…………………………………....June 2023
• Start Construction …………………………………………………August 2023
• Complete Construction ………………………………….………..November 2024 Construction management and inspection services will be provided by the Engineering Division staff from the Department of Public Works. The total cost of the project and funding sources are shown in the tables below:

Total Cost of the Project
Description Amount
Project Management $25,000
Design $33,200
EVCS Procurement $23,450
Construction $160,710
Construction Contingency (10%) $16,071
Construction Management & Inspection $25,000
TOTAL PROJECT COST $283,431
CITY COUNCIL AGENDA REPORT – MEETING OF JUNE 27, 2023
CITY HALL ELECTRIC VEHICLE CHARGING STATION PROJECT (CIP NO. 50010) –

AWARD OF CONTRACT

Total Cost of the Project
Conclusion:

Staff recommends awarding a construction contract to Reliable Monitoring Services in a not-to-exceed amount of $160,710 and to execute the contract in a form approved by the City Attorney. Additionally, staff recommends authorizing the City Manager to process change orders as needed in an amount not-to-exceed $16,701 for project contingency.

Steve Carmona
SC:NN:KK:np
Enclosures: 1) Construction Contract
2) CEQA Notice of Exemption
Funding Category Amount
699-70-7300-54500 AB2766
Discretionary Funds (MSRC Grant
Funding)
$83,500
200-70-7300-54500 AB2766
Subvention Funds $125,360
Fund 200 Allocation Request $75,000
TOTAL PROJECT BUDGET $283,860

CITY OF PICO RIVERA CONTRACT FOR

CITY HALL ELECTRIC VEHICLE CHARGING STATION PROJECT
CIP NO. 50010
THIS CONTRACT (“Contract”) is made and entered this 27th day of June, 2023 (“Effective Date”), by and between the CITY OF PICO RIVERA, a California municipal corporation (“City”) and Reliable Monitoring Services, a California corporation (“Contractor”). The Contractor’s California State Contractor’s license number is 900304.

In consideration of the mutual covenants hereinafter set forth, the parties hereto agree as follows:

1. Contract Documents. The Contract Documents consist of this Contract, the Notice Inviting Bids, Instructions to Bidders, Bid Proposal (including documentation accompanying the Bid Proposal and any post-Bid Proposal documentation submitted before the Notice of Award), the Bonds, permits from regulatory agencies with jurisdiction, General Provisions, Special Provisions, Plans, Standard Plans, Standard Specifications, Reference Specifications, Addenda, Change Orders, and Supplemental Agreements. In the event there is a conflict between the terms of the Contract Documents, the more specific or stringent provision shall govern. City shall decide which option is the more specific or stringent provision. The Contract Documents are attached hereto and incorporated herein by reference.

2. Scope of Services. The Contractor shall perform and provide all materials, tools, equipment, labor, and services necessary to complete the Work in a good and workmanlike manner for the project identified as City Hall Electric Vehicle Charging Station Project (“Project”), as described in the Contract Documents.

3. Compensation.

3.1 Contract Price and Basis for Payment. In consideration for the Contractor’s full, complete, and timely performance of the Work required by the Contract Documents, the City shall pay the Contractor for the actual quantity of Work required under the Bid Items awarded by the City performed in accordance with the lump sum prices and unit prices for Bid Items, set forth in the Bidder’s Bid Schedule submitted with the Bid Proposal. The sum of the unit prices and lump sum prices for the Bid Items, awarded by the City is One Hundred Sixty Thousand Seven Hundred Ten Dollars ($160,710.00) (“Contract Price”). It is understood and agreed that the quantities set forth in the Bidder’s Proposal for which unit prices are fixed are estimates only and that the City will pay and the Contractor will accept, as full payment for these items of work, the unit prices set forth in the Bidder’s Proposal multiplied by the actual number of units performed, constructed, or completed as directed by the Engineer.

3.2 Payment Procedures. Based upon applications for payment submitted by the Contractor to the City, the City shall make payments to the Contractor in accordance with Section 7 of the Standard Specifications, as modified by Section 7 of the General Provisions.

ENCLOSURE 1
7a
Construction Contract

RELIABLE MONITORING SERVICES

3.3 Substitution of Securities. Pursuant to Public Contracts Code Sec. 22300 Contractor shall be allowed to substitute securities for any moneys withheld by the City to ensure performance under a contract, unless, federal regulations or policies, or both, do not allow the substitution of securities. At the request and expense of the Contractor, securities equivalent to the amount withheld shall be deposited with the City, or with a state or federally chartered bank in this state as the escrow agent, who shall then pay those moneys to the Contractor. Upon satisfactory completion of the contract, the securities shall be returned to the Contractor.

4. Contract Time.

4.1 Initial Notice to Proceed. The City shall issue the “Notice to Proceed to Fulfill Preconstruction Requirements and Order Materials.” The date specified in the Notice to Proceed to Fulfill Preconstruction Requirements and Order Materials constitutes the date of commencement of the Contract Time of 30 Working Days. The Contract Time includes the time necessary to fulfill preconstruction requirements, place the order for materials, and to complete construction of the Project (except as adjusted by subsequent Change Orders).

The Notice to Proceed to Fulfill Preconstruction Requirements and Order Materials shall further specify that the Contractor must complete the preconstruction requirements and order materials within 10 Working Days after the date of commencement of the Contract Time; this duration is part of the Contract Time.

Preconstruction requirements include, but are not limited to, the following:
• Submitting and obtaining approval of Traffic Control Plans • Submitting and obtaining approval of the Stormwater Pollution Prevention Plan (SWPPP)/Water Pollution Control Plan (WPCP)
• Submitting and obtaining approval of critical required submittals • Installation of the approved Project Identification Signs • Obtaining an approved no fee Encroachment Permit
• Obtaining a Temporary Use Permit for a construction yard • Notifying all agencies, utilities, residents, etc., as outlined in the Contract Documents

4.2 Notice to Proceed with Construction. After all preconstruction requirements are met and materials have been ordered in accordance with the Notice to Proceed to Fulfill Preconstruction Requirements and Order Materials, the City shall issue the “Notice to Proceed with Construction,” at which time the Contractor shall diligently prosecute the Construction Contract

RELIABLE MONITORING SERVICES

Work, including corrective items of Work, day to day thereafter, within the remaining Contract Time.

5. Liquidated Damages for Delay and Control of Work.

5.1 Liquidated Damages. The Contractor and the City have agreed to liquidate damages pursuant to Section 6-9 of the General Provisions.

6. Additional Federal Requirements.

6.1 Payment of Prevailing Wages on Public Works Projects. In accordance with Labor Code Section 1770 et seq., the Project is a “public work.” The selected Bidder (Contractor) and any Subcontractors shall pay wages in accordance with the prevailing hourly rates determined by the Wage and Hour Division (WHD) of the United States Department of Labor or the general prevailing wage determinations by the State of California Department of Industrial Relations (DIR) whichever is higher. Copies of those rates are on file with the Director of Public Works and are available to any interested party upon request. The Contractor shall post a copy of the WHD/DIR’s determination of the prevailing rate of per diem wages at each job site. This Project is subject to compliance monitoring and enforcement by the WHD/DIR.

7. Work After Stop Work Notice. Any work completed by the Contractor after the issuance of a Stop Work Notice by the City shall be rejected and/or removed and replaced as specified in the applicable Section of the Special Provisions.

8. Antitrust Claims. In entering into this Contract, the Contractor offers and agrees to assign to the City all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec.§ 15) or under the Cartwright Act (Business and Professions Code Section 16700 et seq.) arising from purchases of goods, services, or materials pursuant to the Contract. This assignment shall be made and become effective at the time the City tenders final payment to the Contractor without further acknowledgment by the parties.

9. Prevailing Wages. The City and the Contractor acknowledge that the Project is a public work to which prevailing wages apply. The City has entered into the “Community Workforce Agreement” (“CWA”) with the Los Angeles and Orange Counties Building and Construction Trades Council attached as Appendix III to the Bid Documents, which requires the payment of prevailing wages on general public works contracts of greater than $250,000 and specialty contracts of greater than $50,000 and certain labor compliance provisions. Specialty contracts are entered into between the City and specialty contractors as defined in Business and Professions Code Section 7058, including Sections 832.02 through 832.62 of Title 16 of the California Code of Regulations. The Contractor awarded the Contract for the Work and all Subcontractors must agree to be bound by the CWA during performance of the Work. Each Contractor must submit a completed and executed Letter of Assent with its Bid Propoal; failure of a Bid Proposal to be accommpanied by the Contractor’s completed and executed Letter of Construction Contract

RELIABLE MONITORING SERVICES

Assent will render the Bid Proposal non-responsive and rejected. If awarded a Contract, the successful Contractor shall comply with provisions of the CWA, including without limitation: (i) craft labor hiring practices; (ii) alternative dispute resolution procedures for Site grievances and jurisdictional disputes; and (iii) prevailing wage rate responsibilities.

The CWA shall not apply if the City receives funding or assistance from any Federal, State, local or other public entity for the Construction Contract if a requirement, condition or other term of receiving that funding or assistance, at the time of the awarding of the contract, is that City not require, bidders, contractors, subcontractors or other persons or entities to enter into an agreement with one or more labor organization or enter into an agreement that contains any of the terms of the CWA. Public Works projects not covered by the CWA shall be subject to the prevailing wage requirements of the California Uniform Public Construction Cost Accounting Act which has been adopted by the City.

10. Workers’ Compensation. Labor Code Sections 1860 and 3700 provide that every contractor will be required to secure the payment of compensation to its employees. In accordance with the provisions of Labor Code Section 1861, by signing this Contract, the Contractor certifies as follows:
“I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the Work of this Contract.”

11. Miscellaneous Statutory Requirements.

11.1. Contractor License. Contractor shall possess a California contractor’s license type for the performance of the Project.

11.2 Ineligible Contractor Prohibited. Any contractor or subcontractor who is ineligible to perform work on a public works project pursuant to Section 1777.1 or 1777.7 of the Labor Code is prohibited from performing work under this Contract.

11.3 Compliance with SB 854 Registration. This Project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. No prime contractor or subcontractor may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. No prime contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. The Contractor will be required to post job site notices as described in 8 California Code of Regulation section 16451(d).

Construction Contract

RELIABLE MONITORING SERVICES

11.4 Trenches, Excavations and Unknown Conditions. Pursuant to California Public Contract Code Section 7104, in the event the Work included in this Contract requires excavations more than four (4) feet in depth, the following shall apply. (a) Contractor shall promptly, and before the following conditions are disturbed, notify City, in writing, of any: (1) material that Contractor believes may be material that is hazardous waste, as defined in Section 25117 of the Health and Safety Code, that is required to be removed to a Class I, Class II, or Class III disposal site in accordance with provisions of existing law; (2) Subsurface or latent physical conditions at the site different from those indicated; or (3) Unknown physical conditions at the site of any unusual nature, different materially from those ordinarily encountered and generally recognized as inherent in work of the character provided for in the Contract. (b) City shall promptly investigate the conditions, and if it finds that the conditions do materially so differ, or do involve hazardous waste, and cause a decrease or increase in Contractor’s cost of, or the time required for, performance of any part of the work shall issue a change order per Section 7-4 of the General Provisions. (c) That, in the event that a dispute arises between City and Contractor whether the conditions materially differ, or involve hazardous waste, or cause a decrease or increase in Contractor’s cost of, or time required for, performance of any part of the Work, Contractor shall not be excused from any scheduled completion date provided for by the Contract, but shall proceed with all Work to be performed under the Contract. Contractor shall retain any and all rights provided either by contract or by law which pertain to the resolution of disputes and protests between the contracting parties.

11.5 Trench and Pipeline Safety. If this Contract is for more than $25,000 and involves excavation of any trench five feet or more in depth, the Contractor shall submit a detailed plan of shoring, bracing, sloping or other provisions to be made for worker protection in accordance with Labor Code Section 6705. Such plan shall be approved by a qualified representative of the City.

11.6 Utility Relocation. City is responsible for removal, relocation, or protection of existing main or trunkline utilities to the extent such utilities were not identified in the invitation for bids or specifications. City shall reimburse Contractor for any costs incurred in locating, repairing damage not caused by Contractor and removing or relocating such unidentified utility facilities, including equipment idled during such work. Contractor shall not be assessed liquidated damages for delay arising from the removal or relocation of such unidentified utility facilities.

11.7 Third Party Claims Notification. The City shall timely notify the Contractor in writing of any third party claims relating to the Contract.

11.8 Unfair Business Practices Claims. The Contractor or subcontractor offers and agrees to assign to the City all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Section 15) or under the Construction Contract

RELIABLE MONITORING SERVICES

Cartwright Act (Chapter 2, (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, services or materials pursuant to the public works contract or the subcontract. This assignment shall be made and become effective at the time the City renders final payment to the Contractor without further acknowledgment by the parties. (Section 7103.5, California Public Contract Code.).

11.9 Day’s Work. Contractor acknowledges that under California Labor Code sections 1810 and following, 8 hours of labor constitutes a legal day’s work. Contractor will forfeit as a penalty to City the sum of $25.00 for each worker employed in the execution of this Contract by Contractor or any subcontractor for each calendar day during which such worker is required or permitted to work more than 8 hours in any one calendar day and 40 hours in any one calendar week in violation of the provisions of Labor Code section 1810. (Labor Code § 1813).

11.10 Hazardous Materials and Unknown Conditions. Contractor shall notify City in writing of the discovery of any of the following conditions, without disturbing the condition, as soon as Contractor, or any of Contractor’s subcontractors, agents or employees have knowledge and reporting is possible:
(1) The presence of any material that the Contractor believes is hazardous waste, as defined in Section 25117 of the Health and Safety Code; (2) Subsurface or latent physical conditions at the site differing from those indicated in the specifications; or,
(3) Unknown physical conditions at the site of any unusual nature, different materially from those ordinarily encountered and generally recognized as inherent in work of this character provided for in this Contract.

Pending a determination by City of appropriate action to be taken, Contractor shall provide security measures (e.g., fences) adequate to prevent the hazardous waste or physical conditions from causing bodily injury to any person.

City shall promptly investigate the reported conditions. If City, through its Director of Community Development and Public Works, or her designee, and in the exercise of its sole discretion, determines that the conditions do materially differ, or do involve hazardous waste, and will cause a decrease or increase in the Contractor’s cost of, or time required for, performance of any part of the work, then City shall issue a change order.

In the event of a dispute between City and Contractor as to whether the conditions materially differ, or involve hazardous waste, or cause a decrease or increase in the Contractor’s cost of, or time required for, performance of any part of the Work, Contractor shall not be excused from any scheduled completion date, and shall proceed with all Work to be performed under the Contract. Contractor shall retain any and all rights which Construction Contract

RELIABLE MONITORING SERVICES

pertain to the resolution of disputes and protests between the parties.

11.11 Payroll Records. Contractor shall maintain the certified payroll records required by Labor Codes Sec. 1776 and shall report such records directly to the California Labor Commissioner as required by Labor Code Sec. 1771.4. The Contractor shall inform the City of the location of the records enumerated under Labor Code Sec. 1776, including the street address, city, and county, and shall, within five working days, provide a notice of a change of location and address. Contractor has ten (10) calendar days in which to comply subsequent to receipt of a written notice requesting these records, or as a penalty to the City, the Contractor shall forfeit $100.00 for each day, or portion thereof, for each worker, until strict compliance is effectuated. Upon the request of the Division of Labor Standards Enforcement, these penalties shall be withheld from progress payments then due.

11.12 Employment of Apprentices. Nothing in this Contract prevents Contractor or any subcontractor from employing properly registered apprentices in the execution of the Contract. Contractor is responsible for compliance with Labor Code section 1777.5 for all apprenticeable occupations. This statute requires that contractors and subcontractors must submit contract award information to the applicable joint apprenticeship committee, must employ apprentices in apprenticeable occupations in a ratio of not less than one hour of apprentice’s work for every five hours of labor performed by a journeyman (unless an exception is granted under §1777.5), must contribute to the fund or funds in each craft or trade or a like amount to the California Apprenticeship Council, and that contractors and subcontractors must not discriminate among otherwise qualified employees as apprentices solely on the ground of sex, race, religion, creed, national origin, ancestry or color. Only apprentices defined in Labor Code section 3077, who are in training under apprenticeship standards and who have written apprentice contracts, may be employed on public works in apprenticeable occupations.

11.13 Records and Inspection. Contractor shall maintain full and accurate records with respect to all matters covered under this Agreement for a period of three years after the expiration or termination of this Agreement. City shall have the right to access and examine such records, without charge, during normal business hours. City shall further have the right to audit such records, to make transcripts therefrom and to inspect all program data, documents, proceedings, and activities.

11.14 Ownership of Intellectual Property . All reports, documents or other written material (“written products”) developed by Contractor in the performance of this Agreement shall be and remain the property of City without restriction or limitation upon its use or dissemination by City. Contractor may take and retain copies of such written products as desired, but no such written products shall be the subject of a copyright application by Contractor. If any state, federal, or local law requires mandatory copyright protection for Contractor’s work product, City shall comply with such laws to the extent feasible.

12. Termination.

Construction Contract

RELIABLE MONITORING SERVICES

12.1. Termination for Convenience. The City may terminate this Contract, in whole or in part, with 30 days written notice to the Contractor when it is in the City’s best interest. The Contractor shall be paid its costs, including contract close-out costs, and profit on Work performed up to the time of termination. The Contractor shall promptly submit its termination claim to City to be paid the Contractor. If the Contractor has any property in its possession belonging to the City, the Contractor will account for the same, and dispose of it in the manner the City directs. The Contractor may terminate this Contract, in whole, with 90 days written notice to the City.

12.2 Termination for Default. If at any time the Contractor is determined to be in material breach of the Contract, a Notice of Potential Breach of Contract shall be prepared by the City, and will be served upon the Contractor and its sureties. If the Contractor continues to neglect or refuses to comply with the Contract or with the Notice of Potential Breach of Contract to the satisfaction of the City within the time specified in such Notice, the City shall have the authority to terminate the Contract for this Project.

12.3 Waiver of Remedies for any Breach. In the event that City elects to waive its remedies for any breach by Contractor of any covenant, term or condition of this Contract, such waiver by City shall not limit City’s remedies for any succeeding breach of that or of any other term, covenant, or condition of the Contract.

13. Community Workforce Agreement. Contractor acknowledges and agrees that Contractor and its Subcontractors of any tier each agree to comply with the terms and conditions of the Community Workforce Agreement (“CWA”) executed between the PRWA and the Los Angeles and Orange Counties Building and Construction Trades Council, attached hereto as part of the Contract Documents. Contractor and any subcontractors must submit a completed and executed Letter of Assent.

14. Titles. The titles used in this Contract are for convenience only and shall in no way define, limit or describe the scope or intent of this Contract or any part of it.

15. Authority. Any person executing this Contract on behalf of the Contractor warrants and represents that he or she has the authority to execute this Contract on behalf of the Contractor and has the authority to bind the Contractor to the performance of its obligations hereunder.

16. Entire Contract. This Contract, including the Contract Documents and any other documents incorporated herein by specific reference, represents the entire and integrated Contract between the City and the Contractor. This Contract supersedes all prior oral or written negotiations, representations or agreements. This Contract may not be modified or amended, nor any provision or breach waived, except in a writing signed by both parties that expressly refers to this Contract.

17. Attorney’s Fees and Costs. If either party to this Contract is required to Construction Contract

RELIABLE MONITORING SERVICES

initiate or defend or made a party to any action or proceeding in any way connected with this Contract, the prevailing party in such action or proceeding, in addition to any other relief which may be granted, whether legal or equitable, shall be entitled to reasonable attorney's fees. Attorney's fees shall include attorney's fees on any appeal, and in addition a party entitled to attorney's fees shall be entitled to all other reasonable costs for investigating such action, taking depositions and discovery and all other necessary costs the court allows which are incurred in such litigation. All such fees shall be deemed to have accrued on commencement of such action and shall be enforceable whether or not such action is prosecuted to judgment.

18. Independent Contractor - The Contractor is and shall at all times remain as to the City, a wholly independent contractor. Neither the City, nor any of its officers, employees or agents shall have control over the conduct of the Contractor or any of the Contractors’ officers, employees or agents, except as herein set forth. The Contractor shall not at any time or in any manner represent that it or any of its officers, employees or agents are in any manner officers, employees or agents of the City, nor shall City officers, employees or agents be deemed the officers, employees, or agents of Contractor as a result of this Contract. The Parties further acknowledge the following: (i) that Contractor shall provide the services outlined in the Scope of Services directly to City; (ii) Contractor maintains a business location at the address listed under Section 19 that is separate and distinct from the City; (iii) Contractor contracts with other businesses to provide the same or similar services and maintains a clientele without restriction from the City; (iv) Contractor advertises and holds itself out to the public as available to provide the same or similar services; (v) unless otherwise specified in this Contract, Contractor provides its own tools, vehicles, and equipment necessary for performing the Scope of Services; (vi) Contractor has proposed and negotiated its own rates; and (vii) consistent with the nature and demands of the project and the City’s business hours and City staff availability, Contractor may set its own hours and location of work.

19. Notice. Any notice, demand, request, document, consent, approval, or communication either party desires or is required to give to the other party or any other person shall be in writing and shall be deemed to be given when served personally or deposited in the U.S. Mail, prepaid, first-class mail, return receipt requested, addressed as follows:

To City: City of Pico Rivera
6615 Passons Boulevard
Pico Rivera, California 90660
Attention: Noe Negrete, Director of Public Works
To Contractor: Reliable Monitoring Services
2698 Junipero Avenue, Ste 105-107
Signal Hill, California 90755
Attention: Ricky Mendoza

20. Prohibition Against Assignment. The experience, knowledge, capability and Construction Contract

RELIABLE MONITORING SERVICES

reputation of Contractor, its principals and employees were a substantial inducement for the City to enter into this Contract. Neither this Contract nor any interest herein may be transferred, assigned, conveyed, hypothecated or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty five percent (25%) of the present ownership and/or control of Contractor, taking all transfers into account on a cumulative basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this Contract shall be void. No approved transfer shall release the Contractor or any surety of Contractor of any liability hereunder without the express consent of City.

21. Counterparts. This Contract may be executed in counterpart originals, duplicate originals, or both, each of which is deemed to be an original for all purposes.

IN WITNESS WHEREOF, the parties hereto have executed this Contract the day and year first above written.

CITY OF PICO RIVERA
Erik Lutz, Mayor
ATTEST: APPROVED AS TO FORM:

Cynthia Ayala, Jr. Deputy City Clerk Arnold M. Alvarez-Glasman, City Attorney Dated:
(“CONTRACTOR”)
By:

NAME TITLE
By:

NAME TITLE

PROOF OF AUTHORITY TO BIND

CONTRACTING PARTY REQUIRED
ENCLOSURE 2
7b
To: Mayor and City Council
From: City Manager
Meeting Date: June 27, 2023
Subject: AMENDMENT NO. 4 TO AGREEMENT NO. 09-1095 WITH

NATIONWIDE ENVIRONMENTAL SERVICES FOR

CITYWIDE GRAFFITI REMOVAL SERVICES
Recommendation:

1. Approve Amendment No. 4 to Agreement No. 09-1095 with Nationwide Environmental Services (NES) for Citywide Graffiti Removal Services, in an amount not-to-exceed $341,749 in a form approved by the City Attorney.

Fiscal Impact:

The increase in the agreement has been properly included in the fiscal year (FY) 2023- 25 Biennial Budget. No further appropriations are needed at this time.

Discussion:

Nationwide Environmental Services (NES) has been providing the City of Pico Rivera graffiti removal services since 2009. The City has been exceedingly satisfied with the service quality delivered by NES. As a result of changing circumstances, including current business factors, NES has requested a review of various terms contained in their agreement.

Amendment No. 4 is consistent with the terms of the prior agreements, with the following modifications:
 Service compensation adjustments based upon Consumer Price Index (CPI).  Retention of the seven-year service agreement and providing one-year renewals.  Clarification to other terms of the Agreement, including termination process, authority of the City Manager to manage, monitor and oversee the service and other contract terms.
 Additional contract language clean-up.

All other terms and conditions of this graffiti service agreement remain unchanged. 8 CITY COUNCIL AGENDA REPORT – MEETING OF JUNE 27, 2023 AMENDMENT NO. 4 TO AGREEMENT NO. 09-1095 WITH NATIONWIDE

ENVIRONMENTAL SERVICES FOR CITYWIDE GRAFFITI REMOVAL SERVICES

Conclusion:

Staff recommends approving Amendment No. 4 to Agreement No. 09-1095 with Nationwide Environmental Services for citywide graffiti removal services.

Steve Carmona
SC:AAG:smc
Enclosures: 1) Amendment No. 4

AMENDMENT NO. 4
TO AGREEMENT NO. 09-1095

WITH NATIONWIDE ENVIRONMENTAL SERVICES

FOR CITYWIDE GRAFFITI REMOVAL SERVICES
THIS AMENDMENT NO. 4 (“Fourth Amendment”) TO AGREEMENT NO. 09- 1095 FOR CITYWIDE GRAFFITI REMOVAL SERVICES between the City of Pico Rivera, a municipal corporation (the "City"), approved by the City Council and executed by the Mayor of the City and Nationwide Environmental Services, a division of Joe’s Sweeping, Inc., a California Corporation ("Contractor"), on the terms and provisions set forth below. (The City and Contractor may be referred to singularly as "Party" or collectively as "Parties" herein.)

RECITALS
The following recitals are a substantive part of this Fourth Amendment:

A. On July 1, 2009, the City and Contractor entered into the City of Pico Rivera Agreement for Citywide Graffiti Removal Services (Agreement No. 09-1095) for graffiti removal and related services throughout the City (“Agreement”).

B. On or about April 1, 2013, the City and Contractor (inadvertently referred to as Consultant) entered into an Amendment No. 1 (“Amendment No. 1”) and on July 1, 2013 the City and Contractor (inadvertently referred to as Consultant) entered into an Amendment No. 2 (“Amendment No. 2”) which modified the Scope of Services, the Term of the Agreement, the Compensation and other relative terms to the Agreement. (The Agreement, Amendments No. 1, 2, Amendment No. 3 and this Amendment No. 4 at times shall hereinafter be referred to collectively as “Complete Agreement”.) By this action, the City is reaffirming Agreement No. 09-1095 and each Amendment referred to as the Complete Agreement and by the Mayor executing this Fourth Amendment is confirming each and all of the Agreements or Amendments which comprise the Complete Agreement.

C. Upon review of the Complete Agreement, the City and the Contractor became aware that certain terms and conditions to the Agreement, as amended, needed to be adjusted and clarified resulting in this Amendment No. 4.

D. It is the desire of the Parties to amend the Agreement, Amendment No. 1, 2 and 3 to extend the term of service by the Contractor, the amount of compensation and other terms as set forth herein.

E. This Amendment No. 4 is in the vital and best interest of the City and the health, safety, morals and welfare of its residents, and in accord with the public purposes of applicable state and local laws.

NOW THEREFORE, for good and valuable consideration, the City and Contractor agree as follows:

ENCLOSURE 1
8a
Amendment No. 4 to Agreement No. 09-1095

NATIONWIDE ENVIRONMENTAL SERVICES

1. AMENDMENT TO TERM OF THE AGREEMENT.

The Term as set forth in Section 4 of the Agreement is amended as follows:
( a) This Agreement is effective on September 1, 2023 and shall remain in effect for period of seven (7) years, up to and including August 31, 2030 (“Term”), provided, however, that commencing on each anniversary of September 1 (hereinafter “Anniversary Date”) and on each Anniversary Date for every year thereafter, a one (1) year extension shall be applied to the Term set forth in this Amendment No. 4 (hereinafter “One-Year Automatic Renewal and Extension Provision”) so that the term of the Complete Agreement shall remain a constant seven (7) years from and after each Anniversary Date.
(b) The Parties agree that should the City or Contractor desire that the One-Year Automatic Renewal and Extension Provision be terminated, such Party (“Terminating Party”) shall give the other Party (“Non-Terminating Party”) written notice of intention to terminate the One-Year Automatic Renewal and Extension Provision at least one hundred and twenty days (120) days, but not greater than one hundred and eighty (180) days prior to the next Anniversary Date of any year during which time this Amendment No. 4 and Agreement is in full force and effect (hereinafter “Notice of Intention to Terminate One-Year Automatic Renewal and Extension Provision”).
(c) Upon the Terminating Party properly issuing a Notice of Intention to Terminate One-Year Automatic Renewal and Extension Provision, the Terminating Party must meet with the Non-Terminating Party at least two (2) times on mutually agreeable dates. The purpose of these meetings is to discuss in good faith rescinding the Notice of Intention to Terminate One-Year Automatic Renewal and Extension Provision on mutually agreeable terms (hereinafter “Meet and Confer Requirement”).
(d) Subject to full compliance with this Section 4, as amended, including the Meet and Confer Requirement, no later than July 1 of the year in which the Notice of Intention to Terminate One-Year Automatic Renewal and Extension Provision was issued, if the Terminating Party elects to terminate the One-Year Automatic Renewal and Extension Provision after satisfying the Meet and Confer Requirement, the Terminating Party must deliver written notice to the Non-Terminating Party that it concluded its Meet and Confer in good faith and the One-Year Automatic Renewal and Extension Provision is terminated as of the date of said written notice (“Notice of Termination of One-Year Automatic Renewal and Extension Provision”). Such Notice of Termination of One-Year Automatic Renewal and Extension Provision will terminate only the One-Year Automatic Renewal and Extension Provision, and the Term in this Amendment No. 4 and Agreement shall remain in full force and effect for a fixed seven (7) year term thereafter beginning September 1 of the term year the Notice of Termination of One-Year Automatic Renewal and Extension Provision is issued Amendment No. 4 to Agreement No. 09-1095

NATIONWIDE ENVIRONMENTAL SERVICES

to the Non-Terminating Party. The City’s decision to issue both the Notice of Intention to Terminate One-Year Automatic Renewal and Extension Provision and Notice of Termination of One-Year Automatic Renewal and Extension Provision shall each be made only by a majority of the entire City Council (at least 3 affirmative votes) and may be issued with or without cause. (e) Notwithstanding the foregoing, the termination of the One-Year Automatic Renewal and Extension Provision shall not become effective if the Terminating Party fails to (i) satisfy the Meet and Confer Requirement, (ii) timely issue its Notice of Intention to Terminate One-Year Automatic Renewal and Extension Provision, (iii) timely issue its Notice of Termination of One-Year Automatic Renewal and Extension Provision, or (iv) fails to satisfy all conditions set forth in this Section 4.

2. AMENDMENT TO TERMS OF COMPENSATION.

The amount of Compensation for work and services as set forth in Section 5 of the Agreement is amended as follows:

Compensation. City agrees to compensate Contractor Three Hundred Fortyone Thousand, Seven Hundred Forty-nine and 00/100 Dollars ($341,749.00) annually for its services. Compensation is subject to a Consumer Price Index (CPI) adjustment as set forth in Exhibit “B” attached hereto and incorporated herein by this reference, except Exhibit “B” is modified to provide that the CPI adjustment is to only reflect an increase, but no decrease, in the event that the CPI decreases for the annual period, and the CPI increase adjustment is to commence on September 1, 2023 and each September 1 throughout the Term or Extended Term of the Complete Agreement. In the event there is a decrease in the CPI for any given annual period, the Compensation rate shall remain the same for the next year of the Term and shall not be decreased. In all other respects Exhibit “B” remains unchanged. Additionally, the annual CPI adjustment shall be applied to the Emergency Calls and Holiday Calls rates set forth in Paragraph 7 of Exhibit “A” and shall be adjusted on September 1, 2023 and each September 1 throughout the Term or Extended Term of the Complete Agreement. The obligation for the Contractor to provide a monthly itemized statement describing the amount of Services and supplies provided is no longer required. However, the Contractor shall provide the City a monthly invoice equal to a 1/12th share of the annual compensation for Services to be paid under this Agreement, plus any Service costs for Emergency Calls or Holiday Calls. City shall, within thirty (30) days of receiving such statement, review the statement, and pay all approved charges thereon.

Sections 5b and 5c of the Agreement are reaffirmed and remain unchanged.

3. AMENDMENT SECTION 8 REPRESENTATIVES.

Section 8.b. is amended as follows:

Amendment No. 4 to Agreement No. 09-1095

NATIONWIDE ENVIRONMENTAL SERVICES

b. Contract Administrator. The Contract Administrator and the City’s representative shall be the City Manager, or in his/her absence, an individual designated by the Contract Administrator. The Contract Administrator shall have the power to (i) monitor the Complete Agreement to ensure compliance with all terms and conditions; (ii) review and approve all compensation adjustments authorized by the terms of the Complete Agreement; (iii) to review and approve any request for extraordinary compensation or CPI adjustments as set forth in the Complete Agreement; and (iv) to oversee and direct all other terms and obligations of the Contractor and the City, unless those duties are specifically vested with the City Council as defined in the terms of the Complete Agreement (i.e. Termination). It shall be Contractor’s responsibility to assure that the Contract Administrator is kept informed of the progress of the performance of the services, and the Contractor shall refer any decisions that must be made by the City or Contract Administrator. Unless otherwise specified herein, any approval of City required herein shall mean the approval of the Contract Administrator.

4. DELETION OF SECTION 15 BONDS.

Section 15 of the Agreement is removed and deleted in its entirety.

5. AMENDMENT TO NOTICE OF TERMINATION.

Section 18 of the Agreement is amended as follows Section 18 Termination for Cause Prior to Expiration of Term. Notwithstanding any other provision hereof to the contrary, the City reserves the right to terminate this Agreement for cause in accordance with this Section 18. For purposes of this Section 18, the term “for cause” shall mean the continuous and ongoing breaches of a substantial nature (non-performance of the sweeping services required by this Agreement) and which are not trivial or insignificant to the intention of the performance of the services to be provided and only on the following grounds:
(a) Failure to abide by all material terms and conditions of this Agreement. (b) Failure to perform on a continuous and ongoing basis material obligations in a timely and satisfactory manner.
(c) Cessation of work for fourteen (14) days during any thirty (30) day period, except as may be excused by circumstances or acts of god. (d) Unauthorized assignment or transfer of the Agreement. (e) Immediate danger to the public health, safety, and general welfare that are caused by Contractor.

To terminate this Agreement for cause, the City must not be in breach and must comply with this Section 18, and thereafter the City must then give written notice to Contractor that it intends to Terminate this Agreement for cause (“Notice of Termination”). The City’s decision to issue the Notice of Termination, and any and all other determinations and/or notices under this Section, shall only be made and issued by a majority vote of the entire City Council (at least 3 affirmative votes) prior to taking such action. Compliance with the provisions of Amendment No. 4 to Agreement No. 09-1095

NATIONWIDE ENVIRONMENTAL SERVICES

this Section shall be a condition precedent to electing to terminate for cause under this Section. Should a Notice of Termination be issued it shall become effective sixty (60) days after the date the Notice of Termination. Contractor shall be entitled to compensation for all services satisfactorily rendered prior to receipt of the Notice of Termination and for any services authorized by the Contract Officer thereafter in accordance with the terms of Compensation or such as may be approved by the Contract Officer.

6. REPLACEMENT OF SECTION 19 SUSPENSION WITH FORCE MAJURE Section 19 Suspension of the Agreement is removed and deleted in its entirety and replaced with the following language:

Force Majeure. The time period specified for performance of the services rendered under this Agreement, and other time periods set forth in this Agreement, as amended, shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of the Contractor, including, but not restricted to, acts of God or of any public enemy, acts of the Government, fires, earthquakes, floods, epidemics, pandemics, quarantine restrictions, riots, strikes, freight embargoes, acts of any governmental agency, terrorist acts, and unusual severe weather if the Contractor shall, within fourteen (14) days of the commencement of such delay, notify the Contract Officer in writing of the causes of the delay.

7. AMENDMENT TO ASSIGNABILITY; SUBCONTRACTING.

Section 25 of the Agreement is amended as follows:

Prohibition Against Subcontracting or Assignment. The experience, knowledge, capability and reputation of Contractor, its principals, and employees, were a substantial inducement for the City to enter into this Agreement and Tenth Amendment. Therefore, Contractor shall not contract with any other entity to perform in whole or in part the services required hereunder without the express written approval of the City Council. In addition, neither this Agreement nor any interest herein may be assigned or transferred, voluntarily or by operation of law, without the written approval of the City Council, which shall not to be unreasonably withheld. Any attempt by Contractor to assign or transfer this Agreement or any interest herein without the City Council’s prior written approval shall be void and of no effect. For the purposes hereof, an assignment shall be deemed to include a change in any person or entity that is the controlling shareholder of Contractor, or any merger or dissolution of Contractor.

Notwithstanding, the above, Contractor may assign or transfer its controlling shareholder interest to a person who is a member of the Samuelian family by birth or marriage, or to a trust for the benefit of a person who is member of the Samuelian family by birth or marriage, without the prior approval of the City Council.

8. Exhibit “A” and “B” Amendments. Changes to Exhibits “A” and “B” are attached Amendment No. 4 to Agreement No. 09-1095

NATIONWIDE ENVIRONMENTAL SERVICES

to this Amendment No. 4 and are incorporated herein by this reference.

9. Except as set forth herein, all capitalized but not defined terms contained in this Amendment No. 4 shall have the meaning as defined in the Agreement or Amendments 1, 2 or

3. 10. Except as modified and amended herein, all terms, conditions, covenants and provisions of the Agreement or Amendments 1, 2 or 3 shall remain in full force and effect and the Agreement or Amendments 1, 2 and 3 are hereby ratified and confirmed.

11. AFFIRMATION OF AGREEMENT; WARRANTY RE ABSENCE OF
DEFAULTS. City and Contractor each ratify and reaffirm each and every one of the respective rights and obligations arising under the Agreement, and Amendments No. 1, 2 and 3, inclusive, except as expressly amended by this Amendment No. 4.. Each party represents and warrants to the other that there have been no written or oral modifications to the Agreement other than as provided in Amendments No. 1, 2 and 3, inclusive, and this Amendment No. 4. Each party represents and warrants to the other that the Agreement, and the Amendments No. 1, 2 and 3, inclusive are currently effective, valid, and binding obligations, except as expressly amended by this Amendment No. 4.

Contractor represents and warrants to City that, as of the date of this Amendment No. 4, City is not in default of any material term of the Agreement, Amendment No. 1, 2 and 3, inclusive, and that there have been no events that, with the passing of time or the giving of notice, or both, would constitute a material default under the Agreement, and/or Amendment No. 1, 2 and/or 3, inclusive.

12. This Amendment No. 4 shall be effective upon the execution by the City's Mayor and Contractor.
[Signatures on the following page]
Amendment No. 4 to Agreement No. 09-1095

NATIONWIDE ENVIRONMENTAL SERVICES

IN WITNESS WHEREOF, the parties have caused this Amendment No. 4 to the Agreement to be amended effective as of the day and year first above written.

CITY OF PICO RIVERA
Dated:_________________ ____________________________________ Erik Lutz, Mayor
Attest:

Dated:_________________ ____________________________________ Cynthia Ayala Jr. Deputy City Clerk
Approved as to Form:

Dated:________________ ___________________________________ Arnold M. Alvarez-Glasman, City Attorney

CONTRACTOR
Nationwide Environmental Services
Date:________________ ___________________________________ By: Ani Samuelian
Its: President
EXHIBIT “A”
Exhibit “A” to Amendment No. 3 paragraph 7 shall be changed to reflect the following adjustment for Emergency Calls and Holiday Calls:

Emergency Calls $120.68 per hour
Holiday Calls $155.53 per hour
Both the Emergency Calls and Holiday Calls shall be subject to the annual CPI Adjustment set forth in Exhibit “B”.

EXHIBIT A
EXHIBIT “B”
CPI Adjustment
CPI Adjustment: On September 1, 2023, and on each September 1 thereafter during the term of this Agreement, the annual compensation provided in this Section shall be automatically adjusted, according to the increase in the Consumer Price Index (“CPI”). However, in the event the CPI increase is less than four percent (4%), Contractor shall be entitled to a minimum 4% increase or CPI increase whichever is greater. The parties agree that the CPI adjustment shall be calculated by using the June Consumer Price Index for Los Angeles, Riverside, and Orange Counties Metropolitan areas, published by the United States Department of Labor, Bureau of Labor Statistics.

EXHIBIT B
To: Mayor and City Council
From: City Manager
Meeting Date: June 27, 2022
Subject: APPROVE AMENDMENT NO. 6 TO AGREEMENT NO. 18-
1807 WITH S&S LABARGE GOLF, INCORPORATED FOR

PICO RIVERA GOLF COURSE MANAGEMENT SERVICES
Recommendation:

1. Approve Amendment No. 6 to Agreement No. 18-1807 with S&S LaBarge Golf, Inc. for Pico Rivera Golf Course management services;

2. Approve additional appropriations for fiscal year (FY) 2022-23 in the amount of $80,000 to pay for Utilities and Payroll;

3. Authorize S&S LaBarge to incur outside reimbursable expenses in the amount of $1,561,212 (excluding management fees) from the FY 2023-24 budget; and

4. Authorize the City Manager to sign any documents related to Amendment No. 6.

Fiscal Impact:

The FY 2023-24 proposed budget includes $1,621,212 in outside expenditures in various sub accounts in the Golf Course Fund (Fund No. 570). These expenditures include the $60,000 management fee as well as $1,561,212 in other expenditures necessary to manage the Golf Course and Banquet Facility.

It is necessary to appropriate an additional $25,000 to FY 2022-23 Account No. 570.16.1620-54200 (Utilities) and $55,000 to Account No. 570.16.1620-56100 (Payroll) to address FY 2022-23 expenditures adequately. No additional appropriations are required.
9 CITY COUNCIL AGENDA REPORT – MEETING OF JUNE 27, 2023 APPROVE AMENDMENT NO. 6 TO AGREEMENT NO. 18-1807 WITH S&S LABARGE

GOLF, INCORPORATED FOR PICO RIVERA GOLF COURSE MANAGEMENT

SERVICES

Background:

In April of 2018, the City of Pico Rivera (City) signed Agreement No. 18-1807 (Agreement) with S&S LaBarge Golf, Incorporated (S&S LaBarge) to provide management services for the Pico Rivera Golf Course (Golf Course). Since that time, the Agreement has been amended on five (5) different occasions, primarily for the purpose of continuing services. The most current amendment (Amendment No. 5) is set to expire on June 30, 2023.

Over the term of the Agreement, the City has been in continuous communication with the United States Army Corps of Engineers (USACE) as the plans to reoccupy all or a portion of the Golf Course to complete the Whitter Narrows Dam Safety Project (WND Project) have evolved.

In late 2020, the USACE informed the City that the WND Project would begin construction in September 2021 resulting in a complete closure of the Golf Course.

However, several weeks later, the USACE indicated that they would allow a modified course with a smaller footprint to remain open for as long as practical during construction. S&S LaBarge and their team, along with staff, designed a new layout for the 9-hole course to ensure that residents would continue to have access to a completely operational course. More recently, the USACE has indicated that the course as now reconfigured can remain open until sometime in 2025.

Discussion:

It is proposed that the Golf Course and Banquet Facility Agreement be extended for an additional two years, as permitted by Amendment No. 5, until June 30, 2025. Under this Agreement, the proposed management fee is $60,000 per year. This is the first increase since 2018 and will remain the same for both years of the extension. S&S LaBarge is a highly responsible and dependable contractor that provides quality services and programs to the Community of Pico Rivera, and Amendment No. 6 will guarantee that the community continues to enjoy the Golf Course for as long as feasible.

In addition to the management fee, the City pays for all actual outside expenditures for the Golf Course through S&S LaBarge on a reimbursable basis. Each year the City and LaBarge collaborate to establish a projected budget for these expenditures. For FY 2023-24, the proposed outside expenditure budget is $1,621,212 which includes the management fee. Revenues generated are collected by the City to help offset the Golf Course costs.

CITY COUNCIL AGENDA REPORT – MEETING OF JUNE 27, 2023
APPROVE AMENDMENT NO. 6 TO AGREEMENT NO. 18-1807 WITH S&S LABARGE

GOLF, INCORPORATED FOR PICO RIVERA GOLF COURSE MANAGEMENT

SERVICES

For FY 2022-23, the projected expenditures for the Golf Course were underestimated by $25,000 in Utility Expenses and $55,000 in staff payroll. This was primarily due to the anticipated closure of the Golf Course during the FY 2022-23 budgeting process.

Conclusion:

Staff recommends approval of Amendment No. 6 with S&S LaBarge, approval of additional appropriations for FY 2022-23 in the amount of $80,000 to pay for unanticipated additional Utility and Payroll costs, authorize S&S LaBarge to spend FY 2023-24 budget in the amount of $1,561,212 for outside reimbursable expenditures, and authorization for the City Manager to sign all appropriate documents.

Steve Carmona
SC:PY
Enclosures: 1) Amendment No. 6
2) Amendment No. 5
3) Amendment No. 4
4) Amendment No. 3
5) Amendment No. 2
6) Amendment No. 1
7) Agreement No. 18-1807

ENCLOSURE 1
AMENDMENT NO. 6

TO THE CONTRACTUAL SERVICES AGREEMENT

BETWEEN THE CITY OF PICO RIVERA AND
S&S LABARGE GOLF, INC., AGREEMENT NO. 18-1807
This Amendment No. 6 to Agreement No. 18-1807 (the “Agreement”) for Contractual Services with S&S LaBarge Golf, Inc., (“Amendment No. 6”), effective as of the date specified in Item 1, is made and entered into by and between the CITY OF PICO RIVERA, a California municipal corporation (“City”) and S&S LABARGE GOLF, INC., a California corporation (“Contractor”). City and Contractor are sometimes hereinafter individually referred to as a “Party” and collectively referred to as the “Parties.”

RECITALS
WHEREAS, City and Consultant entered into the Agreement to provide management and operation services of the Pico Rivera Golf Course (“Golf Course”); and WHEREAS, the parties have amended the Agreement on several occasions, more specifically, Amendments No. 1 (May 28, 2019); Amendment No. 2 (July 16, 2019); Amendment No. 3 (July 14, 2020); Amendment No. 4 (July 17, 2021); and Amendment No. 5 (July 1,2022); and
WHEREAS, City and Consultant desire to further amend the Agreement through this Amendment No. 6 to extend the term, increase the management fee, and expand on each of the Parties’ duties and responsibilities.

NOW, THEREFORE, based upon the foregoing recitals, which the Parties agree are true and correct, and for good and adequate consideration the receipt and adequacy of which is acknowledged by the Parties, the Parties agree to as follows:

1. TERM. The Term of the Agreement is amended to read as follows:

The Term of the Agreement shall commence on June 30, 2023 (“Commencement Date”) and shall continue in full force and effect on and including June 29, 2025 (“Expiration Date”), unless sooner terminated as provided in Section 9 (Termination) of the Agreement, or in the event the City is required to shut down Golf Course operations due to maintenance/repair of the same or its surroundings by the Army Corp of Engineers or similar third-party agency.

2. MANAGEMENT FEES. The management fees due to Contractor shall be as follows:

A sum not-to-exceed FIVE THOUSAND DOLLARS AND ZERO CENTS ($5,000.00) shall be due to Contractor as management fees of the Golf Course per month (or $60,000 a year) during each of the two (2) years of service defined in Section 1 (Term) of this Amendment No. 6, above. 9a
Amendment No. 6 to Agreement No. 18-1807
S&S LABARGE GOLF, INC.

Term Year Management Fees Due to
Contractor Per Term Year

1. June 30, 2023 – June 29, 2024 $60,000

2. June 30, 2024 – June 29, 2025 $60,000

3. EVENT RENTALS – PROHIBITED ACTIVITIES. Outside food and/or alcohol is prohibited. Contractor shall not permit, allow, or authorize the preparation, service, sale, or distribution of outside food and/or alcohol in or around any of the Golf Course facilities as part of an event rental agreement. Such prohibition includes the preparation, service, sale, or distribution of outside food and/or alcohol by a catering company, bartender, or similar service-provider.

4. EFFECT OF AMENDMENTS. Except as expressly modified or supplemented by this Amendment No. 6, all other provisions of the Agreement, as amended by Amendments No. 1-5, shall remain unaltered and in full force and effect. In the event of a conflict between the provisions of this Amendment No. 6 and the provisions of the Agreement, this Amendment No. 6 shall control.

5. EFFECTIVE DATE. Unless otherwise specified herein, this Amendment No. 6 shall become effective as of the date set forth below on which the last of the Parties, whether City or Contractor, executes this Amendment No. 6.

IN WITNESS WHEREOF, the Parties hereto have caused this Amendment No. 6 to be executed and attested by their respective officers hereunto duly authorized. “City”
CITY OF PICO RIVERA, a California
municipal corporation
“Contractor”
S&S LABARGE GOLF, INC., a California
corporation
By: _____________________________
Dated: _________________
By: _____________________________
Dated: _________________
ATTEST:
____________________________
Cynthia Ayala, Jr. Deputy City Clerk
APPROVED AS TO FORM:
_________________________________
Arnold M. Alvarez-Glasman, City Attorney
Enclosure 2
9b

Enclosure 3
9c

Enclosure 4
9d

Enclosure 5
9e

AMENDMENT NO.1

TO THE CONTRACTUAL SERVICES AGREEMENT

BETWEEN THE CITY OF PICO RIVERA AND
S&S LABARGE GOLF, INC., AGREEMENT N0.18-1807
THIS AMENDMENT NO. 1 TO AGREEMENT NO. 18-1807 FOR CONTRACTUAL SERVICES WITH S&S LABARGE GOLF, INCORPORATED ("Amendment No. 1"), effective as of the date specified in paragraph 5 hereof,is made and entered into by and between the CITY OF PICO RIVERA ("CITY"), and S&S LaBarge Golf Incorporated, ("CONTRACTOR"). City and Vendor are sometimes hereinafter referred to individually as "Party" and collectively as the "Parties."

RECITALS
WHEREAS, City and Vendor are Parties to Agreement No. 18-1807, effective on or about April 24, 2018 (the "Agreement"), pursuant to management and operations of the Pice Rivera Golf Course; and
WHEREAS, the Parties desire to amend the Agreement for the purposes of including transition phase language; and
WHEREAS, the Parties further desire to amend the Agreement for the purposes of conforming to California Constitution Article XX, Section 22; and WHEREAS, the Parties intend to be bound by the terms and provisions of the Agreement as it is amended herein.

NOW, THEREFORE, based upon the foregoing recitals, which the Parties agree are true and correct, and for good and adequate consideration the receipt and adequacy of which is acknowledged by the Parties, the Parties agree as follows:

1. ADDITION OF EXHIBIT 11F" TRANSITION PHASE.

The Parties hereby add Exhibit uF" Transition Phase to the Agreement to read:

1. The Transition Phase of the AGREEMENT will take place over an indeterminate period commencing upon execution of this AGREEMENT and ending upon issuance of all necessary licenses and/or permits required for business operations; specifically a health permit and an alcohol/liquor license. During this time CONTRACTOR will operate the Pico Rivera Municipal Golf Course, including the concession, maintenance, and Pro Shop divisions. This period will be used to for the CITY and CONTRACTOR to resolve any unforeseen issues regarding facility, equipment, furnishings, operating inventory, utilities, and staffing.

2. During this period the CONTRACTOR shall be responsible for:
a. Recruiting, hiring, and training of on-site CONTRACTOR employees.

Enclosure 6
9f
b. Transfer of knowledge from CITY staff and/or previous contractor to new CONTRACTOR employees.
c. Obtainment of all necessary licenses and/or permits, issued in the name of the CONTRACTOR, required for business operations.
d. Operations of the Pico Rivera Golf Course, including the maintenance, Pro Shop, and concession divisions as allowed by local, state, and federal laws without a health permit or alcohol/liquor license.

3. During this period the CITY shall be responsible for:
a. Completion of any necessary facility renovations to the Pico Rivera Golf Course facilities in compliance with all requirements to obtain all necessary licenses and/or permits required for business operations. b. During this period, and until the CITY has met all facility related requirements for issuance of a health permit, for full operations of restaurant and banquet services by CONTRACTOR, CITY shall be liable for all net operating losses, should there be any.

2. MODIFICATION OF EXHIBIT "A" SCOPE OF SERVICES; G. GOLF COURSE CONCESSION.

The Parties hereby add item 5.Fees Collected from Sales of Alcoholic Beverages to the Agreement to read:

5. Fees Collected from Sales of Food and Beverages: CONTRACTOR shall establish and maintain a Deposit account which all Pico Rivera Golf Course revenues obtained from the sale of any Food and Beverages will be deposited into on a daily basis. The Food and Beverage Deposit Account will be under the sole authority of the CONTRACTOR.

3. MODIFICATION OF EXHIBIT "B" OBLIGATIONS OF CITY; A. GENERAL.

The Parties hereby agree to delete A. General; Item No. 6, in its entirety and replace with the following:

6. CITY shall establish and maintain a Golf Course Deposit Account which all Golf Course revenues, with the exception of alcoholic beverage sales,will be deposited into on a daily basis.

4. EFFECT OF AMENDMENTS.

Except as modified herein, either expressly or by necessary implication, the terms and provisions of the Agreement and Amendment No. 1 to the Agreement between the CITY and CONTRACTOR shall remain in full force and effect.

Enclosure 7
9g

To: Mayor and City Council
From: City Manager
Meeting Date: JUNE 27, 2023
Subject: AMENDMENT NO. 1 TO PROFESSIONAL SERVICES
AGREEMENT NO. 21-2056 WITH FLOCK GROUP, INC
Recommendation:

1. Approve Amendment No. 1 to Professional Services Agreement No. 21-2056 with Flock Group Inc. (Flock Safety) in a form approved by the City Attorney for the ongoing licensing fees for maintenance and operating costs related to the 36 Automated License Plate Reader cameras installed by Flock Safety, in an amount not-to-exceed $450,000 for a 5-year period.

Fiscal Impact:

The total cost of the 5-year extension to the Agreement No. 21-2056 will have a maximum not-to-exceed fee of $450,000 for five (5) years, or $90,000 per year. On June 28, 2022, the City Council approved a transfer of $10,227,800 from the ARPA Fund to the General Fund for various projects and programs, including $340,000 for the Automatic Plate Reader (Flock) System, resulting in $340,000 of the General Fund Designated Fund Balance for this project. Therefore, there is sufficient funding for this project in the fiscal year (FY) 2023-24 and FY 2024-25. Future appropriations will be budgeted accordingly in subsequent fiscal years by further depleting the Designated General Fund Balance in FY 2025-26 and FY 2026-27 and allocating adequate resources in FY 2027-28 when needed.

Background:

In December 2021, City Council approved the procurement and installation of 36 automated license plate readers at eight (8) City intersections. This system, procured through Flock Safety, is a new and innovative program to improve ways of mitigating and solving crime through the use of automated license plate recognition. This system involves the use of Automated License Plate Recognition (ALPR) cameras that allow law enforcement to be notified of a vehicle with a certain license plate number that has been put into the system. The camera system also allows law enforcement to go back in time to capture license plates to aid in criminal investigations. These types of systems are used at a number of agencies across southern California and have been a successful tool for improving crime reductions.
10 CITY COUNCIL AGENDA REPORT – MEETING OF JUNE 27, 2023 AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT NO. 21-2056 WITH FLOCK GROUP INC. (FLOCK SAFETY)

Discussion:

Automated License Plate Recognition (ALPR) systems automatically capture vehicles’ license plate information via computer processing of a photograph, compare the plate number to one or more law enforcement agency databases (e.g., Stolen Vehicles; Warrants; Terrorism Watch List; Amber Alerts; etc.), and alert law enforcement personnel when a license plate of a vehicle in the database has been identified. It stores photos and associated data for a set period of time (typically 30 days) that allows law enforcement to look back at which vehicles were present by time of day to assist with leads in an investigation.

The license plate recognition system has been installed initially at 36 locations as recommended by the Los Angeles Sheriff’s Department (LASD). These locations were selected by LASD because of their proximity to gateway areas where vehicles are entering the City.

LASD has used the system here at the City for the following improved community policing efforts:
• Receive real-time field information of suspect vehicles in the area, allowing them to solve crimes more quickly and the potential to prevent crimes • Monitor for stolen vehicles
• Collect license plate information for suspected street racing Use of these systems has been directly responsible for lowering crime in targeted areas and, as of this report, has contributed to the apprehensions of 69 vehicles over the last 10 months.

At the December 2021 City Council meeting, City staff asked for City Council authorization to install these 36 cameras under a one-year “pilot program”, and work with the City’s Sherriff’s Department to determine the effectiveness of this system. The system was effectively deployed in June 2022, and staff now seeks Council approval to continue these services. Additionally, Flock Safety informed staff that committing to a 5-year agreement would grandfather in the current camera price and avoid future price increases. Because of the positive results, our public safety partners (Los Angeles County Sheriff) have had with this service, staff seeks authorization to enter into a 5-year service agreement at the current annual cost of $90,000 for the 36 cameras installed (Enclosure 2). The total cost over the five (5) year period would be $450,000.

CITY COUNCIL AGENDA REPORT – MEETING OF JUNE 27, 2023
AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT NO. 21-2056 WITH FLOCK GROUP INC. (FLOCK SAFETY)

Conclusion:

Staff recommends the City Council approve Amendment No. 1 with Flock Saftey in a form approved by the City Attorney for the ongoing maintenance and operating costs of 36 Automated License Plate Reader cameras, in an amount not-to-exceed $450,000 over the next five (5) years.

Steve Carmona
SC:AG:smc
Enclosures: 1) Amendment No. 1
2) Flock Safety Renewal Quote – Flock Safety LPR Products 3) Agreement No. 21-2056

AMENDMENT NO. 1

TO THE PROFESSIONAL SERVICES AGREEMENT
WITH FLOCK GROUP, INC, AGREEMENT NO. 21-2056
THIS AMENDMENT NO. 1 TO AGREEMENT NO. 21-2056 FOR PROFESSIONAL SERVICES WITH FLOCK GROUP, INC. (“Amendment No. 1"), effective as of the date specified in paragraph 5 hereof, is made and entered into by and between the CITY OF PICO RIVERA, a California municipal corporation (“CITY”), and FLOCK GROUP, INC., (“CONSULTANT”).

RECITALS
A. CITY and CONSULTANT (collectively referred to as the “PARTIES”) have previously executed that certain Agreement for Professional Services, Agreement No. 21-2056 (“Agreement”) relating to professional services in the City of Pico Rivera.

B. The PARTIES desire to amend said Agreement as set forth herein, pursuant to Section 5.1 of the Agreement.

NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS:

1. TIME FOR COMPLETION OF MODIFIED WORK AND SERVICES.

Consultant shall undertake and complete the modified work and services set forth in Exhibit “A-1” to this Amendment No. 1 within a 60-month period upon full execution of this Amendment. Notwithstanding any other provision of this Amendment No. 1, this modification in no way affects, nor should it be construed to affect, the timing of any aspect of the work included in the Agreement, particularly the deadlines contained therein. However, the “Expiration Date” defined in Section 3.4 of the Agreement is hereby amended to read as follows:
“3.4 “Expiration Date”: July 1, 2028”

3. MODIFICATION OF CONSULTANT’S COMPENSATION.

The compensation to be paid by CITY to CONSULTANT for the modified work and services identified in this Amendment No. 1 shall be as follows:
“Total compensation in accordance with the Consultant’s Fee Proposal dated May 23, 2023, for an amount not to exceed $450,000 (Four Hundred Fifty Thousand Dollars).”

4. EFFECT OF AMENDMENTS.

Except as modified herein by this Amendment No. 1, either expressly or by ENCLOSURE 1
10a
Professional Services Agreement Amendment No. 1
FLOCK GROUP, INC.

necessary implication, the terms and provisions of the Agreement between the CITY and CONSULTANT shall remain in full force and effect.

5. EFFECTIVE DATE.

Unless otherwise specified herein, this Amendment No. 1 shall become effective as of the date set forth below on which the last of the parties, whether CITY or CONSULTANT, executes this Amendment No. 1.

IN WITNESS WHEREOF, the parties hereto have caused this Amendment No. 1 to be executed and attested by their respective officers hereunto duly authorized. “CITY” “CONSULTANT”
CITY OF PICO RIVERA (FLOCK GROUP, INC.)
______________________________ _________________________________ Steve Carmona, City Manager Alex Latraverse, Chief Revenue Officer Dated: ________________________ Dated: ____________________________ ATTEST: APPROVED AS TO FORM
___________________________ _________________________________ Cynthia Ayala, Jr. Deputy City Clerk Arnold M. Alvarez-Glasman, City Attorney Flock Safety + CA - City of Pico
Rivera
______________
Flock Group Inc.
1170 Howell Mill Rd, Suite 210
Atlanta, GA 30318
______________
MAIN CONTACT:

Tonia Crump
[email protected]
4049329942
Created Date: 05/23/2023
Expiration Date: 06/21/2023
Quote Number: Q-34165
PO Number:

ENCLOSURE 2
10b
Budgetary Quote
This document is for informational purposes only. Pricing is subject to change.

Bill To: 6615 Passons Boulevard Pico Rivera, California 90660 Ship To: 6615 Passons Boulevard Pico Rivera, California 90660
Billing Company Name: CA - City of Pico Rivera Subscription Term: 60 Months Billing Contact Name: Angelina Garcia Payment Terms: Net 30 Billing Email Address: [email protected] Retention Period: 30 Days Billing Phone: Billing Frequency: Annual Plan - First Year Invoiced at Signing.

Hardware and Software Products
Annual recurring amounts over subscription term
Item Cost Quantity Total
Flock Safety Platform $90,000.00
Flock Safety Flock OS
FlockOS ™ Included 1 Included
Flock Safety LPR Products
Flock Safety Falcon ® Included 36 Included
Professional Services and One Time Purchases
Item Cost Quantity Total
One Time Fees
Subtotal Year 1: $90,000.00
Annual Recurring Subtotal: $90,000.00
Discounts: $90,000.00
Estimated Tax: $0.00
Contract Total: $450,000.00
Taxes shown above are provided as an estimate. Actual taxes are the responsibility of the Customer. This is not an invoice – this document is a non-binding proposal for informational purposes only. Pricing is subject to change.

Billing Schedule Amount (USD)
Year 1
At Contract Signing $90,000.00
Annual Recurring after Year 1 $90,000.00
Contract Total $450,000.00
*Tax not included
Discounts Applied Amount (USD)
Flock Safety Platform $90,000.00
Flock Safety Add-ons $0.00
Flock Safety Professional Services $0.00
Product and Services Description
Flock Safety Platform Items Product Description
Flock Safety Falcon ® An infrastructure-free license plate reader camera that utilizes Vehicle Fingerprint® technology to capture vehicular attributes.

One-Time Fees Service Description
Installation on existing
infrastructure
One-time Professional Services engagement. Includes site & safety assessment, camera setup & testing, and shipping & handling in accordance with the Flock Safety Advanced Implementation Service Brief.

Professional Services -
Standard Implementation Fee
One-time Professional Services engagement. Includes site and safety assessment, camera setup and testing, and shipping and handling in accordance with the Flock Safety Standard Implementation Service Brief.

Professional Services -
Advanced Implementation Fee
One-time Professional Services engagement. Includes site & safety assessment, camera setup & testing, and shipping & handling in accordance with the Flock Safety Advanced Implementation Service Brief.

FlockOS Features & Description
Package: Essentials
FlockOS Features Description
Community Cameras (Full Access) Access to all privately owned Flock devices within your jurisdiction that have been shared with you.

Unlimited Users Unlimited users for FlockOS
State Network (LP Lookup Only) Allows agencies to look up license plates on all cameras opted in to the statewide Flock network.

Nationwide Network (LP Lookup Only) Allows agencies to look up license plates on all cameras opted in to the nationwide Flock network.

Direct Share - Surrounding Jurisdiction (Full Access) Access to all Flock devices owned by law enforcement that have been directly shared with you.

Have ability to search by vehicle fingerprint, receive hot list alerts, and view devices on the map.

Time & Location Based Search Search full, partial, and temporary plates by time at particular device locations License Plate Lookup Look up specific license plate location history captured on Flock devices Vehicle Fingerprint Search
Search footage using Vehicle Fingerprint™ technology. Access vehicle type, make, color, license plate state, missing / covered plates, and other unique features like bumper stickers, decals, and roof racks.

Flock Insights/Analytics page Reporting tool to help administrators manage their LPR program with device performance data, user and network audits, plate read reports, hot list alert reports, event logs, and outcome reports.

ESRI Based Map Interface
Flock Safety’s maps are powered by ESRI, which offers the ability for 3D visualization, viewing of floor plans, and layering of external GIS data, such as City infrastructure (i.e., public facilities, transit systems, utilities), Boundary mapping (i.e., precincts, county lines, beat maps), and Interior floor plans (i.e., hospitals, corporate campuses, universities) Real-Time NCIC Alerts on Flock ALPR Cameras Alert sent when a vehicle entered into the NCIC crime database passes by a Flock camera Unlimited Custom Hot Lists Ability to add a suspect’s license plate to a custom list and get alerted when it passes by a Flock camera
ENCLOSURE 3
10c

To: Mayor and City Council
From: City Manager
Meeting Date: June 27, 2023
Subject: AMENDMENT NO. 2 TO PROFESSIONAL SERVICES
AGREEMENT NO. 19-1905 WITH JOHN L. HUNTER AND

ASSOCIATES
Recommendation:

1. Approve Amendment No. 2 to Professional Services Agreement No. 19-1905 with John L. Hunter and Associates, Inc. (JLHA), to extend the term of the agreement for two (2) years for a not-to-exceed amount of $149,998.

Fiscal Impact:

The Annual Maintenance and Operations (M&O) Budget for fiscal year (FY) 2023-24 and 2024-25 includes appropriations in the amount of $80,000 each FY under the Public Works-Storm Water Division – Contracted Services Account No. 209.40.4040.54500 to fund mandatory NPDES permitting, reporting, inspection, and compliance.

Discussion:

On July 23, 2021, the Los Angeles Regional Water Quality Control Board issued an update to Municipal Separate Storm Sewer System (MS4) NPDES Permit to the cities in Los Angeles County, the County of Los Angeles and the Los Angeles County Flood Control District (Board Order No. R4-2021-0105; NPDES Permit No. CAS004004). The City of Pico Rivera is one of the municipalities named as a permitee in the MS4 Permit.

The permit requires the City to discharge through its storm drain system, stormwater that is free from pollutants except those as allowed by the regulatory requirements of the State and Regional Water Quality Control Boards. The current and future MS4 permit requirements specify higher water quality standards that will require technical expertise to address potential pollutants of concern within the City’s watersheds in order for the City to remain in compliance with the Regional Water Quality Control Board. 11 CITY COUNCIL AGENDA REPORT – MEETING OF JUNE 27, 2023 AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT NO. 19-1905 WITH JOHN L. HUNTER AND ASSOCIATES

In an effort to remain compliant with the NPDES permitting guidelines, the Public Works Department procured services for assistance of a consultant that has specific expertise and knowledge in municipal stormwater management and compliance.

On September 10, 2019, the City Council awarded a Professional Services Agreement to JLHA, Inc. to provide NPDES reporting and stormwater compliance services.

On January 8, 2023, Amendment No. 1 to Professional Services Agreement No. 19- 1905 was executed for a contract time extension to June 30, 2023 under the City Manager’s authority.

The current agreement is set to expire at the end of the month. Therefore, staff recommends an amendment to Agreement No. 19-1905 with JLHA, Inc. to extend the contract for an additional two (2) years, for a negotiated fee of $149,998. JHLA, Inc. has kept the same fee for said services since the original contract in 2019 and will continue to provide NPDES services relating to planning and land development, construction development, industrial and commercial facilities, public agency activities, training, monitoring and reporting, annual reporting, and general assistance with Municipal NPDES Program Services. JLHA, Inc. is well qualified and has provided exemplary services for cities adjacent to Pico Rivera and within the Gateway Cities region. The recommended amendment would extend the contract to June 30, 2025.

Conclusion:

Staff recommends Amendment No. 2 to Professional Services Agreement No. 19-1905 with to JLHA, Inc. to extend the contract term for two (2) years and to continue to provide NPDES reporting and storm water compliance services for an amount not-toexceed $149,998.

Steve Carmona
SC:NN:KG:np
Enclosure: 1) Amendment No. 2 to Professional Services Agreement 19-1905 AMENDMENT NO. 2
TO AGREEMENT NO. 19-1905

PROFESSIONAL SERVICES AGREEMENT
WITH JOHN L. HUNTER AND ASSOCIATES, INC.

THIS AMENDMENT NO. 2 TO AGREEMENT NO. 19-1905 FOR PROFESSIONAL SERVICES WITH JOHN L. HUNTER AND ASSOCIATES, INC. (“Amendment No. 2"), effective as of the date specified in paragraph 3 hereof, is made and entered into by and between the CITY OF PICO RIVERA (“CITY”), and John L. Hunter and Associates, Inc., (“CONSULTANT”).

RECITALS
A. CITY and CONSULTANT (collectively referred to as the “PARTIES”) have previously executed that certain Agreement No. 19-1905 Professional Services Agreement Between the City of Pico Rivera and John L. Hunter and Associates, Inc. dated September 10, 2019(“Original Agreement”) relating to professional services in the City of Pico Rivera.

B. On January 8, 2023, the PARTIES entered into Amendment No. 1 to Agreement No. 19-1905 to the Professional Services Agreement with John L. Hunter and Associates, Inc. to extend the term of the Agreement to June 30, 2023. The Original Agreement and all related amendments shall be collectively referred to herein as the (“Agreement”).

C. The PARTIES desire to amend said Agreement pursuant to Section 4 and 6 of the Agreement to include additional services as set forth in Exhibit A-1 to this Amendment No. 2, which is attached hereto and herein incorporated by reference into the Agreement.

NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS:

1. MODIFICATION OF CONSULTANT’S COMPENSATION.

The compensation to be paid by CITY to CONSULTANT for the additional services included in Exhibit A-1 to this Amendment No. 2 shall be as follows:

As consideration for the additional services included in Exhibit A-1, the total compensation under Section 5.1 of the Agreement shall hereby be increased by an amount not to exceed One Hundred Forty-Nine Thousand Nine Hundred Ninety-Eight Dollars ($149,998.00) in accordance with Consultant’s Fee Proposal also included in Exhibit A-1.

2. EXPIRATION DATE.

ENCLOSURE 1
11a
Amendment No. 2 to Agreement No. 19-1905
JOHN L. HUNTER AND ASSOCIATES, INC.

The “Expiration Date” defined in Section 3.4 of the Agreement is hereby amended as follows:

3.4 “Expiration Date”: June 30, 2025

3. EFFECT OF AMENDMENTS.

Except as modified herein, either expressly or by necessary implication, the terms and provisions of the Agreement between the CITY and CONSULTANT shall remain in full force and effect.

4. EFFECTIVE DATE.

Unless otherwise specified herein, this Amendment No. 2 shall become effective as of the date set forth below on which the last of the Parties, whether CITY or CONSULTANT, executes this Amendment No. 2
IN WITNESS WHEREOF, the Parties hereto have caused this Amendment No. 2 to be executed and attested by their respective officers hereunto duly authorized. “CITY” “CONSULTANT”
CITY OF PICO RIVERA JOHN L. HUNTER AND ASSOCIATES, INC
______________________________ _________________________________ Steve Carmona, City Manager John L. Hunter, President
Dated: ________________________ Dated: ____________________________ ATTEST: APPROVED AS TO FORM:
___________________________ _________________________________ Cynthia Ayala, Jr. Deputy City Clerk Arnold M. Alvarez-Glasman, City Attorney EXHIBIT A-1
Exhibit A-1_NPDES Extension Proposal 2023
May 31, 2023
City of Pico Rivera
Attn: Kenner Guerrero
6615 Passons Blvd
Pico Rivera, CA 90660
Subject: Extension of Professional Services to Provide NPDES Reporting and Inspections Dear Kenner Guerrero:

John L. Hunter and Associates (JLHA) welcomes the opportunity to continue providing our professional consulting services to the City of Pico Rivera with regard to the environmental programs of Municipal NPDES (Stormwater).

The timeframe of this extension is for a period of two years. Our existing scope of work with the City, included in Table 1, will apply for the two-year extension. Funding in the amount of $1ϰϵ,ϵϵϴ will be needed to assist the City for this period. It is anticipated that this amount provided will be sufficient for our assistance.

A summary of the latest estimated costs and our Standard Rate Schedule is included on the following pages. We do not anticipate exceeding the total cost estimate. If during implementation of our services, changes in our initial scope estimates result in a potential exceedance of the total cost estimate, we will inform the City as soon as possible. We will not exceed the total cost estimate without City authorization.

Thank you again for the opportunity to offer our services. If you have any questions, you can reach me at [email protected], or (562) 726-4259.

Sincerely,
Cameron McCullough
Exhibit A-1
2 Scope of Services
Table 1 lists the existing scope of work under the existing agreement with the City.

Task A. Administration
A.1 Inform City staff of the various State and Regional Permit mandates, regulations, and initiatives. Provide a written report to City staff on the discussion topics, critical dates, action items and recommendations on a quarterly basis.

A.2 Conduct a program review and develop recommendations that can be used to help determine annual and long-term effectiveness of the stormwater program.

A.3 Meet quarterly or as required with City staff to review progress in performing required tasks involved with Permit compliance.

A.4 Develop and deliver Permit training to three (3) groups/audiences of City staff annually.

A.5 Update the City’s NPDES Program with MS4 permit related documents as necessary.

A.6 Provide Public Education and Outreach within the reporting year, including outreach materials for distribution. Consultant shall provide staff as-needed to assist in stormwater education at City events.

A.7 Review, edit, update, and/or assist with the development relevant ordinances or other regulatory mechanisms to maintain adequate legal authority to meet the requirements of the Permit.

A.8 Assist the City in reviewing the effectiveness of the enforcement program and recommend changes to improve the enforcement program.

A.91 Prepare, with City input, the Los Angeles County MS4 Permit Annual Report for submittal to the Regional Water Board by December 15th of each year.

A.10 Provide updates and recommendations to verify compliance with Statewide Trash Amendments.

A.112 Develop recommendations, policies and procedures to achieve compliance with TMDLs. Develop Trash Daily Generation Rate (DGR) Study and conduct street litter collection and quantify collected materials based on designated land use areas. These areas include commercial, low and high density residential, industrial, public facilities, educational and open space and recreation. Prepare a compliance report (including maps and exhibits) for submission with the annual report.

A.12 Verify and/or assist City with compliance plans to minimize stormwater pollution impacts from City-owned or operated facilities and activities. Prepare/update an inventory and map of all City owned or operated facilities that are not in compliance. Verify that implemented City specific BMPs such as catch basin cleaning, open channel maintenance, street sweeping, and appropriate pesticide applications meet current compliance standards. Most services are incorporated into other programs.

A.13 Identify funding opportunities and assist the City in applying for stormwater related grants.

A.14 Assist staff with development of NPDES webpage on the City’s website. Provide staff with NPDES requirements and information for the public.

Task B. Industrial/Commercial Facilities Inspection
B.1 Perform stormwater related inspections of all designated (approximately 314) industrial and commercial facilities as required by the Permit.

B.2 Update the Watershed-based database of all industrial and commercial facilities.

B.3 Distribute appropriate BMP information to facilities (e.g. CASQA manual) during inspections. Verify proper implementation of BMPs at industrial/commercial facilities.

B.4 Conduct follow-up inspections as required by the Permit.

B.5 Provide monthly comprehensive reports based on inspections. This report will document the conditions of non-compliant facilities with photos and will include recommendations in response to the outcome of facility inspections as well as copies of all inspection forms. The Consultant will also provide this information in tabular form to be imported to the City’s database. Ensure that information gathered during the inspections is complete and accurate. Consultant shall coordinate with the City Code 1 Note that the 2021 MS4 Permit requires semi-annual reporting due June 15th and December 15th. We can assist in incorporating volumetric management results into WRAMPS2.org and interpreting monitoring results reported by the watershed group consultant teams. We can submit the semi-annual WMP Progress Reports with sufficient time for review by the WMG prior to the submission deadlines. 2 Note that in July 2018, the City received an approval letter from the Regional Board allowing for a trash study schedule of once every five years, starting in 2017. A Trash TMDL study will be required in 2023. The hours associated with conducting a trash generation studies and mass-balance model is included in the cost estimate.

Exhibit A-1
3 Task B. Industrial/Commercial Facilities Inspection
Enforcement Officer and/or City Inspector if any corrective actions are necessary as result of an inspection.

The proper City enforcement procedure will be followed, which will be dependent on the severity of the issue and violated regulation. These enforcement actions (i.e. corrective notices) will be documented in the inspection database on a regular basis.

B.6 Notify City of facilities with illicit discharges or other conditions that pose a threat to human health or the environment. The Consultant will document the conditions of non-compliant facilities with photos and submit them to the appropriate City staff. Those facilities identified as noncompliant will be re-inspected until compliance has been reached, as directed by the City.

Task C. Perform Additional As-Needed NPDES Services
C.1 In addition to specific tasks identified above and upon prior approval from the Public Works Deputy Director or designated staff, the selected Consultant may be asked to provide additional NPDES compliance related professional support services, as needed, based on approved schedule of hourly rates or negotiated lump sum price.

Exhibit A-1
4 Standard Rate Schedule
Principal $220 / hour
Director $195 / hour
Program Manager $195 / hour
Staff Engineer $195 / hour
Project Manager $185 / hour
Assistant Project Manager $165 / hour
Project Engineer $165 / hour
Senior Compliance Specialist $145 / hour
Compliance Specialist II $135 / hour
Project Analyst II $135 / hour
Compliance Specialist I $125 / hour
Project Analyst I $125 / hour
Administrative Assistant, Laborer $85 / hour
State Certified Laboratory Analysis Cost + 5%
Legal Consultation, Court Appearances/Document review, etc. $290 / hour Subcontracted equipment Cost + 5%
Estimated Costs
This project will be on a time and materials basis. We will provide consultant services not to exceed the budgetary amount without the City’s prior authorization.

Exhibit A-1
5 Estimated Annual Not-To-Exceed Costs for Services
Task name Cost Year 1
Total
Year 2
Total
A. Administration $39,705 $39,705
A.1 $1,115
A.2 $1,105
A.3 $3,340
A.4 $3,610
A.5 $970
A.6 $3,240
A.7 $1,085
A.8 $785
A.9 $5,000
A.10 $970
A.11 $13,415
A.12 $2,110
A.13 $2,255
A.14 $705
B. Industrial/Commercial Facilities Inspection $25,294 $25,294 B.1 $14,749
B.2 $4,185
B.3 $250
B.4 $3,375
B.5 $2,280
B.6 $455
C. Perform Additional As-Needed NPDES Services (As-needed) $10,000 $10,000 C.1 $10,000
Total Yearly Cost $74,999 $74,999
Grand Total for Two Years $149,998
Exhibit A-1
To: Mayor and City Council
From: City Manager
Meeting Date: June 27, 2023
Subject: AMENDMENT NO. 1 TO PROFESSIONAL SERVICES
AGREEMENT NO. 19-1887 WITH KIMLEY-HORN FOR

THE WASHINGTON AND ROSEMEAD BOULEVARDS

TRANSIT-ORIENTED DEVELOPMENT SPECIFIC PLAN
Recommendation:

1. Approve Amendment No. 1 to Professional Services Agreement No. 19-1887 with Kimley-Horn and Associates, Inc. (Kimley-Horn) in the amount of $160,196 for the development of the Washington and Rosemead Boulevards Gold Line Eastside Extension Transit-Oriented Development (TOD) Specific Plan;

2. Authorize the appropriation of $160,196 from the Economic Sustainability Fund (F255) for the TOD Specific Plan project; and

3. Authorize the City Manager to execute Amendment No. 1 in a form approved by the City Attorney.

Fiscal Impact:

The project is currently budgeted in the amount of $460,000 as follows: Measure R State Grant (207.70.7300-54500-C50015 - $390,000), Economic Sustainability Fund (255.70.7300-54500-C50015 - $50,000), and “in-kind” planning/economic development staff time in the CIP Fund (400.70.7300-54500 – C50015 - $20,000). An additional appropriation of $160,196 will be needed to complete the project. Should the City Council approve the budget increase, $160,196 will be appropriated from the Economic Sustainability Fund Account No. 255.70.7300-54500 (Contracted Services) to the total project budget, increasing it to $620,196.

Background:

On March 27, 2018, Metro awarded the City a $390,000 grant to prepare a TOD Specific Plan within a half-mile radius of the proposed Eastside Transit Corridor Phase 2 project. The project would potentially extend the L Line (formerly Gold Line) from East 12 CITY COUNCIL AGENDA REPORT – MEETING OF JUNE 27, 2023 AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT NO. 19-1887

WITH KIMLEY-HORN FOR THE WASHINGTON AND ROSEMEAD BOULEVARDS

TRANSIT-ORIENTED DEVELOPMENT SPECIFIC PLAN

Los Angeles through the cities of Commerce, Montebello, Pico Rivera, Santa Fe Springs, Whittier, and the unincorporated communities of East Los Angeles and West Whittier-Los Nietos. The TOD Specific Plan will identify land use policy, create development standards, and define economic revitalization goals for a transit-oriented neighborhood centered at the Washington Boulevard and Rosemead Boulevard intersection which is within the half-mile radius of the proposed rail extension. The planning grant required $50,000 in local match funding bringing the total contract award to $440,000.

Discussion:

On June 11, 2019, the City awarded Kimley-Horn a $440,000 contract for the creation of a Washington and Rosemead Boulevards TOD Specific Plan. Kimley-Horn is a fullservice planning, engineering, and environmental consulting firm providing services since 1967 to private and public clients nationwide. Kimley-Horn has been involved in numerous transit-oriented development and specific plan projects throughout the nation and within Los Angeles County, including Metro grant-funded projects. These include the City of Duarte’s Gold Line Station Area Development Specific Plan and the City of Downey’s Rancho Los Amigos South Campus TOD Specific Plan.

Due to the COVID-19 pandemic, and the resulting lack of opportunities to meet in public, the project was effectively delayed for over two (2) years. The original contract expired on June 30, 2021, and must now be extended to June 30, 2024. The extension will ensure a robust and meaningful public participation process and give the consultant team sufficient time to produce a comprehensive final product.

The U.S. experienced a higher than usual inflationary environment between 2021 – 2023 given the extremely low inflation experienced over the past 10 years. Due to this inflationary pressure, additional funds will also be necessary to update a contract that is now over four (4) years old. Further, Exhibit 1-B details the additional increase to the scope of services that the aforementioned project delays now necessitate – increased outreach and updates/recalculations to the land use plan and building scenarios to ensure the product reflects additional input from internal and external stakeholders.

The revised total project budget is provided as Exhibit 1-A and summarized as follows:

Funding Category Amount
Metro TOD Grant (Measure R) $390,000
Local Match – Economic Sustainability Fund $50,000
Local Match – Additional Being Requested $160,196
In-Kind Staff Time (Planning/Economic Development) $20,000 TOTAL PROJECT BUDGET $620,196
CITY COUNCIL AGENDA REPORT – MEETING OF JUNE 27, 2023
AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT NO. 19-1887

WITH KIMLEY-HORN FOR THE WASHINGTON AND ROSEMEAD BOULEVARDS

TRANSIT-ORIENTED DEVELOPMENT SPECIFIC PLAN

Conclusion:

Staff recommends approval appropriating $160,196 from the General Fund to the Economic Sustainability Fund to complete this project; a contract extension through June 30, 2024; and Amendment No. 1 to Agreement No. 19-1887 with Kimley-Horn for the development of the Washington and Rosemead Boulevards TOD Specific Plan.

Steve Carmona
SC:AB:JF
Enclosure: 1) Amendment No. 1/Exhibit 1-A and 1-B
AMENDMENT NO. 1
TO CONTRACT AGREEMENT NO. 19-1887

PROFESSIONAL SERVICES AGREEMENT

BETWEEN THE CITY OF PICO RIVERA AND KIMLEY-HORN
This Amendment No. 1 to Agreement No. 19-1887, Professional Services Agreement Between the City of Pico Rivera and Kimley-Horn and Associates, Incorporated (“Amendment No. 1”) is made and entered into by the City of Pico Rivera, a municipal corporation (“City”) and Kimley-Horn and Associates, Incorporated, a North Carolina Corporation (“Consultant”). City and Consultant are sometimes hereinafter referred to individually as “Party” and collectively as the “Parties.”

RECITALS
A. CITY and CONSULTANT (collectively referred to as the “Parties”) have previously executed Agreement No. 19-1887, Professional Services Agreement Between the City of Pico Rivera and Kimley-Horn, dated on or about June 12, 2019 (“Agreement”), relating to the Transit Oriented Development (TOD) specific plan within the potential Eastside Transit Corridor extension in proximity to the intersection of Washington and Rosemead Boulevards.

B. Pursuant to Section 4 of the Agreement, the Parties desire to extend the Term of the Agreement until June 30, 2024.

C. The Parties also desire to amend said Agreement as set forth herein, pursuant to Section 6.3 of the Agreement for the purpose of incorporating additional costs associated with the updates to the fee escalation request submitted to the City on May 10, 2023, attached hereto as Exhibit 1-A to this Amendment No. 1.

D. The Parties also desire to amend the Agreement pursuant to Section 5.1 of the Agreement to add additional tasks to the Scope of Services attached hereto as Exhibit 1-B to this Amendment No. 1. Exhibits 1-A and 1-B are hereby incorporated into the Agreement by reference.

NOW, THEREFORE, THE PARTIES AGREE THAT THE AGREEMENT SHALL BE AMENDED AS FOLLOWS:

1. TERM
Pursuant to Section 4 of the Agreement, the Parties hereby extend the Term of the Agreement and amend the “Expiration Date” under Section 3.4 of the Agreement to June 30, 2024, unless extended by written agreement. This Amendment No. 1 shall be effective as of June 30, 2021, and all terms of the Agreement shall be reinstated herein.

Enclosure 1
12a
Amendment No. 1 to Agreement No. 19-1887

KIMLEY-HORN AND ASSOCIATES, INCORPORATED

2. SCOPE OF SERVICES
In accordance with Section 5, Consultant’s Services, the Scope of Services in the original Agreement shall hereby be supplemented with as-needed additional public outreach events (up to two additional community events) and additional land use planning (updates/recalculation of buildout scenarios and revised mapping/regulatory additions) attached as Exhibit 1-B.

3. COMPENSATION
Section 5.1 is hereby amended for the purpose of incorporating additional inflationary cost escalation and scope associated with the services described above. City shall compensate Consultant for the updates to the fees and tasks identified in this Amendment No. 1 in an additional amount not-to-exceed One Hundred Sixty Thousand One Hundred Ninety-Six Dollars ($160,196) pursuant to the Approved Fee Schedule attached hereto as Exhibit 1-A.

4. EFFECT OF AMENDMENTS
Except as modified herein, either expressly or by necessary implication, the terms and provisions of the Agreement between the City and Consultant shall remain in full force and effect this Amendment No. 1 may be executed in counterparts all of which shall constitute but one original, and the same agreement.

IN WITNESS WHEREOF, the parties hereto have caused this Amendment No. 1 to be executed and attested by their respective officers hereunto duly authorized. “City” “Consultant”
CITY OF PICO RIVERA Kimley-Horn and Associates, Inc.

By: ___________________________ By: ___________________________ Steve Carmona, City Manager Chad E. Phillips, Senior Associate Date: ___________ Dated: ____________
ATTEST: APPROVED AS TO FORM:
___________________________ ___________________________ Cynthia Ayala, Jr. Deputy City Clerk Arnold N. Alvarez-Glasman, City Attorney
Dave
Barquist
Sr.

Professional
III
Sr.

Professional
II
Sr.

Professional I
Professional
II Professional I Analyst Project Support
Kevin
Engstrom Courtney Holt Don Arambula
May
Krolikowski
$330.00 $330.00 $330.00 $250.00 $240.00 $210.00 $165.00 $140.00 $343.97 $231.25 $225.00 $111.00 47 10 26 6 0 66 40 20 6 12 33 48
TASK 1: PROJECT KICKOFF AND SCHEDULE

1.1 Project Area Planning 6 4 12 8 20 6 12 4 $12,994.42 $12,994.42 -

1.2 Existing Conditions Inventory/Analysis 4 6 6 8 20 14 24 $12,157.77 $12,157.77 -

1.3 Develop Community Engagement Infrastructure 6 12 $3,372.41 $3,372.41 -

1.4 Focus Group Discussions 5 4 8 4 $4,403.68 $4,403.68 -

1.5 Conduct Business and Property Owner Interviews 6 8 $2,741.57 $2,741.57 -

1.6 LACMTA Policy Collaboration Meeting 6 4 4 8 $3,539.21 $3,539.21 -

1.7 Community Meeting #1 8 8 8 12 7 16 $9,417.44 $9,417.44 -

1.8 Briefing with Elected Officials and Study Session 6 6 8 6 $6,223.98 $6,223.98 - TASK 2: PLAN FRAMEWORK AND STATION AREA ANALYSIS 19 0 78 0 0 180 158 0 26 70 40 48

2.1 Analysis of Opportunity Sites 4 8 8 18 28 16 8 $20,521.15 $20,521.15 -

2.2 Conduct Market and Development Feasibility Study 4 8 42 $13,450.85 $13,450.85 -

2.3 Conduct Parking Study and Parking Management Plan 35 100 70 $33,281.82 $44,100.00 $10,818.18

2.4 Mobility Assessment 35 56 64 16 24 $30,603.72 $40,134.00 $9,530.28

2.5 Community Workshop #2 7 12 24 8 16 $9,456.05 $12,366.00 $2,909.95

2.6 Briefing with Elected Officials and Study Session 4 4 $1,617.43 $2,160.00 $542.57 TASK 3: DRAFT SPECIFIC PLAN AND GP/ZONING RECS 39 5 0 0 0 35 20 0 24 42 170 285

3.1 Development of Land Use Plan 4 8 61 106 $22,617.07 $28,491.00 $5,873.93

3.2 Prepare Devlopment Standards, Desing Guidelines, Public Improvements 25 13 56 98 $26,976.56 $34,458.00 $7,481.44

3.3 Implementation Action Plan 4 5 8 24 42 41 51 $33,600.45 $37,503.78 $3,903.33

3.4 Community Workshop #3 6 6 20 12 30 $9,725.76 $12,570.00 $2,844.24 TASK 4: PREPARE PLANNING DOCUMENTS 67 16 5 0 0 84 176 8 0 0 45 104

4.1 Prepare Draft TOD Specific Plan 36 9 5 60 120 29 67 $48,327.73 $62,862.00 $14,534.27

4.2 Prepare Draft General Plan Land Use Policy Map and Zoning 3 4 16 $3,357.47 $4,470.00 $1,112.53

4.3 Release Draft TOD Specific Plan to the Public 6 8 4 16 $4,440.62 $5,776.00 $1,335.38

4.4 Planning Comission Public Hearings 8 6 12 $4,409.46 $5,880.00 $1,470.54

4.5 City Council Public Hearings 6 6 12 $3,916.16 $5,220.00 $1,303.84

4.6 Finalize General Plan Land Use Policy Map and TOD Specific Plan 8 7 8 16 12 21 $11,320.64 $14,301.00 $2,980.36 TASK 5: ENVIRONMENTAL COMPLIANCE 0 13 102 16 40 106 320 0 0 0 0 0

5.1 Prepare Initial Study, Notice of Preparation 2 4 12 $3,091.92 $3,960.00 $868.08

5.2 Public Scoping Meeting 2 8 $2,609.80 $3,300.00 $690.20

5.3 Screencheck Draft EIR 2 30 8 40 60 180 $49,276.30 $64,460.00 $15,183.70

5.4 Public Draft EIR and Public Review 2 30 8 20 40 $17,965.45 $23,360.00 $5,394.55

5.5 Prepare Responses to Comments 2 6 10 $2,781.96 $3,570.00 $788.04

5.6 Prepare Draft and Final MMP 3 6 16 $4,389.55 $5,610.00 $1,220.45

5.7 Prepare Final EIR 8 20 30 $8,895.02 $11,790.00 $2,894.98

5.8 Planning Commission Public Hearings 8 16 $4,002.47 $5,280.00 $1,277.53

5.9 City Council Public Hearings 8 16 $4,002.47 $5,280.00 $1,277.53

6.0 Meetings and Coordination
Project Management - $23,430.00 $23,430.00
As-Needed Additional Budget
Outreach Events (as-needed) - $15,900.00 $15,900.00
Land Use Planning - Expansion and Revisions (as-needed) - $24,630.00 $24,630.00 Sub Other Direct Costs $8,250.00 $8,250.00 -
Kimley-Horn Other Direct Costs (travel, copies, etc.). $1,750.00 $1,750.00 - TOTAL ESTIMATED FEE 172 44 211 22 40 471 714 28 56 124 288 485 $439,488 $599,684 $160,196 Note: Kimley-Horn reserves the right to reallocate staffing resources and budget amongst tasks if necessary, not to exceed total approved fees.

Escalation

CITY OF PICO RIVERA WASHINGTON/ROSEMEAD TOD SPECIFIC PLAN - ESTIMATED FEES TASK
Kimley-Horn Keyser Marston Crandall Arambula
2019 Fees 2023 Fees*
$750.00 $7,500.00
$1,750.00
* Task 1.1 - 2.2 not subject to rate escalation - completed prior to increase Exhibit 1-A
Exhibit 1-B
Additional Increase to Scope of Services

1. Outreach – $15,900 for additional outreach
a. Up to two additional community events
b. Survey/summaries

2. Land Use Planning - $24,630 for additional land use planning a. Updates/expansion of land use plan
b. Recalculation of buildout scenarios
c. Revised mapping/exhibits
d. Land use/regulatory additions
Exhibit 1-B
To: Mayor and City Council
From: City Manager
Meeting Date: June 27, 2023
Subject: FUNDING SOURCE CORRECTION FOR AMENDMENT
NO. 1 TO AGREEMENT NO. 23-2155 – PICO RIVERA
YOUTH CENTER RENOVATION PROJECT CIP NO. 50034
Recommendation:

1. Approve a funding source change for Amendment No. 1 to Professional Services Agreement No. 23-2155 with Dahlin Group, Inc. to provide Architect/Engineer (AE) services for design and construction support of the Youth Center Renovation Project, (CIP No. 50034) from Account No. 699.73.7300.54500-50034 to Account No. 280.70.7300-54500.

Fiscal Impact:

Sufficient funding exists in Account No. 280.70.7300-54500, (Youth Center Renovation Project CIP No. 50034), to cover Amendment No. 1 to Agreement No. 23-2155. There is no fiscal impact to the General Fund related to this action.

Discussion:

On May 9, 2023, the City approved Amendment No. 1 to Agreement No. 23-2155. In the agenda report, Account No. 699.73.7300.54500-50034 was incorrectly listed as the source of funding. The proper account number for the funding should have been taken out of CDBG Account No. 280.70.7300-54500. The purpose of this report is to merely identify the appropriate funding source.

Conclusion:

Staff recommends approval of a change in funding source for Amendment No. 1 to Professional Services Agreement No. 23-2155 with Dahlin Group, Inc. to provide Architect/Engineer (A-E) services for design and construction support of the Youth Center Renovation Project, (CIP No. 50034) from Account No. 699.73.7300.54500- 50034 to Account No. 280.70.7300-54500.

Steve Carmona
13 CITY COUNCIL AGENDA REPORT – MEETING OF JUNE 27, 2023 FUNDING SOURCE CORRECTION FOR AMENDMENT NO. 1 TO AGREEMENT NO. 23-2155 – PICO RIVERA YOUTH CENTER RENOVATION PROJECT CIP NO. 50034

SC:PY
Enclosure: 1) City Council Agenda Report Dated May 9, 2023 Enclosure 1
13a

To: Mayor and City Council
From: City Manager
Meeting Date: June 27, 2023
Subject: AUTHORIZE THE PURCHASE OF A MOBILE VEHICLE

LIFT STATION SYSTEM FOR THE PUBLIC WORKS

MAINTENANCE DIVISION
Recommendation:

1. Authorize the City Manager to approve the purchase of a mobile column lift station system for the Public Works Maintenance Division.

Fiscal Impact:

The cost of this action is not-to-exceed $53,459, and sufficient funds are available in the FY 2022-23 Public Works Maintenance budget in the General Fund (Fund 100) and Water Operations budget in the Water Authority Fund (Fund 550):

Account No. Account Description Amount
100.40.4033-57300 Furniture & Equipment $41,164
550.40.4920-57300 Furniture & Equipment $12,295
Discussion:

Staff is requesting the approval to replace the permanently mounted vehicle lifting station used to raise cars, trucks, and equipment of varying sizes and weights located at the Public Works City Yard with a Rotary Flex Max MCH414 mobile column lift system.

The current lift station is over 15 years old and is utilized by the City’s mechanic to diagnose, perform maintenance, and repair services to all city vehicles.

Staff seeks to integrate a mobile column lift station system into its fleet operating equipment to increase productivity and efficiency and improve vehicle service turnover.

In contrast, the current lift stations are permanently anchored to the foundation inside the workstation. The proposed new mobile lifting system would allow for flexibility of mobility and can be used at any location where the vehicles can be checked and 14 CITY COUNCIL AGENDA REPORT – MEETING OF JUNE 27, 2023

AUTHORIZE THE PURCHASE OF A MOBILE VEHICLE LIFT STATION SYTEM FOR

THE PUBLIC WORKS MAINTENANCE DIVISION

repaired, as needed. Consequently, more vehicles can be serviced, and simultaneous service can be performed outside the confines of the fleet bay space.

The recommended purchase will utilize a cooperative contract as authorized by Section

3.20.030 of the Pico Rivera Municipal Code. Purchasing this equipment through Sourcewell, (formerly known as NJPA), meets all the requirements set forth by the City of Pico Rivera Municipal Code for regional cooperative purchasing agreements. The Sourcewell Contract No. 032521-GPC establishes pre-approved vendors following a nation-wide competitive bid process.

Conclusion:

Staff recommends that the City Council approve and authorize the City Manager to purchase the mobile column lift station with Sourcewell, in the amount not-to-exceed $53,459.

SC:NN:ML:np
Enclosure: 1) Sourcewell Contract No. 032521-GPC

PARTS SUPPLY PROGRAM ALERT
NAPA Auto Parts Supply Program Activation
Sourcewell (formerly NJPA) has awarded a contract to NAPA Auto Parts (Contract # 032521-GPC) for automotive and truck replacement parts and tires with related equipment, accessories and services. This contract runs through May 19, 2025. This national cooperative contract allows states, counties, cities, school districts and other state DJHQFLHVDQGQRQSUR¿WRUJDQL]DWLRQVWRVWDUWSXUFKDVLQJSDUWVRQWKHSURJUDPWRGD\ZLWKRXW going to bid. Your state has already adopted the Sourcewell contract at the state level so you are eligible right now, pending establishing your own Sourcewell membership, which is completely free to governments.
7KLV1$3$)OHHWSURJUDPZLOOEHQH¿W\RXUSDUWVRSHUDWLRQE\R௺HULQJ

- Competitive national account pricing
- Service improvements by sourcing from local stores
- Increased parts availability
5HGXFHGZDLWWLPHVDQGLQFUHDVHGRQGHPDQG¿OOUDWHV
- Dedicated local customer support
1$3$KDVDOUHDG\QRWL¿HGWKHORFDOVWRUHVLQ\RXUDUHDWRUHDFKRXWWR\RXWRVWDUWSXUFKDVLQJ RQWKHFRQWUDFWEXWSOHDVHUHDFKRXWWRWKHP¿UVWLI\RXKDYHWKHRSSRUWXQLW\ Thank you very much for your participation in this new initiative and your dedication to supporting Sourcewell’s purchasing mission. If you have any questions about this contract or your eligibility, please contact Maureen Knight, Sourcewell Contract Manager, (218) 895-4114, [email protected].

If you are not currently a Sourcewell member, here’s how to sign up:

1. Visit www.sourcewell-mn.gov/become-member

2. Fill out the brief online membership application
:DLWIRUFRQ¿UPDWLRQDQGDPHPEHUVKLSQXPEHUIURP6RXUFHZHOO

4. Contact your NAPA store to buy on the program.

PARTS SUPPLY PROGRAM ALERT
n up:

ENCLOSURE 1
14a
032521-GPC
Rev. 10/2020 1
Solicitation Number: RFP #032521

CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Genuine Parts Company dba NAPA Auto Parts, 2999 Wildwood Parkway, Atlanta, GA 30339 (Vendor).

Sourcewell is a State of Minnesota local government agency 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 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 Aftermarket Vehicle Parts and Supplies from which Vendor was awarded a contract.

Vendor 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 May 19, 2025, unless it is cancelled sooner pursuant to Article 22. This Contract may be extended up to one additional one-year period upon request of Sourcewell and with written agreement by Vendor.

C. SURVIVAL OF TERMS. Articles 11 through 14 survive the expiration or cancellation of this Contract.

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

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









  






032521-GPC
Rev. 10/2020 2
All Equipment and Products provided under this Contract must be new/current model or remanufactured to OEM standards. Vendor may offer close-out or refurbished Equipment or Products if they are clearly indicated in Vendor’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. All Equipment and Products supplied pursuant to the Contract are subject to the terms of written warranties provided by the manufacturer of each Product and Equipment, and Vendor shall use reasonable commercial efforts to assist the Member in processing all warranty claims that the Member may have against a manufacturer. The manufacturer’s warranty will be the sole and exclusive remedy of the Member in connection with any claims concerning the Products and Equipment supplied pursuant to the Contract. ALL OTHER

WARRANTIES, BOTH EXPRESS AND IMPLIED, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTIBILITY OR FITNESS FOR A PARTICULAR PURPOSE, ARE HEREBY EXCLUDED. Copies of the manufacturers’ warranties are available to the Member upon request. Vendor will pass through all available warranty benefits from the applicable manufacturer to the Member to the extent permitted by contract or law.

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution, Vendor will make available to Sourcewell a means to validate or authenticate Vendor’s authorized dealers, distributors, and/or resellers relative to the Equipment, Products, and Services related to this Contract. This list may be updated from time-to-time and is incorporated into this Contract by reference. It is the Vendor’s responsibility to ensure Sourcewell receives the most current version of this list.

3. PRICING
All Equipment, Products, or Services under this Contract will be priced as stated in Vendor’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. 








  






032521-GPC
Rev. 10/2020 3
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, Vendor must permit the Equipment and Products to be 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.

Vendor 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 Vendor in breach of this Contract if the Vendor intentionally delivers substandard or inferior Equipment or Products. In the event that any Product or Equipment does not conform to the manufacturer’s warranty, the Member may return such Product or Equipment to Vendor and Vendor will process the Member’s warranty claim with the manufacturer of the defective Product or Equipment. After the manufacturer has accepted the claim from Vendor, Vendor, as the Member’s sole and exclusive remedy and Vendor’s sole liability, shall either, at its option: (i) replace the defective Product or Equipment with a conforming Product or Equipment; (ii) repair the defective Product or Equipment; or (iii) issue a credit or refund for the price of the Product or Equipment.

B. SALES TAX. Each Participating Entity is responsible for supplying the Vendor with valid taxexemption certification(s). When ordering, a Participating Entity must indicate if it is a taxexempt entity.

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

When Vendor 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
Vendor 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 Contract Administrator. This form is available from the assigned Sourcewell Contract Administrator. At a minimum, the request must:









  






032521-GPC
Rev. 10/2020 4
x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change; 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 Request Form will become an amendment to this Contract and 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. Vendor 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.

Vendor 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. Vendor’s employees may be required to perform work at governmentowned facilities, including schools. Vendor’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 Vendor that it intends to access this 








  






032521-GPC
Rev. 10/2020 5
Contract; however, order flow and procedure will be developed jointly between Sourcewell and Vendor. Typically, a Participating Entity will issue an order directly to Vendor. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration of this Contract; however, Vendor performance, Participating Entity payment, and any applicable warranty periods or other Vendor or Participating Entity obligations may extend beyond the term of this Contract.

Vendor’s acceptable forms of payment are included in Attachment A. 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 Vendor, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entitles may require the use of a Participating Addendum; the terms of which will be worked out directly between the Participating Entity and the Vendor. 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 (such as e-commerce specifications, specialized delivery requirements, or other specifications and requirements) not addressed in this Contract, the Participating Entity and the Vendor 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 Vendor 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 goods to be purchased;

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

3. Vendor commits any material breach of this Contract or the additional terms agreed to between the Vendor and a Participating Entity.

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. 








  






032521-GPC
Rev. 10/2020 6

7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Vendor 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:

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. Vendor 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, 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, Vendor must provide a contract sales activity report (Report) to the Sourcewell Contract Administrator assigned to this Contract. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Vendor must submit a report indicating no sales were made).

The Report must contain the following fields:
x Customer Name (e.g., City of Staples Highway Department); x Customer Physical Street Address;
x Customer City;
x Customer State/Province;
x Customer Zip Code;
x Customer Contact Name;
x Customer Contact Email Address;
x Customer 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 Vendor.

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Vendor 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. Vendor may not charge Participating Entities more than the contracted 








  






032521-GPC
Rev. 10/2020 7
price to offset the Administrative Fee.

The Vendor 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 by Participating Entities under this Contract during each calendar quarter. Payments should note the Vendor’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.

Vendor 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 Vendor is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Vendor 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.

Vendor’s Authorized Representative is the person named in the Vendor’s Proposal. If Vendor’s Authorized Representative changes at any time during this Contract, Vendor 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 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. Audit results will be based upon overcharges and undercharges being combined to determine the net impact.

B. ASSIGNMENT. Neither the Vendor nor Sourcewell may assign or transfer any rights or obligations under this Contract without the prior consent of the parties and a fully executed assignment agreement. Such consent will not be unreasonably withheld.

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









  






032521-GPC
Rev. 10/2020 8
D. WAIVER. If either party fails to enforce any provision of this Contract, that failure does not waive the provision or the right to enforce it.

E. CONTRACT COMPLETE. This Contract contains all negotiations and agreements between Sourcewell and Vendor. 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, 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. LIABILITY

Vendor must indemnify, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including reasonable attorneys’ fees, arising out of the negligent acts or omissions or intentional misconduct of Vendor or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have arisen from such negligence or intentional misconduct.

12. GOVERNMENT DATA PRACTICES
Vendor 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 Vendor under this Contract.

If the Vendor receives a request to release the data referred to in this article, the Vendor must immediately notify Sourcewell and Sourcewell will assist with how the Vendor should respond to the request.

13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT A. INTELLECTUAL PROPERTY

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








  






032521-GPC
Rev. 10/2020 9

2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to its and their respective distributors, 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. Sourcewell must not alter Vendor’s Trademarks from the form provided by Vendor and must comply with Vendor’s removal requests as to specific uses of its trademarks or logos.
b. Vendor must not alter Sourcewell’s Trademarks from the form provided by Sourcewell and must comply with Sourcewell’s removal requests as to specific uses of its trademarks or logos.
c. 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.
d. The licenses granted under this Section 13 are subject to the respective intellectual property usage guidelines and terms and conditions of each party.

4. Vendor agrees to provide an indemnity for intellectual property claims based on intellectual property rights owned by Vendor, but cannot provide a direct copyright, trademark, or patent indemnity for the Products or Equipment supplied pursuant to the Contract, as Vendor does not manufacture the Products or Equipment. Vendor agrees to use commercially reasonable efforts to assist the Member in processing any infringement claim against the applicable manufacturer.

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 vendors which may be used until the next printing). Vendor 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 Vendor 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. Materials should be sent to the Sourcewell Contract Administrator assigned to this Contract.









  






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

14. GOVERNING LAW, JURISDICTION, AND VENUE
Minnesota law governs this Contract. Venue for all legal proceedings out of this Contract, or its breach, must be in the appropriate state court in Todd County 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 to be illegal, unenforceable, or void then both Sourcewell and Vendor will be relieved of all obligations arising under such provisions. If the remainder of this Contract is capable of performance, it will not be affected by such declaration 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 Vendor 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 Vendor may escalate the resolution of the issue to a higher level of management. The Vendor will have 30 calendar days to cure an outstanding issue.

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








  






032521-GPC
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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.

Written notice of default and a reasonable opportunity to cure must be issued by the party claiming default. Time allowed for cure will not diminish or eliminate any liability for direct 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, Vendor 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. Vendor 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









  






032521-GPC
Rev. 10/2020 12

3. Commercial Automobile Liability Insurance. During the term of this Contract, Vendor 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 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, Vendor will maintain umbrella coverage over Workers’ Compensation, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000

5. Network Security and Privacy Liability Insurance. During the term of this Contract, Vendor 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 Vendor’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 Vendor 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, Vendor 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 Contract 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 Vendor to provide certificates of insurance, in no way limits or relieves Vendor of its duties and responsibilities in this Contract.

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Vendor agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Vendor’s commercial 








  






032521-GPC
Rev. 10/2020 13
general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Vendor, and products and completed operations of Vendor but only to the extent of Vendor’s indemnity obligations under the Contract. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds but only to the extent of Vendor’s indemnity obligations under the Contract.

D. WAIVER OF SUBROGATION. Vendor 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 Vendor 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 Vendor or its subcontractors. Where permitted by law, Vendor 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. Vendor will 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. Vendor 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 Vendor conducts with Sourcewell and Participating Entities.

20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Vendor 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 Vendor declares bankruptcy, Vendor must immediately notify Sourcewell in writing.

Vendor 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. Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject 








  






032521-GPC
Rev. 10/2020 14
matter of this Contract. Vendor further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.

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 also require additional requirements based on specific funding specifications provided that any such additional requirements must be accepted in writing by Vendor for any such requirements to be binding on Vendor. Within this Article, all references to “federal” should be interpreted to mean the United States federal government. The following list only applies in the event that (i)a Participating Entity will access Vendor’s Equipment, Products, or Services with United States federal funds, and (ii) Vendor has provided its prior written consent.

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 nonfederal 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 








  






032521-GPC
Rev. 10/2020 15
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. Vendor must be in compliance with all applicable Davis-Bacon Act provisions.

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. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor 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. Vendor certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Vendor 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). Vendor certifies that during the term of this Contract will comply with applicable requirements as referenced above.









  






032521-GPC
Rev. 10/2020 16
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 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. Vendor 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). Vendors must file any required certifications. Vendors 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. Vendors 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. Vendors 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, Vendor must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Vendor 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, Vendor must endeavor to 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, Vendor 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). Vendor agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Vendor that are directly pertinent to Vendor’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right 








  






032521-GPC
Rev. 10/2020 17
also includes timely and reasonable access to Vendor’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 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.

22. CANCELLATION
Sourcewell or Vendor 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 Vendor’s Proposal.

Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.

Sourcewell Genuine Parts Company dba
NAPA Auto Parts
By: __________________________ By: __________________________ Jeremy Schwartz Jett Kuntz
Title: Chief Procurement Officer Title: Vice President of IBS Fleet & Government
Date: ________________________ Date: ________________________ Approved:

By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________









  












 













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Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts 








  






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Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts 








  






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Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts 








  






Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts Table 15: Industry Specific Questions
Line
Item Question Response *
86 If you are awarded a contract, provide a
few examples of internal metrics that will
be tracked to measure whether you are
having success with the contract.

Below are several examples of internal metrics that we will track to optimize our contract growth strategies, if awarded:

Overall Contract Member Purchases - our contract reporting system will track overall Sourcewell contract member purchases by agency to ensure contract compliance, contract adoption and overall Sourcewell member satisfaction.

Market Coverage - we can identify where we have an active Sourcewell contract presence across our US and Canada markets and pinpoint opportunities for new market growth over the course of the contract.

Sourcewell Account Registrations - new Sourcewell member contracts are identified in our reporting system so we can promote growth of the total number of participating entities utilizing the NAPA contract and partnership.

Contract Segmentation - we will break out Sourcewell member purchases into industry verticals to identify opportunities to grow in segments where we may be stagnant and develop specific marketing materials to drive new contracts in underutilized categories.
*
87 Describe any electronic service
programming subscriptions and service
information provided within your proposal
along with any associated costs.

NAPA does not provide any electronic service programming subscriptions under the scope of this proposal. *
88 Describe your ability to provide
customized reports of historical purchases
and participating entities accounts payable
management.

Through our Vistex and Qlik reporting software and our dedicated finance, accounting and reporting teams at NAPA headquarters and locally in our operations, NAPA provides customized reporting for hundreds of government and private sector customers on a quarterly basis or as needed by the Sourcewell member, generally within 30 to 45 days after a quarter has ended. Reporting is customizable for each member, so NAPA remains flexible in the format and timing of reporting to meet each customer's needs on a case-by-case basis; the reporting described above is the standard base level that NAPA provides.

On an ad-hoc basis, NAPA can provide a specific Sourcewell member with SKUlevel data over a specific timeframe and our team is also available to provide an indepth spending analysis comparing them to other government agencies of similar size and makeup.
*
89 Describe any online parts catalog and
ordering capabilities that can be provided
or are included. If applicable, identify any
additional costs associated with this
service.

Our NAPA parts catalog, consisting of more than 465,000 SKUs, is all available online to Sourcewell members. The following are a few of the most common digital methods used to order from us:
• NAPA Prolink: NAPA Prolink is another exclusive online ordering and messaging system for customer shops to order NAPA branded parts from our stores or distribution centers. It gives the customer direct digital access to our catalog of more than 500,000 SKUs, all available on this contract. • Enterprise E-Procurement/Punchout: NAPA has the capability to provide digital cataloging through punchouts and EDI interfaces placed directly within a customer's enterprise procurement system. On our e-commerce website, www.NAPAIBIZ.com, we show companies that use large eProcurement programs how to register with NAPA to access our NAPA catalog. Platforms supported include Ariba, SAP, Oracle, Epicor, Ketera, Jaggaer, Proactis/Perfect Commerce, Coupa and more. We also offer digital warehousing solutions with JD Edwards and Manhattan products.

There is no fee associated with the use of NAPA's online cataloging or NAPA Prolink. Enterprise software integrations, if required by the customer, could have nominal costs that are negotiated on a case-by-case basis before implementing any solutions.
*
90 Identify the vehicle makes for which your
offered parts are used.

NAPA provides replacement parts for all light- and heavy-duty makes and models across the US and Canada. *
91 Identify the vehicle engine types for which
your products are manufactured (e.g.,
gasoline, diesel, CNG, propane, hybrid,
electric, etc.)
NAPA provides replacement parts for all engine types across the US and Canada. *









  






Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts Exceptions to Terms, Conditions, or Specifications Form Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been incorporated into the contract text.

Documents
Ensure your submission document(s) conforms to the following:

1. Documents in PDF format are preferred. Documents in Word, Excel, or compatible formats may also be provided.

2. Documents should NOT have a security password, as Sourcewell may not be able to open the file. It is your sole responsibility to ensure that the uploaded document(s) are not either defective, corrupted or blank and that the documents can be opened and viewed by Sourcewell.

3. Sourcewell may reject any response where any document(s) cannot be opened and viewed by Sourcewell.

4. If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. If the zipped file contains more than one (1) document, ensure each document is named, in relation to the submission format item responding to. For example, if responding to the Marketing Plan category save the document as "Marketing Plan." Financial Strength and Stability - Question #9 - Genuine Parts Company 2019 Annual Report.pdf - Wednesday March 24, 2021 12:26:37
Marketing Plan/Samples - Question #32 - Marketing Materials.pdf - Wednesday March 24, 2021 12:27:31 WMBE/MBE/SBE or Related Certificates - Question #39 - Corporate Sustainability Plan.pdf - Wednesday March 24, 2021 12:29:32
Warranty Information (optional)
Pricing - Pricing - US 9074 & Canada.pdf - Wednesday March 24, 2021 12:29:47 Upload Additional Document - Question #36 - Autotech Training Brochures.pdf - Wednesday March 24, 2021 12:30:11 








  






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To: Mayor and City Council
From: City Manager
Meeting Date: June 27, 2023
Subject: TREASURER’S MONTHLY INVESTMENT TRANSACTION
REPORT AS OF MAY 31, 2023
Recommendation:

1. Receive and file the Treasurer’s Monthly Investment Transaction Report as of May 31, 2023.

Fiscal Impact:

There is no fiscal impact to the General Fund.

Background:

Per the City of Pico Rivera (City) Investment Policy approved by the City Council on April 11, 2023, the City Treasurer submits a monthly investment transaction report to the City Council within 45 days of the end of the reporting period in accordance with California Government Code Section 53607.

Discussion:

This report updates the City Council on the City’s monthly transactions of the City’s investment portfolio for the month ending May 31, 2023. The statements enclosed include transactions of the City’s investments with Local Agency Investment Fund (LAIF) and Chandler Asset Management (Enclosures 1 and 2).

Conclusion:

As of May 31, 2023, the City’s portfolio remains highly rated, liquid, and stable. All investments are maintained in accordance with California Government Code Section 53601 and the City’s investment policy approved by the City Council on April 11, 2023.

Steve Carmona
15 CITY COUNCIL AGENDA REPORT – MEETING OF JUNE 27, 2023 TREASURER’S MONTHLY INVESTMENT TRANSACTION REPORT AS OF MAY 31, 2023

SC:JG:JM:ep
Enclosures: 1) LAIF Statements for the Month Ending May 31, 2023. 2) Chandler Asset Management Transaction Ledger for the Month Ending May 31, 2023.
6/1/23, 9:10 AM LAIF Regular Monthly Statement
https://laifms.treasurer.ca.gov/RegularStatement.aspx 1/1 Local Agency Investment Fund
P.O. Box 942809
Sacramento, CA 94209-0001
(916) 653-3001
June 01, 2023
LAIF Home
PMIA Average Monthly
Yields

CITY OF PICO RIVERA

DIRECTOR OF FINANCE/ADMINISTRATIVE SVCS
6615 PASSONS BLVD
PICO RIVERA, CA 90660
Account Number: 98-19-653
May 2023 Statement
Tran Type Definitions
Effective
Date
Transaction
Date
Tran
Type Confirm
Number
Web
Confirm
Number Authorized Caller Amount
5/8/2023 5/8/2023 RD 1729208 1689574 JIE GUO 1,800,000.00 5/22/2023 5/22/2023 RD 1729710 1690083 JIE GUO 3,000,000.00 Account Summary
Total Deposit: 4,800,000.00 Beginning Balance: 61,465,840.79 Total Withdrawal: 0.00 Ending Balance: 66,265,840.79
Enclosure 1
15a
6/1/23, 9:04 AM LAIF Regular Monthly Statement
https://laifms.treasurer.ca.gov/RegularStatement.aspx 1/1 Local Agency Investment Fund
P.O. Box 942809
Sacramento, CA 94209-0001
(916) 653-3001
June 01, 2023
LAIF Home
PMIAAverage Monthly
Yields

CITY OF PICO RIVERA

COVID RELIEF EMERGENCY ACCOUNT

DIR OF FINANCE/ADMIN SERVICES
6615 PASSONS BLVD
PICO RIVERA, CA 90660
Account Number: 19-19-007
May 2023 Statement
Tran Type Definitions
Account Summary
Total Deposit: 0.00 Beginning Balance: 10,081,330.51
Total Withdrawal: 0.00 Ending Balance: 10,081,330.51
Transaction
Date Tran Category
Tran Type
Description Security Description Quantity Price Principal Interest Total Amount 5/1/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 836.73 1.00000 836.73 - 836.73 5/1/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 2,981.25 1.00000 2,981.25 - 2,981.25 5/6/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 550.00 1.00000 550.00 - 550.00 5/7/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 750.00 1.00000 750.00 - 750.005/8/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 967.50 1.00000 967.50 - 967.50 5/10/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 8,000.00 1.00000 8,000.00 - 8,000.005/12/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 483.75 1.00000 483.75 - 483.755/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 47.33 1.00000 47.33 - 47.33 5/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 4,874.44 1.00000 4,874.44 - 4,874.44 5/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 11,135.31 1.00000 11,135.31 - 11,135.31 5/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 9,252.12 1.00000 9,252.12 - 9,252.12 5/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 700,000.00 1.00000 700,000.00 - 700,000.00 5/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 9,130.77 1.00000 9,130.77 - 9,130.77 5/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 219.33 1.00000 219.33 - 219.335/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 650.74 1.00000 650.74 - 650.745/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 4,704.07 1.00000 4,704.07 - 4,704.07 5/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 3,790.84 1.00000 3,790.84 - 3,790.84 5/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 358.42 1.00000 358.42 - 358.42 5/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 933.17 1.00000 933.17 - 933.17 5/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 678.00 1.00000 678.00 - 678.00 5/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 394.62 1.00000 394.62 - 394.62 5/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 212.67 1.00000 212.67 - 212.675/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 3,002.71 1.00000 3,002.71 - 3,002.71 5/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 9,630.10 1.00000 9,630.10 - 9,630.10 5/15/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 49,431.25 1.00000 49,431.25 - 49,431.25 5/16/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 485.49 1.00000 485.49 - 485.49 5/17/2023 Acquisitions Purchase Merck & Co Callable Note Cont 4/17/2028 90,000.00 0.99919 89,927.10 - 89,927.10 5/17/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 753.75 1.00000 753.75 - 753.75 5/18/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 279.75 1.00000 279.75 - 279.755/18/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 4,641.51 1.00000 4,641.51 - 4,641.51 5/22/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 294.00 1.00000 294.00 - 294.005/22/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 4,797.05 1.00000 4,797.05 - 4,797.05 5/22/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 406.25 1.00000 406.25 - 406.255/22/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 325,000.00 1.00000 325,000.00 - 325,000.005/22/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 66.00 1.00000 66.00 - 66.00 5/22/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 9,327.59 1.00000 9,327.59 - 9,327.59 5/24/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 268.75 1.00000 268.75 - 268.755/25/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 6,638.97 1.00000 6,638.97 - 6,638.97 5/25/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 138,555.75 1.00000 138,555.75 - 138,555.75 5/25/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 172.00 1.00000 172.00 - 172.00 5/25/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 7,164.09 1.00000 7,164.09 - 7,164.09 5/25/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 12,831.95 1.00000 12,831.95 - 12,831.955/25/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 1,143.75 1.00000 1,143.75 - 1,143.75 5/26/2023 Acquisitions Purchase US Treasury Note 600,000.00 0.99578 597,468.75 9,377.07 606,845.82 5/27/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 487.50 1.00000 487.50 - 487.50 City of Pico Rivera Portfolio
Chandler Investment Transactions
May 2023
Enclosure 2
15b
Transaction
Date Tran Category
Tran Type
Description Security Description Quantity Price Principal Interest Total Amount City of Pico Rivera Portfolio
Chandler Investment Transactions
May 2023
5/30/2023 Acquisitions Purchase FHLMC K073 A2 470,000.00 0.96109 451,714.06 1,268.35 452,982.41 5/31/2023 Acquisitions Purchase First American Govt Obligation Fund Class Y 16,909.38 1.00000 16,909.38 - 16,909.385/15/2023 Dispositions Maturity US Treasury Note 700,000.00 1.00000 700,000.00 - (700,000.00)5/22/2023 Dispositions Maturity FNMA Note 325,000.00 1.00000 325,000.00 - (325,000.00)5/15/2023 Dispositions Paydown John Deere Owner Trust 2020-A A3 4,696.23 1.00000 4,696.23 7.84 (4,704.07) 5/15/2023 Dispositions Paydown John Deere Owner Trust 2022-C A3 - - - 933.17 (933.17) 5/15/2023 Dispositions Paydown American Express Credit Trust 2022-2 A - - - 678.00 (678.00) 5/15/2023 Dispositions Paydown John Deere Owner Trust 2020-B A3 2,998.86 1.00000 2,998.86 3.85 (3,002.71) 5/15/2023 Dispositions Paydown Honda Auto Receivables Trust 2022-1 A3 - - - 219.33 (219.33) 5/15/2023 Dispositions Paydown Mercedes-Benz Auto Lease Trust 2021-B A3 9,593.82 1.00000 9,593.82 36.28 (9,630.10) 5/15/2023 Dispositions Paydown Toyota Auto Receivables 2020-D A3 3,783.34 1.00000 3,783.34 7.50 (3,790.84) 5/15/2023 Dispositions Paydown Toyota Auto Receivables Trust 2021-D A3 - - - 47.33 (47.33)5/15/2023 Dispositions Paydown Toyota Auto Receivable Own 2020-A A3 9,238.12 1.00000 9,238.12 14.00 (9,252.12) 5/15/2023 Dispositions Paydown Hyundai Auto Receivables Trust 2023-A A3 - - - 650.74 (650.74) 5/15/2023 Dispositions Paydown John Deere Owner Trust 2022-A A3 - - - 212.67 (212.67) 5/15/2023 Dispositions Paydown John Deere Owner Trust 2022-B A3 - - - 358.42 (358.42) 5/15/2023 Dispositions Paydown Mercedes-Benz Auto Receivable 2023-1 A3 - - - 394.62 (394.62) 5/15/2023 Dispositions Paydown John Deere Owner Trust 2021-A A3 4,857.55 1.00000 4,857.55 16.89 (4,874.44) 5/15/2023 Dispositions Paydown John Deere Owner Trust 2021-B A3 9,083.10 1.00000 9,083.10 47.67 (9,130.77) 5/15/2023 Dispositions Paydown Mercedes-Benz Auto Receivables 2022-1 A2 10,127.14 1.00000 10,127.14 1,008.17 (11,135.31) 5/16/2023 Dispositions Paydown GM Auto Receivable Trust 2023-2 A3 - - - 485.49 (485.49) 5/18/2023 Dispositions Paydown Honda Auto Receivables Trust 2020-3 A3 4,630.46 1.00000 4,630.46 11.05 (4,641.51)5/18/2023 Dispositions Paydown Honda Auto Receivables 2022-2 A3 - - - 279.75 (279.75) 5/22/2023 Dispositions Paydown Honda Auto Receivables Trust 2021-4 A3 - - - 66.00 (66.00) 5/22/2023 Dispositions Paydown Honda Auto Receivables Owner 2023-1 A3 - - - 294.00 (294.00) 5/22/2023 Dispositions Paydown Honda Auto Receivables Trust 2021-1 A3 4,785.29 1.00000 4,785.29 11.76 (4,797.05)5/22/2023 Dispositions Paydown Verizon Owner Trust 2020-B A 9,312.03 1.00000 9,312.03 15.56 (9,327.59)5/25/2023 Dispositions Paydown FHLMC K054 A2 - - - 1,143.75 (1,143.75)5/25/2023 Dispositions Paydown FHLMC K032 A2 138,174.62 1.00000 138,174.62 381.13 (138,555.75)5/25/2023 Dispositions Paydown BMW Vehicle Lease Trust 2023-1 A3 - - - 172.00 (172.00) 5/25/2023 Dispositions Paydown BMW Vehicle Lease Trust 2022-1 A3 7,086.18 1.00000 7,086.18 77.91 (7,164.09)5/25/2023 Dispositions Paydown BMW Vehicle Lease Trust 2021-2 A3 6,625.27 1.00000 6,625.27 13.70 (6,638.97)5/25/2023 Dispositions Paydown FHLMC K034 A2 11,980.13 1.00000 11,980.13 851.82 (12,831.95) 5/17/2023 Dispositions Sale First American Govt Obligation Fund Class Y 89,927.10 1.00000 89,927.10 - (89,927.10) 5/26/2023 Dispositions Sale First American Govt Obligation Fund Class Y 606,845.82 1.00000 606,845.82 - (606,845.82)5/30/2023 Dispositions Sale First American Govt Obligation Fund Class Y 452,982.41 1.00000 452,982.41 - (452,982.41)5/10/2023 Dispositions Security Withdrawal First American Govt Obligation Fund Class Y 2,500.06 1.00000 2,500.06 - (2,500.06) 5/25/2023 Dispositions Security Withdrawal First American Govt Obligation Fund Class Y 247.46 1.00000 247.46 - (247.46) 5/1/2023 Other Transactions Dividend First American Govt Obligation Fund Class Y 335,679.56 0.00249 836.73 - 836.73 5/1/2023 Other Transactions Interest Royal Bank of Canada Note 265,000.00 0.01125 2,981.25 - 2,981.25 5/6/2023 Other Transactions Interest FHLMC Note 440,000.00 0.00125 550.00 - 550.00 5/7/2023 Other Transactions Interest FNMA Note 300,000.00 0.00250 750.00 - 750.00 5/8/2023 Other Transactions Interest Paccar Financial Corp Note 215,000.00 0.00450 967.50 - 967.50 5/10/2023 Other Transactions Interest Northern Trust Company Callable Note Cont 4/10/20 400,000.00 0.02000 8,000.00 - 8,000.00 5/12/2023 Other Transactions Interest Amazon.com Inc Note 215,000.00 0.00225 483.75 - 483.75 Transaction
Date Tran Category
Tran Type
Description Security Description Quantity Price Principal Interest Total Amount City of Pico Rivera Portfolio
Chandler Investment Transactions
May 2023
5/15/2023 Other Transactions Interest US Treasury Note 1,000,000.00 0.01188 11,875.00 - 11,875.005/15/2023 Other Transactions Interest United Health Group Inc Callable Note Cont 4/15/202 400,000.00 0.01850 7,400.00 - 7,400.00 5/15/2023 Other Transactions Interest US Treasury Note 1,000,000.00 0.01000 10,000.00 - 10,000.00 5/15/2023 Other Transactions Interest US Treasury Note 500,000.00 0.00813 4,062.50 - 4,062.50 5/15/2023 Other Transactions Interest US Treasury Note 325,000.00 0.00375 1,218.75 - 1,218.75 5/15/2023 Other Transactions Interest US Treasury Note 700,000.00 0.00875 6,125.00 - 6,125.00 5/15/2023 Other Transactions Interest US Treasury Note 700,000.00 0.01250 8,750.00 - 8,750.00 5/17/2023 Other Transactions Interest Caterpillar Financial Service Note 335,000.00 0.00225 753.75 - 753.75 5/22/2023 Other Transactions Interest FNMA Note 325,000.00 0.00125 406.25 - 406.25 5/24/2023 Other Transactions Interest Intl. Bank Recon & Development Note 215,000.00 0.00125 268.75 - 268.75 5/27/2023 Other Transactions Interest FNMA Note 390,000.00 0.00125 487.50 - 487.50 5/31/2023 Other Transactions Interest US Treasury Note 700,000.00 0.00125 875.00 - 875.00 5/31/2023 Other Transactions Interest US Treasury Note 885,000.00 0.00188 1,659.38 - 1,659.38 5/31/2023 Other Transactions Interest US Treasury Note 1,000,000.00 0.01438 14,375.00 - 14,375.00 Changes of Market Values and Accrued Interests (211,183.00)Net Investment Transactions $ (48,278.30) Beginning Balance as of 4/30/2023 31,416,077.73Ending Balance as of 5/31/2023 $ 31,367,799.43 To: Mayor and City Council
From: City Manager
Meeting Date: June 27, 2023
Subject: APPROPRIATE FUNDS FROM THE CALIFORNIA

DEPARTMENT OF RESOURCES RECYCLING AND
RECOVERY (CALRECYCLE) SENATE BILL (SB) 1383

LOCAL ASSISTANCE GRANT
Recommendation:

1. Approve an appropriation of $90,036 from the Cal Recycle Fund and amend the FY 2022-23 budget for Account No. 671.11.1110-54400 (Professional Services) by $90,036.

Fiscal Impact:

There is no fiscal impact to the General Fund. The City received an award of $90,036 from CalRecycle in FY 2021-22 (Account No. 671.00.0000-45112). CalRecycle has set a deadline of April 4, 2024 for program administration, so the City must transfer $90,036 from its available fund balance to Account No. 671.11.1110-54400 (Professional Services) in FY 2022-23.

Background:

In September 2016, SB 1383 was signed into law, establishing statewide emissions reduction targets; the legislation requires local jurisdictions to achieve a 50% reduction in organic waste diversion from landfills from 2014 levels by 2020 and a 75% reduction by 2025. As of January 1, 2022, SB 1383 requires that the City provide organic waste collection to all residents and businesses, implement mechanisms for enforcement, and conduct education and outreach. Finally, SB 1383 requires that the City enforce organic waste diversion mandates against non-compliant entities by January 1, 2024; otherwise, the City can be subjected to enforcement actions (i.e., penalties) from CalRecycle.

Discussion:

On February 8, 2022, the City Council approved Resolution No. 7156, authorizing the City Manager to submit, accept and execute all grant-related documents necessary to 16 CITY COUNCIL AGENDA REPORT – MEETING OF JUNE 27, 2023

APPROPRIATE FUNDS FROM THE CALIFORNIA DEPARTMENT OF RESOURCES RECYCLING AND RECOVERY (CALRECYCLE) SENATE BILL (SB) 1383 LOCAL

ASSISTANCE GRANT

administer the SB 1383 Local Assistance Grant. The SB 1383 Local Assistance grant aims to assist local government agencies with the implementation costs of transitioning the community to comply with the legislation mandates; eligible activities include:
• Capacity Planning,
• Collection, Edible Food Recovery,
• Education and Outreach,
• Enforcement and Inspection,
• Program Evaluation/Gap Analysis,
• Procurement Requirements, and
• Record-Keeping.

The City requested grant funds to assist residents and business owners in complying with SB 1383 mandates by providing equipment and signage. Residents can select one of two options: 1) A complimentary backyard compost bin that will allow residents to manage organics onsite and create a nutrient-rich soil amendment, or 2) A kitchen pail with an affixed instruction label for the collection of food scraps. However, all residents will have access to a curbside commingled organic program in which food scraps and food-soiled paper are bagged and placed in the green bin with yard trimmings and landscape debris.

Business owners can request a starter container and signage kit, which include a green organics and blue recycling cart, a rolling cart, a black trash side caddy, and bin labels and signage. The SB 1383 Local Assistance Grant award of $90,036 anticipates assisting 5,200 households and 150 businesses.

As the City is now actively planning for this effort, it is necessary now to appropriate the funds for the related expenditures.

Conclusion:

Staff recommends that the City Council approve an appropriation of $90,036 in the CalRecycle Fund (Account No. 671.11.1110-54400 Professional Services) to implement the program funded by the SB 1383 Local Assistance Grant in FY 2022-23.

Steve Carmona
SC:AG:VHF:mvf
Enclosure: 1) CalRecycle SB 1383 Local Assistance Grant Award Application Application
Application Information
Applicant: City of Pico Rivera
Cycle Name: SB 1383 Local Assistance Grant Program Application Due Date: 2/1/2022 Cycle Code: OWR1 Secondary Due Date: 3/1/2022
Grant ID: 25000
Grant Funds Requested: $83,856.00 Request Advance Payment: Yes Matching Funds: $0.00 (if applicable)
Awarded Funds: $90,036.00
Project Summary: CalRecycle has edited the following summary to reflect the approved grant project: Pico Rivera proposes to assist both residents and commercial businesses with implementing organic diversion programs by providing needed equipment and signage. For single and multi-family residents, two options will be available. Residents can choose from a complimentary backyard compost bin that will allow residents to manage organics onsite and create a nutrient-rich soil amendment. Residents will also have a choice to choose a Sure Close kitchen pail with an affixed instruction label for the collection of food scraps. All residents will have access to a curbside commingled organic program in which food scraps and food soiled paper are bagged and placed in the green bin with yard trimmings and landscape debris. For commercial accounts, the City will offer starter container and signage kits which include both a green organics and blue recycling Rubbermaid cart, a rolling cart, black trash side caddy, and bin labels and signage.

Applicant/Participant
Name: City of Pico Rivera Lead: X
Federal Tax ID: 95-6006039 Jurisdiction: Pico Rivera
County: Los Angeles
Contacts
Prime Second Auth Cnslt
Steve Carmona Title: City Manager X
ADministration
6615 Passons Boulevard
Pico Rivdera, CA 90660
Phone: 5628014371
Fax:

Email: [email protected]
Angelina Garcia Title: Assistant City Manager X
Administration
6615 Passons Blvd.

Pico Rivera, CA 90660
Phone: 5628014391
Fax:

Email: [email protected]
Victor Ferrer Title: General Manager X
Administration - Office of Sustainabilit
6615 Passons Blvd
Pico Rivera, CA 90660-1016
Phone: 5628014027
Fax:

Email: [email protected]
Generated By: Victor Ferrer
Grants Management System (GMS)

https://secure.calrecycle.ca.gov/Grants/GrantManagement/GrantManagement.aspx?GrantID=25000 Date Generated: June 13, 2023 2:40 PM
Enclosure 1
16a
Budget
Category Name Amount
Admin Costs $0.00
Collection $0.00
Compliance/Inspection/Visit/Enforcement $0.00
Education $0.00
Enforcement $0.00
Equipment $88,113.00
Indirect Costs $0.00
Marketing/Promotion/Outreach $1,923.00
Materials $0.00
Personnel $0.00
Training $0.00
Upgrade/Expansion $0.00
No Site Information Provided
Documents Document Title Received Date
Required
Application Certification Application Certification 1/26/2022 Required By Secondary Due Date
Resolution - Individual Application Resolution 7156 2/17/2022 Resolution - Lead Participant
Other Supporting Document(s)
Draft Resolution Draft Resolution 1/26/2022
Joint Powers Agreement
Letter of Authorization/Resolution
Letter of Designation
Resolution
1383 Local Assistance Grant Program: Check the following, as applicable. See Application Guidelines and Instructions for more information.

X Applicant acknowledges that its approved Resolution must be uploaded no later than the secondary due date.

https://secure.calrecycle.ca.gov/Grants/GrantManagement/GrantManagement.aspx?GrantID=25000 Date Generated: June 13, 2023 2:40 PM
Program Questions
California Labor Code section 1782 prohibits a charter city from receiving state funding or financial assistance for construction projects if that charter city does not comply with Labor Code sections 1770-1782. If any applicants or participating jurisdictions are charter cities or joint powers authorities that include charter cities, the lead applicant must certify that Labor Code section 1782 does not prohibit any included charter city from receiving state funds for the project described in this application. If it is determined after award that a participating jurisdiction is a charter city prohibited from receiving state funds for this grant project, the grant will be terminated and any disbursed grant funds shall be returned to CalRecycle.

If any applicant or participating jurisdiction is a charter city or a joint powers authority that contains one or more charter cities, does Labor Code section 1782 prohibit those charter cities from receiving state funding for the project described in this grant application? Check the following, as applicable.

X Not Applicable. This application does not include any charter cities. 1383 Local Assistance Grant Program: Will your jurisdiction have an enforceable ordinance(s), or similarly enforceable mechanism pursuant to section 18981.2 of Title 14 of the California Code of Regulations submitted to CalRecycle by April 1, 2022? X Yes
1383 Local Assistance Grant Program: If you are a Special District, do you provide solid waste collection services? X Not Applicable

https://secure.calrecycle.ca.gov/Grants/GrantManagement/GrantManagement.aspx?GrantID=25000 Date Generated: June 13, 2023 2:40 PM
To: Mayor and City Council
From: Arnold M. Alvarez-Glasman, City Attorney
Meeting Date: June 27, 2023
Subject: APPROVAL OF CITY MANAGER EMPLOYMENT

AGREEMENT
Recommendation:

1. Approve the employment agreement with Steve Carmona reconfirming his continued service as City Manager.

Fiscal Impact:

The cost of the City Manager’s salary and benefits is included in the City’s budget annually and this action is consistent with the salary budgeting.

Background/Discussion:

Mr. Carmona currently serves as the City Manager for the City of Pico Rivera, having been appointed to that position on May 28, 2019. The City Council has subsequently approved certain amendments and restatements of Mr. Carmona’s Employment Agreement. The City Council by this action will reconfirm Mr. Carmona’s continued service for a three (3) year period with two (2) one (1) year option extension periods.

This Employment Agreement is consistent with the terms of his previous agreements, with the following modification:
 Salary adjustment to $303,000, subject to annual review based upon bargaining unit increases or salary survey of city manager salaries from neighboring cities.  Removal of annual performance increase adjustment.
 Severance increase based upon annual completion of service.  Car allowance adjustment to $700 per month.

All other terms and conditions of Mr. Carmona’s Employment Agreement remain unchanged.
17 CITY COUNCIL AGENDA REPORT – JUNE 27, 2023: APPROVAL OF CITY MANAGER

EMPLOYMENT AGREEMENT

Respectfully submitted:

Arnold M. Alvarez-Glasman
City Attorney
Enclosure: 1) Employment Agreement
Carmona Employment Agreement 2023
1 EMPLOYMENT AGREEMENT

BETWEEN STEVEN CARMONA AND THE CITY OF PICO RIVERA

THIS EMPLOYMENT AGREEMENT BETWEEN STEVEN CARMONA AND
THE CITY OF PICO RIVERA (“Agreement”) is made and entered into by and between Steven Carmona, an individual, hereinafter referred to as “Carmona” and the City Council of the City of Pico Rivera, acting as the legally constituted governing body of the City of Pico Rivera, hereinafter referred to as “City” and shall be effective, June 1, 2023.

Hereinafter, “Party” or “Parties” shall refer individually and collectively to each and all of the foregoing named parties. The Parties enter this Agreement with reference to the following facts.

RECITALS
WHEREAS, the City Council of the City of Pico Rivera (the Council”) selected Carmona as the City Manager of the City of Pico Rivera effective May 28, 2019 entered into an Employment Agreement as of that date and which was reinstated effective May 10, 2022 (collectively “Previous Employment Agreements”); and WHEREAS, the City and Carmona believe that an agreement negotiated between the City Council, on behalf of the City, and Carmona can be mutually beneficial to the City, Carmona, and the community they serve; and
WHEREAS, the Council and Carmona believe an agreement will enhance the excellence and continuity of the management of the City for the benefit of its residents; and WHEREAS, the City now desires to employ the services of Carmona pursuant to the terms, conditions and provisions of this Agreement; and WHEREAS, Carmona has agreed to accept employment with the City, subject to the terms, conditions and provisions of this Agreement; and WHEREAS, in accordance with the City of Pico Rivera Municipal Code, both parties now desire to set forth the terms, conditions, and provisions of the employment relationship between City and Carmona.

NOW, THEREFORE, the City and Carmona, for and in consideration of the terms, conditions and provisions hereinafter established have agreed, and do hereby agree as follows:

I. Term of this Agreement
This Agreement provides for the continued relationship of the City and Carmona for an initial term consisting of a three (3) year period (“Initial Term”), beginning June 1, 2023, and continuing to May 31, 2026, unless Carmona earlier resigns his position as set forth in Section IV or is terminated as set forth in Sections V and VI. In addition to the Initial ENCLOSURE 1
17a
Carmona Employment Agreement 2023
2 Term, the City may extend this Initial Term by two (2) additional one (1) year periods (“Extended Term”) by providing Carmona written notice of extending the Initial Term at least ninety (90) days prior to the expiration of the Initial Term date. The Initial Term and any additional Extended Term(s) negotiated between the Parties shall collectively be referred to as the “Term” of this Agreement.

Unless otherwise specified, all the provisions, terms, and conditions of this Agreement shall apply to both the Initial Term and any Extended Term. All other terms and conditions of this Agreement shall automatically be extended unless express modification is made in writing; in no way, however, shall the terms and conditions be lessened or decreased below the terms of this Agreement. It is the intent of this section that the Parties shall not have to re-negotiate each of the terms of this Agreement each time the Agreement may be extended.

II. Duties
City hereby appoints and employs Carmona pursuant to the City of Pico Rivera Municipal Code to perform the functions and duties of the City Manager specified in Municipal Code Section 2.04 and to perform such other legally permissible and proper duties and functions as City Council of City may, from time to time, assign, including, but not limited to, the following:

A. Carry out all responsibilities set forth in Section 2.04 of the Pico Rivera Municipal Code.

B. Employ, direct, assign, reassign and evaluate all of the employees of the City.

C. Organize, reorganize and arrange the staff of the City.

D. Develop and establish internal regulations, rules, and procedures which Carmona deems necessary for the efficient and effective operation of the City.

III. Salary
City agrees to pay Carmona a base salary of $303,000.00 a year. Salary payments shall be made in payroll period installments at the same time as other employees of City are paid. In addition to the base salary stated herein, Carmona, on July 1, 2024, and continuing on July 1st of each year of the Term of this Agreement, employee shall receive an increase to his salary equal to the higher of:

1. The percentage given to the City’s recognized bargaining units; or

2. The average salary of the following City Manager’s salaries, as of July 1:
a. Whittier
Carmona Employment Agreement 2023
3 b. Montebello
c. Downey
d. Santa Fe Springs.

IV. Resignation
A. Notwithstanding Sections I above, in the event Carmona resigns his position before expiration of the Initial Term, Carmona shall give City sixty (60) days’ notice in advance, unless City waives the notice requirement.

B. In such event that Carmona resigns his position, the City shall have no duty to pay the severance benefits available to him as set forth in Section VI below.

V. Termination With Cause
A. Notwithstanding the above, nothing in this Agreement shall prevent, limit or otherwise interfere with the right of the City Council to terminate the services of Carmona for good cause. For purposes of this Agreement the term “good cause” is defined as follows:

1. Any felony conviction under California law.

2. Any misdemeanor or felony conviction of a crime involving theft, embezzlement, moral turpitude, conflict of interest or violations of the Political Reform Act.

3. Willful or persistent material breach of duties.

4. Engaging in conduct tending to bring embarrassment or disrepute to the City.

5. Engaging in unlawful discrimination or harassment of employee(s) or any third party while on City premises or on City time.

6. Unauthorized absences.

B. If City Council determines that there is cause to warrant termination of this Agreement, it shall give Carmona written notices of the cause(s). The City Council shall not make its final decision until Carmona has the opportunity to meet with the City Council to give reasons why the Agreement should not be terminated. Carmona may be represented at his expense by a representative of his choice at said meeting. The City Council shall make the final decision regarding termination of the Agreement and shall provide the decision to Carmona in writing. The City Council’s written decision shall be final and shall not be subject to further administrative review.

Carmona Employment Agreement 2023
4 C. In the event Carmona is terminated for good cause as provided herein, City shall have no obligation to pay the severance benefits designated in Section VI which are available to Carmona during the Initial Term or any Extended Term.

VI. At-Will Employment and Severance
Carmona acknowledges and accepts that he may be terminated without cause at any time and he serves as an at-will employee. In the event Carmona is terminated from his position by City Council before expiration of the Initial Term or if extended, the Extended Term, and he is willing and able to continue performing his duties as City Manager, then City agrees to pay Carmona as severance his base salary, including benefits, which Carmona is receiving as of the date of such termination, (“Severance Benefit”) for a period as defined as follows:

If terminated anytime between June 1, 2023, through the end of the term as defined in Section I, above, Carmona shall receive the sum equal to the Severance Benefit times twelve (12) months. Starting on June 1, 2024, the Severance Benefit shall be increased by one (1) month for each year that Carmona completes service as City Manager pursuant to this Agreement. As such, starting July 1, 2024, Carmona shall be entitled to thirteen (13) months’ severance and continuing each June 1 thereafter annually his Severance Benefit shall be increased by one (1) month. In no event shall Carmona be entitled to receive more than eighteen (18) months Severance Benefits as defined and set forth in Government Code Section 53260.

This provision complies with the severance pay cap that has been established in Government Code Section 53260. “Base salary” shall mean the compensation reflected by a salary range that the City pays Carmona but excludes any other forms of remuneration. “Benefits” shall mean the actual benefits received or the equivalent cost of such benefits that the City is then providing to Carmona. “Terminate” or “Termination” as referred to in this Section VI shall refer to the City’s act of removing Carmona from his duties as City Manager. Carmona’s severance payment pursuant to this Section VI shall be made in one installment.

In addition, Carmona shall be entitled to receive payment for leave balances which have accrued but are unused, as provided in this Agreement, below.

In the event Carmona is terminated for good cause as provided in Section V above, City shall have no obligation to pay the severance benefits designated in this paragraph.

The City shall also be under no obligation to pay the severance to Carmona in accordance with this Section VI if Carmona ends employment because of resignation, retirement, death, or disability.

VII. Performance Evaluation
A. Not less than annually during the Term of this Agreement, the City Council shall conduct a comprehensive performance evaluation of Carmona to evaluate his salary Carmona Employment Agreement 2023
5 and other benefits. Said review and evaluation shall be in accordance with criteria developed by the City Council. The City Council may define such goals and performance objectives that it determines as necessary for the proper operation of the City and in the attainment of the Council's policy objectives. At the time of the annual performance evaluation, the City Council may, in addition to granting to Carmona a review of the salary and benefits provided to Carmona and may provide a Performance Incentive Adjustment in accordance with a Performance Incentive Adjustment criteria as defined by the City Council.

B. At any time Carmona is evaluated under this Agreement, the City Council may, but is not required to, retain and use the services of an independent consultant to assist and facilitate such performance evaluation.

VIII. Hours of Work
Carmona will devote his attention to the business of the City. Carmona is expected to maintain normal working hours consistent with other managerial employees of the City, Carmona may engage in other acts for remuneration, including but not limited to consulting or teaching, to the extent those activities do not interfere or conflict with the performance of his duties as a City Manager with the prior notification to the City Council.

IX. Vacation, Sick Time and Administrative Leave
A. Vacation Benefit. Carmona shall be provided vacation benefits as provided to other Executive Management employees of the City.

B. Sick Leave. Carmona shall be provided vacation benefits as provided to other Executive Management employees of the City.

C. Administrative Leave. Carmona shall be provided vacation benefits as provided to other Executive Management employees of the City.

D. Holidays. Carmona shall be given paid time off for holidays provided to other Executive Managers of the City.

X. Benefits
A. Unless otherwise specified herein, benefits provided to other Executive Management employees of the City shall also be provided to Carmona.

B. Carmona shall be entitled to medical, dental and vision insurance coverage in the same manner as provided to other Executive Management employees of the City.

C. Carmona shall be paid a vehicle allowance of $700.00 per month for his expenses related to the use of his automobile on behalf of the City employment.

Carmona Employment Agreement 2023
6 D. Carmona shall be paid a technology stipend of $150.00 per month for cell phone, computer and other technological uses.

E. City shall contribute the maximum contribution amount, as defined by the applicable tax laws and regulations in IRC Section 415 of the Internal Revenue Code, to the employee's deferred retirement compensation plan adopted by the City. This shall include the elective deferral and “catch-up” contributions.

XI. Notices
Notices given under this Agreement shall be in writing and shall be either: a) served personally; or b) sent by facsimile (provided a hard copy is mailed within one (1) business day); or c) delivered by first-class United States mail, certified, with postage prepaid and a return receipt requested; or d) sent by Federal Express, or some equivalent private mail delivery service. Notices shall be deemed received at the earlier of actual receipt or three (3) days following deposit in the United States mail, postage prepaid. Notices shall be directed to the addresses shown below, provided that a party may change such party’s address for notice by giving written notice to the other party in accordance with this Section.

CITY: City of Pico Rivera
Attn: City Clerk
6615 Passons Boulevard
Pico Rivera, CA 90660
STEVEN CARMONA:

Mr. Steven Carmona
[Deliver to last address in personnel file]
XII. Indemnification
To the extent permitted by applicable law, the City agrees to defend, hold harmless, and indemnify Carmona from any and all demands, claims, suits, actions, judgments, expenses and attorneys’ fees incurred in any legal proceedings brought against him in his official capacity as an employee.

XIII. Professional Development
Consistent with the City’s tuition reimbursement policy, City hereby agrees to budget and to pay the travel and subsistence expenses of Carmona for educational courses, institutes, conferences and seminars that are reasonably necessary for Carmona’s professional development and for the good of City, and for official travel, meetings, and occasions sufficient to continue the professional development of Carmona and to adequately pursue necessary official and other functions on behalf of City. Authorization to incur said expenses and to attend such functions, shall be approved by the City Council Carmona Employment Agreement 2023
7 prior to Carmona’s attendance at such function(s), except that City throughout the Term of this Agreement shall approve Carmona travel and attendance to the League of California Cities’ Annual Conference and City Manager Department’s annual meeting.

XIV. Community and Professional Organization Participation Participation in the community and in professional organizations is a necessary part of a City Manager’s duties and as such, City agrees to pay all necessary dues, fees and expenses for Carmona to belong to the ICMA and, upon prior approval by the City Council, such other local civic service clubs and professional organizations to be selected by Carmona.

XV. Taxes
Carmona shall be responsible for his federal, state, local or other taxes resulting from any compensation or benefits provided to him by the City under this Agreement. The City may withhold all federal, state, local or other taxes as may be required pursuant to law or governmental regulation or ruling from any compensation or benefits provided under this Agreement. The City shall not be liable (except in cases of City’s errors or omissions) for any state or federal tax consequences to Carmona, to any designated beneficiary hereunder, and/or to the heirs, administrators, executors, successors, and assigns of Carmona.

Carmona shall assume sole liability for any state or federal tax consequences of this Agreement or any related agreement and agrees to indemnify and hold the City harmless from such tax consequences.

XVI. Other Terms and Conditions of Employment
A. City Council shall fix any such other terms and conditions of employment, as it may determine from time to time, relating to Carmona’s performance, provided that such terms and conditions are not inconsistent with or in conflict with the provisions of this Agreement and such terms and conditions are agreed upon in writing by and between the Parties.

B. Except as otherwise stated in this Agreement, all provisions of the City of Pico Rivera Municipal Code, regulations and rules of City, and or working conditions and other benefits provided to the Executive Management not referenced in this Agreement shall apply to Carmona.

XVII. General Provisions
A. This Agreement is deemed executed in California and shall be governed by the law of the State of California, and any questions arising hereunder shall be construed or determined according to such law. Venue for any action brought pursuant to this Agreement shall be in Los Angeles County, California.

B. This Agreement constitutes an integration of the entire understanding and agreement by, between, and among the parties hereto and supersedes and is Carmona Employment Agreement 2023
8 in lieu of any and all other arrangements, statements or promises, written or oral, between Carmona and the City. Any representations, warranties, promises, understandings, or conditions, whether written or oral, not specifically incorporated herein, shall not be binding upon any of the parties hereto.

C. This Agreement shall not be construed against any one party but shall be construed as if jointly prepared by the parties hereto. Any uncertainty or ambiguity shall not be interpreted against any one party.

D. All parties to this Agreement acknowledge that they are competent to sign this Agreement, and that they do so voluntarily.

E. This Agreement and each and every covenant, condition and term herein, shall be binding upon and inure to the benefit of parties hereto and to their successors, assigns and heirs at law.

F. In the event litigation is commenced to enforce or interpret this Agreement, the prevailing party in such litigation shall be entitled to an award of reasonable attorneys’ fees and costs incurred.

G. No breach of any provision of this Agreement can be waived unless in writing. Waiver of any one breach of any provision shall not be deemed to be a waiver of any other breach of the same or any other provision of this Agreement.

H. If any article, or any portion thereof, contained in the Agreement is held to be unconstitutional, invalid or unenforceable by any court of competent jurisdiction, the said ruling shall negate only the applicable article, or portion thereof, and the balance of this Agreement shall stand as written and shall remain in full force and effect for the duration of the Agreement.

I. Carmona and City acknowledge that they each did, or had, the opportunity to consult with legal counsel of his/its/their respective choices with respect to the matters that are the subject of this Agreement prior to executing it. [END OF TEXT. SIGNATURE PAGE ON NEXT PAGE.]
Carmona Employment Agreement 2023
9 IN WITNESS WHEREOF, the City of Pico Rivera has caused this Agreement to be signed and executed on its behalf by its Mayor, and Carmona has signed and executed this Agreement on his behalf.

CITY OF PICO RIVERA STEVEN CARMONA
______________________________ ______________________________ Erik Lutz, Mayor Steven Carmona
ATTEST: APPROVED AS TO FORM:
______________________________ _____________________________ Cynthia Ayala, Jr. Deputy City Clerk Arnold M. Alvarez-Glasman, City Attorney

COUNCIL

MEETING
DATE

COUNCIL MEMBER REQUEST DETAIL DIRECTOR(S)
ACTION TAKEN: Memo; Staff
Report; Closed Session;
Presentation; Follow-up
Meeting; City Manager
Reports; Informal Action

DISCUSSION
ITEM
ACTION

ITEM DATE
STATUS:

Complete;
Pending;
On-going;
In-Progress
8/10/2021 Lutz/Lara Shopping Cart Ordinance Review ordinance A. Betancourt Zoning Code Update 2024 2/22/2022 8/24/2021 Pending 6/28/2022 Lara/Camacho
Battery Storage Funds Set aside $50,000 for Battery
Storage for non-profits. S. Carmona
Pending
1/24/2023 Lara/Garcia Safe Pathways to School Discuss with ERUSD Boardmembers
Ad Hoc Committee
2/14/2023 Lutz/Lara City Identifying Markers Take to City Council N. Negrete RFP/Agendize 6/27/2023 In-Progress 2/14/2023 Garcia/Sanchez Ordinance Prohibiting Street Takeovers Take to City Council Adopt Ordinance 2/14/2023 6/13/2023 In-Progress 2/14/2023 Garcia/Sanchez Establishing Safe Spaces for kids Take to City Council P. Yugar 2/14/2023 8/8/2023 In-Progress 2/28/2023 Lutz/Sanchez Feasability Study Marine Corps Property Ad Hoc Committee P. Yugar 2/28/2023 3/14/2023 Lutz/Garcia Monument Marker Upgrade Passons and Washington Bl N. Negrete 5/9/2023 Camacho/Garcia Commercial Property Maintenance Ord. Take to City Council A. Betancourt 6/13/2023 Lara/Camacho Matching ransom monies for Juan Orozco Take to City Council A. Betancourt 6/13/2023 Lutz/Lara Renaming LA Co. Library after Gloria Molina Take to City Council S. Carmona

GOOD OF THE ORDER