Agenda packet, regular meeting — Pleasant Hill City Council, November 20, 2023

CITY OF PLEASANT HILL

CITY COUNCIL MEETING AGENDA
NOVEMBER 20, 2023
REGULAR MEETING – 7:00 PM
The public meeting of the City Council will be held in person at City Hall, 100 Gregory Lane, Pleasant Hill, CA 94523. A Zoom link is provided herewith as a courtesy, but members of the public are advised that they will only have the option to participate via teleconference using the Zoom platform in the event that a member of the legislative body is approved to attend remotely pursuant to the provisions of Assembly Bill 2449.

Meeting link: www.zoom.us
Meeting ID: 895 3530 2631
Passcode: 217533
Watch on YouTube at: www.pleasanthillca.org/councilmeeting City Council Meeting Agenda Page 1 November 20, 2023
City Offices, 100 Gregory Lane, Pleasant Hill, CA 94523 Telephone (925) 671-5267

MAYOR TIMOTHY FLAHERTY COUNCILMEMBER SUE NOACK

VICE MAYOR MATTHEW RINN COUNCILMEMBER ZAC SHESS

COUNCILMEMBER ALLEN VINSON
Options for observing the meeting and participating in public comment are provided below.

Public Communication. The public is welcome to address the City Council on items on the Consent Calendar or other items not listed on the agenda but within the Council’s jurisdiction during the general Public Comment period. There is an opportunity for the public to comment on other agenda items at the time they are discussed.

Comments are generally limited to three minutes.

Public Participation Options
1)_ Watch the Meeting via Youtube Livestream at www.pleasanthillca.org/councilmeeting. 2) Submit Written Comments by 4 pm the Day of the Meeting to [email protected] (comments received by deadline will be provided to the City Council before the meeting). Please specify that the correspondence is for public comment at the Council meeting. 3) Make Public Comment During the Meeting
When the Mayor invites public comment (or public comments on specific agenda items), members of the public may attend the meeting in person and may speak on any matter within the City Council's jurisdiction.

Please fill out a speaker's card, available at the entry to the Council Chambers, and turn it in to the City Clerk Recorder.

If, due to a disability, a reasonable accommodation is needed to participate in this meeting, please refer to the Providing Accessible Communication to the Public Under the Americans with Disabilities Act and AB 2449 document online at www.pleasanthillca.org/accessiblecommunications and contact the ADA Coordinator 48 hours in advance of the meeting at (925) 671-5267 or via California Relay at 711.

City Council Meeting Agenda Page 2 November 20, 2023
Materials related to an item on this agenda submitted to the Council after distribution of the agenda packet are available to the public in the City’s Public Records Portal at https://cityarchive.pleasanthillca.org/WebLink/ (click on City Council Agenda Packets) or by contacting the City Clerk at [email protected] or 925-671-5267.

City Council Meeting Recordings and Broadcasts.

Recorded City Council meetings are broadcast on Comcast Channel 28, Wave Channel 1029, and AT&T UVerse Channel 99 on the Wednesday following the meeting. Video recordings are generally available within 48 hours of the meeting, and may be viewed on the City’s website at www.pleasanthillca.org/MeetingVideos and selecting “City Council” from the meeting groups.

Agendas are Available for Review on the City Hall official noticing bulletin board (100 Gregory Lane), at the Pleasant Hill Police Department (330 Civic Drive), the Pleasant Hill Senior Center (233 Gregory Lane), and on the City’s website at www.pleasanthillca.org/agendas. Agenda packets will be available to the public on the City’s website at the same time as they are made available to the City Council.

1. CALL TO ORDER

2. PLEDGE OF ALLEGIANCE

3. ROLL CALL

4. CLOSED SESSION REPORT

5. PRESENTATIONS

5.1 Acknowledgment of Logan Mims as Honorary Mayor for a Day

5.2 Award of Appreciation to Michael Moore for Service on the Civic Action Commission 2018 - 2023

6. CITY MANAGER COMMENTS:
(Brief updates on pending City business without discussion by the City Council.)

7. COUNCIL ANNOUNCEMENTS AND REPORTS

7.1 Reports from Councilmembers on Meetings or Conferences Attended at City Expense

7.2 Announcements from Councilmembers

8. PUBLIC COMMENT:

The public is welcome at this time to address the City Council on items on the Consent Calendar or other items not listed on the agenda but within the Council’s jurisdiction. There is an opportunity for the public to comment on other agenda items at the time they are discussed.

Comments are limited to three minutes per speaker. To provide public comments, please see the Public Participation Options above.

9. CONSENT CALENDAR: All matters listed under “Consent Calendar” are considered by the Council to be routine and will be enacted by one motion. There will be no separate Council discussion of these items unless requested by a Councilmember prior to the time Council votes on the motion to adopt.

City Council Meeting Agenda Page 3 November 20, 2023

9.1 Approve Minutes for the Regular City Council Meeting of November 6, 2023

9.2 Approve Checks Dated: November 03, 2023; November 10, 2023

9.3 Adopt Resolution No.___-23 Authorizing the Mayor and the City Manager to Execute a Successor Compensation Plan and Approving the Accompanying Salary Schedule for the City of Pleasant Hill Management Group

9.4 Adopt Resolution No. ___-23 Authorizing the City Manager to Execute a Professional Services Agreement with Park Engineering to Provide On-call Construction Inspection Services

10. ACTION CALENDAR

10.1 Adopt Resolution No. ___-23 Authorizing the City Manager to Execute a First Amendment to the Design Professional Services Agreement with Bellecci & Associates, Inc. for Engineering Design of the Contra Costa Boulevard Improvement Project (Viking Drive to Harriet Drive); and Adopt Resolution No. ___-23 Authorizing the Purchase of Decorative Street Lights and Traffic Signal Equipment

11. ADJOURNMENT
Next City Council Meeting: Monday, December 4, 2023

CITY COUNCIL STAFF REPORT
Meeting Date: November 20, 2023
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: APPROVE MINUTES FOR THE REGULAR CITY COUNCIL MEETING OF NOVEMBER 6, 2023

RECOMMENDED CITY COUNCIL ACTION
Approve the minutes.

ATTACHMENT(S):

November 6, 2023 – Tentative Minutes
Prepared by: Carol Wu, City Clerk

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MINUTES OF THE
REGULAR MEETING – CITY COUNCIL
November 6, 2023
City Council Meeting Minutes Page 1 November 6, 2023
Mayor Flaherty called a Regular Meeting of the City Council to order at 7:01 PM, in the Council Chambers, 100 Gregory Lane, Pleasant Hill, CA, complete proceedings of which were electronically recorded. The meeting was a hybrid of both in person and teleconferenced attendees. The meeting agenda was posted on the City Hall outdoor bulletin board at 100 Gregory Lane, Pleasant Hill, CA on November 2, 2023, by Acting City Clerk Juanita Davalos.

1. CALL TO ORDER

2. PLEDGE OF ALLEGIANCE

3. ROLL CALL
Attendee Name Title Status
Timothy M. Flaherty Mayor Present
Matthew Rinn Vice Mayor Present
Sue Noack Councilmember Present
Allen Vinson Councilmember Present
Zac Shess Councilmember Present

4. CLOSED SESSION REPORT
Mayor Flaherty reported that the City Council held a closed session this evening and there is nothing to report.

5. PRESENTATIONS

5.1 Acknowledgement of Haley LaFlamme as Honorary Mayor for a Day Mayor Flaherty introduced Haley LaFlamme as the Honorary Mayor for a Day. Honorary Mayor LaFlamme assisted Mayor Flaherty at the City Council Meeting.

5.2 Introduction of Traffic Safety Commissioner Rob Arias Mayor Flaherty introduced Rob Arias, the new Traffic Safety Commissioner.

5.3 Proclamation Designating November 12 - 18, 2023 as "United Against Hate Week"
Mayor Flaherty presented a proclamation to Freda Chu, Diversity Commissioner, declaring the week of November 12-18, 2023 as United Against Hate Week.

6. CITY MANAGER COMMENTS
Ethan Bindernagel, City Manager, reported that:
 The Commission on Aging is hosting a free workshop on “Coping with Grief During the Holidays” on November 16, 2023;

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Attachment: November 6 2023 Tentative Minutes (Minutes) City Council Meeting Minutes Page 2 November 6, 2023
 Light Up the Night will be held on December 2, 2023 in Downtown Pleasant Hill;  Safer Intersections Project is focusing on the intersection of Gladys Drive and Helen Road near Strandwood Elementary School; and
 The Government Finance Officers Association has awarded the City a Certificate of Achievement for Excellence in Financial Reporting.

7. COUNCIL ANNOUNCEMENTS AND REPORTS

7.1 Reports from Councilmembers on Meetings or Conferences Attended at City Expense
(A) Contra Costa Mayors Conference Hosted by the City of Brentwood on November 2, 2023
Mayor Flaherty and Councilmember Shess reported their attendance at the Contra Costa Mayors Conference.
(B) Other Meetings Attended at City Expense
None

7.2 Announcements from Councilmembers
Councilmember Vinson reported his attendance at the Rodgers Ranch Harvest Festival, and at the Pleasant Hill Parks & Recreation District Haunted Trail. Councilmember Vinson reported his participation at the Rotary Club Veterans Day celebration at the Back Forty Texas BBQ restaurant.

Councilmember Shess reported his attendance at the Rodgers Ranch Harvest Festival; the Haunted Trail; the Rotary Club Veterans Day celebration; and at Hops for Hospice in Concord.

Councilmember Noack reported her attendance at the Rotary Club Veterans Day celebration; Pleasant Hill Chamber of Commerce mixers; and the City’s Halloween Employee Appreciation Luncheon. Councilmember Noack reported that she hosted a Girl Scout troop from Valhalla Elementary School at City Hall.

Vice Mayor Rinn reported his attendance at the Pleasant Hill Chamber of Commerce member appreciation BBQ; Pleasant Hill 4H Club event at the Pleasant Hill Library; ribbon cutting for Sourdough & Co., and the Rotary Club Veterans Day celebration. Vice Mayor Rinn reported his participation at an Eagle Scout event.

Mayor Flaherty reported his attendance at the Contra Costa Association of Realtors elected officials reception; Hops for Hospice; Aegis Living Pleasant Hill 25th anniversary celebration; Haunted Trail; Rodgers Ranch Harvest Festival; and the Rotary Club Veterans Day celebration.

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Attachment: November 6 2023 Tentative Minutes (Minutes) City Council Meeting Minutes Page 3 November 6, 2023

8. PUBLIC COMMENT
Mayor Flaherty opened public comment.

There was no public comment.

Mayor Flaherty closed public comment.

9. CONSENT CALENDAR
Motion (Rinn/Noack) to Approve all consent items, carried as follows:

AYES: Noack, Rinn, Shess, Vinson, Flaherty

9.1 Approve Minutes for the Regular City Council Meeting of October 16, 2023

9.2 Approve Checks Dated: October 13, 2023; October 27, 2023

9.3 Accept Update on Contra Costa Transportation Authority and TRANSPAC

9.4 Approve Appointment Recommendations to the Architectural Review Commission, Diablo Vista Water System Advisory Board, and the Education Commission

10. ACTION CALENDAR

10.1 Adopt Resolution No. ___-23 Executing an Amendment to an Affordable Housing Disposition and Development Agreement (DDA) for 85 Woodsworth Lane (APN 150-150-071) and Authorizing the City Manager or Designee to Execute Amendment Documents
Councilmember Shess disclosed that his employer, Simpson Strong-Tie, contributes to Habitat for Humanity, and has a rotating unpaid position on its Board of Directors classified as noninterested.

Troy Fujimoto, City Planner, introduced the item and provided an overview of the agreement with Habitat for Humanity East Bay/Silicon Valley to develop four housing units on a parcel of vacant land at 85 Woodsworth Lane.

Suzy Kim, RSG Consulting, delivered the presentation regarding the results of the site survey on the 85 Woodsworth Lane parcel and the impact on the housing development project. Ms. Kim explained the option of reducing the project’s unit count from four to three units.

Mr. Fujimoto, Ms. Kim, and Rob Simons from Habitat for Humanity East Bay/Silicon Valley answered questions from Councilmembers.

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Attachment: November 6 2023 Tentative Minutes (Minutes) City Council Meeting Minutes Page 4 November 6, 2023
No one from the public spoke on the item.

Janet Coleson, City Attorney, advised Councilmembers on options.

Vice Mayor Rinn made a motion to continue the item to a date to be determined with directions to staff.

Motion (Rinn/Vinson) to Continue item 10.1, carried as follows:

AYES: Noack, Rinn, Shess, Vinson, Flaherty

10.2 Adopt Resolution No. 74-23 Authorizing the City Manager to Execute an Agreement with BMI Imaging Systems, Inc. for Digitization Services and Indexing of City Archives and Appropriate $350,000 in ARPA funds for Related Project Expense Ling King, Chief Technology Officer, delivered a presentation on digitizing the City’s archives and storing of electronic records. Mr. King explained the benefits of digitizing the City’s physical documents.

The following members of the public appeared in person to provide a comment:
 David Calder
 Freda Chu
Motion (Noack/Rinn) to Approve item 10.2, carried as follows:

AYES: Noack, Rinn, Shess, Vinson, Flaherty

11. ADJOURNMENT
Mayor Flaherty adjourned the meeting at 8:02 p.m. The next Regular City Council meeting will be held on Monday, November 20, 2023, beginning at 7:00 p.m.

CAROL W. WU, CITY CLERK RECORDER

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Attachment: November 6 2023 Tentative Minutes (Minutes)

CITY COUNCIL STAFF REPORT
Meeting Date: November 20, 2023
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: APPROVE CHECKS DATED : NOVEMBER 03, 2023; NOVEMBER 10, 2023

RECOMMENDED CITY COUNCIL ACTION
Approve the check register.

ATTACHMENT(S):

Check Register
Prepared by: Maria Alfredo, Accounting Technician I
Approved by: Erick Cheung, Finance Manager

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Attachment: Check Register (Check Register)

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Attachment: Check Register (Check Register)

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Attachment: Check Register (Check Register)

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Attachment: Check Register (Check Register)

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Attachment: Check Register (Check Register)

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Attachment: Check Register (Check Register)

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Attachment: Check Register (Check Register)

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Attachment: Check Register (Check Register)

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Attachment: Check Register (Check Register)

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Attachment: Check Register (Check Register)

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Attachment: Check Register (Check Register)

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Attachment: Check Register (Check Register)

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Attachment: Check Register (Check Register)

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Attachment: Check Register (Check Register)

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Attachment: Check Register (Check Register)

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Attachment: Check Register (Check Register)

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Attachment: Check Register (Check Register)

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Attachment: Check Register (Check Register)

CITY COUNCIL STAFF REPORT
Meeting Date: November 20, 2023
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO.___-23 AUTHORIZING THE MAYOR AND

THE CITY MANAGER TO EXECUTE A SUCCESSOR COMPENSATION

PLAN AND APPROVING THE ACCOMPANYING SALARY SCHEDULE

FOR THE CITY OF PLEASANT HILL MANAGEMENT GROUP

SYNOPSIS
Adoption of the proposed resolution would authorize the Mayor and City Manager to execute the successor Compensation Plan between the City of Pleasant Hill and the Management Group.

DISCUSSION
Background
A bargaining team comprising IEDA Consultant Greg Ramirez and the City’s Chief Human Resources Manager negotiated with representatives of the Management Group in good faith to reach agreement on a successor Compensation Plan. The parties began meeting on August 9, 2023, prior to the most recent Compensation Plan expiring on August 30, 2023. After five productive negotiation sessions the parties successfully reached a tentative agreement on Friday, October 20, 2023. The Management Group membership held a ratification vote and the tentative agreement was unanimously approved by the membership.

Analysis
The City has negotiated in compliance with the Meyers-Milias-Brown Act (MMBA) and all other applicable requirements to reach agreement with the Management Group on a new Compensation Plan that meets the interests of both parties. The following are the noteworthy changes in the proposed Compensation Plan relative to its predecessor:
 Change in term to September 1, 2023 through August 30, 2026  Annual cost of living adjustment (COLA):
o 3.25% effective September 1, 2023
o 3.25% effective September 1, 2024
o 3.5% effective September 1, 2025
 Enhancement to dental plans effective January 2024

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 Change in the medical in lieu benefit to a tiered program:
o Employee Only - $400
o Employee + 1 - $500
o Family - $600

FISCAL IMPACT
The adoption of the proposed resolution authorizing the execution of the Compensation Plan between the City and the Management group will increase the City’s costs by approximately $83,085 in salaries and benefits for the life of the contract. The FY 23-24 budget will be increased by $26,951 to account for these changes.

PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.

RECOMMENDED CITY COUNCIL ACTION
Staff recommends approving the proposed resolution.

ALTERNATIVES TO RECOMMENDED ACTION
Council can redirect staff to continue to negotiate with the Management Group representatives.

ATTACHMENT(S):

Proposed Resolution
Exhibit 1 – Redline Comparison Document
Exhibit 2 – Compensation Plan (MPP) – September 1, 2023 through August 30, 2026 Prepared by: Ericka R. Mitchell, Chief Human Resources Officer Approved by: Ethan Bindernagel, City Manager

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RESOLUTION NO. ___-23

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PLEASANT HILL

AUTHORIZING THE MAYOR AND THE CITY MANAGER TO EXECUTE A

SUCCESSOR COMPENSATION PLAN AND APPROVING THE ACCOMPANYING

SALARY SCHEDULE FOR THE CITY OF PLEASANT HILL MANAGEMENT GROUP WHEREAS, the most recent Management Pay Plan (“Compensation Plan” or “MPP”) covering the Pleasant Hill Management Group (“Management Group”) expired on August 30, 2023; and WHEREAS, the City Council retained the Industrial Employers and Distributors Association (IEDA) to provide representation services in discussions with the Management Group concerning terms of a successor Compensation Plan; and
WHEREAS, Gregory Ramirez, IEDA employee, served as the City’s labor relations consultant to confer over those terms with representatives of the Management Group; and WHEREAS, meetings have been conducted between the City’s consultant and the Management Group, resulting in tentative terms of the successor Compensation Plan; and WHEREAS, the terms of said successor Compensation Plan are set forth in full in writing in the redline comparison document (Exhibit 1) and the Compensation Plan/MPP (Exhibit 2) attached hereto; and
WHEREAS, the Management Group membership voted to ratify the tentative terms of the proposed successor Compensation Plan; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pleasant Hill that the terms of the attached Compensation Plan are by this reference incorporated herein and shall have effect according to its terms when signed by the authorized representatives of the Management Group and the City as provided herein. At that time, Resolution No.90-22 approving the expired Compensation Plan shall be deemed superseded and rescinded.

BE IT FURTHER RESOLVED, the fiscal year 23-24 budget will be increased by $26,951 to account for these changes.

BE IT FURTHER RESOLVED, that the Mayor and the City Manager are authorized to execute the successor Compensation Plan in the form attached hereto, subject to any nonsubstantive changes acceptable to the City Attorney, and following signing by the authorized Management Group representative(s).

BE IT FURTHER RESOLVED, that the City Council of the City of Pleasant Hill approves and adopts the accompanying Salary Schedule (Exhibit B to the Compensation Plan). [Signatures on the Following Page]

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Attachment: Proposed Resolution (MPP Successor Compensation Plan) ADOPTED by the City Council of the City of Pleasant Hill at a regular meeting held on the 20th day of November, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________________
TIMOTHY M. FLAHERTY, Mayor
ATTEST:

JUANITA DAVALOS, Acting City Clerk

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Attachment: Proposed Resolution (MPP Successor Compensation Plan)

CITY OF PLEASANT HILL

MANAGEMENT PAY PLAN
September 1, 2022 2023 through August 31,
20232026

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) ii

CITY OF PLEASANT HILL

MANAGEMENT PAY PLAN

TABLE OF CONTENTS
Page
SECTION 1. ESTABLISHMENT AND PURPOSE OF
MANAGEMENT PAY PLAN ................................................................... 1 SECTION 2. ADMINISTRATION OF MANAGEMENT PAY PLAN .............................. 1 SECTION 3. DEFINITIONS AND STATUS.................................................................. 1 Section 3.A. Management Employee ................................................................. 1 Section 3.B. Department Head........................................................................... 2 Section 3.C. At Will Status of Department Heads............................................... 2 Section 3.D. Employment Status of Non-Department Head Managers .............. 2 Section 3.E. Executive Team.............................................................................. 2 Section 3.F. Classifications Covered by Management Pay Plan ....................... 2 SECTION 4. TERM OF MANAGEMENT PAY PLAN................................................... 2 SECTION 5. MANAGEMENT SALARY RANGES ....................................................... 2 Section 5.A. Annual Adjustment of Salary Ranges............................................. 2 Section 5.B. Additional Adjustments to Police Management Salary Ranges to Preserve Differentials ........................................ 3 Section 5.C. Absence of Salary “Steps” ............................................................ 4 Section 5.D. Impact of Salary Range Adjustments on
Individual Salaries......................................................................... 4 Section 5.E. Setting Salaries Within Ranges...................................................... 4 Section 5.F. Salary Ranges for Management Classifications ............................. 4 SECTION 6. WAGE INCREASES ............................................................................... 5 Section 6.A. Wage Increases for the Period
September 1, 2022 2023 to August 31, 20232026......................... 5 Section 6.B. Wage Increase Awarded Regardless of
Salary Range Limits....................................................................... 5 SECTION 7. MERIT INCREASES AND PERFORMANCE EVALUATIONS................ 5 Section 7.A. Basis for Merit Increases................................................................ 5 Section 7.B. Performance Evaluation Process ................................................... 5 Section 7.C. Merit Adjustment Guidelines .......................................................... 6 Section 7.D. Top of Range Limit for Merit Increases .......................................... 7 Section 7.E. City Manager’s Discretion Regarding Merit Increases.................... 7

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) iii
SECTION 8. PERFORMANCE BONUSES.................................................................. 8 SECTION 9. EQUITY ADJUSTMENTS ....................................................................... 9 SECTION 10. LONGEVITY PAY ................................................................................... 9 SECTION 11. SEVERANCE PAY.................................................................................. 9 Section 11.A. Department Heads ........................................................................ 9 Section 11.B. Non-Department Head Managers ............................................... 10 SECTION 12. SICK LEAVE ......................................................................................... 10 Section 12.A. Sick Leave Accrual and Use....................................................... 10 Section 12.B. Annual Sick Leave “Buy Back” .................................................. 10 Section 12.C. Payment for Accrued Sick Leave Upon
Separation From Employment ................................................... 11 Section 12.D. Medical Leave....................................................................................... 11 SECTION 13. HOLIDAYS............................................................................................ 11 SECTION 14. ADMINISTRATIVE LEAVE.................................................................... 12 SECTION 15. VACATION ........................................................................................... 12 Section 15.A. Vacation Accrual ........................................................................ 12 Section 15.B. Maximum Vacation Accrual........................................................ 13 Section 15.C. Vacation Buy Back ..................................................................... 14 SECTION 16. HEALTHCARE AND RELATED BENEFITS.......................................... 14 Section 16.A. Medical Coverage ...................................................................... 14 Section 16.B. Medical “In Lieu” Payments ....................................................... 15 Section 16.C. Dental Coverage ........................................................................ 15 Section 16.D. Vision Care................................................................................. 15 Section 16.E. IRS Section 125 Plan ................................................................. 15 Section 16.F. Life Insurance............................................................................. 16 Section 16.G. Disability Insurance.................................................................... 16 Section 16.H. Healthcare Cost Containment Committee Participation ............. 16 SECTION 17. RETIREMENT....................................................................................... 17 Section 17.A. PERS Retirement....................................................................... 17 Section 17.B. Sick Leave Conversion Upon Retirement –
Existing Employees Hired Before November 1, 2011 ............... 18 Section 17.B.1. Existing Employees as of October 31, 2011............................ 18 Section 17.B.2. Employees Hired On or After November 1, 2011 .................... 19 Section 17.B.3. Applying Accrued Vacation Leave To
Post-Retirement Healthcare Costs ........................................ 19 Section 17.B.4. Reversion of Funds ................................................................. 19

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) iv
Section 17.B.5. Use of Sick Leave Credit for PERS
Retirement Purposes ............................................................. 20 Section 17.C. Deferred Compensation (457) Accounts ..................................... 20 Section 17.D. 401(a) Money Purchase Plan...................................................... 20 Section 17.E. RHS Contribution ....................................................................... 20 SECTION 18. MISCELLANEOUS BENEFITS............................................................. 21 Section 18.A. Membership in Professional and Civic Organizations ................ 21 Section 18.A.1. Professional Organizations........................................................ 21 Section 18.A.2. Civic Clubs and Organizations .................................................. 21 Section 18.B. Uniform Allowance ..................................................................... 21 Section 18.C. Educational Expense Reimbursement ....................................... 21 Section 18.D. One-Time Payment.................................................................... 22 SIGNATURES............................................................................................................... 22 EXHIBIT “A”: Management Classifications Covered by the
Management Pay Plan (as of September 1, 20222023) ...................... 23 EXHIBIT “B”: Management Group Salary Ranges
(Effective September 1, 20222023)....................................................... 24 (Effective September 1, 2024)................................................................... (Effective September 1, 2025)...................................................................

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 5 MANAGEMENT PAY PLAN
SECTION 1. ESTABLISHMENT AND PURPOSE OF MANAGEMENT PAY PLAN The City Council and the City’s management employees wish to establish and maintain an equitable plan of compensation and benefits for department heads and other management personnel of the City. This plan shall be known as the “Management Pay Plan” (also known as the “Plan” or “MPP”). The purpose of the Plan is to recognize professional performance and to compensate and retain the most talented and motivated managers for the City of Pleasant Hill.

SECTION 2. ADMINISTRATION OF MANAGEMENT PAY PLAN
The Management Pay Plan shall be administered by the City Manager or his/hertheir designee. The City Manager shall have the authority to establish and revise policies and procedures to ensure fair and equitable administration of the plan. The City Manager shall also periodically evaluate the composition of the group included in the plan and recommend to the City Council the addition or deletion of management employee classifications for inclusion in the plan.

SECTION 3. DEFINITIONS AND STATUS
A. Management Employee. A “management employee” is defined as:

1. Any employee having significant responsibilities for formulating and administering City policies and programs, including but not limited to department heads; and

2. Any employee having authority to:
a. Exercise independent judgment to hire, transfer, suspend, lay-off, recall, promote, discharge, assign, reward, or discipline other employees, or having the responsibility to direct them, or to adjust their grievances; or
b. Effectively recommend any such employment actions, provided, the exercise of such authority to recommend an employment action is not

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 6 of a merely routine or clerical nature, but requires the use of independent judgment.

B. Department Head. For purposes of this MPP, the phrase “department head” means the Chief of Police, the Director of Public Works and the Community Development Director/Assistant City Manager, the Director of Finance and the Director of Human Resources.

C. At Will Status of Department Heads. A department head’s employment is “at will”. As such, both the department head and the City have the right to terminate their employment relationship at any time, with or without advance notice, and with or without cause subject to the provisions of Section 11 of this Management Pay Plan. Only the City Manager may alter a department head’s at will status, and only through a written agreement that is signed both by the City Manager and the department head.

D. Employment Status of Non-Department Head Managers. The employment of all other management employees covered by this Plan shall be subject to the provisions of the City’s Personnel Rules and Regulations.

E. Executive Team. All department heads and certain other management employees designated by the City Manager are members of the Executive Team, which also includes the City Manager and the City Attorney. The Executive Team’s primary role is to provide leadership and strategic direction in implementing the City Council’s policies and managing the day-to-day operations of the City.

F. Classifications Covered by Management Pay Plan. The current list of management classifications covered by the Management Pay Plan, collectively known as the “Management Group”, is set forth in Exhibit A.

SECTION 4. TERM OF MANAGEMENT PAY PLAN

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 7 This Management Pay Plan shall be effective September 1, 2022 2023 and shall continue in full force and effect until expiration at midnight on August 31, 20232026.

SECTION 5. MANAGEMENT SALARY RANGES
A. Annual Adjustment of Salary Ranges
Except as provided in Section 6.A.1, 6.A.2, and 6.A.3 below, there shall be no annual adjustment of salary ranges based on a salary survey during the term of this agreement. The parties acknowledge that the City of Pleasant Hill’s Management Pay Plan has historically included a salary formula. The parties have agreed to not use the formula for the term of this agreement. It is the intent of the City to maintain salaries and benefits at a level that attracts and retains quality employees. The parties agree that rational surveys of the wages and benefits of employees performing comparable work for comparable agencies provide useful information in ensuring that the City continues to meet this goal.

Rather, the City shall adjust each of the management salary ranges by the amount of the Management Group’s wage increase for that year, if any.

B. Additional Adjustments to Police Management Salary Ranges to Preserve Differentials
The minimum percentage differentials between the salary ranges for the following police management classifications shall be as follows:
• Captain - Chief of Police: 10%
• Lieutenant – Captain: 7.5%
• Sergeant – Lieutenant: 15%
These differentials are essential to maintaining a compensation policy that rewards the increasing level of knowledge, skill and ability required for each successive classification’s broader scope of responsibility. Salaries of individuals within the Chief, Captain or Lieutenant classifications shall not be adjusted simply because one or more of the salary ranges for these classifications has been adjusted to preserve the salary range differentials specified in this section, except as specified in subsection “D” below (“Impact of Salary Range Adjustments on Individual Salaries”).

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 8 The minimum and maximum of the salary range applicable to the Lieutenant classification shall be increased five percent (5%) over the amounts in effect March 31, 2018, before application of the cost of living range adjustments set forth in section 6.A below. The result of these adjustments are reflected in Exhibit B of this Management Pay Plan.

C. Absence of Salary “Steps”
There shall be no specified or pre-determined "steps" within the salary ranges for management classifications. Rather, each such range shall be left clear between its minimum and maximum amounts, thus allowing flexibility to make individual merit adjustments in recognition of varying levels of performance and goal attainment.

D. Impact of Salary Range Adjustments on Individual Salaries Except as provided in Section 6.A.1 and 6.A.2 below, when management salary ranges are adjusted, no management employee’s salary will be adjusted solely due to such changes unless the employee’s salary falls below the minimum amount of the new salary range for his/hertheir classification. If this occurs, the employee’s salary shall be adjusted further to equal the minimum amount of the new salary range. The determination of whether a management employee’s salary falls below the minimum of his/hertheir new salary range shall be made after the employee has received the wage increase provided by this Management Pay Plan, if any.

E. Setting Salaries Within Ranges
The City Manager, or his/hertheir designee, shall set the compensation for individual management employees at the time of their initial appointment, within the established salary range for their classification. New hires may be appointed anywhere within the salary range for their classification. Incumbents may be adjusted anywhere within the salary range for their classification, subject to the requirements of Section 7.C.

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 9 F. Salary Ranges for Management Classifications
The salary ranges for each of the City’s management classifications are attached as Exhibit B.

SECTION 6. WAGE INCREASES
A. Wage Increases for the Period September 1, 2022 2023 to August 31, 20232026
The City will apply the following increases to the base salary rates of employees covered by this Plan as follows:

1. Effective September 1, 2022 2023, three and one-quarter percent (3.25%) of base rates in effect August 31, 20222023;

2. Effective September 1, 2024, three and one-quarter percent (3.25%) of base rates in effect August 31, 2024;

1.3. Effective September 1, 2025, three and one-half percent (3.5%) of base rates in effect August 31, 2025.

B. Wage Increase Awarded Regardless of Salary Range Limits A management employee who is otherwise eligible for the annual wage increase shall receive it regardless of whether the employee’s salary – before or after the adjustment – exceeds the maximum amount of the salary range for his or her classification.

SECTION 7. MERIT INCREASES AND PERFORMANCE EVALUATIONS
A. Basis for Merit Increases
In addition to the negotiated wage increase, a management employee may receive a merit increase based upon the quality of the employee’s performance the preceding 12 months. The amount of the employee’s merit increase, if any, will be based on the employee’s: (1) performance ratings; and (2) his/hertheir achievement of the goals and objectives established for him/her the previous year.

B. Performance Evaluation Process

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 10 Performance evaluations for management are the responsibility of the City Manager, who normally will delegate to department heads the responsibility for reviewing the performance of management employees within their departments.

A performance evaluation shall be prepared at least annually on each management employee’s anniversary date.

The evaluation process shall begin with each management employee preparing a self-evaluation of his/hertheir performance during the prior year. In addition, the employee shall draft proposed goals and objectives for the coming year.

The management employee’s supervisor shall then evaluate the employee’s performance for the prior year. The evaluations of both the employee and supervisor shall focus on: (1) the employee’s performance of his/hertheir regular duties and responsibilities; and (2) the employee’s attainment of specific goals and objectives established for him/her at the beginning of the review period (i.e., one year earlier).

Following completion of the written evaluations, the management employee and his/hertheir supervisor shall meet to discuss both the quality of the employee’s performance of his regular duties and responsibilities and the employee’s degree of success in accomplishing the specific goals and objectives set for him/her the previous year. They shall also review the employee’s proposed goals and objectives for the coming year.

The employee’s supervisor must ensure that the employee’s proposed goals and objectives truly present a challenge but are not unrealistically high.

The supervisor may set additional or different goals and objectives for the employee.

The end product of the performance evaluation process shall be clarification of expectations between the manager and his/hertheir supervisor.

C. Merit Adjustment Guidelines
Employees who are not at the top of the range may be granted a merit adjustment of up to five percent (5.0%) for exemplary performance by unit

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 11 members if, at a minimum, the employee has received the highest possible rating in at least half of the rating categories, has received ratings equivalent to satisfactory or meets standards in the remaining rating categories, and has met at least 75% of his/hertheir goals and objectives.

All performance evaluations that render an employee ineligible for a merit increase under the guidelines set forth above must be reviewed and approved by the Chief Human Resources Manager Officer before being delivered to the employee.

D. Top of Range Limit for Merit Increases
If a management employee’s salary is at or above the top of the salary range for his/hertheir classification, he/shethey shall not be eligible for a merit increase.

However, he/shethey may be eligible for a performance bonus, in accordance with the provisions of Section 8 below.

If a management employee’s salary is below the top of the salary range for his/hertheir classification, he/shethey may receive a merit increase in accordance with the provisions set forth in Section 7.A through C above. The amount of the merit increase shall be determined solely by these provisions. However, if the amount of the merit increase awarded would cause the employee’s salary to exceed the top of his/hertheir salary range, then the employee shall receive as a merit increase only that portion of the merit increase that will bring his/hertheir salary to the top of his/hertheir range.

E. City Manager’s Discretion Regarding Merit Increases
The City Manager retains discretion to limit merit increases when, in his/hertheir judgment, the City’s fiscal condition warrants such action. This provision is intended to provide the City Manager flexibility in responding to any number of circumstances that jeopardize the health of the City’s budget. It may be used at the City Manager’s discretion after ordinary measures for cost containment and revenue enhancement have been applied. If the City Manager exercises his/hertheir discretion to limit merit increases, then his/hertheir decision to do so:
• Must be in writing, and distributed to all members of the Management Group;

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 12 • Must state the reasons for limiting management employees’ merit increases; • Must be relayed to the City Council for information purposes; and • Shall be effective for one year for each management employee, to ensure that, notwithstanding their differing anniversary dates, all management employees are affected equally by the City Manager’s decision to limit merit increases.

In order to continue the limiting of merit increases beyond the one-year period for each management employee, the City Manager must issue a new written announcement of his/hertheir intention to do so and meet the other requirements set forth above. Otherwise, the merit increase percentage guidelines set forth in Section 7.C above shall be reinstated automatically.

SECTION 8. PERFORMANCE BONUSES
All management employees whose salaries are at or above the top of their salary ranges, and all management employees whose salaries are less than two and one-half percent (2.5%) below the top of their salary ranges, may participate in the performance bonus program.

Criteria for bonuses are developed by the employee’s supervisor and the employee during the evaluation process. Specifically, when developing the employee’s goals and objectives for the coming year, the employee and his/hertheir supervisor may also develop one or more “bonus” goals or objectives that, if attained, will result in the employee receiving a bonus.

Bonus goals and objectives differ from regular goals and objectives in that their attainment or accomplishment is optional, and addresses exceptional performance. Otherwise, they are similar to regular goals and objectives in that their attainment results in measurable improvement to City operations and/or processes. For the term of this agreement, employees at or above the top of the range may be granted a performance bonus of up to two and one-half percent (2.5%) for exemplary performance by unit members if, at a minimum, the employee has received the highest possible rating in at least half of the rating categories, has received ratings equivalent to satisfactory or meets standards in

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 13 the remaining rating categories, and has met at least seventy-five percent (75%) of his/hertheir goals and objectives. These performance bonuses must be approved by the management employee’s department director.

Bonuses are awarded either as a one-time contribution to the employee’s Deferred Compensation 457 Plan, or as a lump sum cash payment directly to the employee, at the employee’s option. They are awarded solely for the one-year period evaluated, and do not become part of the employee’s salary or otherwise continue from year to year.

The fact that a management employee has received a performance bonus in a prior year shall not disqualify him or her from receiving additional performance bonuses in subsequent years, provided the requirements set forth in this section are met.

SECTION 9. EQUITY ADJUSTMENTS
The City Manager may authorize individual salary adjustments to correct internal or external salary alignment inequities.

SECTION 10. LONGEVITY PAY
Longevity pay was eliminated effective March 1, 2011. Employees currently receiving the benefit shall continue to receive it at their current levels.

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 14 unexpired amount of time between the notice and the end of the six month period. The six month notice shall be valid even if given within the six month period prior to the departure of a City Manager or within the first six months after a new City Manager is hired. A department head is not entitled to severance pay if he/shethey retires, resigns or is terminated for cause.

For purposes of this section, “cause” means 1) a willful neglect of duties, 2) any act involving moral turpitude, dishonesty, or gross carelessness or misconduct, or 3) conviction of a crime involving moral turpitude. To be eligible for severance pay, the department head shall sign an acknowledgment and release of claims against the City in a form to be approved by the City Attorney.

No department head shall be eligible for severance pay until he/shethey has have held the position of department head for at least six months.

B. Non-Department Head Managers
The City shall provide management personnel with a minimum of three weeks of severance pay when a management employee is terminated and no longer employed by the City of Pleasant Hill due to a reduction in work force or a budget related layoff.

SECTION 12. SICK LEAVE
A. Sick Leave Accrual and Use
Beginning the first day of the month following completion of one month of service, a management employee earns sick leave at the rate of one day for each calendar month of service.

Employees continue to earn sick leave while on paid leaves of absence, including, but not limited to, sick leave, jury leave, and workers’ compensation leave.

Employees do not earn sick leave while on unpaid leaves of absence, nor do they earn sick leave while on a leave covered by the City’s private disability plan (i.e., LTD).

There is no maximum accrual for sick leave.

An employee may take paid sick leave beginning the second month of employment.

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 15 B. Annual Sick Leave “Buy-Back”
Each year, management employees who have accrued at least thirty days of sick leave credit as of November 30th may “sell” up to 33-1/3% of their accrued sick leave back to the City.

In exchange, the employees shall, at their option, receive either cash or equivalent vacation time on either the December 5th or January 5th payday. Payments shall be at the employee’s then current rate of pay. The amount of sick leave the City “buys back” from the employee is then deducted from the employee’s total sick leave accrual.

Alternatively, an employee may elect to retain sick leave in lieu of payment.

C. Payment for Accrued Sick Leave Upon Separation From Employment

1. For existing employees as of October 31, 2011 – Management employees with at least five years of service with the City who separate from employment because of voluntary resignation, retirement, death, or abolishment of position, shall receive payment for their accumulated sick leave at the rate of one day for each four days of accrued, unused sick leave, up to a maximum of 25 days. However, Management employees who retire with 15 or more years of service shall receive payment as referenced in Section 17.B.

2. For employees hired on or after November 1, 2011- Management employees with at least five years of service with the City who separate from employment because of voluntary resignation, retirement, death, or abolishment of position, shall receive payment for their accumulated sick leave at the rate of one day for each four days of accrued, unused sick leave, up to a maximum of 25 days.

D. Medical Leave.

When a full-time employee is off work as a result of a valid on-the-job injury sustained in the service of the City, the City shall continue his/hertheir pay in the amount of his/hertheir monthly rate up to but no longer than sixty (60) calendar days.

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 16 SECTION 13. HOLIDAYS
Management personnel are authorized to observe those holidays designated in the City’s MOU’s with its non-management employee groups, provided, however, that the City Manager may direct management personnel to work holidays as necessary to ensure proper conduct of City functions, and may grant administrative leave to such management personnel in recognition of their having to work on a designated holiday.

SECTION 14. ADMINISTRATIVE LEAVE
The management classifications covered by this Plan have been determined to be “exempt” from the Fair Labor Standards Act’s (“FLSA’s”) overtime requirements. Hence, employees in these classifications do not earn overtime pay, regardless of the number of hours worked.

However, management personnel will accrue 16 hours per calendar month of administrative leave to be used upon approval of the City Manager.

The City Manager must authorize use of administrative leave in proportion to the amount of extra time actually worked by the subject employee. This leave will be in recognition of excessive night work or weekend work. Administrative leave may not normally exceed more than 16 hours in any calendar month. However, if the City Manager determines, in his or her discretion, that the employee could not have reasonably used some or all of the month’s Administrative Leave due to City work requirements, the City Manager may permit the employee to carry over the unused portion of that month’s Administrative Leave. This time will be taken in time off only – not salary – and generally does not carry over from month to month without City Manager approval.

Effective September 1, 2022, employees Employees working a regular schedule that requires nine (9) hour days will receive eighteen (18) hours per calendar month of administrative leave. All other conditions for administrative leave shall remain the same.

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 17 SECTION 15. VACATION
A. Vacation Accrual

1. Vacation shall be accrued and used by management personnel in a manner acceptable to the City Manager. Vacation leave is earned by management personnel according to the following schedule:

Years
of
Service
0 to 3
years
4 to 6
years
7 to 9
years
10 to 12
years
13 to 15
Years
16 to 18
years
19 to 21
years
22 to 24
years
25 to 27
Years
28 or
more
years
Vacation
Days
Earned
12 17 18 19 20 21 22 23 24 25

2. Notwithstanding the terms of section 1 above, the City Manager may, at his or her discretion, grant a new hire an initial vacation accrual rate (on one of the increments shown in the above accrual schedule) that reflects some or all years of service the employee provided to the employer with whom the new hire was employed at the time he or shethey accepted the offer of employment by the City of Pleasant Hill. To the extent this exceeds the accrual rate the new hire would otherwise have enjoyed, under Section 15.A.1 above, the new hire will remain at the preferential rate granted by the City Manager until the employee’s years of continuous service with the City of Pleasant Hill are of such number that they would qualify the employee for an increase in vacation accrual rate even if the employee had been hired without the granting of a preferential vacation accrual rate.

B. Maximum Vacation Accrual
Management personnel employed as of October 31, 2011 may accrue up to eight weeks (320 hours) of vacation and management personnel employed November 1, 2011 or later may accrue up to seven weeks (280 hours) of vacation, at which time they must either:

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 18 1. Immediately reduce the balance by utilizing a sufficient number of vacation hours to bring their total accrued vacation to 320 hours (for existing employees) or 280 hours (for new employees) or less; or

2. With the approval of the City Manager, cash out an amount sufficient to bring their total to 320 hours (for existing employees) or 280 hours (for new employees) or less, up to a maximum of 180 accrued vacation hours cashed out; or

3. Stop accruing any further vacation until their accrued vacation hours drop below the applicable maximum accrual cap.

Alternatively, and in appropriate circumstances, the City Manager may grant a temporary, short-term waiver of the accrual cap for vacation leave. If no such waiver is granted, no further vacation time shall be accrued.

C. Vacation Buy Back
Upon written request by the employee, the City will buy back accrued, unused vacation hours provided the employee has used a minimum of forty (40) consecutive hours of vacation (or equivalent leave time, such as a combination of vacation and administrative leave time or vacation and holiday time) during the twelve (12) months prior to the date of the request. Additionally, the employee must have at least 60 hours of accrued vacation leave at the conclusion of the vacation buy back transaction. The written request for the vacation buy back must be submitted to the Personnel Officer by the 25th day of the month preceding the date on which the employee is requesting the payoff.

Only hours which were accumulated prior to the last day of the month preceding the date of the request are eligible for the vacation buy back. Vacation buy back shall be limited to two requests per fiscal year.

SECTION 16. HEALTH CARE AND RELATED BENEFITS
A. Medical Coverage

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 19 The City shall provide medical coverage for management employees and their eligible dependents. Each management employee shall contribute to the cost of such coverage through payroll deductions according to the following schedule:

1. Existing Unit Members:

Employees hired before November 1, 2011– Employees will pay 20% of the premium for either Kaiser or Anthem Blue Shield at each level of participation.

2. New Unit Members Hired on or after November 1, 2011:

City will pay 75% of the Kaiser premium at each level of participation; employee will pay the remainder.

The City shall deduct the appropriate contribution from the employees’ pay on a pre-tax semi-monthly basis.

B. Medical “In Lieu” Payments
Management employees who can demonstrate they have medical coverage through an external source may waive coverage under the City’s medical plan and elect to receive:
• If eligible for Employee Only coverage, either four hundred dollars ($400) per month in cash or, a City contribution of four hundred dollars ($400) per month into the employee’s deferred contribution account; or • If eligible for Employee +1 coverage, either five hundred dollars ($500) per month in cash or, a City contribution of five hundred dollars ($500) per month into the employee’s deferred contribution account; or

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 20 • If eligible for Employee +Family coverage, either six hundred dollars ($600) per month in cash or, a City contribution of six hundred dollars ($600) per month into the employee’s deferred contribution account.

These cash payments or deferred compensation contributions shall be made “in lieu of” providing medical coverage to the employees and their eligible dependents. Employees receiving in lieu payments shall not be required to make the premium contributions described in Section 16.A. above. Payments into the employee’s deferred compensation account are subject to the limits of applicable law.

C. Dental Coverage
The City shall provide management employees and their eligible dependents a dental plan which provides at least an 80/20 payment benefit and a maximum benefit of one thousand five hundred dollars ($1,500) per person per year, effective with the 2024 Plan Year two thousand five hundred dollars ($2,500) per person per year. The City will pay 100% of the premium for the dental plan during the term of this Management Pay Plan. This plan does not provide orthodontia benefits. In lieu of the foregoing plan, the employee may once per plan year elect the City plan with a maximum benefit of one thousand dollars ($1000) per person per year with a one thousand five hundred dollar ($1500) orthodontia benefit, effective with the 2024 Plan Year two thousand dollars ($2,000) per person per year with a two thousand five hundred dollars ($2,500) orthodontia benefit.

D. Vision Care
The City shall provide a vision care plan for management employees and their eligible dependents. The City will pay 100% of the premium for the vision care plan during the term of this Management Pay Plan.

E. IRS Section 125 Plan

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 21 The City will provide management employees an IRC Section 125 Plan for eligible medical and dependent care costs.

F. Life Insurance
The City will provide management employees with life insurance benefits equal to one times (1x) annual gross salary. For purposes of this provision, “annual gross salary” shall be calculated as of November 1
st of each year.

G. Disability Insurance
The City will provide management employees with long term disability insurance coverage providing 66-2/3% of salary when the carrier’s eligibility requirements are met.

The City shall pay the premium for this coverage.

H. Healthcare Cost Containment Committee Participation

1. Each year the City and Management Group Association agree to participate in a joint Healthcare Cost Containment Committee (“HCCC”). The purpose of the Committee shall be to seek long term structural reductions in the City’s escalating cost of health care and health insurance coverage by means that may or may not involve cost shifting.

2. The HCCC shall be comprised of one (1) voting member from each of the City’s employee organizations that elect to participate in the HCCC and the Chief Human Resources Manager Officer who shall have one vote. Inasmuch as the City contracts with healthcare providers or insurers (currently Kaiser and Health Net) on a City-wide basis, the parties will actively encourage other bargaining units to participate in the HCCC.

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 22 Excise tax under the ACA (whether charged directly to the City, provider, or carrier) at the applicable level of enrollment (single or multi-party), the City may implement changes in plan design necessary to reduce the premium to a level that would not trigger the tax. Such change shall be limited in the aggregate to that degree of change reasonably necessary to keep premiums below the tax threshold while maximizing benefits available within the negotiated envelope below the tax threshold. The City will afford the Management Group Association an opportunity to meet and discuss the changes before they are implemented. The terms of this Section 3 reflect all steps required for the City to complete its obligations under the MMBA that may otherwise attach to deciding upon and implementing such changes.

SECTION 17. RETIREMENT
A. PERS Retirement
The City will continue to provide retirement benefits to its existing management employees hired as of October 31, 2011 in accordance with the terms of the City’s present contract with the California Public Employees Retirement System (“CalPERS” or “PERS”) and in accordance with the Public Employees’ Pension Reform Act (PEPRA) and the California Public Employees Retirement Law, including but not limited to: 2%@55 retirement benefits for its miscellaneous management employees; 3%@50 retirement benefits for its safety management employees; single highest year; and payment of the employer’s required contributions under both plans.

Effective April 16, 2012, the pension formulae will be reduced to 3%@55 (safety management employees) and 2%@60 (miscellaneous management employees) for new employees hired after the new formula becomes effective. Final compensation will be based on a three-year average.

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 23 covered by the Management Pay Plan hired on or after January 1, 2013, who are “new members” as determined by CalPERS, will participate in the City’s Safety Employees Retirement Plan (2.7%@57). Employees will contribute at least 50 percent of the total normal cost rate for this retirement plan. Final compensation will be based on a three-year average.

In addition, under the authority of Government Code sections 20691 and 20636(c)(4), the Employer Paid Member Contribution (EPMC) shall apply to employees of the Pleasant Hill Management Group. This benefit consists of paying a percentage of the normal contributions as EPMC for miscellaneous and safety employees, and reporting the same percent of compensation as additional compensation. The percentage of normal contributions to be paid as EPMC for existing miscellaneous and safety employees is as follows:

Effective March 1, 2015 Miscellaneous Employees will pay 7% of the Employer Paid Member Contribution (EPMC)
Effective March 1, 2015 Safety Employees will pay 9% of the Employer Paid Member Contribution (EPMC)
The City shall also pay increases in the retirement contributions of management employees promulgated by increases in base salaries. The City will pay its proportional share of increases brought about as a result of actuarial surveys conducted by the Public Employees’ Retirement System affecting the entire plan.

B. Sick Leave Conversion Upon Retirement – Existing Employees Hired Before November 1, 2011

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 24 may elect to apply up to 100% of their accrued, unused sick leave, calculated at 100% of their final rate of pay, at the net present value (which is based on the average of the prior two years’ Consumer Price Index for all Urban Consumers (CPI-U) (San Francisco-Oakland) region as of the date of retirement. The amount shall be contributed to the employee’s ICMA VantageCare Retiree Health Savings Plan (RHS) account, on a tax deferred basis, pursuant to the Management RHS Plan adoption agreement. b. Employees With At Least 15 But Less Than 20 Years of City Service
Management employees who, regardless of age, have
worked for the City of Pleasant Hill for fifteen or more years, but fewer than 20 years, and elect to take a service retirement, may elect to apply up to 50% of their accrued, unused sick leave, calculated at 25% of their final rate of pay, at the net present value (which is based on the average of the prior two years’ Consumer Price Index for all Urban Consumers (CPI-U) (San Francisco-Oakland region) as of the date of the retirement. The amount shall be contributed to the employee’s ICMA VantageCare Retiree Health Savings Plan (RHS Plan) account, on a tax deferred basis, pursuant to the Management RHS Plan adoption agreement.

2. Employees Hired On or After November 1, 2011
The sick leave conversion upon retirement benefit is eliminated for employees hired on or after November 1, 2011.

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 25 VantageCare Retiree Health Savings (RHS) account, on a tax-deferred basis, pursuant to the Management RHS Plan adoption agreement.

4. Reversion of Funds
In the event the employee dies before exhaustion of the funds in the employee’s RHS Plan account, and leaves no surviving spouse or dependents, the remaining funds shall revert back to the City.

5. Use of Sick Leave Credit for PERS Retirement Purposes The use of sick leave credit for retirement purposes as provided by the City contract now in force with the California Public Employees Retirement System is permitted for all management employees. For those employees who elect this option only the remaining accrued, unused sick leave balance that has not been cashed out pursuant to section 17.1.a and 17.1.b may be credited for PERS retirement purposes.

C. Deferred Compensation (457) Accounts
A deferred compensation plan is made available to management employees through ICMA. Other than making 457 “in lieu” contributions as provided in Section 16.B. above, the City makes no contributions to management employees’ 457 plan accounts.

Management employees are free to contribute to their individual 457 plan accounts to the extent allowed by law.

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 26 action of the opt-in by the employee is irrevocable. By not electing to opt-in, employees are electing to opt-out by default and shall not be eligible to participate in the employee voluntary contribution portion of the program. The City will make the above noted contribution regardless of the employee electing to participate in the employee voluntary contribution portion of the program.

E. RHS Contribution
Employees in the unit will receive a two hundred twenty-five dollars ($225) monthly contribution to the RHS Plan for the term of the agreement.

SECTION 18. MISCELLANEOUS BENEFITS
A. Membership in Professional and Civic Organizations

1. Professional Organizations
The City will pay membership dues for management personnel in professional organizations at the national, state and local levels as directed by the City Manager. The City will pay the expenses of transportation, food, lodging, and registration for management personnel at meetings of professional associations or organizations as directed by the City Manager, provided, however, not more than one professional meeting or conference per person outside the State of California may be attended by any management personnel in any fiscal year without prior approval of the City Council.

2. Civic Clubs and Organizations
The City will pay the annual membership dues in a local civic club or organization as chosen by each management employee and as approved by the City Manager. No cost of luncheons or special events of civic clubs other than annual membership dues shall be borne by the City.

B. Uniform Allowance

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 27 Management employees who are sworn officers of the Police Department and are required to wear a department uniform at any time in the course of their work shall receive an annual uniform allowance in an amount equal to that paid to all sworn personnel of the department.

C. Educational Expense Reimbursement
The City agrees to continue the educational incentive to employees within the Management Group as follows:
a. The course or courses taken must: (1) relate to the employee’s job or be a part of a degree program which has application to City service; and (2) be approved by the employee’s Department Head.
b. If the requirements in section “a” are met, the City will reimburse the employee for books and technology upgrades or additions, and will also pay the employee $18 per month per credit unit for tuition, up to a maximum of nine (9) units per semester or quarter, provided the total amount paid to the employee for all of these items (including the $18 per month per credit unit) does not exceed $500 per semester or quarter, and $2,000 per calendar year overall. c. To be reimbursed for tuition, books, and technology upgrades or additions, the employee is actually enrolled in the course(s), and that the books, technology upgrades and/or technology additions are in fact required for the course(s) being taken.

D. One-Time Payment
The City will pay a one-time, non-pensionable, lump sum payment of three thousand dollars ($3,000) to each bargaining unit member actively employed by the City 1) at the start and 2) end of the second full pay period following Council adoption and 3) at time of payment. Said one-time payment is to be paid on the regular payroll and subject to all applicable withholding.

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 28 CITY OF PLEASANT HILL CITY OF PLEASANT HILL

MANAGEMENT GROUP
Timothy Flaherty, Mayor Matt Kristic, Group Representative Ethan Bindernagel, City Manager Zach Seal, Group Representative APPROVED AS TO FORM:
________________________________
Janet Coleson, City Attorney

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 29 EXHIBIT “A”
Management Classifications Covered by
the
Management Pay Plan (as of September 1, 20222023)
Accounting Manager
Assistant City Manager
Chief Building Official
Chief of Police
Chief Human Resources Officer
Chief Technology Officer
City Clerk
City Engineer
City Planner
Director of Community Development Director/Assistant City Manager Economic Development Manager
Finance Manager
Human Resources Manager
Maintenance Superintendent
Maintenance Supervisor
Police Captain
Police Lieutenant
Principal Management Analyst/City Clerk
Public Works Manager
Senior Civil Engineer
Senior Management Analyst/Deputy City Clerk
Senior Management Analyst/Public Information Officer
Senior Planner
Senior Traffic Engineer

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 30 EXHIBIT “B”

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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan) 32 9.3.b
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Attachment: Exhibit 1 - Redline Comparison Document (MPP Successor Compensation Plan)

CITY OF PLEASANT HILL

MANAGEMENT PAY PLAN
September 1, 2023 through August 31, 2026

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) ii

CITY OF PLEASANT HILL

MANAGEMENT PAY PLAN

TABLE OF CONTENTS
Page
SECTION 1. ESTABLISHMENT AND PURPOSE OF
MANAGEMENT PAY PLAN ................................................................... 1 SECTION 2. ADMINISTRATION OF MANAGEMENT PAY PLAN .............................. 1 SECTION 3. DEFINITIONS AND STATUS.................................................................. 1 Section 3.A. Management Employee ................................................................. 1 Section 3.B. Department Head........................................................................... 2 Section 3.C. At Will Status of Department Heads............................................... 2 Section 3.D. Employment Status of Non-Department Head Managers .............. 2 Section 3.E. Executive Team.............................................................................. 2 Section 3.F. Classifications Covered by Management Pay Plan ....................... 2 SECTION 4. TERM OF MANAGEMENT PAY PLAN................................................... 3 SECTION 5. MANAGEMENT SALARY RANGES ....................................................... 3 Section 5.A. Annual Adjustment of Salary Ranges............................................. 3 Section 5.B. Additional Adjustments to Police Management Salary Ranges to Preserve Differentials ........................................ 4 Section 5.C. Absence of Salary “Steps” ............................................................ 4 Section 5.D. Impact of Salary Range Adjustments on
Individual Salaries......................................................................... 4 Section 5.E. Setting Salaries Within Ranges...................................................... 4 Section 5.F. Salary Ranges for Management Classifications ............................. 4 SECTION 6. WAGE INCREASES ............................................................................... 5 Section 6.A. Wage Increases for the Period
September 1, 2023 to August 31, 2026.......................................... 5 Section 6.B. Wage Increase Awarded Regardless of
Salary Range Limits....................................................................... 5 SECTION 7. MERIT INCREASES AND PERFORMANCE EVALUATIONS................ 5 Section 7.A. Basis for Merit Increases................................................................ 5 Section 7.B. Performance Evaluation Process ................................................... 5 Section 7.C. Merit Adjustment Guidelines .......................................................... 6 Section 7.D. Top of Range Limit for Merit Increases .......................................... 7 Section 7.E. City Manager’s Discretion Regarding Merit Increases.................... 7

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) iii
SECTION 8. PERFORMANCE BONUSES.................................................................. 8 SECTION 9. EQUITY ADJUSTMENTS ....................................................................... 9 SECTION 10. LONGEVITY PAY ................................................................................... 9 SECTION 11. SEVERANCE PAY.................................................................................. 9 Section 11.A. Department Heads ........................................................................ 9 Section 11.B. Non-Department Head Managers ............................................... 10 SECTION 12. SICK LEAVE ......................................................................................... 10 Section 12.A. Sick Leave Accrual and Use....................................................... 10 Section 12.B. Annual Sick Leave “Buy Back” .................................................. 10 Section 12.C. Payment for Accrued Sick Leave Upon
Separation From Employment ................................................... 11 Section 12.D. Medical Leave....................................................................................... 11 SECTION 13. HOLIDAYS............................................................................................ 11 SECTION 14. ADMINISTRATIVE LEAVE.................................................................... 12 SECTION 15. VACATION ........................................................................................... 12 Section 15.A. Vacation Accrual ........................................................................ 12 Section 15.B. Maximum Vacation Accrual........................................................ 13 Section 15.C. Vacation Buy Back ..................................................................... 14 SECTION 16. HEALTHCARE AND RELATED BENEFITS.......................................... 14 Section 16.A. Medical Coverage ...................................................................... 14 Section 16.B. Medical “In Lieu” Payments ....................................................... 15 Section 16.C. Dental Coverage ........................................................................ 16 Section 16.D. Vision Care................................................................................. 16 Section 16.E. IRS Section 125 Plan ................................................................. 15 Section 16.F. Life Insurance............................................................................. 16 Section 16.G. Disability Insurance.................................................................... 16 Section 16.H. Healthcare Cost Containment Committee Participation ............. 17 SECTION 17. RETIREMENT....................................................................................... 18 Section 17.A. PERS Retirement....................................................................... 18 Section 17.B. Sick Leave Conversion Upon Retirement –
Existing Employees Hired Before November 1, 2011 ............... 19 Section 17.B.1. Existing Employees as of October 31, 2011............................ 19 Section 17.B.2. Employees Hired On or After November 1, 2011 .................... 20 Section 17.B.3. Applying Accrued Vacation Leave To
Post-Retirement Healthcare Costs ........................................ 20 Section 17.B.4. Reversion of Funds ................................................................. 20

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) iv
Section 17.B.5. Use of Sick Leave Credit for PERS
Retirement Purposes ............................................................. 21 Section 17.C. Deferred Compensation (457) Accounts ..................................... 21 Section 17.D. 401(a) Money Purchase Plan...................................................... 21 Section 17.E. RHS Contribution ....................................................................... 22 SECTION 18. MISCELLANEOUS BENEFITS............................................................. 22 Section 18.A. Membership in Professional and Civic Organizations ................ 22 Section 18.A.1. Professional Organizations........................................................ 22 Section 18.A.2. Civic Clubs and Organizations .................................................. 22 Section 18.B. Uniform Allowance ..................................................................... 22 Section 18.C. Educational Expense Reimbursement ....................................... 23 Section 18.D. One-Time Payment.................................................................... 23 SIGNATURES............................................................................................................... 24 EXHIBIT “A”: Management Classifications Covered by the
Management Pay Plan (as of September 1, 2023).............................. 25 EXHIBIT “B”: Management Group Salary Ranges
(Effective September 1, 2023)............................................................... 26 (Effective September 1, 2024)............................................................... 27 (Effective September 1, 2025)............................................................... 28

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 1 MANAGEMENT PAY PLAN
SECTION 1. ESTABLISHMENT AND PURPOSE OF MANAGEMENT PAY PLAN The City Council and the City’s management employees wish to establish and maintain an equitable plan of compensation and benefits for department heads and other management personnel of the City. This plan shall be known as the “Management Pay Plan” (also known as the “Plan” or “MPP”). The purpose of the Plan is to recognize professional performance and to compensate and retain the most talented and motivated managers for the City of Pleasant Hill.

SECTION 2. ADMINISTRATION OF MANAGEMENT PAY PLAN
The Management Pay Plan shall be administered by the City Manager or their designee. The City Manager shall have the authority to establish and revise policies and procedures to ensure fair and equitable administration of the plan. The City Manager shall also periodically evaluate the composition of the group included in the plan and recommend to the City Council the addition or deletion of management employee classifications for inclusion in the plan.

SECTION 3. DEFINITIONS AND STATUS
A. Management Employee. A “management employee” is defined as:

1. Any employee having significant responsibilities for formulating and administering City policies and programs, including but not limited to department heads; and

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 2 of a merely routine or clerical nature, but requires the use of independent judgment.

B. Department Head. For purposes of this MPP, the phrase “department head” means the Chief of Police and the Community Development Director/Assistant City Manager.

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 3 SECTION 4. TERM OF MANAGEMENT PAY PLAN
This Management Pay Plan shall be effective September 1, 2023 and shall continue in full force and effect until expiration at midnight on August 31, 2026.

Rather, the City shall adjust each of the management salary ranges by the amount of the Management Group’s wage increase for that year, if any.

B. Police Management Salary Range Differentials
The minimum percentage differentials between the salary ranges for the following police management classifications shall be as follows:
• Captain - Chief of Police: 10%
• Lieutenant – Captain: 7.5%
• Sergeant – Lieutenant: 15%
These differentials are essential to maintaining a compensation policy that rewards the increasing level of knowledge, skill and ability required for each successive classification’s broader scope of responsibility. Salaries of individuals within the Chief, Captain or Lieutenant classifications shall not be adjusted simply because one or more of the salary ranges for these classifications has been adjusted to preserve the salary range differentials specified in this section, except as specified in subsection “D” below (“Impact of Salary Range Adjustments on Individual Salaries”).

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 4 C. Absence of Salary “Steps”
There shall be no specified or pre-determined "steps" within the salary ranges for management classifications. Rather, each such range shall be left clear between its minimum and maximum amounts, thus allowing flexibility to make individual merit adjustments in recognition of varying levels of performance and goal attainment.

D. Impact of Salary Range Adjustments on Individual Salaries Except as provided in Section 6.A.1 and 6.A.2 below, when management salary ranges are adjusted, no management employee’s salary will be adjusted solely due to such changes unless the employee’s salary falls below the minimum amount of the new salary range for their classification. If this occurs, the employee’s salary shall be adjusted further to equal the minimum amount of the new salary range. The determination of whether a management employee’s salary falls below the minimum of their new salary range shall be made after the employee has received the wage increase provided by this Management Pay Plan, if any.

E. Setting Salaries Within Ranges
The City Manager, or their designee, shall set the compensation for individual management employees at the time of their initial appointment, within the established salary range for their classification. New hires may be appointed anywhere within the salary range for their classification. Incumbents may be adjusted anywhere within the salary range for their classification, subject to the requirements of Section 7.C.

F. Salary Ranges for Management Classifications
The salary ranges for each of the City’s management classifications are attached as Exhibit B.

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 5 SECTION 6. WAGE INCREASES
A. Wage Increases for the Period September 1, 2023 to August 31, 2026 The City will apply the following increases to the base salary rates of employees covered by this Plan as follows:

1. Effective September 1, 2023, three and one-quarter percent (3.25%) of base rates in effect August 31, 2023;

2. Effective September 1, 2024, three and one-quarter percent (3.25%) of base rates in effect August 31, 2024;

3. Effective September 1, 2025, three and one-half percent (3.5%) of base rates in effect August 31, 2025.

SECTION 7. MERIT INCREASES AND PERFORMANCE EVALUATIONS
A. Basis for Merit Increases
In addition to the negotiated wage increase, a management employee may receive a merit increase based upon the quality of the employee’s performance the preceding 12 months. The amount of the employee’s merit increase, if any, will be based on the employee’s: (1) performance ratings; and (2) their achievement of the goals and objectives established for the previous year.

B. Performance Evaluation Process
Performance evaluations for management are the responsibility of the City Manager, who normally will delegate to department heads the responsibility for reviewing the performance of management employees within their departments.

A performance evaluation shall be prepared at least annually on each management employee’s anniversary date.

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 6 The evaluation process shall begin with each management employee preparing a self-evaluation of their performance during the prior year. In addition, the employee shall draft proposed goals and objectives for the coming year.

The management employee’s supervisor shall then evaluate the employee’s performance for the prior year. The evaluations of both the employee and supervisor shall focus on: (1) the employee’s performance of their regular duties and responsibilities; and (2) the employee’s attainment of specific goals and objectives established for him/her at the beginning of the review period (i.e., one year earlier).

Following completion of the written evaluations, the management employee and their supervisor shall meet to discuss both the quality of the employee’s performance of his regular duties and responsibilities and the employee’s degree of success in accomplishing the specific goals and objectives set for him/her the previous year. They shall also review the employee’s proposed goals and objectives for the coming year.

The employee’s supervisor must ensure that the employee’s proposed goals and objectives truly present a challenge but are not unrealistically high.

The supervisor may set additional or different goals and objectives for the employee.

The end product of the performance evaluation process shall be clarification of expectations between the manager and their supervisor.

C. Merit Adjustment Guidelines
Employees who are not at the top of the range may be granted a merit adjustment of up to five percent (5.0%) for exemplary performance by unit members if, at a minimum, the employee has received the highest possible rating in at least half of the rating categories, has received ratings equivalent to satisfactory or meets standards in the remaining rating categories, and has met at least 75% of their goals and objectives.

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 7 All performance evaluations that render an employee ineligible for a merit increase under the guidelines set forth above must be reviewed and approved by the Chief Human Resources Officer before being delivered to the employee.

D. Top of Range Limit for Merit Increases
If a management employee’s salary is at or above the top of the salary range for their classification, they shall not be eligible for a merit increase. However, they may be eligible for a performance bonus, in accordance with the provisions of Section 8 below.

If a management employee’s salary is below the top of the salary range for their classification, they may receive a merit increase in accordance with the provisions set forth in Section 7.A through C above. The amount of the merit increase shall be determined solely by these provisions. However, if the amount of the merit increase awarded would cause the employee’s salary to exceed the top of their salary range, then the employee shall receive as a merit increase only that portion of the merit increase that will bring their salary to the top of their range.

E. City Manager’s Discretion Regarding Merit Increases
The City Manager retains discretion to limit merit increases when, in their judgment, the City’s fiscal condition warrants such action. This provision is intended to provide the City Manager flexibility in responding to any number of circumstances that jeopardize the health of the City’s budget. It may be used at the City Manager’s discretion after ordinary measures for cost containment and revenue enhancement have been applied. If the City Manager exercises their discretion to limit merit increases, then their decision to do so:
• Must be in writing, and distributed to all members of the Management Group; • Must state the reasons for limiting management employees’ merit increases; • Must be relayed to the City Council for information purposes; and • Shall be effective for one year for each management employee, to ensure that, notwithstanding their differing anniversary dates, all management employees are affected equally by the City Manager’s decision to limit merit increases.

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 8 In order to continue the limiting of merit increases beyond the one-year period for each management employee, the City Manager must issue a new written announcement of their intention to do so and meet the other requirements set forth above. Otherwise, the merit increase percentage guidelines set forth in Section 7.C above shall be reinstated automatically.

Criteria for bonuses are developed by the employee’s supervisor and the employee during the evaluation process. Specifically, when developing the employee’s goals and objectives for the coming year, the employee and their supervisor may also develop one or more “bonus” goals or objectives that, if attained, will result in the employee receiving a bonus.

Bonus goals and objectives differ from regular goals and objectives in that their attainment or accomplishment is optional and addresses exceptional performance. Otherwise, they are similar to regular goals and objectives in that their attainment results in measurable improvement to City operations and/or processes. For the term of this agreement, employees at or above the top of the range may be granted a performance bonus of up to two and one-half percent (2.5%) for exemplary performance by unit members if, at a minimum, the employee has received the highest possible rating in at least half of the rating categories, has received ratings equivalent to satisfactory or meets standards in the remaining rating categories, and has met at least seventy-five percent (75%) of their goals and objectives. These performance bonuses must be approved by the management employee’s department director.

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 9 period evaluated, and do not become part of the employee’s salary or otherwise continue from year to year.

SECTION 9. EQUITY ADJUSTMENTS
The City Manager may authorize individual salary adjustments to correct internal or external salary alignment inequities.

SECTION 10. LONGEVITY PAY
Longevity pay was eliminated effective March 1, 2011. Employees currently receiving the benefit shall continue to receive it at their current levels.

SECTION 11. SEVERANCE PAY
A. Department Heads
Department heads are “at will” employees and may be dismissed by the City Manager at any time with or without cause, except that a department head may not be terminated within six months following the appointment of a new City Manager. If the City Manager desires to terminate the employment of a department head, they shall provide six months advance notice to the employee or provide a cash payment equal to six months of aggregate salary (not including the value of any benefits received by the employee) as severance pay. During the six months of notice period, the City Manager shall provide monthly performance evaluations and may exercise their discretion to terminate the employee immediately upon payment of severance for the unexpired amount of time between the notice and the end of the six month period. The six month notice shall be valid even if given within the six month period prior to the departure of a City Manager or within the first six months after a new City Manager is hired. A department head is not entitled to severance pay if they retire, resign or is terminated for cause.

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 10 For purposes of this section, “cause” means 1) a willful neglect of duties, 2) any act involving moral turpitude, dishonesty, or gross carelessness or misconduct, or 3) conviction of a crime involving moral turpitude. To be eligible for severance pay, the department head shall sign an acknowledgment and release of claims against the City in a form to be approved by the City Attorney.

No department head shall be eligible for severance pay until they have held the position of department head for at least six months.

Employees continue to earn sick leave while on paid leaves of absence, including, but not limited to, sick leave, jury leave, and workers’ compensation leave.

Employees do not earn sick leave while on unpaid leaves of absence, nor do they earn sick leave while on a leave covered by the City’s private disability plan (i.e., LTD).

There is no maximum accrual for sick leave.

An employee may take paid sick leave beginning the second month of employment.

B. Annual Sick Leave “Buy-Back”
Each year, management employees who have accrued at least thirty days of sick leave credit as of November 30th may “sell” up to 33-1/3% of their accrued sick leave back to the City.

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 11 In exchange, the employees shall, at their option, receive either cash or equivalent vacation time on either the December 5th or January 5th payday. Payments shall be at the employee’s then current rate of pay. The amount of sick leave the City “buys back” from the employee is then deducted from the employee’s total sick leave accrual.

Alternatively, an employee may elect to retain sick leave in lieu of payment.

C. Payment for Accrued Sick Leave Upon Separation From Employment

D. Medical Leave.

When a full-time employee is off work as a result of a valid on-the-job injury sustained in the service of the City, the City shall continue their pay in the amount of their monthly rate up to but no longer than sixty (60) calendar days.

SECTION 13. HOLIDAYS
Management personnel are authorized to observe those holidays designated in the City’s MOU’s with its non-management employee groups, provided, however, that

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 12 the City Manager may direct management personnel to work holidays as necessary to ensure proper conduct of City functions, and may grant administrative leave to such management personnel in recognition of their having to work on a designated holiday.

However, management personnel will accrue 16 hours per calendar month of administrative leave to be used upon approval of the City Manager.

Employees working a regular schedule that requires nine (9) hour days will receive eighteen (18) hours per calendar month of administrative leave. All other conditions for administrative leave shall remain the same.

SECTION 15. VACATION
A. Vacation Accrual

1. Vacation shall be accrued and used by management personnel in a manner acceptable to the City Manager. Vacation leave is earned by management personnel according to the following schedule:

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 13 Years
of
Service
0 to 3
years
4 to 6
years
7 to 9
years
10 to 12
years
13 to 15
Years
16 to 18
years
19 to 21
years
22 to 24
years
25 to 27
Years
28 or
more
years
Vacation
Days
Earned
12 17 18 19 20 21 22 23 24 25

15.A.1 above, the new hire will remain at the preferential rate granted by the City Manager until the employee’s years of continuous service with the City of Pleasant Hill are of such number that they would qualify the employee for an increase in vacation accrual rate even if the employee had been hired without the granting of a preferential vacation accrual rate.

1. Immediately reduce the balance by utilizing a sufficient number of vacation hours to bring their total accrued vacation to 320 hours (for existing employees) or 280 hours (for new employees) or less; or

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 14 3. Stop accruing any further vacation until their accrued vacation hours drop below the applicable maximum accrual cap.

SECTION 16. HEALTH CARE AND RELATED BENEFITS
A. Medical Coverage
The City shall provide medical coverage for management employees and their eligible dependents. Each management employee shall contribute to the cost of such coverage through payroll deductions according to the following schedule:

1. Existing Unit Members:

Employees hired before November 1, 2011– Employees will pay 20% of the premium for either Kaiser or Anthem Blue Shield at each level of participation.

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 15 2. New Unit Members Hired on or after November 1, 2011:

City will pay 75% of the Kaiser premium at each level of participation; employee will pay the remainder.

The City shall deduct the appropriate contribution from the employees’ pay on a pre-tax semi-monthly basis.

These cash payments or deferred compensation contributions shall be made “in lieu of” providing medical coverage to the employees and their eligible dependents.

Employees receiving in lieu payments shall not be required to make the premium contributions described in Section 16.A. above. Payments into the employee’s deferred compensation account are subject to the limits of applicable law.

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 16 C. Dental Coverage
The City shall provide management employees and their eligible dependents a dental plan which provides at least an 80/20 payment benefit and a maximum benefit of one thousand five hundred dollars ($1,500) per person per year, effective with the 2024 Plan Year two thousand five hundred dollars ($2,500) per person per year. The City will pay 100% of the premium for the dental plan during the term of this Management Pay Plan. This plan does not provide orthodontia benefits. In lieu of the foregoing plan, the employee may once per plan year elect the City plan with a maximum benefit of one thousand dollars ($1000) per person per year with a one thousand five hundred dollar ($1500) orthodontia benefit, effective with the 2024 Plan Year two thousand dollars ($2,000) per person per year with a two thousand five hundred dollars ($2,500) orthodontia benefit.

E. IRS Section 125 Plan
The City will provide management employees an IRC Section 125 Plan for eligible medical and dependent care costs.

G. Disability Insurance
The City will provide management employees with long term disability insurance coverage providing 66-2/3% of salary when the carrier’s eligibility requirements are met. The City shall pay the premium for this coverage.

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 17 H. Healthcare Cost Containment Committee Participation

2. The HCCC shall be comprised of one (1) voting member from each of the City’s employee organizations that elect to participate in the HCCC and the Chief Human Resources Officer who shall have one vote. Inasmuch as the City contracts with healthcare providers or insurers (currently Kaiser and Health Net) on a City-wide basis, the parties will actively encourage other bargaining units to participate in the HCCC.

3. Except as provided herein, no change in plan design will be voluntarily incorporated in the City’s provider or carrier agreements unless recommended by a majority vote of the unit representatives participating in the HCCC and in attendance for the pre-scheduled vote, agreed upon by the Management Group Association, and formally adopted the City Council. However, if the monthly premium charged by a provider or carrier would exceed the amount that, after the effective date of the Excise Tax under the Patient Protection and Affordable Care Act (“ACA”), would trigger the Excise tax under the ACA (whether charged directly to the City, provider, or carrier) at the applicable level of enrollment (single or multi-party), the City may implement changes in plan design necessary to reduce the premium to a level that would not trigger the tax. Such change shall be limited in the aggregate to that degree of change reasonably necessary to keep premiums below the tax threshold while maximizing benefits available within the negotiated envelope below the tax threshold. The City will afford the Management Group Association an opportunity to meet and discuss the changes before they are implemented. The terms of this Section 3 reflect all steps required for the City to complete its obligations under the MMBA that may otherwise attach to deciding upon and implementing such changes.

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 18 SECTION 17. RETIREMENT
A. PERS Retirement
The City will continue to provide retirement benefits to its existing management employees hired as of October 31, 2011 in accordance with the terms of the City’s present contract with the California Public Employees Retirement System (“CalPERS” or “PERS”) and in accordance with the Public Employees’ Pension Reform Act (PEPRA) and the California Public Employees Retirement Law, including but not limited to: 2%@55 retirement benefits for its miscellaneous management employees; 3%@50 retirement benefits for its safety management employees; single highest year; and payment of the employer’s required contributions under both plans.

All non-sworn employees covered by the Management Pay Plan hired on or after January 1, 2013, who are “new members” as determined by CalPERS, will participate in the City’s Miscellaneous Employees Retirement Plan (2%@62). Sworn employees covered by the Management Pay Plan hired on or after January 1, 2013, who are “new members” as determined by CalPERS, will participate in the City’s Safety Employees Retirement Plan (2.7%@57). Employees will contribute at least 50 percent of the total normal cost rate for this retirement plan. Final compensation will be based on a three-year average.

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 19 percentage of normal contributions to be paid as EPMC for existing miscellaneous and safety employees is as follows:

B. Sick Leave Conversion Upon Retirement – Existing Employees Hired Before November 1, 2011

1. Existing Employees as of October 31, 2011
a. Employees With At Least 20 Years of City Service
Management employees hired prior to November 1, 2011 who, regardless of age:
• have worked for the City for 20 or more years, and
• elect to take a service retirement,
may elect to apply up to 100% of their accrued, unused sick leave, calculated at 100% of their final rate of pay, at the net present value (which is based on the average of the prior two years’ Consumer Price Index for all Urban Consumers (CPI-U) (San Francisco-Oakland) region as of the date of retirement. The amount shall be contributed to the employee’s ICMA VantageCare Retiree Health Savings Plan (RHS) account, on a tax deferred basis, pursuant to the Management RHS Plan adoption agreement.

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 20 b. Employees With At Least 15 But Less Than 20 Years of City Service Management employees who, regardless of age, have
worked for the City of Pleasant Hill for fifteen or more years, but fewer than 20 years, and elect to take a service retirement, may elect to apply up to 50% of their accrued, unused sick leave, calculated at 25% of their final rate of pay, at the net present value (which is based on the average of the prior two years’ Consumer Price Index for all Urban Consumers (CPI-U) (San Francisco-Oakland region) as of the date of the retirement. The amount shall be contributed to the employee’s ICMA VantageCare Retiree Health Savings Plan (RHS Plan) account, on a tax deferred basis, pursuant to the Management RHS Plan adoption agreement.

2. Employees Hired On or After November 1, 2011
The sick leave conversion upon retirement benefit is eliminated for employees hired on or after November 1, 2011.

3. Applying Accrued Vacation Leave to Post-Retirement Healthcare Costs
Management employees who elect to take a service retirement from the City of Pleasant Hill shall apply 100% of their accrued, unused vacation leave, calculated at 100% of their final rate of pay into the employee’s ICMA VantageCare Retiree Health Savings (RHS) account, on a tax-deferred basis, pursuant to the Management RHS Plan adoption agreement.

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 21 5. Use of Sick Leave Credit for PERS Retirement Purposes The use of sick leave credit for retirement purposes as provided by the City contract now in force with the California Public Employees Retirement System is permitted for all management employees. For those employees who elect this option only the remaining accrued, unused sick leave balance that has not been cashed out pursuant to section 17.1.a and 17.1.b may be credited for PERS retirement purposes.

Management employees are free to contribute to their individual 457 plan accounts to the extent allowed by law.

D. 401(a) Money Purchase Plan
For each employee covered by this Plan, the City shall make the following contributions to the employee’s 401(a) Money Purchase Plan account:
• Effective March 1, 2015 – 3% of the employee’s salary Employees who are hired or promoted into the unit must opt-in to make a voluntary employee contribution within sixty (60) calendar days of hire or promotion into the unit; the action of the opt-in by the employee is irrevocable. By not electing to opt-in, employees are electing to opt-out by default and shall not be eligible to participate in the employee voluntary contribution portion of the program. The City will make the above noted contribution regardless of the employee electing to participate in the employee voluntary contribution portion of the program.

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 22 E. RHS Contribution
Employees in the unit will receive a two hundred twenty-five dollars ($225) monthly contribution to the RHS Plan for the term of the agreement.

SECTION 18. MISCELLANEOUS BENEFITS
A. Membership in Professional and Civic Organizations

B. Uniform Allowance
Management employees who are sworn officers of the Police Department and are required to wear a department uniform at any time in the course of their work shall receive an annual uniform allowance in an amount equal to that paid to all sworn personnel of the department.

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 23 C. Educational Expense Reimbursement
The City agrees to continue the educational incentive to employees within the Management Group as follows:
a. The course or courses taken must: (1) relate to the employee’s job or be a part of a degree program which has application to City service; and (2) be approved by the employee’s Department Head.
b. If the requirements in section “a” are met, the City will reimburse the employee for books and technology upgrades or additions, and will also pay the employee $18 per month per credit unit for tuition, up to a maximum of nine (9) units per semester or quarter, provided the total amount paid to the employee for all of these items (including the $18 per month per credit unit) does not exceed $500 per semester or quarter, and $2,000 per calendar year overall. c. To be reimbursed for tuition, books, and technology upgrades or additions, the employee is actually enrolled in the course(s), and that the books, technology upgrades and/or technology additions are in fact required for the course(s) being taken.
[SIGNATURES ON NEXT PAGE]

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 24 CITY OF PLEASANT HILL CITY OF PLEASANT HILL

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan) 25 EXHIBIT “A”
Management Classifications Covered by the
Management Pay Plan (as of September 1, 2023)
Accounting Manager
Assistant City Manager
Chief Building Official
Chief of Police
Chief Human Resources Officer
Chief Technology Officer
City Clerk
City Engineer
City Planner
Director of Community Development/Assistant City Manager Economic Development Manager
Finance Manager
Human Resources Manager
Maintenance Superintendent
Maintenance Supervisor
Police Captain
Police Lieutenant
Principal Management Analyst/City Clerk
Public Works Manager
Senior Civil Engineer
Senior Management Analyst/Deputy City Clerk
Senior Management Analyst/Public Information Officer
Senior Planner
Senior Traffic Engineer

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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan)

POSITION MONTHLY

MINIMUM

MONTHLY

MAXIMUM
Accounting Manager $11,656 $15,502
Assistant City Manager $14,477 $19,255
Chief Building Official $10,926 $14,530
Chief of Police $17,116 $22,765
Chief Human Resources Officer $13,821 $18,384
Chief Technology Officer $13,821 $18,384
City Clerk $10,444 $14,100
City Engineer $12,794 $17,529
City Planner $12,794 $17,529
Director of Community Development/Assistant City Manager $15,299 $20,348 Economic Development Manager $11,656 $15,502
Finance Manager $13,821 $18,384
Human Resources Manager $13,016 $17,312
Maintenance Superintendent $11,005 $14,636
Maintenance Supervisor $10,123 $13,464
Police Captain $14,505 $19,292
Police Lieutenant $13,059 $17,368
Principal Management Analyst/City Clerk $13,951 $15,731 Public Works Manager $12,794 $17,530
Senior Civil Engineer $11,076 $14,730
Senior Management Analyst/Deputy City Clerk $11,076 $14,730 Senior Management Analyst/Public Info Officer $11,076 $14,729 Senior Planner $10,033 $13,344
Senior Traffic Engineer $11,076 $14,730

MANAGEMENT GROUP SALARY RANGES
EFFECTIVE SEPTEMBER 1, 2023 – 3.25%
Adopted by Resolution No. _____-_____ on _______________

EXHIBIT B
26 9.3.c
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Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan)

POSITION MONTHLY

MINIMUM

MONTHLY

MAXIMUM
Accounting Manager $12,035 $16,006
Assistant City Manager $14,947 $19,880
Chief Building Official $11,282 $15,002
Chief of Police $17,673 $23,505
Chief Human Resources Officer $14,270 $18,981
Chief Technology Officer $14,270 $18,981
City Clerk $10,783 $14,558
City Engineer $13,210 $18,099
City Planner $13,210 $18,099
Director of Community Development/Assistant City Manager $15,796 $21,009 Economic Development Manager $12,035 $16,006
Finance Manager $14,271 $18,981
Human Resources Manager $13,439 $17,875
Maintenance Superintendent $11,363 $15,112
Maintenance Supervisor $10,453 $13,902
Police Captain $14,976 $19,919
Police Lieutenant $13,484 $17,933
Principal Management Analyst/City Clerk $14,404 $16,242 Public Works Manager $13,210 $18,100
Senior Civil Engineer $11,436 $15,208
Senior Management Analyst/Deputy City Clerk $11,436 $15,208 Senior Management Analyst/Public Info Officer $11,436 $15,208 Senior Planner $10,359 $13,778
Senior Traffic Engineer $11,436 $15,208

MANAGEMENT GROUP SALARY RANGES
EFFECTIVE SEPTEMBER 1, 2024 – 3.25%
Adopted by Resolution No. _____-_____ on _______________ 27 9.3.c
Packet Pg. 94
Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan)

POSITION MONTHLY

MINIMUM

MONTHLY

MAXIMUM
Accounting Manager $12,456 $16,566
Assistant City Manager $15,470 $20,576
Chief Building Official $11,676 $15,528
Chief of Police $18,291 $24,328
Chief Human Resources Officer $14,770 $19,645
Chief Technology Officer $14,770 $19,645
City Clerk $11,161 $15,068
City Engineer $13,672 $18,733
City Planner $13,672 $18,733
Director of Community Development/Assistant City Manager $16,349 $21,744 Economic Development Manager $12,456 $16,566
Finance Manager $14,770 $19,646
Human Resources Manager $13,910 $18,501
Maintenance Superintendent $11,761 $15,641
Maintenance Supervisor $10,818 $14,389
Police Captain $15,501 $20,616
Police Lieutenant $13,955 $18,560
Principal Management Analyst/City Clerk $14,908 $16,811 Public Works Manager $13,672 $18,733
Senior Civil Engineer $11,837 $15,741
Senior Management Analyst/Deputy City Clerk $11,837 $15,741 Senior Management Analyst/Public Info Officer $11,837 $15,740 Senior Planner $10,721 $14,260
Senior Traffic Engineer $11,837 $15,741

MANAGEMENT GROUP SALARY RANGES
EFFECTIVE SEPTEMBER 1, 2025 – 3.5%
Adopted by Resolution No. _____-_____ on _______________ 28 9.3.c
Packet Pg. 95
Attachment: Exhibit 2 - Compensation Plan (MPP) - September 1, 2023 through August 30, 2026 (MPP Successor Compensation Plan)

CITY COUNCIL STAFF REPORT
Meeting Date: November 20, 2023
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-23 AUTHORIZING THE CITY

MANAGER TO EXECUTE A PROFESSIONAL SERVICES

AGREEMENT WITH PARK ENGINEERING TO PROVIDE ON-CALL

CONSTRUCTION INSPECTION SERVICES

SYNOPSIS
The City Council is requested to authorize the City Manager to execute a Professional Services Agreement with Park Engineering to perform construction inspection services related to general inquiries received by the Engineering Division, encroachment permits, utility projects and Capital Improvement Projects as identified in the FY 2022-2027 Capital Improvement Plan (CIP), due to the pending retirement in December of the current Construction Inspector.

DISCUSSION
Background
Staff is requesting the use of construction inspection support services from Park Engineering to supplement engineering staff inspections during the hiring process of the Construction Inspector for the Engineering Department. The recruitment of the Construction Inspector has already begun, but it is expected to take 2-3 months to conduct the interviews, background, and onboarding processes. Park Engineering will be responsible for general engineering inspections, encroachment permit inspections, utility projects, and Capital Improvement Project inspections, as identified in the FY 2022-2027 Capital Improvement Plan (CIP). As part of the inspection process, they will also work with governmental agencies, property owners, and the public.

The City Engineering Division issued a Request for Qualifications (RFQ) early in 2023 to solicit firms to provide construction inspection services. Six firms submitted a Statement of Qualifications, and two firms were selected, Pakpour Consulting Group and Park Engineering.

The City entered into an Agreement with Pakpour Consulting Group in April 2023 for inspection services for private development projects. This agreement with Park Engineering will provide inspection for all other projects in the City pending the hiring of a permanent Construction Inspector.

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Analysis
Park Engineering has performed inspection services for numerous public works agencies and has the personnel with the experience and expertise to successfully complete City inspections. Park Engineering has previously performed on-call and project-specific inspection services for the City, and has provided inspectors with experience managing roadway, bridge, building, water and sewer lines, flood control, landscape, utility, park, signal and lighting, and other public works construction projects for local, regional and state agencies.

FISCAL IMPACT
The proposed Professional Services Agreement with Park Engineering is a not-to-exceed amount of $75,000. General inspection services and encroachment permit inspections will be paid from the General Fund salary savings created by the vacant Construction Inspector position. Further, in an effort to minimize the impact on the General Fund, those inspections related to utility projects within the City, such as Contra Costa Water District (CCWD) and Central Contra Costa Sanitary District (CentralSan) projects, will be billed directly to the utility companies, whereas those inspections related to Capital Improvement Projects will be charged directly to the capital project budget.

RECOMMENDED CITY COUNCIL ACTION
Adopt the proposed resolution authorizing the City Manager to execute a professional services agreement with Park Engineering to provide on-call construction inspection services.

ALTERNATIVES TO RECOMMENDED ACTION
Do not adopt the proposed resolution and provide direction to staff.

ATTACHMENT(S):

Proposed Resolution
Exhibit 1 – Agreement with Scope of Services & Fee Schedule Prepared by: Ryan Cook, Senior Civil Engineer
Reviewed by: Ananthan Kanagasundaram, City Engineer
Approved by: Ethan Bindernagel, City Manager

9.4 Packet Pg. 97
RESOLUTION NO. -23

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PLEASANT HILL

AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES

AGREEMENT WITH PARK ENGINEERING TO PROVIDE ON-CALL

CONSTRUCTION INSPECTION SERVICES
WHEREAS, the City Council is requested to authorize the City Manager to execute a Professional Services Agreement with Park Engineering (“Consultant”) to perform construction inspection services related to general inquiries received by the Engineering Division, encroachment permits, utility projects and Capital Improvement Projects as identified in the FY 2022-2027 Capital Improvement Plan (CIP), due to the pending retirement in December of the current Construction Inspector; and
WHEREAS, staff is requesting the use of construction inspection support services from Park Engineering as outlined in Exhibit A to supplement engineering staff inspections during the hiring process of the Construction Inspector for the Engineering Department; and WHEREAS, Park Engineering has performed inspection services for numerous public works agencies and has the personnel with the experience and expertise to successfully complete City inspections. Park Engineering has previously performed on-call and project-specific inspection services for the City of Pleasant Hill, and has provided inspectors with experience managing roadway, bridge, building, water and sewer lines, flood control, landscape, utility, park, signal and lighting, and other public works construction projects for local, regional and state agencies; and
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Pleasant Hill that the City Manager is hereby authorized to execute a Professional Services Agreement with Park Engineering in an amount not to exceed $75,000. General inspection services and encroachment permit inspections will be paid from the General Fund salary savings created by the vacant Construction Inspector position. Inspections related to utility projects within the City will be billed directly to the utility companies, and inspections related to Capital Improvement Projects will be charged directly to the capital project budget.

ADOPTED by the City Council of the City of Pleasant Hill at a regular meeting held on the 20thday of November 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________________
TIMOTHY M. FLAHERTY, Mayor
ATTEST:

JUANITA DAVALOS, Acting City Clerk
Attachments:

Exhibit 1 - Agreement with Scope of Services & Fee Schedule

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Attachment: Proposed Resolution (Authorize a Professional Services Agreement with Park Engineering for Construction Inspections) 1 AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement is made and entered into as of the _____ day of _________________, 202__, by and between the City of Pleasant Hill ("City") and Park Engineering, Inc. ("Consultant").

RECITALS
A. Consultant is specially trained, experienced and competent to perform the special services which will be required by this Agreement; and
B. Consultant possesses the skill, experience, ability, background, certification, and knowledge to provide the services described in this Agreement on the terms and conditions described herein.

AGREEMENT
The Recitals listed above are hereby incorporated into and shall constitute a part of this Agreement.

1. Scope of Services. The Consultant shall furnish the following services in a professional manner:

Consultant shall perform the services described on Exhibit A which is attached hereto and incorporated herein by reference. Consultant shall provide said services at the time, place, and in the manner specified in Exhibit A, subject to the direction of the City through its staff that it may provide from time to time.

2. Time of Performance. The services of Consultant are to commence upon execution of this Agreement and shall continue until all authorized work is approved by the City.

3. Compensation. Compensation to be paid to Consultant shall be in accordance with the Schedule of Charges set forth in Exhibit A, which is attached hereto and incorporated herein by reference. In no event shall Consultant's compensation exceed $75,000 without additional authorization from the City. Payment by City under this Agreement shall not be deemed a waiver of defects, even if such defects were known to the City at the time of payment.

4. Method of Payment. Consultant shall submit monthly billings to City describing the work performed during the preceding month. Consultant's bills shall include a brief description of the services performed, the date the services were performed, the number of hours spent and by whom, and a description of any reimbursable expenditures. City shall pay Consultant no later than 30 days after approval of the monthly invoice by City staff. When payments made by City equal 90% of the maximum fee provided for in this Agreement, no further payments shall be made until the final work under this Agreement has been accepted by City.

5. Ownership of Documents. All plans, studies, documents and other writings prepared by and for Consultant, its officers, employees and agents and subcontractors in the course of EXHIBIT 1

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Attachment: Exhibit 1 - Agreement with Scope of Services & Fee Schedule (Authorize a Professional Services Agreement with Park 2 implementing this Agreement, except working notes and internal documents, shall become the property of the City upon payment to Consultant for such work, and the City shall have the sole right to use such materials in its discretion without further compensation to Consultant or to any other party. Consultant shall, at Consultant's expense, provide such reports, plans, studies, documents and other writings to City upon written request. 6 Independent Contractor. It is understood that Consultant, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and shall not act as an agent or employee of the City. Consultant shall obtain no rights to retirement benefits or other benefits which accrue to City's employees, and Consultant hereby expressly waives any claim it may have to any such rights.

7. Interest of Consultant. Consultant (including principals, associates and professional employees) covenants and represents that it does not now have any investment or interest in real property and shall not acquire any interest, direct or indirect, in the area covered by this Agreement or any other source of income, interest in real property or investment which would be affected in any manner or degree by the performance of Consultant's services hereunder. Consultant further covenants and represents that in the performance of its duties hereunder no person having any such interest shall perform any services under this Agreement.

Consultant is not a designated employee within the meaning of the Political Reform Act because Consultant will not:
a. make a governmental decision whether to:

1. approve a rate, rule, or regulation;

2. adopt or enforce a law;

3. issue, deny, suspend, or revoke any permit, license, application, certificate, approval, order, or similar authorization or entitlement;

4. authorize the City to enter into, modify, or renew a contract provided it is the type of contract that requires agency approval;

5. grant City approval to a contract that requires agency approval and to which the City is a party, or to the specifications for such a contract;

6. grant City approval to a plan, design, report, study, or similar item;

7. adopt, or grant City approval of, policies, standards, or guidelines for the agency, or for any subdivision thereof; or
b. serve in a staff capacity with the City and in that capacity participate in making a governmental decision as defined in 2 California Code of Regulations (“C.C.R”) § 18704(a) and (b) or perform the same or substantially all the same duties for the City that EXHIBIT 1

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Packet Pg. 100 Attachment: Exhibit 1 - Agreement with Scope of Services & Fee Schedule (Authorize a Professional Services Agreement with Park 3 would otherwise be performed by an individual holding a position specified in the City’s Conflict of Interest Code under 2 C.C.R. § 87302. (2 C.C.R. § 18700.3.)

8. Professional Ability of Consultant. City has relied upon the professional training and ability of Consultant to perform the services hereunder as a material inducement to enter into this Agreement. Consultant shall therefore provide properly skilled professional and technical personnel to perform all services under this Agreement. All work performed by Consultant under this Agreement shall be in accordance with applicable legal requirements and shall meet the standard of quality ordinarily to be expected of competent professionals in Consultant's field of expertise.

9. Indemnity. Consultant agrees to defend, indemnify and hold harmless the City, its officers, agents, employees and volunteers from and against any and all claims, demands, actions, losses, damages, injuries, and liability, direct or indirect (including any and all related costs and expenses in connection therein), arising out of the performance of this Agreement, except for any such claim arising out of the sole negligence or willful misconduct of the City, its officers, agents, employees or volunteers.

10. Insurance Requirements.
a. Consultant, at Consultant's own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies. To the extent that any portion of the following requirements are satisfied through excess or umbrella coverage, such coverage shall be maintained on the same terms as are required for the primary policies under this Agreement.
i. Workers' Compensation Coverage. Consultant shall maintain Workers' Compensation Insurance and Employer's Liability Insurance for his/her employees in accordance with the laws of the State of California. In addition, Consultant shall require each subcontractor to similarly maintain Workers' Compensation Insurance and Employer's Liability Insurance in accordance with the laws of the State of California for all of the subcontractor's employees. Any notice of cancellation or non-renewal of all Workers' Compensation policies must be received by the City at least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against City, its officers, agents, employees and volunteers for losses arising from work performed by Consultant for City. ii. General Liability Coverage. Consultant shall maintain commercial general liability insurance in an amount not less than two million dollars ($2,000,000) per occurrence for bodily injury, personal injury and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit.

EXHIBIT 1

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Packet Pg. 101 Attachment: Exhibit 1 - Agreement with Scope of Services & Fee Schedule (Authorize a Professional Services Agreement with Park 4 iii. Automobile Liability Coverage. Consultant shall maintain automobile liability insurance covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with the work to be performed under this Agreement, including coverage for owned, hired and non-owned vehicles, in an amount of not less than two million dollars ($2,000,000) combined single limit for each occurrence.
iv. Professional Liability Coverage. Consultant shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors or omissions which may arise from Consultant's operations under this Agreement, whether such operations be by the Consultant or by its employees, subcontractors, or subconsultants. The amount of this insurance shall not be less than two million dollars ($2,000,000) on a claims-made annual aggregate basis, or a combined single-limit per occurrence basis. b. Policy Endorsements. Each general liability and automobile liability insurance policy shall be with insurers possessing a Best's rating of no less than A:VII and shall be endorsed with the following specific language:
i. The City of Pleasant Hill, its elected or appointed officers, officials, employees, agents and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the Consultant, including materials, parts or equipment furnished in connection with such work or operations.
ii. This policy shall be considered primary insurance as respects the City, its elected or appointed officers, officials, employees, agents and volunteers. Any insurance maintained by the City, including any self-insured retention the City may have, shall be considered excess insurance only and shall not contribute with it.

If Consultant maintains higher insurance limits than the minimums specified herein, City shall be entitled to coverage for the higher limits maintained by the Consultant.
iii. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring Consultant.
iv. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its elected or appointed officers, officials, employees, agents or volunteers.
v. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits except after thirty (30) days written notice has been received by the City.

EXHIBIT 1

9.4.b
Packet Pg. 102 Attachment: Exhibit 1 - Agreement with Scope of Services & Fee Schedule (Authorize a Professional Services Agreement with Park 5 c. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the City's option, Consultant shall demonstrate financial capability for payment of such deductibles or self-insured retentions.
d. Certificates of Insurance and Endorsements. Consultant shall provide certificates of insurance with original endorsements to City as evidence of the insurance coverage required herein. Certificates of such insurance shall be filed with the City on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with the City at all times during the term of this Agreement. e. Wasting Policies. No policy required herein shall include a “wasting” policy limit (i.e. limit that is eroded by the cost of defense).
f. Waiver of Subrogation. Consultant hereby agrees to waive subrogation which any insurer or contractor may require from Consultant by virtue of the payment of any loss. Consultant agrees to obtain any endorsements that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

11. Compliance with Laws. Consultant shall use the standard of care in its profession to comply with all applicable federal, state and local laws, codes, ordinances and regulations.

12. Licenses. Consultant represents and warrants to City that it has all licenses, permits, qualifications, insurance and approvals of whatsoever nature which are legally required of Consultant to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits, insurance and approvals which are legally required of Consultant to practice its profession. Consultant shall maintain a City of Pleasant Hill business license.

13. Controlling Law Venue. This Agreement and all matters relating to it shall be governed by the laws of the State of California and any action brought relating to this Agreement shall be held exclusively in a state court in the County of Contra Costa, Martinez, California.

14. Written Notification. Any notice, demand, request, consent, approval or communication that either party desires or is required to give to the other party shall be in writing and either served personally or sent prepaid, first class mail. Any such notice, demand, etc. shall be addressed to the other party at the address set forth herein below. Either party may change its address by notifying the other party of the change of address. Notice shall be deemed communicated within 48 hours from the time of mailing if mailed as provided in this section.

If to City: City of Pleasant Hill
100 Gregory Lane
Pleasant Hill, CA 94523-3323
EXHIBIT 1

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Packet Pg. 103 Attachment: Exhibit 1 - Agreement with Scope of Services & Fee Schedule (Authorize a Professional Services Agreement with Park 6 If to Consultant: Park Engineering, Inc.
372 Village Square
Orinda, CA 94563

15. Consultant's Books and Records.
a. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, or expenditures and disbursements charged to City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant to this Agreement.
b. Consultant shall maintain all documents and records which demonstrate performance under this Agreement for a minimum period of three (3) years, or for any longer period required by law, from the date of termination or completion of this Agreement.
c. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit, at any time during regular business hours, upon written request by the City Manager, City Attorney, City Auditor or a designated representative of these officers. Copies of such documents shall be provided to the City for inspection at City Hall when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be available at Consultant's address indicated for receipt of notices in this Agreement.
d. Where City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment or termination of Consultant's business, City may, by written request by any of the above named officers, require that custody of the records be given to the City and that the records and documents be maintained in City Hall. Access to such records and documents shall be granted to any party authorized by Consultant, Consultant's representatives, or Consultant's successor-in-interest.

16. Entire Agreement. This Agreement constitutes the complete and exclusive statement of Agreement between the City and Consultant. All prior written and oral communications, including correspondence, drafts, memoranda, and representations, are superseded in total by this Agreement.

17. Amendments. This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney.

18. Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder.

19. Litigation Expenses and Attorneys' Fees. If either party to this Agreement commences any legal action against the other party arising out of this Agreement, the prevailing party shall EXHIBIT 1

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Packet Pg. 104 Attachment: Exhibit 1 - Agreement with Scope of Services & Fee Schedule (Authorize a Professional Services Agreement with Park 7 be entitled to recover its reasonable litigation expenses, including court costs, expert witness fees, discovery expenses, and attorneys' fees.

20. Execution. This Agreement may be executed in several counterparts, each of which shall constitute one and the same instrument and shall become binding upon the parties when at least one copy hereof shall have been signed by both parties hereto. In approving this Agreement, it shall not be necessary to produce or account for more than one such counterpart.

21. Assignment and Subcontracting. The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Consultant. Assignments of any or all rights, duties or obligations of the Consultant under this Agreement shall be permitted only with the express consent of the City. Consultant shall not subcontract any portion of the work to be performed under this Agreement without the written authorization of the City. If City consents to such subcontract, Consultant shall be fully responsible to City for all acts or omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between City and subcontractor nor shall it create any obligation on the part of the City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise is required by law.

22. Termination. This Agreement may be terminated immediately for cause or by either party without cause upon fifteen days' written notice of termination. Upon termination, Consultant shall be entitled to compensation for services performed up to the effective date of termination.

IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date first written above.

CITY OF PLEASANT HILL: CONSULTANT:
__________________________ By:

Ethan Bindernagel, City Manager
Title: President/CEO
Business License # 0000040508
APPROVED AS TO FORM: ATTEST:
__________________________ __________________________
Janet E. Coleson, City Attorney Juanita Davalos, City Clerk Attachments: Exhibit A – Scope of Services and Fee Schedule EXHIBIT 1

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Packet Pg. 105 Attachment: Exhibit 1 - Agreement with Scope of Services & Fee Schedule (Authorize a Professional Services Agreement with Park

EXHIBIT A

SCOPE OF SERVICES
FOR

ON-CALL CONSTRUCTION INSPECTION SERVICES
In general, all services performed under this agreement shall conform with all applicable Federal and State standards, regulations, policies, and procedures.

The scope of consultant services may include, but not be limited to, the following tasks:
1) General Construction Inspection including:
a) Check traffic control for compliance with CITY-approved traffic control plan and CAMUTCD standards.
b) Oversee contractor’s adherence to plans and specifications. c) Follow CITY’s Technical Guidelines (Attachment A) for inspecting grading, trenches, sidewalk, curb and gutter, structures, road section and paving, traffic signals, and miscellaneous construction elements.
d) Complete daily reports.
e) Coordinate inspection work with CITY Engineering staff. 2) Furnish vehicle and equipment for the inspector(s).
a) Necessary equipment includes, but may not be limited to:
i) Tablet device or laptop for reviewing and marking PDF versions of the approved project plans and other project documentation.
ii) All required PPE that is necessary for active construction sites. 3) Provide a fee schedule to perform the services mentioned above as requested. a) All expenses will be included in the proposed hourly rate, considering the minimum charge of four (4) hours per day.
b) The proposed hourly rate shall include all labor, overhead, reporting (preparation and delivery of daily/monthly reports,) travel, equipment, insurance, and all other incidental charges. (i.e., there should be no separate hourly rate or mileage charged for inspectors’ travel time to and from the job site or overhead administrative time for processing timecards, invoices, etc.)
EXHIBIT 1

9.4.b
Packet Pg. 106 Attachment: Exhibit 1 - Agreement with Scope of Services & Fee Schedule (Authorize a Professional Services Agreement with Park J. FEE SCHEDULE
City of Pleasant Hill
Construction Inspection Services
1 HOURLY RATE SCHEDULE
PARK ENGINEERING – CONSTRUCTION INSPECTION and CONSTRUCTION MANAGEMENT Item
No.

Description Units Weekdays
(8 hours max)
Weekdays
(> 8 hours/day or >40
hours/week)
1 Senior Construction
Inspector Rate / Hour $163.59 $245.39
NOTES:

1. OVERTIME AND DOUBLE TIME
Overtime Pay (1.5X) effective after 8 hours in a day or 40 hours in a week. Double Time Pay (2.0X) effective after 12 hours in a day or after 8 hours on the 7th day.

2. PREMIUM OVERTIME AND DOUBLE TIME
Premium Overtime Pay (1.5X) and Double Time Pay (2.0X) applies only to non-exempt employees (Senior Construction Inspector, Construction Inspector, Office Engineer).

3. REIMBURSEMENTS
Any special requests from the City, such as reproduction or specialty sub-consultants, will be billed directly with supporting invoices with no additional mark ups.

EXHIBIT A EXHIBIT 1

9.4.b
Packet Pg. 107 Attachment: Exhibit 1 - Agreement with Scope of Services & Fee Schedule (Authorize a Professional Services Agreement with Park

CITY COUNCIL STAFF REPORT
Meeting Date: November 20, 2023
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-23 AUTHORIZING THE CITY

MANAGER TO EXECUTE A FIRST AMENDMENT TO THE DESIGN

PROFESSIONAL SERVICES AGREEMENT WITH BELLECCI &
ASSOCIATES, INC. FOR ENGINEERING DESIGN OF THE CONTRA

COSTA BOULEVARD IMPROVEMENT PROJECT (VIKING DRIVE TO
HARRIET DRIVE); AND ADOPT RESOLUTION NO. ___-23

AUTHORIZING THE PURCHASE OF DECORATIVE STREET LIGHTS

AND TRAFFIC SIGNAL EQUIPMENT

SYNOPSIS
This item requests two actions from the City Council: first, authorization for the City Manager to execute a first amendment to the Design Professional Services Agreement (Agreement) with Bellecci & Associates, Inc. (Consultant) to perform additional engineering design services for the Contra Costa Boulevard Improvement Project from Viking Drive to Harriet Drive (Project); second,authorization to purchase decorative street lights and traffic signal equipment. The Project will provide for “complete streets” enhancements to improve access and safety for pedestrians, bicyclists, transit riders, and vehicles along the Project corridor.

DISCUSSION
Background
Contra Costa Boulevard Corridor Enhancement. The Project is the fifth and final phase of the overall Contra Costa Boulevard Corridor enhancement. Construction began in 2009 between Golf Club Road and Second Avenue. The most recent segment, between Beth Drive and Harriet Drive, was completed in 2016.

Contra Costa Boulevard (CCB) is the largest regional arterial in the City of Pleasant Hill, with an average daily traffic volume of over 30,000 vehicles. The corridor spans numerous commercial and business centers in the City, and provides vital access to educational facilities such as Diablo Valley College. The current roadway configuration was designed in the 1940s and 1960s and is in need of redesign and improvement. To date, the enhancements have improved overall traffic circulation, and improved pedestrian and bicycle access and safety.

10.1 Packet Pg. 108
The Project will construct "complete streets" enhancements along CCB, between Viking Drive and Harriet Drive. Project improvements will follow previously adopted landscaping, street lighting, and bike/pedestrian design templates. Key project components include intersection geometry modifications at the CCB/Taylor Boulevard intersection, a new traffic signal at CCB/Alan Drive, new concrete sidewalks, new landscaping along median and sidewalk areas, new bike lanes, pavement rehabilitation, and new LED street lighting.

Consultant Agreement. On June 21, 2021, the City Council authorized the City Manager to execute a Design Professional Services Agreement in the amount of $524,884 (including contingencies) with Bellecci & Associates, Inc. for engineering design services. The scope of work included a traffic analysis to determine the safest and most effective use of the right-ofway, along with identification of existing deficiencies, and potential design enhancements. Such enhancements, if feasible, would include modifications to traffic signals and intersection geometry, buffered sidewalks, replacement of ADA curb ramps, traffic striping modifications, bicycle lanes, traffic calming, pavement rehabilitation, median re-configuration, bio-swales or other green infrastructure improvements, LED street lighting, and drought-tolerant landscape.

First Public Bid. The Notice Inviting Bids was sent to the construction exchanges on April 27, 2023, and the Project was advertised in the East Bay Times newspaper on April 27, 2023. Three bids were received and publicly read on Tuesday, June 6, 2023, at 2:00 p.m. at the Engineering Division Counter at City Hall. On June 26, 2023, City Council approved Resolution No. 49-23 rejecting all bids for the Project as the lowest responsive bidder’s proposal was 24 percent greater than the construction budget approved by City Council. The Council directed staff to modify the bid documents and re-bid the Project. Potential cost saving measures were discussed, including the following:
• Modify work hours and lane closure restrictions.
• Eliminate sidewalk, pedestrian lighting, landscape, and irrigation improvements on the west side of Contra Costa Boulevard between Viking Drive and Alan Drive, and between Taylor Boulevard and Harriet Drive, and add these items to a future City project.
• Reduce median landscape and irrigation.
• Remove micro-surfacing and base failure repairs from this project and add this work to a future street resurfacing project.
• Bid during the winter months to receive favorable bid results.

Funding. The Project is identified in the FY 2022/2027 Capital Improvement Plan (CIP) (Project G-26). It is funded through a combination of Measure J grants, Road Repair and Accountability Act of 2017 (SB1), Uniform Lighting Fund (ULF), Traffic Mitigation, Measure K, and a contribution from the City of Concord. The highly competitive Measure J grants awarded by the Contra Costa Transportation Authority (CCTA) total $4,792,000. Engineering design was previously identified in the FY 2020-2025 CIP, and included funding from Gas Tax, Measure J, and ULF.

10.1 Packet Pg. 109
Analysis
Consultant Contract Amendment. Bellecci & Associates, Inc., and their sub-consultants, will perform additional tasks that are needed to revise the project plans and specifications to reduce construction costs. The major items of work include:
• Remove pedestrian lighting.
• Remove base failure repairs, mill and fill paving, micro-surfacing, and associated utility adjustments.
• Reduce the amount of asphalt conform.
• Decrease the irrigation system and landscape palette. • Reduce the amount of concrete sidewalk, curb and gutter construction. • Revise the drainage system.
• Pothole at traffic signal pole locations to verify the size and placement of traffic signal poles.

Staff has reviewed Bellecci & Associates’ Proposal for Civil Engineering Services (Exhibit A) for $148,631.61. The work includes $86,762.53 for Basic Services, Potholing Investigations in the amount of $34,033.12, and Extended Construction Support Services in the amount of $27,835.96. Staff believes that Bellecci & Associates’ proposal is reasonable and will satisfy the City’s needs.

Decorative Street Lights and Traffic Signal Equipment Purchase. City staff has negotiated with suppliers of decorative street lights and traffic signal equipment to purchase these items directly instead of through the Project’s construction contract. This eliminates the sub-contractor’s 15 percent cost markup on materials and the general contractor’s five percent cost markup for subcontractor work. These items have long-lead times – up to nine months – and purchasing them now may result in additional construction cost savings.

Platt Electric Supply submitted the lowest cost proposal for decorative street lights (including pole, light fixture, and banner arms) in the amount of $219,443.88 (Exhibit 2). JAM Services, Inc. submitted the lowest cost proposal for traffic signal equipment (poles, posts, and service cabinet) in the amount of $235,734.19. (Exhibit 3).

Contra Costa County oversees and manages traffic signal maintenance for the City of Pleasant Hill. The County completes monthly maintenance and conducts repairs on city traffic signals.

The County will be purchasing controller cabinets and software for this project.

FISCAL IMPACT
Consultant Contract Amendment. The cost of Bellecci & Associates’ change order proposal is $148,631.61. It would be reasonable to include a contingency of 10 percent or $14,863.16, which yields a total change order cost of $163,494.77. The proposal is complete and acceptable considering the scope of the project. The design services budget includes the original consultant contract of $524,884 plus the proposed first amendment amount of $163,494.77 for a total of

10.1 Packet Pg. 110
$688,378.77.

Equipment Purchase. Platt Electric Supply’s quote of $219,443.88 is good for 30 days. It would be reasonable to include a contingency of five percent, or $10,972.19, for miscellaneous items for a not-to-exceed total of $230,416.07.

JAM Services, Inc.’s quote of $235,734.19 is good for 60 days; however, the potholing must first be completed prior to ordering the traffic signal equipment. Due to cost escalation, it would be reasonable to include a contingency of 15 percent, or $35,360.13, for a total not to exceed $271,094.32.

Contra Costa County has agreed to supply two controller cabinets and software to the City and invoice the City separately under the Traffic Signal Maintenance agreement. The Project will reimburse the Traffic Signal Maintenance account. The estimated cost for both controller cabinets and software is $30,000.

Adequate resources exist in the Project budget to support these expenditures. The costs of additional engineering support and City-furnished materials will be offset by decreased construction costs. With the changes in Project scope of work, the Engineer’s Estimate (EE) ranges from $6,580,708 to $7,238,800.

Project Expense
Current Budget Revised Budget
Design (Bellecci) $524,884 $688,378.77
Engineering Staff $60,000 $60,000
Project Administration $7,000 $7,000
City-Furnished Materials $0 $501,510.39
County-Furnished Equipment $0 $30,000
Construction $7,705,116 $7,010,110.84
Construction Inspection and
Testing
$200,000 $200,000
Total $8,497,000.00 $8,497,000.00

RECOMMENDED CITY COUNCIL ACTION
There are two resolutions for City Council’s consideration. Staff recommends the following:
 Adopt a resolution authorizing the City Manager to execute a First Amendment to the Design Professional Services Agreement with Bellecci & Associates, Inc. for engineering

10.1 Packet Pg. 111
design of the Contra Costa Boulevard Improvement Project (Viking Drive to Harriet Drive);
 Adopt a resolution authorizing the purchase of decorative street lights from Platt Electric Supply, traffic signal equipment from JAM Services, and the traffic signal equipment from Contra Costa County.

ALTERNATIVES TO RECOMMENDED ACTION
Adopt one or neither of the resolutions, and provide direction to staff accordingly regarding the project scope of work and/or project funding.

ATTACHMENT(S):

Proposed Resolution (Agreement)
Exhibit 1 – First Amendment to Agreement
Exhibit A – Bellecci & Associates’ Proposal for Civil Engineering Services Proposed Resolution (Equipment)
Exhibit 1 – Decorative Street Lights Cost Proposal
Exhibit 2 – Traffic Signal Equipment Cost Proposal
Prepared by: Deirdre Castillo, Senior Civil Engineer
Reviewed by: Ananthan Kanagasundaram, City Engineer
Approved by: Ethan Bindernagel, City Manager

10.1 Packet Pg. 112
RESOLUTION NO. ___-23

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PLEASANT HILL

AUTHORIZING THE CITY MANAGER TO EXECUTE A FIRST AMENDMENT TO THE

DESIGN PROFESSIONAL SERVICES AGREEMENT WITH BELLECCI & ASSOCIATES, INC. FOR ENGINEERING DESIGN OF THE CONTRA COSTA BOULEVARD

IMPROVEMENT PROJECT (VIKING DRIVE TO HARRIET DRIVE)
WHEREAS, the City as adopted the FY 2022/2027 Capital Improvement Plan (CIP) which includes the Contra Costa Boulevard Improvement Project from Viking Drive to Harriet Drive (Project) (CIP G-26); and
WHEREAS, the Project will construct “complete streets” enhancements along Contra Costa Boulevard between Viking Drive and Harriet Drive; and WHEREAS, the City and Bellecci & Associates, Inc. (Consultant) entered into an Agreement for Design Professional Services (Agreement) for engineering design of the Project on July 19, 2021; and
WHEREAS, the Consultant has submitted a cost proposal to perform additional engineering services to revise the Project plans and specifications and reduce construction costs; and WHEREAS, the engineering services are needed by the City and are in addition to the original Agreement scope; and
WHEREAS, adequate funds are available in the Project fund to support this expenditure.

NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of Pleasant Hill as follows:

1. Authorizes the City Manager to execute the First Amendment to the Design Professional Services Agreement (Exhibit 1) with Bellecci & Associates, Inc., in an amount not to exceed $148,631.61.

2. Authorizes an additional 10 percent in contingency funds, or $14,863.16, for a total not-toexceed change order cost of $163,494.77 at the unit prices set forth in Bellecci & Associates, Inc.,’s proposal for a total not-to-exceed cost of $688,378.77. [Signatures on Following Page]

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Packet Pg. 113 Attachment: Proposed Resolution - Agreement (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project) ADOPTED by the City Council of the City of Pleasant Hill at a regular meeting held on the 20th day of November, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________________
TIMOTHY M. FLAHERTY, Mayor
ATTEST:

JUANITA DAVALOS, Acting City Clerk

10.1.a
Packet Pg. 114 Attachment: Proposed Resolution - Agreement (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project)

FIRST AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF PLEASANT HILL AND BELLECCI & ASSOCIATES, INC.

This First Amendment to the Agreement for Professional Services between the City of Pleasant Hill and Bellecci & Associates, Inc. is made on 2023 by and between the City of Pleasant Hill ("City") and Bellecci & Associates, Inc .. ("Consultant").

1. Section 1, Scope of Services, is hereby amended in its entirety to read as follows:

Consultant shall perform the additional services described on Exhibit A, which is attached hereto and incorporated herein by reference. Consultant shall provide said services at the time, place, and in the manner specified in Exhibit A, subject to the direction of the City through its staff that it may provide from time to time.

2. Section 2, Time of Performance, is hereby amended in its entirety to read as follows:

The services of Consultant are to commence upon execution of this Agreement and shall continue until all authorized work is approved by the City. All such work shall be completed no later than December 31, 2024.

3. Section 3, Compensation, is hereby amended in its entirety to read as follows: Additional funds are authorized in the amount of $148,631.61 for the additional services in accordance with the cost proposal set forth in Exhibit A, which is incorporated herein by reference.

4. All other provisions of the Agreement shall remain in effect.

IN WITNESS WHEREOF, the parties have caused this First Amendment to the Agreement for Professional Services to be executed on the date first written above.

CONSULTANT: Dell eCL..c [)
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CITY OF PLEASANT HILL:

By (signature): -+--""�� ...... '"""------�
Ethan Bindemagel, City Manager Name/Title:

Business License#: _____ _
APPROVED AS TO FORM: ATTEST:

Janet E. Coleson, City Attorney City Clerk
1 10.1.b
Packet Pg. 115 Attachment: Exhibit 1 - First Amendment to Agreement (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project) Concord Office: Pleasanton Office:
2290 Diamond Blvd., Suite 100 925 • 685 • 4569 7077 Koll Center Pkwy., Suite 210 Concord, CA 94520 bellecci.com Pleasanton, CA 94566
Proposal for Civil Engineering Services
Project Name: Contra Costa Blvd Corridor Improvements from Harriet Dr to Viking Drive Date: 10/26/2023
Client: City of Pleasant Hill
Contract: 530020002
Project 210032
To: Deirdre Castillo, PE
Project Manager,
City of Pleasant Hill
Consultant. Bellecci & Associates, Inc., and their sub-consultants, will perform additional tasks that are needed to revise the project plans and specifications to reduce construction costs. The additional scope of services can be divided into five main tasks, as follows:

Item 1: Engineering Design Revisions
• Revise photometric analysis to reflect removal of pedestrian lighting. • Recalculate electrical requirements and revise design of service cabinet to reflect removal of pedestrian lighting. • Review street grades at new concrete curbs in order to reduce the amount of asphalt conform. • Recalculate irrigation system requirements.
• The cost for Engineering Design Revisions is included in the cost of Basic Services (see Exhibit A) for $86,762.53.

Item 2: Modify Project Plans and Specifications
• Remove all pedestrian lighting and associated conduits, conductors, and junction boxes. • Revise photometric sheets.
• Revise project bid form and specifications to reflect the inclusion of “City-furnished” and Contractor-furnished” traffic signal equipment and median street lights.
• Remove base failure repairs, mill and fill paving, micro-surfacing, and associated utility adjustments. • Decrease the amount of asphalt conform and associated utility adjustments. • Remove concrete bulb-out and associated drainage structures at the southeast corner of Contra Costa Blvd. and Sun Valley Blvd. Add “quick-build” materials such as striping and channelizers or rubber curb instead of concrete to define the build-out.
• Delete storm drainpipe and associated drainage structures crossing Taylor Blvd. between flow-through planters. • On the west side of Contra Costa Blvd. between Viking Dr. and Taylor Blvd., remove sidewalk, curb, and gutter improvements, and associated utility adjustments. Replacement of ADA-deficient driveways, curb ramps, and sidewalk trip hazards, and associated utility adjustments, will remain in the scope of work. • Reduce irrigation system and landscape by 35%. Change tree size from 36” box to 24” box. Reduce landscape and irrigation maintenance period.
• Change cobblestone paving to pavers.
• Change Storm Water Pollution Prevention Plan (SWPPP) development, monitoring, and inspection, from “Contractor-provided” to “City-provided.”
• The cost for Modify Project Plans and Specifications is included in the cost of Basic Services for $86,762.53.

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Packet Pg. 116 Attachment: Exhibit A - Proposal with Scope of Services (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project) Contract Additional Service

Page 2 of 2 ends

Item 3: Additional Utility Coordination
• Update PG&E application to reflect removal of pedestrian lighting. • Provide updated Utility Plans to affected companies. Revise requests for utility adjustments. • The cost for Additional Utility Coordination is included in the cost of Basic Services for $86,762.53.

Item 4: Pothole for Traffic Signal Poles
• Potholing is needed to verify the size and placement of traffic signal poles. • The cost for these services is estimated to be $34,033.12.

Item 5: Extended Construction Support Services (Optional) • Design support during construction may be needed if, for example, unforeseen conditions necessitate a redesign. The original agreement with the Consultant included these services, but additional work associated with the project modifications, meetings with the CCTA, and completion of an arborist report have expended that budget. • The cost for these optional services is estimated to be $27,835.96.

Please feel free email me at [email protected] or call me with any questions or comments at 925.685.4569 Sincerely,
Anoop Reddy Admal, PE QSD
PE License #C76008

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Packet Pg. 117 Attachment: Exhibit A - Proposal with Scope of Services (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project) Exhibit B

COST PROPOSAL
Mark Ups ODCs Total
Project
Manager Principal Sr. Civil Engineer
Prof.

Enigneer I
Design
Engineer
Assoc.

Engineer Traffic Enigneer Landscape Architect
Irrigation
Consultant
Potholing/Wo
odreeve
Consulting
AA DL ET Fehr & Peers RHAA RMA Exaro
$232.13 $253.98 $232.13 $141.79 $102.41 $99.68 LS Fee LS Fee LS Fee LS Fee 1 1.1 Revsied Bid PS&E 24 4 16 40 32 116 $16,141.84 $10,485 $5,905 $2,573 $1,896.25 $37,000.59

1.2 PG&E Application 4 $3,980 $398.00 $4,378.00
2 2.1 Bid Support 12 24 36 $5,243.40 $2,000 $800 $280 $8,323.40 3 3.1 Project management 12 12 $2,785.56 $0 $2,785.56

3.2 Attend Pre-Construction meeting 2 2 $464.26 $0 $464.26

3.3 Two (2) Site visits 2 2 4 $669.08 $0 $30 $699.08

3.4 Four (4) MS teams conference calls (Assume 0.50 hrs each) 2 0.5 2 4.5 $796.07 $0 $796.07 4 RFI Review

4.1 Review and Respond to Minor RFI's 8 0.5 48 40 97 $10,886.91 $3,300 $2,500 $580 $17,266.91

4.2 Review and Respond to RFI's with Plan Revisions 8 1 40 32 81 $9,397.18 $0 $9,397.18 5 Submittal Reviews

5.1 Review Submittals 8 32 40 80 $9,121.36 $9,750 $4,500 $1,425 $24,796.36

5.2 Review Re-submittals 4 12 8 24 $2,954.88 $0 $2,954.88 6 6.1 Punch walk + Review final redlined mark ups and prepare asbuilts 8 24 32 $4,314.88 $0 $30 $4,344.88 7 $0

7.1 Punch walk + Review final redlined mark ups and prepare asbuilts 4 8 8 $2,545.24 $1,109 $1,000 $211 $30 $4,895.14

7.2 Final Irrigation and Planting System Checkout $0.00 $3,950 $395 $30 $4,375.00 8 $0 $0.00
9 8.1 Review Staking Calculations (Assume 3 CAD submittals) 8 36 24 68 $7,936.12 $7,936.12

66.0 2.0 0 0 204 152 404 $73,256.78 $30,624.0 $14,705.0 $6,522.5 $0.0 $5,185.15 $120.0 $130,413.43 $43,650.9
$86,762.53
10 32 4 40 60 76 212 $27,835.96 $0 $27,835.96
11 12 12 $1,228.92 $29,822 $2,982 $34,033.12
a Distribution of Hours may vary during the performance of the work Extended Construction Support Services
Potholing Investigations
Optional Services
Task
# Task Description
City of Pleasant Hill 20-Oct-23
Proposal for: Bid Documents and Construction Support Services for Contra Costa Blvd Improvements Tasks Labor
Total
Hours
Total Labor
Costs
10% Sub
Mark Up
Other Direct
Costs
project Closeout
Amount Remaining In Contract
Amount Requested
Staking Review
Total Fee
Construction Support
Record Drawings
Basic Service Subtotal
PS&E - Bid Docs
Bid Suport
Arborist Report
1/1

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Packet Pg. 118 Attachment: Exhibit A - Proposal with Scope of Services (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project) ~ Delivering Excellence with a Sense of Urgency ~ ™
Utility Locating by Electronic Detection, GPR & Vacuum Excavation, Concrete Rebar Scanning, Cathodic Protection PUC Regional LBE #HRC120915006 SBE #42413 MBE #5LN00013 License CA 860376 Class A, C10, C31, Haz Union DIR Registration #1000005280

September 11, 2023
Anoop Reddy Admal [Tel] 925-685-4569
Bellecci
2290 Diamond Boulevard, Suite 100
Concord, CA 94520
RE: R1 - EXARO is pleased to provide this proposal for Vacuum Excavation (potholing) on the Contra Costa Blvd/Taylor Blvd. Intersection Traffic Signal Project in the City of Pleasant Hill, CA.

Scope**

1. Mark out boundaries, notify USA and coordinate with utilities

2. Prepare Traffic Control Drawings 'Standard' (none engineer stamped)

3. Obtain Permits (excludes permit fees and bonds) unless otherwise notified

4. Implement Traffic Control – lane closure & shoulder work

5. Vacuum excavate 20 potholes (standard 1’x1’) to confirm underground utilities per furnished drawings

6. Backfill with class II in pavement and native material in dirt

7. Repair asphalt with hot mix asphalt paving (6” T-cut)

8. Repair concrete sidewalk with ready-mix concrete plug (in pothole size only)

9. Provide vertical and horizontal location of utilities referenced to existing infrastructure Proposal Fee **Fee is binding to assumptions regardless of omission on contract (Bonds, Permits, Deposits billed at cost +15%) $ 29,822
 Add $14,234 if potholes are clear 8’ deep
Assumptions

1. General Conditions pg. 2 apply unless noted otherwise on this page

2. RETENTION – RETENTION shall not exceed 12 months. Any invoice retention exceeding 12 months will be revised for 3.5% inflation

3. Demolition - Concrete curb, gutters or sidewalk ramps will not be demolished for pothole

4. Depth - Potholes will be cleared up to 5’

5. Restoration - City will allow ready-mix concrete plug in pothole size, should City inspector require another method, additional fees will apply
Schedule - Project is estimated to take 5 working days. This proposal is valid for 90 days.

Payment - Terms for payment are 5 days net or per noted on Contract Terms.

Thank you for the opportunity to provide this proposal Ms. Reddy Admal. Please call me if you have any questions.

Kindest Regards,
Arthur Servin Signature
Arthur Servin Print Name
Estimator Title
EXARO Technologies Corporation Bellecci
www.exarotec.com Date

EXARO TECHNOLOGIES CORPORATION
1831, Bayshore HWY, Burlingame.CA. 94010
Tel: (650)-777-4324
General Engineering Contractor

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Packet Pg. 119 Attachment: Exhibit A - Proposal with Scope of Services (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project) ~ Delivering Excellence with a Sense of Urgency ~ ™
Utility Locating by Electronic Detection, GPR & Vacuum Excavation, Concrete Rebar Scanning, Cathodic Protection PUC Regional LBE #HRC120915006 SBE #42413 MBE #5LN00013 License CA 860376 Class A, C10, C31, Haz Union DIR Registration #1000005280 Attachment G – General Conditions apply unless specified otherwise

1.0 Client is to provide: (client refers to authorizing signature and agency and or owner it represents)

1.1 All necessary permits required to complete this project at no cost to EXARO unless specified otherwise

1.2 Any special conditions and or work restrictions on project and or project area

1.3 Cancellations less than 24 hours prior to scheduled start of work will be billed at $800.00

1.4 Coordinate access to restricted areas when necessary

1.5 Escalation – All costs are firm until end of June 2024. Any work done beyond the said date is subject to cost escalation.

1.6 Name and address where to submit invoicing

1.7 Payment 60 days net or within 10 days of receipt of payment.

1.8 Preliminary Lien information including owner name and address

1.9 Retention – Any retention shall not exceed 90 days after EXARO’s portion of work is complete and invoiced.

Retention exceeding 90 days from last invoice will be re-invoiced at retention plus 10%.

1.10 Hazardous Substances/soils - all known hazards within the project area

1.11 One hard copy sets of full-size scaled drawings

1.12 USA – If EXARO’s scope excludes performing USA then:

1.12.1 PRIME is to provide EXARO a copy of USA ticket for all the work locations.

1.12.2 EXARO assumes no responsibility or liability for any damage to unknown underground utilities. PRIME to pothole any utilities within the excavation area and provide pothole data to EXARO

2.0 EXARO Technologies Corporation is to provide

2.1 Backfill with native material compacted to 95% or greater

2.2 Bagged patch paving (unless otherwise specified) warranted for 1 yr, hot mix for 2 yrs

2.3 Highly skilled foreman and technicians as needed to deliver excellence

2.4 Traffic control consisting of construction signs and delineation (if included). Unique local agency requirements requiring additional resources subject to additional fees

2.5 Vacuum excavation truck and other standard equipment required to perform work

3.0 Exclusions/Other [* Can be provided for an additional fee]

3.1 *As built drawings not included

3.2 *Bonds, Permits, Deposits, Railroad Flagman are pass through costs billed at 15% of amount rendered

3.3 *Dewatering/Hazardous material encountered not included in above fees.

3.4 *Paint removal, Striping restoration & Survey of results not included

3.5 Insurance or other in excess of Auto 1M, GL 4M, Poll 1M, Prof 1M, WC 1M billed at cost +15%

3.6 Potholing price based on normal moderate soil conditions. Where pavement thickness exceeds 6” and or extreme soil conditions such as hard pan, dense clay, rocky and or water table exists additional fees will be applied due to increased time to vacuum excavate.

3.7 Schedule of work is subject to change due to inclement weather

3.8 Stand-by time, or delays caused by others will be billed at prorated 8-hour day.

3.9 Training or requested meetings not specifically identified in proposal will be additional fees

3.10 Work hours – proposal based on normal business hours between 7AM and 5 PM portal to portal. Any workdays cut short of an 8 hour working window will be billed as standby time for non-productive time.

3.11 Proposal based on pothole depths not to exceed 5 feet unless specified otherwise and will excavated over the USA markings, should the utility not be found over existing marks, any additional potholes required will be considered extra work. Excess footage will be billed accordingly.

10.1.c
Packet Pg. 120 Attachment: Exhibit A - Proposal with Scope of Services (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project) Four red dots
PH 1-4at Future Signal polenext to ex. CurbRamp in Sidewalk One red dotPH 5at Future Signal pole in Asphalt ConcreteAvoid the loops hereduring potholeoperations Two red dotsPH 6-7at Future Signal pole in Sidewalk
One red dotPH 8at Future Signal pole
Four red dots in SidewalkPH 9-12at Future Signal pole in Sidewalk One red dotPH 13at Future Signal pole in Asphalt pavement One red dotPH 14at Future Signal pole in Asphalt pavement Two red dotsPH 15-16at Future Signal pole in landscape area One red dotPH 17at Future Signal pole in C&G
One red dotPH 18at Future Signal pole in Curb Ramp flare One red dotPH 19at Future Signal pole in landscape areas One red dotPH 20at Future Signal pole in landscapeareas/back of walk

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Packet Pg. 121
Attachment: Exhibit A - Proposal with Scope of Services (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project) 100 Pringle Avenue | Suite 600 | Walnut Creek, CA 94596 | (925) 930-7100 | Fax (925) 933-7090 www.fehrandpeers.com
September 5, 2023
Dan Leary, PE
Bellecci & Associates
2290 Diamond Boulevard, Suite 100
Concord, CA 94520
Subject: Contra Costa Boulevard Improvements - Additional Traffic Engineering Services
Dear Mr. Leary,
Thank you for your collaboration thus far as we provide transportation engineering services to support the Contra Costa Boulevard Improvements project. Based on discussions with the City of Pleasant Hill, items in the original Contra Costa Boulevard improvements are being removed. Fehr & Peers presents the following proposal to provide additional design services. This amendment is for an additional round of revisions to the PS&E, PG&E coordination, and bid support.

The following presents our proposed additional scope and fee for this work.

SCOPE OF WORK
Task 1 – PS&E Updates
Fehr & Peers will update the PS&E to incorporate the removal of pedestrian scale lighting along Contra Costa Boulevard and the bulb out on the southeast corner of Contra Costa Boulevard/Taylor Boulevard in which minor striping changes will be required. This task assumes one submittal with no rounds of review or comments from the City.

Plans and cost estimates for the construction work will be updated using applicable Caltrans Standard Plans and Specifications and plans and specifications provided by the City of Pleasant Hill.

Task 2 – PG&E Coordination
We assume the new traffic signal at Contra Costa Boulevard/Alan Drive will require new service from PG&E. Fehr & Peers will provide PG&E coordination and support for the new service. We will

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Packet Pg. 122 Attachment: Exhibit A - Proposal with Scope of Services (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project) Dan Leary
September 5, 2023

Page 2 of 2 ends

complete the service application and submit it to PG&E on behalf of the City. Any connection or application fees shall be paid for by the client. These fees are not included in this scope and fee.

Fehr & Peers will attend up to one virtual meeting in support of the PG&E coordination and one field meeting.

Task 3 – Bid Support
Fehr & Peers will provide additional assistance during project bidding. This includes attendance of a pre-bidding meeting and answering requests for information (RFI) from the contractors during the bid period. We budgeted up to 12 staff hours for this task.

COST ESTIMATE AND SCHEDULE
Any services not specifically listed in the above tasks one through three will be considered additional work for which a separate scope, fee and schedule will be prepared. It is anticipated that no systems, other than those listed above, will be modified, or added as part of this project.

Fehr & Peers will perform this work on a time-and-materials basis not to exceed $17,715. This work will be completed under our original terms and conditions agreement dated August 5, 2021. If the scope, fee, and schedule are acceptable, please provide an updated task order. Please contact Mark Howard at (925) 930-7100 with any questions or if you need any additional information. We look forward to working with you on this project.

Sincerely,

FEHR & PEERS
Rob Rees, PE (C49620)
Principal
Mark Howard, PE
Senior Transportation Engineer
P21-5549-WC
Attachment: Fee Proposal

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Packet Pg. 123 Attachment: Exhibit A - Proposal with Scope of Services (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project) Fehr & Peers (Subconsultant)
Principal-inChargeProject
Manager Engineer
CAD
Tech/
Graphics
Project
Coordinator
Labor
Hours
Total Cost
Tasks $370 $220 $165 $185 $155
PS&E Updates and Additional Traffic Engineering Services Task 1 - PS&E Updates 2 6 40 4 7 59 $10,485
Task 2 - PG&E Coordination 1 6 12 2 21 $3,980
Task 3 - Bid Support 2 10 2 14 $3,250
Total for all Tasks 5 22 52 4 11 94 $17,715
Notes:

Actual billing rate at the time of service may vary depending on the final staffing plan at the time the project starts; the over Mileage is billed at the IRS rate plus 10% handling fee All other direct and subconsultant expenses are billed with 10% handling fee Other direct costs such as computer, communications, and reproduction charges are billed as a percentage of labor Rates and staff are subject to change at any time, without notice, and within the total budget shown Fee Proposal for Contra Costa Boulevard Improvement Project 1 10.1.c
Packet Pg. 124 Attachment: Exhibit A - Proposal with Scope of Services (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project) SCOPE
1 2 Cost estimate update
3 Bid support

FEE SUMMARY
Task 1 Bid Set CD Update and Bid Support $6,705
$6,705
Sub-consultant (RMA Irrigation)
Task 1 Bid Set CD Update and Bid Support $2,450
$2,450
$123
$9,278
Assumptions
1 2
3 4
5 Client to provide accurate CAD base map.
6 7
1 2
3 4
5 6
Significant changes beyond the discussed Bid Set revisions will be considered extra services.

Subtotal RHAA Labor
Bellecci & Associates
Contra Costa Boulevard Improvements
ASR#2 -ALTERNATIVE 1
The scope of work is limited to the tasks and consultants listed.

Meetings not listed above will be billed as time and materials.

Submittals consist of one electronic set.

Fees are based on project schedule as shown. Project delays will be considered extra services.

Additional submittals will be billed as time and materials.

Subtotal RMA Labor
Construction drawing updates to include: North of Alan Drive, eliminate planting and irrigation behind the curb; South of Taylor and proposed bulbout, elimintae planting and irrigation behind the curb; in the northernmost median island, remove all understory planting and irrigation, trees to remain. Revise plant spacing to result in a 25% quantity reduction; replace cobble paving with pavers; revise Tree Removal & Protection Plan and table to reflect new conditions. Reduce tree size from 36" to 24" box trees. 5% Sub-consultant mark-up
Total Proposed ASR#2 - Alt 1 Fee
Engineering services.

Water feature.

Arborist.

Site lighting design.

Exclusions
Computer models and photo rendering.

Waterproofing.
1 of 1

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Packet Pg. 125 Attachment: Exhibit A - Proposal with Scope of Services (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project) RESOLUTION NO. ___-23

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PLEASANT HILL

AUTHORIZING THE PURCHASE OF DECORATIVE STREET LIGHTS AND TRAFFIC SIGNAL EQUIPMENT FROM PLATT ELECTRIC SUPPLY, JAM SERVICES, INC., AND

CONTRA COSTA COUNTY
WHEREAS, the City as adopted the FY 2022/2027 Capital Improvement Plan (CIP) which includes the Contra Costa Boulevard Improvement Project from Viking Drive to Harriet Drive (Project) (CIP G-26); and
WHEREAS, the Project will construct “complete streets” enhancements along Contra Costa Boulevard between Viking Drive and Harriet Drive; and WHEREAS, City staff has solicited cost proposals directly from suppliers for decorative street lights and traffic signal equipment; and
WHEREAS, Contra Costa County Signal Department has offered to purchase other traffic signal equipment for the Project; and
WHEREAS, adequate funds are available in the Project fund to support these expenditures.

NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of Pleasant Hill as follows:

1. Accepts Platt Electric Supply’s proposal of $219,443.88 for decorative street lights at the unit prices set forth, and authorizes the purchase of the respective decorative street lights in an amount not to exceed $219,443.88.

2. Authorizes an additional five percent in contingency funds, or $10,972.19, for the purchase of decorative street lights for a total not-to-exceed cost of $230,416.07.

3. Accepts JAM Services’ proposal of $235,734.19 for traffic signal equipment at the unit prices set forth, and authorizes the purchase of the respective traffic signal equipment in an amount not to exceed $235,734.19.

4. Authorizes an additional 15 percent in contingency funds, or $35,360.13, for the purchase of traffic signal equipment for a total not-to-exceed cost of $271,094.32.

5. Authorizes the transfer of approximately $30,000 from the Project to reimburse the Traffic Signal Maintenance account for the purchase of additional traffic signal equipment by the Contra Costa County Signal Department for the Project.
[Signatures on Following Page]

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Packet Pg. 126 Attachment: Proposed Resolution - Equipment (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project) ADOPTED by the City Council of the City of Pleasant Hill at a regular meeting held on the 20th day of November, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________________
TIMOTHY M. FLAHERTY, Mayor
ATTEST:

JUANITA DAVALOS, Acting City Clerk

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Packet Pg. 127 Attachment: Proposed Resolution - Equipment (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project) Description:

Holophane - Median Lighting
Quote #1701075
Updated On: 10/27/2023
Company Name:

City Of Pleasant Hill
Billing Address:

City Of Pleasant Hill (358741)
100 Gregory Ln
Pleasant Hill, CA 94523-3323
Created Date:
10/26/23
Shipping Address:
100 Gregory Ln
Pleasant Hill, CA 94523-3323 USA
Shipping Method:

Direct
FOB:

Factory
Sales Person:

Dan Mast
[email protected]
Branch:

Concord #50
9256828150
Special Quote Conditions:

QUOTE IS VALID FOR 30 DAYS ***

PRODUCTS QTY UNT PR / UOM TOTALS
Entire Quote:

Sub Total: $200,863.96
S/H: Direct From Vendor $0.00
Other Charges: $0.00
Tax: $18,579.92
Total: $219,443.88
Prices are subject to change at any time prior to shipment unless agreed to otherwise in writing signed by an authorized Seller representative.

Orders related to this quotation must be received, accepted and released by Seller within 48 hours of issuance of the quotation and are subject to availability. Many of Seller’s manufacturing partners have advised that until further notice they reserve the right to amend the delivery date, price, scope and quantity of supply and/or other terms and conditions set out in their offer or quotation and Seller equally reserves the right to pass through any such changes from its manufacturing partners to the Buyer. Delivery dates are estimated only. Seller shall not be liable for failure to meet such dates resulting from product shortages or manufacturing delaysBe advised that Seller considers any changes imposed by its Holophane 1 $200,863.96 EA $200,863.96
Products Type Mfr Qty
MEMPHIS POLE ASSY 18
FL210-800A280-P9-HH-FP-LAB-(4)BA-FST (DOUBLE) WLC 72IN 2A TN RAL6012SDCR - FGIUS RAL6012 - AB-27-4 NY24CSBU960D RFD151469
MEMPHIS TEARDROP 36
MPL3 P20S 40K MVOLT TG3 QSM RAL6012SDCR PR7 PCLL
LEVELING FITTER 36
WLDF QSM RAL6012SDCR

1. 000
EST LEAD TIME 112 DAYS *** 2.

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Packet Pg. 128 Attachment: Exhibit 1 - Decorative Street Lights (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project) availability. Many of Sellers manufacturing partners have advised that until further notice they reserve the right to amend the delivery date, price, scope and quantity of supply and/or other terms and conditions set out in their offer or quotation and Seller equally reserves the right to pass through any such changes from its manufacturing partners to the Buyer. Delivery dates are estimated only. Seller shall not be liable for failure to meet such dates resulting from product shortages or manufacturing delays. Be advised that Seller considers any changes imposed by its manufacturing partners and other vendors outside of Seller’s reasonable control and therefore subject to Force Majeure provisions or similar common law doctrines such as “frustration” or “impossibility”.

Seller’s Standard Terms and Conditions of Sale are incorporated by reference into this quotation. A copy of the most current version of Seller’s Standard Terms and Conditions of Sale is available at. https://www.rexelusa.com/terms Full phone support at (888) 739-3577
Delivery dates are estimated only. Seller shall not be liable for failure to meet such dates resulting from product shortages or manufacturing delays.

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Packet Pg. 129 Attachment: Exhibit 1 - Decorative Street Lights (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project) JAM SERVICES, INC.
958 E Airway Blvd
LIVERMORE, CA 94550
____________________________________________________________________________________ Telephone (925) 455-5267
Fax (925) 455-5348
PRICE QUOTATION – JKM102823DREV1
City of Pleasant Hill
10/28/23 REV - 11/3/23
JAM Services is pleased to provide the following price quotation for the subject project.

QTY (1) Tesco Type III-CF Service Enclosure Painted RAL 6012 to Include:

TESCO PAD MOUNT TYPE 28-102 PAINTED ALUMINUM METERED SERVICE ENCLOSURE 120/240 VOLT 1 PHASE 3 WIRE
METER 1:
1-100 AMP METER SOCKET AND SUPPORT HARDWARE
1-100/2 CIRCUIT BREAKER (METER 1 MAIN BREAKER)
1-20/2 240V CIRCUIT BREAKER (ROADWAY LIGHTING 2)
1-15/2 240V CIRCUIT BREAKER (ROADWAY LIGHTING 1)
2-15/1 120V CIRCUIT BREAKER (RW LIGHTING CONTROL, ISNS CONTROL)) METER 2:
1-100 AMP METER SOCKET AND SUPPORT HARDWARE
1-100/2 CIRCUIT BREAKER (METER 2 MAIN BREAKER)
1-50/1 120V CIRCUIT BREAKER (SIGNAL)
1-30/1 120V CIRCUIT BREAKER (LIGHTING)
4-15/1 120V CIRCUIT BREAKER (LIGHTING CONTROL, ISNS, BBS, TEST SW) 1-5/1 120V CIRCUIT BREAKER (IRRIGATION)
1-60 AMP 4 POLE CONTACTOR (LIGHTING)
1-30 AMP 2 POLE CONTACTOR (IISNS)
2-TYPE V PHOTOCELL
2-AUTO/TEST SWITCH

LOT-NAMEPLATES AS REQUIRED
COLOR:RAL 6012
UNIT PRICE: $6,125.00 TOTAL PRICE: $6,125.00
QTY (1) Tesco 22-BBS Battery Backup System with (6) 24V Batteries (If Required) UNIT PRICE: $7,180.00 TOTAL PRICE: $7,180.00
LOCATION Contra Costa & Sunvalley
Pole package to include:
(1) Painted type 29-5-100, 55, 15
(2) " " 29-5-100, 50, 15
(1) " " 29-5-100, 40, 15
(4) " " 15TS, 12
(1) " " 1-B 10’
(4) " " 1-B 7’
(2) " " PPB Post 5’ 7”
TOTAL PRICE $ 135,370.00

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Packet Pg. 130 Attachment: Exhibit 2 - Traffic Signal Equipment (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project) LOCATION Contra Costa & Alan
Pole package to include:
(1) Painted type 26-4-100, 45, 12
(1) " " 24-4-100, 35, 12
(1) " " 17-2-100, 15, 12
(2) " " 15TS, 12
(2) " " 1-B 7’
(1) " " PBA Post 5’ 7”
TOTAL PRICE $ 67,100.00
SUBTOTAL: $215,775.00
TAX (9.25%): $19,959.19
FREIGHT: INCL
GRAND TOTAL: $235,734.19
Poles per the 2022 Caltrans Standard Plans and specifications.

Freight allowed, but tax to be added as determined by the final BOM and the delivery address. If I can be of further assistance, please contact me at 925-455-5267.

Thank you - Jason Momaney

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Packet Pg. 131 Attachment: Exhibit 2 - Traffic Signal Equipment (Agreement Amendment and Purchase Equipment for Contra Costa Blvd Project)

Pleasant Hill City CouncilNovember 20, 2023

Pleasant Hill City Council
November 20, 2023