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007573 Apple iPhone IPHONE DAMAGED
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007234 Apple iPhone IPHONE DAMAGED
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006655 Apple iPhone IPHONE DAMAGED
NONE Apple iPhone IPHONE DAMAGED
DATE:November 6, 2024
TO:President and Members of the Board of Directors
FROM:John R. Gillison, City Manager
INITIATED BY: Mike McCliman, Fire Chief
Rick Snawder, Fire Marshal
Darci Vogel, Fire Business Manager
Ruth Cain, Procurement Manager
SUBJECT: Consideration of a Professional Services Agreement with West Coast Tree Service Inc. for Weed and Fire Hazard Abatement Services in the Amount Not to Exceed $175,000 Annually. (FIRE)
RECOMMENDATION:
Staff recommends the Fire Board approve a Professional Service Agreement (PSA) with West Coast Tree Service Inc. for weed and fire hazard abatement services in the amount not to exceed $175,000 annually, in accordance with Request for Proposal (RFP) #24/25-008. The PSA term shall be one (1) year with an option to renew for up to two (2), two (2) year extension terms, for a maximum total term of five (5) years.
BACKGROUND:
A City ordinance and Fire District resolution, approved on August 4, 2010, empowered the Fire District to manage weed and fire hazard abatement for the City and assess various fees related to the Weed and Fire Hazard Abatement Administration Program. Among the provisions in the ordinance is the ability of the Fire District to contract with companies that provide weed and fire hazard abatement services. These contract services are needed when property owners do not respond to the Fire District's notices to abate weed and fire hazards.
When a property owner fails to complete the required abatement, the Fire District engages the services of an approved contractor to provide the necessary abatement. The contractor bills the Fire District for the work that is completed. Upon satisfactory evidence that the work has been completed per the ordinance, the Fire District pays the contractor according to the terms of the PSA. The Fire District then bills the property owner for the cost of the abatement services plus an administrative fee that covers the staff time necessary to arrange the abatement and handle the documentation necessary to verify the work and generate the billing. If the property owner does not pay the Fire District for costs incurred, the Fire District places the costs on the tax roll for payment with the following property tax assessment.
Administering the Weed and Fire Hazard Abatement Program is cost-neutral because the payments made by the Fire District to the contractor are recovered in full either by the property owner paying the invoice prepared by the Fire District or having the invoice paid as a tax assessment. The staff time required to administer the Weed and Fire Hazard Abatement Program is fully recovered by the assessment of administrative fees approved by the Fire Board. The Fire
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Board adjusted these fees in December 2020 to align with the actual administrative costs of the program as determined by a fee study conducted by an independent third-party consultant.
ANALYSIS:
The Fire District’s prior PSA for weed and fire hazard abatement services expired on July 1, 2024, thus resulting in the need to start a formal RFP process. Fire District staff provided specifications for weed and fire hazard abatement services to the Procurement Division. Procurement prepared and posted RFP #24/25-008 on September 18, 2024 to the City's automated procurement system.
As a result, three hundred thirty-two (332) vendors were notified, fifty (50) prospective bidders downloaded the RFP documentation, and eight (8) responses were received and evaluated.
An evaluation panel comprised of the Fire Marshal, Deputy Fire Marshal, and Fire Business Manager evaluated each response based on the following criteria, as defined in the RFP:
•Vendor expertise and experience
•Quality of proposed services
•Vendors who can provide both tractor and hand work services •Extent to which the vendor services meet the Fire District’s needs •Cost
The evaluation process resulted in the selection of West Coast Tree Service Inc. Staff recommends the Fire Board approve a PSA with West Coast Tree Service Inc. for weed and fire hazard abatement services in the amount not to exceed $175,000 annually. The PSA term shall be one (1) year with an option to renew for up to two (2), two (2) year extension terms, for a maximum total term of five (5) years.
FISCAL IMPACT:
Weed and fire hazard abatement funding is budgeted for $175,000 in FY 2024-25 in account F281 CC506 SC2106 (Fire Fund / Fire Prevention / Contract Services).
Due to the cost recovery structure of the Weed and Fire Hazard Abatement Program, the expended funds will be fully recovered from the owners of the properties on which abatement services are completed.
COUNCIL MISSION / VISION / GOAL(S) ADDRESSED:
This item brings together portions of the Council's vision and core values by providing and nurturing a high quality of life and promoting and enhancing a safe and healthy community for all.
A robust weed and fire hazard abatement program improves the City's overall look when weeds and seasonal grasses are regularly and adequately maintained. Quality of life, safety, and health are improved as well-maintained undeveloped parcels are less likely to catch fire and threaten nearby homes or extend into the wildland-urban interface fire area of the City. Fewer grass and brush fires mean less smoke in the air, which improves the entire community's health.
ATTACHMENTS:
None
DATE:November 6, 2024
TO:Mayor and Members of the City Council
FROM:John R. Gillison, City Manager
INITIATED BY: Jason C. Welday, Director of Engineering Services/City Engineer Jasmine Lopez, Assistant Engineer
SUBJECT: Consideration to Accept Public Improvements Located at 6929 Hellman Avenue Within the Low (L) Residential District per Improvement Agreement, Related to SUBTT20353, as Complete, File a Notice of Completion, and Authorize the Release of Bonds. (CITY) RECOMMENDATION:
Staff recommends that the City Council:
1. Approve and accept the public improvements and their design, required for the development of SUBTT20353 and authorize the City Engineer to file the appropriate Notice of Completion;
2. Release the Faithful Performance Bond for the associated public improvements;
3. Release the Labor and Material Bond after City Council approval; and
4. Accept a Maintenance Bond to be released upon approval of the City Engineer after successful completion of the one-year warranty period.
BACKGROUND:
On August 11, 2021, Tentative Tract Map 20353 was approved by the Planning Commission for the request to subdivide a vacant 2-acre parcel into six (6) lots for the development of six (6) single-family residences within the Low (L) Residential District, located at the south-end of Billings Place and Ledig Drive. An improvement agreement and securities were approved by the City Council on December 8, 2022, to ensure construction of all required public improvements for the street extension of Billings Place.
ANALYSIS:
All public improvements required of this development have been completed to the satisfaction of the City Engineer.
Prior to construction of the public improvements the developer, H&L Industries Inc., submitted the following securities to ensure satisfactory completion of the improvements:
Faithful Performance Bond SUBTT20353 $ 195,300 Bond # 4457415 Labor and Material Bond SUBTT20353 $ 195,300 Bond # 4457415 With the completion of the improvements, the Faithful Performance and Labor and Material bonds are no longer required. A Maintenance Bond equal to 10% of the Faithful Performance Bond has
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been secured from the developer to ensure maintenance of the improvements through the one- year warranty period. The final inspection of this project was completed in August 2024, therefore, the improvements shall be re-inspected in nine (9) months and the Maintenance Bond will be released upon approval of the City Engineer if no defects in materials or workmanship are observed.
FISCAL IMPACT:
None.
COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:
This item addresses the City Council’s vision for the City by ensuring the maintenance of high- quality improvements that promote a world class community.
ATTACHMENTS:
Attachment 1 - Vicinity Map
ATTACHMENT 1
Case No. SUBTT20353
Vicinity Map
NOT TO SCALE
Project Site
DATE: November 6, 2024
TO: Mayor and Members of the City Council
FROM: John R. Gillison, City Manager
INITIATED BY: Jason C. Welday, Director of Engineering Services/City Engineer Ulises Benavente, Associate Engineer
SUBJECT: Consideration to Approve the Final Map for Tract 20440, Improvement Agreements, and Improvement Securities for Public Improvements Submitted by SC Rancho Development Corp., Related to Case No.
SUBTT20440 (Project), Located on the North Side of 6th Street Bound Between Cleveland Avenue to the West, Milliken Avenue to the East, and the Rail Line to the North. An Environmental Impact Report was Certified in Connection with the City's Adoption of the Resort Specific Plan (SCH#2015041083). The Project is Consistent with the Resort Specific Plan and the Certified Environmental Impact Report, Therefore, Pursuant to CEQA, No Additional Environmental Review is Required. (CITY)
RECOMMENDATION:
Staff recommends the City Council:
1. Approve the final map for Tract 20440;
2. Approve the Improvement Agreements for the related public improvements and authorize the Mayor and the City Clerk to sign said Agreements;
3. Accept security in the form of bonds for completion of the related public improvements; and
4. Approve the plans and specifications for the related public improvements on file with the City Engineer.
BACKGROUND:
On April 12, 2023, the Planning Commission approved Case No. SUBTT20440 (Project), a request to subdivide 91 acres of vacant land into 16 parcels within Planning Area 1B of The Resort Specific Plan. The subject property is located on the north side of 6th Street bound between Cleveland Avenue to the west, Milliken Avenue to the east, and the rail line to the north.
Case No. SUBTT20440 was approved with a condition that certain public improvements be constructed including street improvements and storm drain improvements.
ANALYSIS:
The applicant, SC Rancho Development Corp., has submitted a final map for consideration of approval. The applicant submitted separate Improvement Agreements and securities for phasing purposes to guarantee construction of the street and storm drain public improvements
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in the following amounts:
Street Improvements:
Faithful Performance Bond No. 024277015 $5,258,500
Labor and Material Bond No. 024277015 $5,258,500
Storm Drain Improvements:
Faithful Performance Bond No. 024277014 $3,337,500
Labor and Material Bond No. 024277014 $3,337,500
Staff has determined that the final map is in substantial conformity with the conditionally approved Tentative Tract Map of Case No. SUBTT20440 and Conditions of Approval. Approval of these items by the City Council would approve the final map for Tract 20440, allow its recordation, approve the Improvement Agreements, and accept the securities for the construction of certain public improvements. Copies of the Improvement Agreements are on file in the City Clerk’s office.
ENVIRONMENTAL ANALYSIS:
Pursuant to the California Environmental Quality Act (CEQA) and the City’s local CEQA Guidelines, City Council certified an Environmental Impact Report (EIR) (State Clearinghouse No. 2015041083) on May 18, 2016. Pursuant to CEQA Guidelines Section 15162, no subsequent or supplemental EIR is required in connection with subsequent discretionary approvals of the same project as there have been a) no substantial changes proposed to the project that indicate new or more severe impacts on the environment; b) no substantial changes have occurred in the circumstances under which the project was previously reviewed that indicates new or more severe environmental impacts; c) no new important information shows the project will have a new or more severe impacts than previously considered; and d) no additional mitigation measures are now feasible to reduce impacts or different mitigation measures can be imposed to substantially reduce impacts.
The proposed final map is consistent with The Resort Specific Plan and does not propose substantial changes which will require major revisions to the final EIR due to the involvement of new significant environmental effects or a substantial increase in the severity of previously identified significant effects.
FISCAL IMPACT:
None.
COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:
This item addresses the City Council’s vision for the City by working together cooperatively and respectfully with property owners and developers to create a vibrant city, rich in opportunity for all to thrive.
ATTACHMENTS:
Attachment 1 – Vicinity Map
ATTACHMENT 1
Case No. SUBTT20440
V icinity Map
N OT TO SCALE
DATE: November 6, 2024
TO: Mayor and Members of the City Council
FROM: John R. Gillison, City Manager
INITIATED BY: Matt Burris, Deputy City Manager Economic & Community Development
Matt Marquez, Planning & Economic Development Director
Zack Neighbors, Building & Safety Services Director
SUBJECT: Quarterly Development Update - Third Quarter 2024. (CITY) RECOMMENDATION:
Staff recommends that the City Council receive a presentation from staff on development-related activities for the third quarter of 2024 (July through September).
BACKGROUND:
In 2023 staff began providing Quarterly Development Updates (QDU) to the City Council. The purpose of these reports is to update Council and the community on development related activities on a regular basis. While annual reports such as the General Plan progress report includes some information on development activities (such as the number of permits issued and housing units constructed for example), quarterly updates are an effective way to provide information on development activity over a shorter period of time. They also allow staff to include different information, such as economic development related activities or customer service data, that is not provided in other annual reports, but is important to the City’s community development function.
ANALYSIS:
The QDU to be presented to the City Council will include summaries of Building & Safety and Planning & Economic Development related activities. This includes, but may not be limited to, providing updates on key development projects, reporting on building permit and plan check activity, and reporting on activity at the public counter.
Staff's formal presentation to the City Council will provide additional details on development- related activities, and staff will continue to report this information to Council quarterly.
FISCAL IMPACT:
None.
COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:
This item addresses the Council’s following core values:
1. Providing and nurturing a high quality of life for all
2. Relentless pursuit of improvement
3. Building and preserving a family-oriented atmosphere ATTACHMENTS:
None.