Agenda packet — Redlands City Council, July 18, 2023 (part 3 of 4)

Redlands Professional Police Officers Association
Redlands Association of Safety Management Employees
City of Redlands

SALARY SCHEDULE
Title Range Rate Type 0
(Minimum) 1 2 3 4 5
(Longevity)
6 (Longevity)
Police Officer P60 HOURLY 37.627 39.509 41.484 43.558 45.736 48.023 49.464 MONTHLY 6522 6848 7191 7550 7928 8324 8574
ANNUAL 78265 82178 86287 90601 95132 99888 102885
Police Corporal P64 HOURLY 42.488 44.612 46.843 49.185 51.644 54.226 55.853 MONTHLY 7365 7733 8119 8525 8952 9399 9681
ANNUAL 88374 92793 97433 102304 107419 112790 116174
Police Sergeant P70 HOURLY 50.664 53.197 55.857 58.650 61.583 64.662 66.602 MONTHLY 8782 9221 9682 10166 10674 11208 11544
ANNUAL 105381 110651 116183 121992 128092 134496 138531 Police Commander P81 HOURLY 69.534 73.011 76.661 80.495 84.519 88.745 MONTHLY 12053 12655 13288 13952 14650 15383
ANNUAL 144631 151863 159456 167429 175800 184590
Deputy Chief P85 HOURLY 78.780 82.719 86.855 91.198 95.758 100.546 MONTHLY 13655 14338 15055 15808 16598 17428
ANNUAL 163863 172056 180659 189691 199176 209135
Effective July 2023
*Due to rounding, salary schedules are close approximations of actual salary Redlands Regular Meeting of 07-18-23
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Employee Units Included:

Redlands Association of Department Directors
City of Redlands

SALARY SCHEDULE
Range Minimum
Monthly Salary
Maximum
Monthly
Salary
04 - Director, Development Services 15,614 18,980
04 - Director, Management Services 15,614 18,980
04 - Director, Facilities and Community Services 15,614 18,980 05 - Director, Municipal Utilities and Engineering 16,405 19,941 05 - Assistant City Manager 16,405 19,941
06 - Fire Chief 17,300 23,000
07 - Police Chief 19,800 27,500
Department Director Salary Table (DD)
Effective: July 2023
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City of Redlands

SALARY SCHEDULE
Range Minimum
Monthly Salary
Maximum
Monthly
Salary
C1 - Library Director 11,091 15,815
C2 - City Attorney 19,449 24,131
C3 - City Manager 23,750 29,166
Salary Schedule ( C )
Effective: July 2023
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Emplolyee Units Included:

Redlands Association of Management Employees
City of Redlands

SALARY SCHEDULE
Range FLSA
Status Rate Type 0 (Minimum) 1 2 3 4
5 (Longevity
Only)
6 (Longevity
Only)
M65 HOURLY 39.145 41.103 43.158 45.316 47.581 49.009 49.989 MONTHLY 6785 7124 7481 7855 8247.43 8495 8665
ANNUAL 81422 85493 89768 94256 98969 101938 103977
M66 HOURLY 40.124 42.130 44.237 46.448 48.771 50.234 51.239 MONTHLY 6955 7303 7668 8051 8454 8707 8881
ANNUAL 83458 87631 92012 96613 101443 104487 106576
M67 HOURLY 41.127 43.183 45.343 47.610 49.990 51.490 52.520 MONTHLY 7129 7485 7859 8252 8665 8925 9103
ANNUAL 85544 89821 94312 99028 103979 107099 109241
M68 HOURLY 42.155 44.263 46.476 48.800 51.240 52.777 53.833 MONTHLY 7307 7672 8056 8459 8882 9148 9331
ANNUAL 87683 92067 96670 101504 106579 109776 111972
M69 HOURLY 43.209 45.370 47.638 50.020 52.521 54.097 55.178 MONTHLY 7490 7864 8257 8670 9104 9377 9564
ANNUAL 89875 94369 99087 104041 109243 112521 114771
M70 HOURLY 44.289 46.504 48.829 51.270 53.834 55.449 56.558 MONTHLY 7677 8061 8464 8887 9331 9611 9803
ANNUAL 92122 96728 101564 106642 111975 115334 117640
M71 HOURLY 45.397 47.666 50.050 52.552 55.180 56.835 57.972 MONTHLY 7869 8262 8675 9109 9564 9851 10048
ANNUAL 94425 99146 104103 109308 114774 118217 120581
M72 HOURLY 46.531 48.858 51.301 53.866 56.559 58.256 59.421 MONTHLY 8065 8469 8892 9337 9804 10098 10300
ANNUAL 96785 101625 106706 112041 117643 121173 123596
M73 HOURLY 47.695 50.079 52.583 55.213 57.973 59.712 60.907 MONTHLY 8267 8680 9114 9570 10049 10350 10557
ANNUAL 99205 104165 109374 114842 120584 124202 126686
M74 HOURLY 48.887 51.331 53.898 56.593 59.423 61.205 62.429 MONTHLY 8474 8897 9342 9809 10300 10609 10821
ANNUAL 101685 106769 112108 117713 123599 127307 129853 M75 HOURLY 50.109 52.615 55.245 58.008 60.908 62.735 63.990 MONTHLY 8686 9120 9576 10055 10557 10874 11092
ANNUAL 104227 109439 114911 120656 126689 130490 133099 M76 HOURLY 51.362 53.930 56.627 59.458 62.431 64.304 65.590 MONTHLY 8903 9348 9815 10306 10821 11146 11369
ANNUAL 106833 112175 117783 123672 129856 133752 136427 Effective July 2023
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*Due to rounding, salary schedules are close approximations of actual salary.

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Emplolyee Units Included:

Redlands Association of Management Employees
City of Redlands

SALARY SCHEDULE
Range FLSA
Status Rate Type 0 (Minimum) 1 2 3 4
5 (Longevity
Only)
6 (Longevity
Only)
M77 HOURLY 52.646 55.278 58.042 60.944 63.992 65.911 67.230 MONTHLY 9125 9582 10061 10564 11092 11425 11653
ANNUAL 109504 114979 120728 126764 133103 137096 139838 M78 HOURLY 53.962 56.660 59.493 62.468 65.591 67.559 68.910 MONTHLY 9353 9821 10312 10828 11369 11710 11944
ANNUAL 112241 117853 123746 129933 136430 140523 143333 M79 HOURLY 55.311 58.077 60.981 64.030 67.231 69.248 70.633 MONTHLY 9587 10067 10570 11098 11653 12003 12243
ANNUAL 115047 120800 126840 133182 139841 144036 146917 M80 HOURLY 56.694 59.529 62.505 65.630 68.912 70.979 72.399 MONTHLY 9827 10318 10834 11376 11945 12303 12549
ANNUAL 117924 123820 130011 136511 143337 147637 150590 M81 HOURLY 58.111 61.017 64.068 67.271 70.635 72.754 74.209 MONTHLY 10073 10576 11105 11660 12243 12611 12863
ANNUAL 120872 126915 133261 139924 146920 151328 154354 M82 HOURLY 59.564 62.542 65.669 68.953 72.401 74.573 76.064 MONTHLY 10324 10841 11383 11952 12549 12926 13184
ANNUAL 123893 130088 136593 143422 150593 155111 158213 M83 HOURLY 61.053 64.106 67.311 70.677 74.211 76.437 77.966 MONTHLY 10583 11112 11667 12251 12863 13249 13514
ANNUAL 126991 133340 140007 147008 154358 158989 162169 M84 HOURLY 62.580 65.709 68.994 72.444 76.066 78.348 79.915 MONTHLY 10847 11389 11959 12557 13185 13580 13852
ANNUAL 130166 136674 143508 150683 158217 162964 166223 M85 HOURLY 64.144 67.351 70.719 74.255 77.968 80.307 81.913 MONTHLY 11118 11674 12258 12871 13514 13920 14198
ANNUAL 133420 140091 147095 154450 162172 167038 170378 M86 HOURLY 65.748 69.035 72.487 76.111 79.917 82.314 83.961 MONTHLY 11396 11966 12564 13193 13852 14268 14553
ANNUAL 136755 143593 150773 158311 166227 171214 174638 M87 HOURLY 67.391 70.761 74.299 78.014 81.915 84.372 86.060 MONTHLY 11681 12265 12878 13522 14199 14624 14917
ANNUAL 140174 147183 154542 162269 170382 175494 179004 M88 HOURLY 69.076 72.530 76.156 79.964 83.963 86.481 88.211 MONTHLY 11973 12572 13200 13860 14554 14990 15290
ANNUAL 143678 150862 158405 166326 174642 179881 183479 Effective July 2023
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*Due to rounding, salary schedules are close approximations of actual salary.

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Emplolyee Units Included:

Redlands Association of Management Employees
City of Redlands

SALARY SCHEDULE
Range FLSA
Status Rate Type 0 (Minimum) 1 2 3 4
5 (Longevity
Only)
6 (Longevity
Only)
M89 HOURLY 70.803 74.343 78.060 81.963 86.062 88.643 90.416 MONTHLY 12273 12886 13530 14207 14917 15365 15672
ANNUAL 147270 154634 162366 170484 179008 184378 188066 M90 HOURLY 72.573 76.202 80.012 84.012 88.213 90.860 92.677 MONTHLY 12579 13208 13869 14562 15290 15749 16064
ANNUAL 150952 158500 166425 174746 183483 188988 192768 M91 HOURLY 74.387 78.107 82.012 86.113 90.418 93.131 94.994 MONTHLY 12894 13539 14215 14926 15673 16143 16466
ANNUAL 154726 162462 170585 179115 188070 193712 197587 M92 HOURLY 76.247 80.060 84.063 88.266 92.679 95.459 97.368 MONTHLY 13216 13877 14571 15299 16064 16546 16877
ANNUAL 158594 166524 174850 183593 192772 198555 202526 M93 HOURLY 78.153 82.061 86.164 90.472 94.996 97.846 99.803 MONTHLY 13547 14224 14935 15682 16466 16960 17299
ANNUAL 162559 170687 179221 188182 197591 203519 207590 M94 HOURLY 80.107 84.113 88.318 92.734 97.371 100.292 102.298 MONTHLY 13885 14580 15308 16074 16878 17384 17732
ANNUAL 166623 174954 183702 192887 202531 208607 212779 M95 HOURLY 82.110 86.215 90.526 95.052 99.805 102.799 104.855 MONTHLY 14232 14944 15691 16476 17300 17819 18175
ANNUAL 170789 179328 188294 197709 207595 213822 218099 M96 HOURLY 84.163 88.371 92.789 97.429 102.300 105.369 107.477 MONTHLY 14588 15318 16083 16888 17732 18264 18629
ANNUAL 175058 183811 193002 202652 212784 219168 223551 M97 HOURLY 86.267 90.580 95.109 99.864 104.858 108.003 110.163 MONTHLY 14953 15701 16486 17310 18175 18721 19095
ANNUAL 179435 188406 197827 207718 218104 224647 229140 M98 HOURLY 88.423 92.845 97.487 102.361 107.479 110.703 112.918 MONTHLY 15327 16093 16898 17743 18630 19189 19572
ANNUAL 183921 193117 202772 212911 223557 230263 234869 M99 HOURLY 90.634 95.166 99.924 104.920 110.166 113.471 115.741 MONTHLY 15710 16495 17320 18186 19095 19668 20062
ANNUAL 188519 197944 207842 218234 229145 236020 240740 M100 HOURLY 92.900 97.545 102.422 107.543 112.920 116.308 118.634 MONTHLY 16103 16908 17753 18641 19573 20160 20563
ANNUAL 193232 202893 213038 223690 234874 241920 246759 Effective July 2023
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*Due to rounding, salary schedules are close approximations of actual salary.

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City of

REDLANDS

July 1, 2022

HUMAN

RESOURCES

DEPARTMENT
EMPLOYEES INCLUDED:

Part-time Classifications
Effective July 2023

CLASSIFICATION TITLE

HOURLY RATE/RANGE
Administrative Assistant 19.27
Background Investigator I/II 30.00 35.00
Camera Operator 16.95
Cemetery Aide 15.50
Community Service Officer I/II 23.46 25.40
IT/GIS Intern 15.50
Help Desk Technician 29.27
Library Page 15.50
Library Clerk 17.44
Library Specialist 20.66
Maintenance Worker 20.25
Museum Attendant 15.50
Planning Intern 15.50
Program Aide 17.44
Technical Services Clerk 18.70
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City Council Meeting I. 2.

DATE: 07/18/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Consideration of Resolution No. 8503 to approve a Density Bonus Agreement for a 108-unit, market-rate, multi-family project that is deed restricted for senior housing (55+) located between Grove Street and Judson Street, south of the Orange Blossom Trail (APNs: 0170-221-53-0000 and 0170-221-55-0000) and determine that approval of this resolution is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality
Act (Development Services Director Desatnik)
MOTION(S):

If the City Council determines that staff's recommendation is appropriate, the following motion has been provided:

I move that the City Council adopt Resolution No. 8503.

RECOMMENDATION:

On June 13, 2023, the Planning Commission voted unanimously to adopt a resolution approving Commission Review and Approval No. 964 for the proposed project. The June 13, 2023, Planning Commission staff report is included as Attachment A. Resolution No. 1621 is included as Attachment B.

Staff recommends that the City Council adopt Resolution No. 8503 the Density Bonus Agreement for Commission Review and Approval No. 964, which will allow up to a 15% increase in the total project density (108 units maximum) and determine that adoption of Resolution No. 8503 is exempt from environmental review pursuant to Sections 15061(b)(3) of the California Environmental Quality Act Guidelines.

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DISCUSSION:

A.) BACKGROUND:

The applicant proposes to construct a 108-unit market-rate multi-family residential project that is deed restricted for senior housing (55+) on a 3.49 acre site located south of the Orange Blossom Trail between N. Grove Street and Judson Street (Attachment C - Location Map and Aerial Photo). The proposal includes a request for a density bonus consistent with State law to allow up to a 15% increase in the total project density. The project site is comprised of two contiguous parcels totaling 3.49 acres that will be merged prior to construction.

Four residential buildings are proposed that are two stories tall. Three of the buildings will include 28 units each and the fourth building will include 26 units. A mixture of one- and two-bedroom units are proposed (32 two-bedroom one bath units and 76 one-bedroom one bath units) which range from 615 to 821 square feet in size. A single-story community building and other amenities including a pool, fitness room, and outdoor open space area are also included in the proposal. The project will be gated with the main entrance on N. Grove Street and a secondary entrance is on Judson Street. Project plans and elevations are included as Attachment D-1 and Attachment D-2.

The project entitlements were approved by the Planning Commission on June 13, 2023. As a part of the project approvals, a Density Bonus Agreement is required to be approved by the City Council.

B.) DENSITY BONUS AGREEMENT:

The applicant is requesting a density bonus in accordance with State law.

Pursuant to State law, as well as Section 18.228.030(A) of the Redlands Municipal Code, a density bonus granted to a residential development project shall consist of an increase over the maximum residential density allowable under City's General Plan designation as of the date of application. In this case, the applicable General Plan designation for the project is High Density Residential. This land use designation allows up to 27 units per acre. Projects that are deed restricted to only allow tenants that are senior citizens, are eligible for a density bonus of up to 20% by both State law and the Municipal Code.

The applicant is requesting an increase in density of approximately 15%. As such, the density bonus would be consistent with the provisions of the Municipal Code and State law. As shown in Table A, the applicant is proposing fewer units than allowed based on the General Plan density and the allowable density bonus.

Table A. Proposed Project Density
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Table A. Proposed Project Density
Site
Acreage
General
Plan
Density
Base Units
Allowable
Density
Bonus
Units
Allowable
Proposed
Units

3.49 27 units
per acre 94 112 108
The applicant has signed the Density Bonus Agreement, which is included as Attachment E. This agreement requires the project to only be made available to senior citizens who are 55 years of age or older for a minimum period of 55 years and includes verification and reporting requirements. The Density Bonus Agreement is required to be approved by the City Council prior to issuance of building permits for the project. The applicant anticipates submitting building permits before the end of 2023 and beginning construction near the beginning of the second quarter of 2024.

ALTERNATIVES:

1. The City Council can continue the item and request more information on any specific concerns.

2. The City Council can deny the resolution.

STRATEGIC PLAN:

Not applicable.

SUBMITTED BY:

Brian Desatnik, Development Services Director
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
PREPARED BY:

Sean Reilly, Principal Planner
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Fiscal Impact
Fiscal Year: 2022-2023
Revenue Generating: No
Appropriation Required Y/N: No
Amount: N/A
Budgeted Y/N: N/A
Account No.: N/A
Discussion:

The developer paid $11,895.00 in application fees for the processing of development applications related to the proposed senior housing associated with this density bonus agreement. The developer will pay all applicable Development Impact Fees (DIF) in conjunction with the construction of the proposed senior housing project.

Attachments
Attachment A: June 13, 2023 Planning Commission Staff Report Attachment B: Resolution No. 1621
Attachment C: Location Map and Aerial Photograph
Attachment D-1: Project Plans
Attachment D-2: Project Elevations
Attachment E: Density Bonus Agreement
Attachment F: Resolution No. 8503 Density Bonus Agreement Redlands Regular Meeting of 07-18-23
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City of Redlands

REQUEST FOR PLANNING COMMISSION ACTION

Planning Commission Agenda Item NO. 5. B.

Meeting Date: 06/13/2023
APPLICANT:

INVISION COMMUNITY BUILDERS, LLC, APPLICANT
(PROJECT PLANNER: SEAN REILLY, PRINCIPAL PLANNER)

PUBLIC HEARING to consider the following:

1. Consideration of a Socio-Economic Cost/Benefit Study prepared for the proposed project in accordance with Measure U.

2. Commission Review and Approval No. 964 - A proposal to construct a 108-unit market-rate multi-family rental complex that is deed restricted for senior housing (55+), and a request for a density bonus in accordance with State Density Bonus Law to allow up to a 15% increase in the total project density on a 3.49-acre site. The project is located between Grove Street and Judson Street, south of the Orange Blossom Trail (APNs: 0170-221-53-0000 and 0170-221-55-0000). The proposal qualifies for an exemption from environmental review in accordance with Section 15332 (Infill Development Projects) of the California Environmental Quality Act (CEQA) Guidelines.

3. Lot Line Adjustment No. 674 – A request to merge two parcels into one single 3.49-acre parcel for the construction of a 108-unit multi-family apartment complex. The project is located on the east side of Grove Street and on the west side of Judson Street, south of Orange Blossom Trail (APNs:
0170-221-53-0000 and 0170-221-55-0000). The proposal qualifies for an exemption from environmental review in accordance with Section 15305 (Minor Alterations in Land Use Limitations) of the California Environmental Quality Act (CEQA) Guidelines.

SYNOPSIS

1. General Plan
Designation: The General Plan land use designation is Transit Village.

2. Existing Zoning: The project site is located within the Village General and Civic Space Districts of the Transit Villages Specific Plan (TVSP-VG and TVSP-CS).

3. Surrounding
Zoning:

North: Civic Space District of the Transit Villages Specific Plan (TVSP-CS) South: Village General District of the Transit Village Specific Plan (TVSP-VG) East: Single Family Residential (R-1) District
West: Village General District of the Transit Village Specific Plan (TVSP-VG)

4. Existing Land Use: The project site is currently vacant and unimproved.

5. Surrounding Land
Use:

North: Orange Blossom Trail
South: Single-Family Residential
East: Single-Family Residential
West: Multiple-Family Residential

6. Area / Topography: The site consists of two parcels totaling 3.49 acres and with generally flat terrain.

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7. Environmental
Determination:

The proposal qualifies for an exemption from environmental review in accordance with Section 15332 (Infill Development Projects) and Section 15305 (Minor Alterations in Land Use Limitations) of the California Environmental Quality Act (CEQA) Guidelines.

8. Socio-Economic
Cost / Benefit Study:

A Socio-Economic Cost/Benefit Study was prepared for the project and the project has a positive cost/revenue ratio of +1.42 and determined that the project would not create significant unmitigable physical blight or overburden public services in the community.

9. Planning
Commission
Submittal Dates:
(A) Date Submitted:
(B) Date Accepted As Complete:
(C) Planning Commission Meeting:

May 5, 2022
September 8, 2022
June 13, 2023

PROPOSAL
The applicant proposes to construct a 108-unit market-rate multi-family residential project that is deed restricted for senior housing (55+). The proposal includes a request for a density bonus consistent with State law to allow up to a 15% increase in the total project density. The project site is comprised of two contiguous parcels totaling 3.49 acres that will be merged prior to construction. Four residential buildings are proposed that are two stories tall. Three of the buildings will include 28 units each and the fourth building will include 26 units. A mixture of one- and two-bedroom units are proposed (32 two-bedroom one bath units and 76 one-bedroom one bath units) which range from 615 to 821 square feet in size. A single-story community building and other amenities including a pool, fitness room, and outdoor open space area are also included in the proposal. The project will be gated with the main entrance on N.

Grove Street and a secondary entrance is on Judson Street (Attachment A – Location Map and Aerial Photo).

BACKGROUND
Senate Bill 330 (Housing Crisis Act of 2019) became effective on January 1, 2020. Senate Bill 330 is intended to remove barriers for housing developments to alleviate the continued housing shortage crisis in California. It made many changes to the entitlement process for housing developments, including prohibiting jurisdictions from making decisions on housing projects based on subjective standards (not objective standards). It also “locks in” the development regulations that were adopted and in effect when the development application was deemed complete. Additionally, if there is an inconsistency between a site’s zoning and General Plan designation, a project must be allowed to develop at the allowable density of the General Plan even if that density is higher than what is allowed by the zoning.

The proposed project was submitted in May 2022 and deemed complete in September 2022. At that time, the project site’s zoning was Multiple Family Residential (R-2) which allows up to 15 units per acre, and the General Plan designation was High Density Residential which allows up to 27 units per acre.

Based upon the development standards of the R-2 District, the project would not have been able to achieve the maximum allowable density based upon the site’s General Plan Designation. However, State law requires that the land use designation with the highest density potential (in this case, the High Density Residential land use designation) to be applied to the project.

Senate Bill 330 requires the City to allow the applicant to utilize those development standards that would allow development of the site consistent with the allowable General Plan density. In this case, the Multiple-Family Residential (R-3) development standards are applicable to achieve the High Density Residential density without the need for a Zone Change.

The Transit Villages Specific Plan (TVSP) was adopted in October 2022 and became effective in December 2022. With the approval of the TVSP, a General Plan Amendment to the “Transit Village” designation was also approved by the City Council. The site’s General Plan designation and zoning were Redlands Regular Meeting of 07-18-23
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changed by these approvals. Based upon the date that the project application was deemed complete (September 2022), and the provisions in Senate Bill 330 which lock in or vest applications that have been deemed complete, the project is not subject to the requirements of the TVSP. The project can be developed in a manner consistent with the High Density Residential General Plan designation and the Multiple Family Residential (R-3) development standards to achieve the density allowed by the General Plan.

ANALYSIS
A) General Plan
The applicable land use designation for the project is High Density Residential. Pursuant to the General Plan, the High Density Residential allows 0-27 units per acre, plus State-mandated density bonuses where applicable. A density bonus as allowed by State law means a density increase over the otherwise maximum allowable gross residential density as of the date of application to the City.

The intent of the High-Density Residential land use category is to provide for the development of attached, detached, and/or mixed residential uses with a range of densities and housing types. The project proposes high density attached residential which is consistent with the intent of this land use designation.

In addition, there are several General Plan policies and Actions that are relevant to this proposal. These are as follow:

4-P.16: Promote a variety of housing types to serve the diverse needs of the community.

4-P.6: Provide for a balance among a variety of different land uses and their distribution among the city’s neighborhoods.

4-P.9: Locate medium- and high-density development near regional access routes, transit stations, employment centers, shopping areas, and public services.

4-A.8: Promote the development of a greater variety of housing types, including single-family homes on small lots, accessory dwelling units, townhomes, lofts, live-work spaces, and senior and student housing to meet the needs of future demographics and changing family sizes.

4-A.10: Promote availability of senior and independent assisted living facilities to meet the needs of the community’s aging population, distributed equitably throughout the Community.

Density Bonus
The applicant has requested a density bonus in accordance with State law, which as a result, affects the design of the project. Pursuant to State law, as well as Section 18.228.030(A) of the Redlands Municipal Code, a density bonus granted to a residential development project shall consist of an increase over the otherwise maximum allowable residential density under the applicable zoning ordinance and of the City's General Plan as of the date of application. Projects that are deed restricted to only allow tenants that are senior citizens, are eligible for a density bonus of up to 20% by both State law and the Municipal Code.

The applicant is requesting a density bonus of 3.7 units per gross acre, an increase in density of approximately 15%. As such, the density bonus would be consistent with the provisions of the Municipal Code and State law. As shown in Table A, the applicant is proposing fewer units than is allowed based on the General Plan density and the allowable density bonus.

Table A. Proposed Project Density
Site
Acreage
General Plan
Density
Base Units
Allowable
Density Bonus
Units Allowable
Proposed Units
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Acreage Density Allowable Units Allowable Proposed Units

3.49 27 units
per acre 94 112 108

The applicant will be required to sign a Density Bonus Agreement with the City, which includes requirements stating that the project shall only be made available to senior citizens who are 55 years of age or older for a minimum period of 55 years, as well as verification and reporting requirements. The Density Bonus Agreement is required to be approved by the City Council. A Condition of Approval has been added to the project requiring that prior to the issuance of a building permit, the applicant shall provide evidence of a fully executed Density Bonus Agreement signed by both the City and the Applicant.

A draft of the Density Bonus Agreement has been included as Attachment B.

B) Zoning

To achieve densities consistent with the High-Density Residential land use designation, the project utilizes the provisions of the R-3 District. The table below summarizes the proposed development’s consistency with the development standards. A complete list of applicable development standards is included in Attachment C.

Table B. Summary of Development Standards
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Table B. Summary of Development Standards
Development Standard Requirement Proposed
Front Setback 15 feet for one- and two-story
buildings.

Judson St: 20 feet

Grove St: 110 ft.

Rear Setback 25 feet N/A
Side Setback 7.5 feet (2 story buildings)
North: 48 ft.

South: 10 ft.

Accessory Building Setback 5 feet from side and rear property lines
5 feet from side and rear
property lines
Lot Coverage 60.0% 56.6%
Building Height 4 stories 2 stories and 31’2”
Total Open Space 18,253 sf 18,745 sf
Private Open Space 100 sf per unit (10,800 sf) 100 sf per unit (10,800 s

C) Commission Review and Approval
Site Design: The project site is approximately 130’ wide (north to south) and 1,665’ long (east to west and spans between Grove Street and Judson Street. It is a relatively long and narrow piece of property located just to the south of the Orange Blossom Trail. Primary access to the site will be from Grove Street and secondary access will be from Judson Street. Due to the site’s linear nature, a single main drive aisle is proposed along the northern portion of the site running east to west. The residential buildings are located near the center of the site on the southern side and amenities are centrally located between the main buildings. Amenities proposed include a single-story community building, a pool, fitness room, and outdoor open space areas. Project Plans are included as Attachment D.

Parking: The applicant is providing parking consistent with State Density Bonus Law contained in California Government Code 65915(p)(1), which states that upon the request of the developer, a city, county, or city and county shall not require a vehicular parking ratio, inclusive of handicapped and guest parking, of a development meeting the criteria…that exceeds the following ratios:

Unit type Parking
Requirement
Studio 1 Space
1 Bedroom 1 Space
2 Bedroom 1.5 Spaces
3 Bedroom 1.5 Spaces
4 Bedroom 2.5 Spaces

According to the above ratios, the project would be required to provide 124 total parking spaces and 124 parking spaces are provided. Most cities have separate parking standards for senior housing that range from .6 to .8 spaces per unit for studio and one-bedroom units. It should be noted that the project is located within a half-mile of a transit station. The Arrow rail University Station is located 1,500 feet to the west of the project. Assembly Bill 2097 prohibits Cities from enforcing minimum parking requirements on development projects located within a half-mile of a major transit station. Therefore, while the applicant has provided parking that is consistent with the requirements of State law, the applicant is not required to do so.

The applicant has expressed a desire to potentially reduce the parking on the western side of the Redlands Regular Meeting of 07-18-23
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project. The existing parking area located on the southwest side of the project would then be replaced with landscaping as an open space amenity. Any reduction in the parking on-site would remain consistent with State law based on AB 2097 and would assist with the provision of common outdoor open space as discussed below.

Open Space and Landscaping: The Multiple Family Residential (R-3) District requires 0.25 square feet of outdoor living area for each square foot of gross floor area of living space. The project includes 73,012 square feet of living space and would be required to provide 18,253 square feet total outdoor living area.

This outdoor living space may be provided as common open space, private open space, or a combination of both. The project exceeds the square footage requirement and provides 18,745 square feet of outdoor living area composed of 7,945 square feet of common outdoor living space and 10,800 square feet of private outdoor living space. Private outdoor living space is provided in the form of 100 square feet of private patio space attached to each apartment unit. Proposed amenities within the common areas include a pool, hot tub, gas fire pits, community room and fitness center.

For multifamily projects within the R-3 district, 30% of the project site is required to be landscaped. The project plans do not clearly indicate the amount of landscaped common open space within the project. As shown on the project plans, a total of 7,945 square feet of common outdoor open space is proposed; based on this square footage, a minimum of 2,248 square feet of landscaped space is required. A Condition of Approval has been added requiring the applicant to clearly demonstrate compliance with the landscaping requirements for common outdoor open space.

The proposed project includes landscaped setbacks along Grove Street and Judson Street, as well as landscaping throughout the parking lot area and in common outdoor living area. The project includes a total of 30,810 square feet of landscaped surface (or 20% of the total project area). The conceptual landscaping plan utilizes primarily Ginko Biloba, Brisbane Box, and Drake Chinese Elm as parking lot trees, with Mayten Tree, Dwarf Southern Magnolia and Sweetshade accent trees. Landscaping plans are included as Attachment E.

Walls and Fencing: The complex has been designed as a gated community, with controlled vehicular access gates at both driveways. The applicant has provided plans, which include a six-foot decorative split-face perimeter wall along the south property line and decorative tubular steel fencing surrounding the north, east and west sides of the project. Near the center of the project on the north side, a five-foot-wide pedestrian gate providing access to the Orange Blossom Trail is proposed. As previously mentioned, the project is designed with gated access. Vehicle gates on both sides of the project are proposed to be decorative tubular steel.

Fence heights are not clearly indicated on the project plans. Staff has provided a condition of approval stating that any open fences or gates within the front setback shall not exceed 4’0” in height, or fences exceeding 6’0” in height outside of the front setback, unless approval of a separate Minor Exception Permit is obtained prior to issuance of a building permit.

A Condition of Approval has been added requiring wall and fence heights to be clearly called out on the project plans. Where walls or fences exceed maximum heights, a Minor Exception Permit will be required.

Architecture and Design: The project proposes a Mediterranean style architecture with barrel concrete roof tiles, tan stucco, and dark brown accents wood and dimensional window frames. Stone/brick veneer and steel balcony railings provide interest through a variety of materials and treatments. The horizontal and vertical planes of the building provide articulation through pitched rooflines, wall surface projection, and tower elements near the center of each building. Decorative shutters, decorative window trim elements, style appropriate lighting, arched patio openings, faux shutters and shaped corbels are also provided. Proposed architectural elevations are provided as Attachment F.

D) Architectural Review Criteria

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Although the proposed building and use is permitted within the zone, new construction over 500 square-feet is subject to review by the Planning Commission per Redlands Municipal Code (RMC) Chapter 18.12 and requires Commission Review and Approval. The Planning Commission reviews the project to determine whether the proposed development is in conformity with RMC Section 18.12.170, Architectural Review Criteria, and if approval of the site plan is in the best interest of the public health, safety, and general welfare. It is intended that design submittals be compatible with the character of adjacent and surrounding developments, and that they be of comparable composition, materials, textures and colors. Conformance is evaluated based on the following seven criteria.

1. Site layout, orientation, location of structures and relationship to one another, as well as open spaces and topography.

The proposed site layout, building orientation, location of structures and relationship to one another are physically suitable in size and shape to support the development. The site is narrow and long. The buildings and parking layout have been designed to include four buildings on the south side of the site and open space, parking and amenities are appropriately included. The site will be accessed via two gated access points (one on Grove Street and one on Judson Street), with a drive aisle extending through the northern portion of the site. The site is generally flat and with appropriate conditions of approval, meets all applicable development standards.

2. Harmonious relationship of building with existing and proposed adjoining developments.

The project site is surrounded by existing residential development on three sides and an existing open space/trails system to the north (Orange Blossoms Trail). The proposed building and use are compatible with the context of the area which is primarily composed of residential uses.

3. Maximum height, area, setbacks and overall mass of building, as well as other structures such as walls, screens, towers or signs, and effective concealment of all mechanical equipment.

The proposed project meets all applicable development standards of the R-3 (Multiple-Family Residential) District including, setbacks, building height, and lot coverage. The proposed building will have an overall height of approximately 31 feet and no roof-mounted mechanical equipment is proposed.

Parking will be screened from the public right-of-way through the incorporation of 36" walls and landscaping.

4. Harmony of construction materials and colors in relation to all exterior elevations.

The proposed architectural design of the building is consistent with the surrounding development in terms of material, color, and overall use. The design of the buildings provide variation in building surfaces including wall popouts, covered walkways, balconies and pitched rooflines. A neutral color palette was selected consisting of medium tan and darker brown accent colors. Decorative shutters, decorative window trim elements, style appropriate lighting, arched patio openings, faux shutters and shaped corbels are also provided.

5. Location and type of planting, with due regard for the preservation of specimen trees upon a site.

The proposal meets the landscaping requirements of the Municipal Code in terms of the site, parking lot and overall landscaping requirements. No specimen trees are located on site. The project provides 20% of the site as landscaped surface (30,810 square feet) within the project site and exceeds the minimum parking lot landscaping requirement by providing 12% of the parking area as landscaped surface.

6. Design and appropriateness of signs in relation to the architectural style of the building.

No signs are proposed as part of this application.

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7. Glazing or image reflective surfaces (specular reflectance) shall be limited to a maximum reflectance value of twenty five percent (25%). "Specular reflectance" means any mirror like reflection, as contrasted to diffused reflection from such surfaces as concrete or vegetation.

The project proposes clear anodized aluminum windows. A condition of approval has been added to the project that glazing or image reflective surfaces (specular reflectance) shall be limited to a maximum reflectance of 25%.

E) Lot Line Adjustment

A Lot Line Adjustment is required since the project site currently consists of two separate parcels. RMC Section 17.05.030 requires a Lot Line Adjustment that is being processed concurrently with other land use applications to be acted upon by the same approving body. The project includes merging two lots into one totaling 3.49 acres. The merging of the lots will be consistent with the RMC and the new lot meets the minimum width, depth, and lot area requirements for the R-3 District. A Condition of Approval has been added requiring the recordation of the Lot Line Adjustment prior to the issuance of a building permit.

F) Socio-Economic Cost / Benefit Study

In accordance with the Principals of Managed Development Element of the General Plan, a Socio-Economic Cost/Benefit Study (Attachment G) has been completed for the project. Based on the cost/benefit model utilized by the City, the project provides a positive cost/benefit ratio of 1.42 over the period of 2025-2034 (and results in positive net revenue to the City after development). This project will provide the City approximately $103,327 in revenue exceeding costs to the City of $72,585 which results in revenue of $30,742.

ENVIRONMENTAL REVIEW
In accordance with the provisions of the California Environmental Quality Act (CEQA), the proposed project qualifies for exemption from environmental review pursuant to Section 15332 of the CEQA Guidelines. Section 15332 (Class 32) pertains to infill development sites and the proposal meets all criteria for this exemption as listed below.

a) The project is consistent with the applicable general plan designation and all applicable general plan policies as well as with applicable zoning designation and regulations; b) The proposed development occurs within city limits on a project site of no more than five acres substantially surrounded by urban uses;
c) The project site has no value as habitat for endangered, rare, or threatened species; d) Approval of the project would not result in any significant effects relating to traffic, noise, air quality, or water quality; and
e) The site can be adequately served by all required utilities and public services.

The proposed project will not have any potentially significant effect on the environment and is eligible for exemption from CEQA.

FINDINGS
RMC Chapter 18.12.080 (Site Plan Approval Procedures) establishes three findings that must be made to either recommend or approve an application for site plan approval, as follows:

1. The site for the intended use is adequate in size and shape to accommodate the use, and all of the required yards, setbacks, walls or fences, landscaping and other features will adjust the use to those existing or permitted future uses of land in the neighborhood; Redlands Regular Meeting of 07-18-23
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The proposed project includes the construction of four multifamily residential buildings with a total of 108 dwelling units for senior, two ancillary office and recreation buildings, and related site improvements on approximately 2.65 acres. The subject property has sufficient size and shape to accommodate the development standards of the applicable zoning requirements. The subject property is adequate in size and shape to accommodate the proposed use, including setbacks, landscaping, private and common open space, recreation amenities, driveways, on-site parking, lighting, utilities, and other required improvements necessary to serve the proposed use and structures. The proposed project complies with the development standards for the Multiple Family Residential (R-3) zone (as consistent with the previous General Plan land use designation as High Density Residential) and will be compatible with the adjacent residential uses that surround the project site.

2. The site for the proposed use relates to streets and highways which are properly designed and improved to carry the type and quantity of traffic generated or to be generated by the proposed use; The subject property will take access from City streets (Judson Street and Grove Street) that provide direct access to the project site, and new driveways will be constructed to serve the proposed use and accommodate the expected type and quantity of motor vehicle traffic to and from the proposed project.

The existing roadways are designed to carry the type and quantity of residential traffic to be generated by the proposed use, including existing traffic from the existing single-family residential dwellings along Judson Street and Grove Street. The site for the proposed use relates to streets that are properly designed and improved to carry the type and quantity of traffic that will be generated by the proposed residential structures.

3. The conditions set forth in the approval and those shown on the approved site plan are deemed necessary to protect the public health, safety and general welfare.

The conditions of approval for the project will protect the public health, safety, and general welfare.

Conditions are provided from the Planning Division, Building & Safety Division, and Land Use Engineering Division. The project has been conditioned to comply with the applicable provisions of the Redlands Municipal Code as well as the applicable California Building Code, California Fire Code, and any other applicable regulations.

RECOMMENDATIONS
Based on the above analysis and the following findings, staff recommends that the Planning Commission approve Commission Review and Approval No. 964 and Lot Line Adjustment No. 674, subject to the attached conditions of approval.

MOTIONS
Should the Planning Commission concur with staff’s recommendation, the following motion is suggested:

“I move that the Planning Commission adopt Resolution No. 1621 approving Commission Review & Approval No. 964 and Lot Line Adjustment No. 674 based on the findings listed in this staff report, and subject to the attached Conditions of Approval.”

Attachments
Attachment A: Location Map and Aerial Photograph
Attachment B: Density Bonus Agreement
Attachment C: Table of R-3 Development Standards
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Attachment D: Site Plan
Attachment E: Landscape Plan
Attachment F: Elevations
Attachment G: Socio-Economic Cost/Benefit Study
Attachment H-1: Resolution No. 1621
Attachment H-2: Engineering Conditions of Approval
Attachment H-3: Building & Safety Conditions of Approval Redlands Regular Meeting of 07-18-23
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S

UNIVERSITY

ST S DEARBORN ST

E CYPRESS AVE

JUDSON ST

FORD ST

N DEARBORN ST

E PALM AVE
N

UNIVERSITY
ST

E COLTON AVE

E CITRUS AVE

DAISY CT

CRAIG CT

AARON DR

KAYE CT
IDYLLW
ILD
CT

MORRISONDR

ARCATA DR

GARY LN
M

ITCHELL
W
AY

LORI CT
C
O
RALCT

AMHERST CT
JEREM
Y
CT

LISA LN

FINCH AVE

SANDY CTCHAPEL ST

BELINDA LN

JONI LN

DEXTER WAY

ARDMORE CIR

CARDINAL LNFALCON LN
HEM
LOCK
CT

KENWOOD DR

LAR AMIEAVE

CERO CT

KLAMATH ST

N LINCOLN ST

LIME ST

SPARROW CT

RENEE ST

N APAAVE

AMBER CT

N GROVE ST

CAMPUS AVE

COOK ST

CHRISTOPHER LN

S GROVE ST

S LINCOLN ST

POWELL LN

DIAMOND CT

STILLMAN AVE

UNIVERSITY PL

CAMBRIDGE AVE
West DR

LIDO ST

EAST DR
E10FRW
Y

LYTLEST

GEORGIA ST
W
10FRW
Y

RYAN ST

NAOMI ST

DEARBORNCIR

CENTRAL AVE

E PARK AVE

COLLEGE AVE

CAMPUS AVE

CLOCK AVE

SYLVAN BLVD
Location Map
OneStop.mxd
0 390 780
Feet
Scale
This map was produced by the City of Redlands,
Geographic Information System.

The City of Redlands assumes no warranty or
legal responsibility for the information contained
on this map.

The data used to generate this map is dynamic
in nature, therefore the information shown may
or may not be the most current.

May 3, 2023
.

PROJECT SITE
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JUDSON ST
JEREM
Y
CT

CRAIG CTKAYE CT

LARAMIE AVE

CENTRAL AVE

N GROVE ST

GEORGIA ST

E PARK AVE

SYLVAN BLVD
Aerial Photo
OneStop.mxd
0 120 240
Feet
Scale
This map was produced by the City of Redlands,
Geographic Information System.

The City of Redlands assumes no warranty or
legal responsibility for the information contained
on this map.

The data used to generate this map is dynamic
in nature, therefore the information shown may
or may not be the most current.

May 3, 2023
.

PROJECT SITE
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VILLAGES AT ORANGE BLOSSOM

SENIOR APARTMENTS

REDLANDS, CA

VANCE GRAHAM
IDEArc
17848 SKY PARK CIRCLE, SUITE D
IRVINE, CA 92614
949.336.6056

SHEET INDEX
A01 - ARCHITECTURAL SITE PLAN
A02 - PRELIMINARY FIRE MASTER PLAN
A03 - BLDG 1 MASTER FLOOR PLAN
A04 - BLDG 1 LOWER LEVEL FLOOR PLAN
A05 - BLDG 1 UPPER LEVEL FLOOR PLAN
A06 - BLDG 1 MASTER ROOF & ELEVATIONS
A07 - BLDG 1 ENLARGED ELEVATIONS
A08 - BLDG 1 ENLARGED ELEVATIONS
A09 - BLDG 1 ROOF PLAN
A10 - BLDG 2 MASTER FLOOR PLAN
A11 - BLDG 2 LOWER LEVEL FLOOR PLAN
A12 - BLDG 2 UPPER LEVEL FLOOR PLAN
A13 - BLDG 2 MASTER ROOF & ELEVATIONS
A14 - BLDG 2 ENLARGED ELEVATIONS
A15 - BLDG 2 ENLARGED ELEVATIONS
A16 - BLDG 2 ROOF PLAN
A17 - BLDG SECTIONS
A18 - UNIT PLANS
A19 - COMMUNITY ROOM / LEASING PLAN
A20 - FITNESS / POOL BATH PLAN
A21 - TRASH ENCLOSURE
A22 - CARPORT PLAN

ARCHITECT

VICINITY MAP
NOVEMBER 04, 2022

MOHAMAD YOUNES

INVISION COMMUNITY BUILDERS, LLC
690 EAST GREEN STREET, SUITE 200
PASADENA, CA 91101
951.300.8268
[email protected]

OWNER'S REPRESENTATIVE
SITE

CEAZAR AGUILAR

AGUILAR CONSULTING INC
231 E. ALLESSANDRO BLVD
#6A393
RIVERSIDE, CA 92508
951.300.1431
[email protected]

CIVIL ENGINEER

SHAWN BURCH
STB LANDSCAPE ARCHITECTS, INC.
15 SOUTH 5TH ST.

REDLANDS, CA 92373
909.798.7490
[email protected]

LANDSCAPE ARCHITECT
17848 SKY PARK CIRCLE, SUITE D
IRVINE, CA 92614
949.336.6056
REDLANDS, CANovember 4, 2022

VILLAGES AT ORANGE BLOSSOM
CS
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10'
SB
10'
SB
1175.5'
10'
SB

EV CHARGING
ONLY

EV CHARGING
ONLY
EV
55 62 63
70 EV CHARGING
ONLY

EV CHARGING
ONLY
EV

COMPACTCOMPACTCOMPACT COMPACTCOMPACTCOMPACTCOMPACTCOMPACTCOMPACT COMPACTCOMPACTCOMPACTCOMPACT VAN

COMPACTCOMPACTCOMPACTCOMPACTCOMPACTCOMPACTCOMPACTCOMPACTCOMPACTCOMPACT VAN

COMPACTCOMPACTCOMPACTCOMPACT
14 20 21 29
30 33
36 44 45
54 71
80 81 89
90 93
96 105 106
113
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10'

COMPACT COMPACT
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1480
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EXISTING SFD

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COMPACT
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DEED
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8'-1" CLG 8'-1" CLG
RAMP RAMPBUILDING 2A BUILDING 2B
30 80
90°
BOILER
MECH/ELEC.
3080
2-
45°
45°
ELEV.
30 80
90°
ELEV EQU.
30 80
90°
J.C
16 68
90°
F.C.

REF

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-0" 8'-4" X
9'-0 3/4" CLG
PATIO
90°
30 68
90°
30 68
90°
30 80
90°
30 80
5050 SH
3050 SH
5068BP
W D

KITCHEN
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9'-0 3/4" CLG
12'-7" 8'-0" X
9'-0 3/4" CLG
PATIO
LIVING
12'-9" 7'-7" X
9'-0 3/4" CLG
DINING
12'-9" 7'-7" X
9'-0 3/4" CLGBEDROOM 2
10'-1" 11'-0" X
9'-0 3/4" CLG

M BEDROOM
10'-3" 14'-9" X
9'-0 3/4" CLG

BATHCLOSET
90°
24 80 2'-0" 3'-9" X
9'-0 3/4" CLG
STO
7'-8" CLG
7'-8" CLG
7'-8" CLG
REF

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-0" 8'-4" X
9'-0 3/4" CLG
PATIO
90°
30 68
90°
30 68
90°
30 80
90°
30 80
50 50 SH
3050 SH
5068BP
W D

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-0" 8'-4" X
9'-0 3/4" CLG
PATIO
90°
30 68
90°
30 68
90°
30 80
90°
30 80
5050 SH
3050 SH
5068BP
W D

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-7" 8'-0" X
9'-0 3/4" CLG
PATIO
LIVING
12'-9" 7'-7" X
9'-0 3/4" CLG
DINING
12'-9" 7'-7" X
9'-0 3/4" CLG BEDROOM 2
10'-1" 11'-0" X
9'-0 3/4" CLG

M BEDROOM
10'-3" 14'-9" X
9'-0 3/4" CLG

BATH CLOSET
90°
24 802'-0" 3'-9" X
9'-0 3/4" CLG
STO
7'-8" CLG
7'-8" CLG
7'-8" CLG
REF

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-0" 8'-4" X
9'-0 3/4" CLG
PATIO
90°
30 68
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5050 SH
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5068BP
W D

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-7" 8'-0" X
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PATIO
LIVING
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M BEDROOM
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9'-0 3/4" CLG

BATHCLOSET
90°
24 80 2'-0" 3'-9" X
9'-0 3/4" CLG
STO
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7'-8" CLG
REF

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12'-0" 8'-4" X
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PATIO
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5050 SH
30 50 SH
5068BP
W D

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-0" 8'-4" X
9'-0 3/4" CLG
PATIO
90°
30 68
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90°
30 80
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30 80
5050 SH
3050 SH
5068BP
W D

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-7" 8'-0" X
9'-0 3/4" CLG
PATIO
LIVING
12'-9" 7'-7" X
9'-0 3/4" CLG
DINING
12'-9" 7'-7" X
9'-0 3/4" CLG BEDROOM 2
10'-1" 11'-0" X
9'-0 3/4" CLG

M BEDROOM
10'-3" 14'-9" X
9'-0 3/4" CLG

BATH CLOSET
90°
24 802'-0" 3'-9" X
9'-0 3/4" CLG
STO
7'-8" CLG
7'-8" CLG
7'-8" CLG
90°
30 80
LAU
11'-10" 7'-11" X
7'-8" CLG
3050 SH3050 SH
3050 SH30 50 SH
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30 80
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4068BP

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-7" 8'-0" X
9'-0 3/4" CLG
PATIO
LIVING
12'-9" 7'-7" X
9'-0 3/4" CLG
DINING
12'-9" 7'-7" X
9'-0 3/4" CLG BEDROOM 2
10'-1" 11'-0" X
9'-0 3/4" CLG

M BEDROOM
10'-3" 14'-9" X
9'-0 3/4" CLG

BATH CLOSET
90°
24 802'-0" 3'-9" X
9'-0 3/4" CLG
STO
7'-8" CLG
7'-8" CLG
7'-8" CLG
REF

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-0" 8'-4" X
9'-0 3/4" CLG
PATIO
90°
30 68
90°
30 68
90°
30 80
90°
30 80
5050 SH
3050 SH
5068BP
W D

M BEDROOM
12'-0" 10'-3" X
9'-0 3/4" CLG
LIVING
12'-9" 7'-7" X
9'-0 3/4" CLG
DINING
12'-9" 7'-7" X
9'-0 3/4" CLG
7'-8" CLG
M BATH
LAU
11'-10" 7'-11" X
7'-8" CLG
CLOSET
90°
24 80 2'-0" 3'-4" X
9'-0 3/4" CLG
STO
7'-8" CLG
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
90°
REF
OPT
M+72"
AFF
90°
90°
90°
90°
90°
G
90° 90°
6' CORRIDOR
UNIT 2
6' CORRIDOR
UNIT 2
UNIT 1
UNIT 1
UNIT 1
UNIT 1
UNIT 1
UNIT 1
UNIT 1
UNIT 1
UNIT 2
UNIT 2
UNIT 2
UNIT 2
UNIT 1
UNIT 1
UNIT 1
UNIT 1
UNIT 1
UNIT 1
UNIT 1
UNIT 1
UNIT 1
UNIT 1
UNIT 2
UNIT 2
8'-1" CLG8'-1" CLG
ELEV.
30 80
90°
BOILER
MECH/ELEC.

RAMPRAMP
BUILDING 1BBUILDING 1A
3080
2-
45°
45°
30 80
90°
ELEV EQU.
30 80
90°
J.C.
16 68
90°
F.C.

REF

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-0" 8'-4" X
9'-0 3/4" CLG
PATIO
90°
30 68
90°
30 68
90°
30 80
90°
3080
5050 SH
30 50 SH
5068BP
W D

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-7" 8'-0" X
9'-0 3/4" CLG
PATIO
LIVING
12'-9" 7'-7" X
9'-0 3/4" CLG
DINING
12'-9" 7'-7" X
9'-0 3/4" CLGBEDROOM 2
10'-1" 11'-0" X
9'-0 3/4" CLG

M BEDROOM
10'-3" 14'-9" X
9'-0 3/4" CLG

BATHCLOSET
90°
24 80 2'-0" 3'-9" X
9'-0 3/4" CLG
STO
7'-8" CLG
7'-8" CLG
7'-8" CLG
REF

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-0" 8'-4" X
9'-0 3/4" CLG
PATIO
90°
30 68
90°
30 68
90°
30 80
90°
30 80
50 50 SH
3050 SH
5068BP
W D

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-0" 8'-4" X
9'-0 3/4" CLG
PATIO
90°
30 68
90°
30 68
90°
30 80
90°
30 80
5050 SH
3050 SH
5068BP
W D

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-7" 8'-0" X
9'-0 3/4" CLG
PATIO
LIVING
12'-9" 7'-7" X
9'-0 3/4" CLG
DINING
12'-9" 7'-7" X
9'-0 3/4" CLG BEDROOM 2
10'-1" 11'-0" X
9'-0 3/4" CLG

M BEDROOM
10'-3" 14'-9" X
9'-0 3/4" CLG

BATH CLOSET
90°
24 802'-0" 3'-9" X
9'-0 3/4" CLG
STO
7'-8" CLG
7'-8" CLG
7'-8" CLG
REF

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-0" 8'-4" X
9'-0 3/4" CLG
PATIO
90°
30 68
90°
30 68
90°
30 80
90°
30 80
5050 SH
3050 SH
5068BP
W D

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-7" 8'-0" X
9'-0 3/4" CLG
PATIO
LIVING
12'-9" 7'-7" X
9'-0 3/4" CLG
DINING
12'-9" 7'-7" X
9'-0 3/4" CLGBEDROOM 2
10'-1" 11'-0" X
9'-0 3/4" CLG

M BEDROOM
10'-3" 14'-9" X
9'-0 3/4" CLG

BATHCLOSET
90°
24 80 2'-0" 3'-9" X
9'-0 3/4" CLG
STO
7'-8" CLG
7'-8" CLG
7'-8" CLG
REF

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-0" 8'-4" X
9'-0 3/4" CLG
PATIO
90°
30 68
90°
30 68
90°
30 80
90°
30 80
5050 SH
3050 SH
5068BP
W D

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-7" 8'-0" X
9'-0 3/4" CLG
PATIO
LIVING
12'-9" 7'-7" X
9'-0 3/4" CLG
DINING
12'-9" 7'-7" X
9'-0 3/4" CLG BEDROOM 2
10'-1" 11'-0" X
9'-0 3/4" CLG

M BEDROOM
10'-3" 14'-9" X
9'-0 3/4" CLG

BATH CLOSET
90°
24 802'-0" 3'-9" X
9'-0 3/4" CLG
STO
7'-8" CLG
7'-8" CLG
7'-8" CLG
90°
30 80
LAU
11'-10" 7'-11" X
7'-8" CLG
3050 SH 3050 SH
3050 SH 3050 SH
90°
30 80
90°
30 68
90°
30 68
90°
30 68
90°
30 68
4068BP

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-7" 8'-0" X
9'-0 3/4" CLG
PATIO
LIVING
12'-9" 7'-7" X
9'-0 3/4" CLG
DINING
12'-9" 7'-7" X
9'-0 3/4" CLGBEDROOM 2
10'-1" 11'-0" X
9'-0 3/4" CLG

M BEDROOM
10'-3" 14'-9" X
9'-0 3/4" CLG

BATHCLOSET
90°
24 80 2'-0" 3'-9" X
9'-0 3/4" CLG
STO
7'-8" CLG
7'-8" CLG
7'-8" CLG
REF

KITCHEN
8'-0" 9'-5" X
9'-0 3/4" CLG
12'-0" 8'-4" X
9'-0 3/4" CLG
PATIO
90°
30 68
90°
30 68
90°
30 80
90°
30 80
5050 SH
3050 SH
5068BP
W D

SEPARATION
2 HOUR OCCUPANCY

SEPARATION

LEASING
/COMM

NOT A PART (E) HOUSE
STAIR
STAIR 28 PLEX 28 PLEX
STAIR 24 PLEX 28 PLEX
GATE

CALL BOX

GATE PLANTER

PLANTER PLANTER

TRASHTRASH

PLANTER

FITNESS
/BATH
HOT
TUB
STAIR
POOL
56'

SETBACK
10'
SB
11'

19.3'

11.1'

11.2'

19.5'

7.6'
4'

11.1'

19.3'

7.4'

15.2'

11.2'
4'
11'

20.4'5'
TYP
4'
26'

5.9'
11'
11'

7.5'

19.5'

11.2'

11.3'
4'

10.6'
10'

11.2'
26'
20' 16'

33.6'20'
SB
10'
10'
20'
5'
TYP
14'1161.5'
2'
8'10' 120.5'
1176.5'
2'
DEED

98.1' 200.1' 862.3' 14'
DEED
20'
SB
20'
SB
4'
56'

SETBACK
19' 26' 5.5'
15' 26' 5.5'
19' 26' 5.5'
15' 5.5'
26' 20'

5.5'

0.6'
19'
9'
19'
9'
15'
8' 8'
15'

5.9'

74.5'

7.3'

19.3'

14.3'

21.6'

14.3'
10'
10'

14.8'

14.3'

14.3'
10'
10'

19.5'

19.4'
4'

15.2'
15' 26' 5.5'
5'
TYP
5'
TYP
5'
TYP
5'
TYP
5'
TYP
5'
TYP
10'
SB
10'
SB

64.1'

54.5'
20'
SB

6.3'

5.6'
5'
TYP
5'
TYP
UNIT 1

COMMUNITY / LEASING
N
UNIT 2
PROJECT INFO:

APN: 0170-221-53-0000 & 0170-221-55-0000
EXISTING ZONING: R-2
EXISTING DENSITY: 14 DUA
CONSTRUCTION TYPE: V-A
ALLOWABLE DENSITY: 30 DU/AC (27 DU/AC PER MEASURE U)
PROPOSED DENSITY: 25.78 DU/AC (30.94 DU/AC WITH 20% DENSITY BONUS) PROPOSED DENSITY BONUS: 90 X 1.20 = 108 DU/AC (76 ONE-BEDROOM & 32

TWO-BEDROOM)
PARKING: 1 PARKING STALL PER DU FOR ONE-BEDROOM AND

1.5 PARKING STALLS FOR TWO-BEDROOM
REQUIRED PARKING: 124 PARKING STALLS
PROVIDED PARKING: 124 PARKING STALLS PROVIDED
PROPOSED AMENITIES: COMMUNITY ROOM & LEASING OFFICE (1,842 SQ.FT.)

SWIMMING POOL & HOT TUB
FITNESS ROOM & POOL BATH (1,035 SQ.FT.)
EXISTING FLOOD AREA: AO-1
PROPOSED FLOOD AREA: ZONE X (PER FEMA MAP REVISION FOR REGION 9) SETBACKS:

SIDE: 56 FT (ORANGE BLOSSOM TRAIL)
FRONT: 20 FT (JUDSON & GROVE STREET)
SIDE: 10 FT (SOUTH BOUNDARY)
REAR: 20 FT

OUTDOOR LIVING

VILLAGES AT ORANGE BLOOSOM PROJECT SUMMARY
P A R K I N G (1) TOTAL UNIT
AREA

TOTAL BEDS/

UNIT TYPE

TOTAL BATHS/

UNIT TYPEUSE SIZE BEDS BATHS UNIT MIX REQ'D/UNIT TOTAL

REQ'D PARKING

UNCOVERED COVERED
PLAN 1 615 SQFT 1 1 76 1.0 76 60 16 46,740 76 76
PLAN 2 821 SQFT 2 1 32 1.5 48 41 7 26,272 64 32
TOTAL 108 124 101 23 73,012 140 108

FITNESS
COMM./LEAS 1,842 SQFT - 0
Total Parking (1) 124
(1) PER STATE DENSITY BONUS LAW
TOTAL SITE AREA: 152,058.70 SQFT 3.49 ACRES TOTAL BUILDING AREA

30.94 DU/AC LIVING: 72,971 sq.ft.

CIRCULATION: 13,180 sq.ft.

SITE COVERAGE: 56.66% GARAGE: 0 sq.ft.

TOTAL: 86,151 sq.ft.

REQUIRED OUTDOOR LIVING AREA*
18,242.7 12% 18.60.170 (A) LEAS/COMM. 1,842 sq.ft.

PROVIDED COMMON OUTDOOR LIVING SPACE:
7,945.5 5.2% 18.60.170 A.1.b* FITNESS/BATH 1,035 sq.ft.

PROVIDED PRIVATE OUTDOOR LIVING SPACE:
10,800.0 7.1%
TOTAL PROVIDED OUTDOOR LIVING SPACE:
18,745.5 12.3%
NOTE:

18.60.170 (A) - THE OUTDOOR LIVING SPACE MAY BE PROVIDED IN THE FORM OF COMMON OPEN SPACE AREAS, PRIVATE OPEN SPACE AREAS, OR A COMBINATION THEREOF, EXCEPT THAT THERE SHALL BE AT LEAST ONE HUNDRED (100) SQUARE FEET OF COMMON OPEN SPACE FOR EACH DWELLING UNIT.

18.60.170 A.1.b - RECREATION BUILDINGS MAY BE LOCATED WITHIN THE COMMON OUTDOOR LIVING SPACE; PROVIDED, HOWEVER, THAT NOT MORE THAN TEN PERCENT (10%) OF THE SPACE MAY BE UTILIZED FOR RECREATIONAL BUILDING PURPOSES. THE SPACE BETWEEN BUILDINGS SHALL BE INCREASED BY THE DIMENSIONS OF THE RECREATIONAL BUILDING(S).

FITNESS / BATH
17848 SKY PARK CIRCLE, SUITE D
IRVINE, CA 92614
949.336.6056
REDLANDS, CA November 4, 2022

VILLAGES AT ORANGE BLOSSOM
SCALE: 1" = 40'
A01

PROJECT LOCATION

ARCHITECTURAL SITE PLAN
01 02
0304 05 0404 06
07 0809 09
10 11 11 11 12
12 12 12
12 13 13
14 14
1415
24 16
17 17 17
18 18
18 19 19
20 20
21 21
2222 22 22

PLANTING AREAS

PROJECT LANDSCAPE AREA PROVIDED
PERIMETER PLANTER 7,090.3 SQFT
SOUTH & SIDES PLANTING 14,409.7 SQFT
ISLANDS 9,310.6 SQFT
TOTAL 30,810.6 SQFT
% OF SITE AREA 20%

PARKING LOT LANDSCAPING
PARKING AREA 52,245.3 SQFT
REQUIRED PLANTING (7%) 3,657.2 SQFT
PERIMETER PLANTER 6,040.6 SQFT
LANDSCAPE ISLAND 1 215.1 SQFT
LANDSCAPE ISLAND 2 107.7 SQFT
TOTAL 6,363.4 SQFT
% OF PARKING AREA 12%
16 24
2323

SYMBOL DESCRIPTION
16`X40` POOL
8`X12` SPA RAISED 24" ABOVE POOL DECK FOR EASIER ENTRY

GAS FIREPIT

STEEL TRELLIS WITH DECORATIVE METAL PANELS BETWEEN

POSTS TO MATCH DECORATIVE POOL FENCING PANELS

ALUMAWOOD OR EQUAL SHADE TRELLIS OVER FIRE PIT AND

ADJACENT PATIO

POOL EQUIPMENT PAD

DECORATIVE FENCING WITH GREEN SCREEN AND METAL

PANELS PER LANDSCAPE PLANS

SYMBOL DESCRIPTION
24" HIGH SEAT WALL-TYPICAL

BBQ AND RECREATION AREA PER LANDSCAPE PLANS
APPX. LOCATION OF 5` WIDE WALKWAY CONNECTION TO THE

ORANGE BLOSSOM TRAIL
6` HIGH SPLIT FACE BLOCK WALL ALONG SOUTHERLY

PROPERTY LINE

DECORATIVE TUBULAR STEEL FENCE WITH COLUMNS PER

LANDSCAPE PLANS

VEHICULAR ACCESS GATES TO MATCH PERIMETER TUBULAR

STEEL FENCING

SYMBOL DESCRIPTION

PEDESTRIAN ACCESS GATES TO MATCH PERIMETER TUBULAR

STEEL FENCING

GATE KEYPAD

TRASH ENCLOSURE

DRAINAGE SWALE PER CIVIL PLANS

CARPORT

EV CHARGING STATION SINGLE POST W/ DUAL PORTS

MAILBOX - TO BE LOCATED WHERE PERMITTED

EXISTING FIRE HYDRANT

SYMBOL DESCRIPTION

PROPOSED FIRE HYDRANT

STANDPIPE LOCATION

STREET PAINTED STAND PIPE LOCATOR SYMBOL

DECORATIVE PAVING

CONCRETE POOL DECKING
01 02
03 04
05 06
07 08
09 10
11 12
13 14
15 16
17 18
19 20
21 22
23 24
Redlands Regular Meeting of 07-18-23
497 of 667

ROOF PLAN
17848 SKY PARK CIRCLE, SUITE D
IRVINE, CA 92614
949.336.6056
REDLANDS, CA November 4, 2022

VILLAGES AT ORANGE BLOSSOM

FRONT (NORTH)

LEFT (WEST)
SCALE: 1/16" = 1'-0"
DESIGN DEVELOPMENT ELEVATIONS A06

RIGHT (EAST)

REAR (SOUTH)
BLDG 1 MASTER ELEVATIONS & ROOF PLAN
Redlands Regular Meeting of 07-18-23
498 of 667
17848 SKY PARK CIRCLE, SUITE D
IRVINE, CA 92614
949.336.6056
REDLANDS, CA November 4, 2022

VILLAGES AT ORANGE BLOSSOM

FRONT (RIGHT)

FRONT (LEFT)
RIGHT
SCALE: 1/8" = 1'-0"
DESIGN DEVELOPMENT ELEVATIONS A07
BLDG 1 ENLARGED ELEVATIONS

1. STUCCO

2. STUCCO FINISH FOAM LINTELS

3. STUCCO FINISH FOAM SILLS

4. WINDOWS WITH TAN FRAMES AND MUTTONS

5. BARREL CONCRETE ROOF TILES

6. 2X6 CONTINUOUS FACIA

7. GUTTER OVER FASCIA

8. 2X WOOD BARGE

9. PRE MANUFACTURED TERRA COTTA "CLAY" ROUND OR X-VENTS

10. METAL RAILING

11. SHAPED FOAM TRIM W/ STUCCO FINISH

12. FAUX SHUTTER

13. STONE VENEER

14. EXTERIOR LIGHTING
114 2 4 11 13
5 1 11 6 87 5
11 4314131
561108 7
12 816 5
13 6 7
5 6 7 1012123 1198
14 3
8 2 342 3 11 1314
85 10 1 5 851 10
42 3
7 9 9
9 11
42 9'-1"
14'-538"
8'
11 9'-1" 9'-1"
31'-13
8"
8' 8'
9'-1" 9'-1"
29'-71
4"
8' 8'
9'-1" 9'-1"
31'-13
8"
8' 8'
9'-1" 9'-1"
29'-71
4"
8' 8'
432
432
Redlands Regular Meeting of 07-18-23
499 of 667
17848 SKY PARK CIRCLE, SUITE D
IRVINE, CA 92614
949.336.6056
REDLANDS, CA November 4, 2022

VILLAGES AT ORANGE BLOSSOM

REAR (LEFT)

REAR (RIGHT)
LEFT
SCALE: 1/8" = 1'-0"
DESIGN DEVELOPMENT ELEVATIONS A08
BLDG 1 ENLARGED ELEVATIONS

1. STUCCO

2. STUCCO FINISH FOAM LINTELS

3. STUCCO FINISH FOAM SILLS

4. WINDOWS WITH TAN FRAMES AND MUTTONS

5. BARREL CONCRETE ROOF TILES

6. 2X6 CONTINUOUS FACIA

7. GUTTER OVER FASCIA

8. 2X WOOD BARGE

9. PRE MANUFACTURED TERRA COTTA "CLAY" ROUND OR X-VENTS

10. METAL RAILING

11. SHAPED FOAM TRIM W/ STUCCO FINISH

12. FAUX SHUTTER

13. STONE VENEER

14. EXTERIOR LIGHTING
1 241113
511168 75
114 11 3 14 13 1
5 6 1 10 87
12 1 65
13 67
1 2
14 3
8 23 4 231113
8 510158 5 110
4 23
7 99
9 11
42 11
2 3
5 6 78 910
11 12
11 14
14 13
9'-1"
14'-334"
8'
9'-1" 9'-1"
31'-13
8"
8' 8'
9'-1" 9'-1"
29'-71
4"
8' 8'
9'-1" 9'-1"
29'-71
4"
8' 8'
9'-1"
14'-33 4"
8'
432
432
Redlands Regular Meeting of 07-18-23
500 of 667
17848 SKY PARK CIRCLE, SUITE D
IRVINE, CA 92614
949.336.6056
REDLANDS, CA November 4, 2022

VILLAGES AT ORANGE BLOSSOM

ROOF PLAN
SCALE: 1/8" = 1'-0"
DESIGN DEVELOPMENT ROOF PLAN A09
BLDG 1 ROOF (LEFT)
BLDG 1 ROOF (RIGHT)
RIDGE
RIDGE
RIDGE
RIDGE
RIDGE

RIDGERIDGE
RIDGE
RIDGE
RIDGE
RIDGE
RIDGE

RIDGE RIDGE RIDGE

RIDGERIDGE
VALLEY
VALLEY
VALLEY

VALLEY VALLEY
RIDGE
VALLEY
VALLEY
VALLEY
VALLEY
VALLEY
VALLEY
VALLEY
VALLEY
RIDGE
VALLEY
VALLEY
VALLEY

VALLEYVALLEY
VALLEY
VALLEY
VALLEY
HIPHIP
HIP
HIP
HIP

HIP HIP
HIP
HIP
HIP
HIP
HIP

HIP HIP
RIDGE
VALLEY
VALLEY
RIDGE
VALLEY
VALLEY
RIDGE
VALLEY
VALLEY

RIDGERIDGE
RIDGE
VALLEY
VALLEY
VALLEY
RIDGE
HIPHIP
HIP
HIP
RIDGE
VALLEY
VALLEY
RIDGE
VALLEY
VALLEY
RIDGE
VALLEY
VALLEY
VALLEY
VALLEY
RIDGE
RIDGE
RIDGE
VALLEY
VALLEY
HIP
HIP
4:124:12
4:124:12
RIDGE
4:124:12
4:124:12
4:124:12
4:12 4:12
4:12
4:124:12
4:124:12
4:124:12
4:124:12
4:124:12
4:124:12
4:124:12
4:124:12 4:124:12
4:124:12
4:124:12
4:124:12
4:124:12
4:124:12
4:12 4:124:12
4:12
4:12
4:12
4:12
4:124:12
4:124:12
4:124:12
4:124:12
4:124:12
4:124:12
4:124:12
4:124:12
4:124:12
4:124:12
Redlands Regular Meeting of 07-18-23
501 of 667

ROOF PLAN
17848 SKY PARK CIRCLE, SUITE D
IRVINE, CA 92614
949.336.6056
REDLANDS, CA November 4, 2022

VILLAGES AT ORANGE BLOSSOM

FRONT (NORTH)

LEFT (EAST)
SCALE: 1/16" = 1'-0"
DESIGN DEVELOPMENT ELEVATIONS A13

RIGHT (WEST)

REAR (SOUTH)
BLDG 2 MASTER ELEVATIONS & ROOF PLAN
Redlands Regular Meeting of 07-18-23
502 of 667
17848 SKY PARK CIRCLE, SUITE D
IRVINE, CA 92614
949.336.6056
REDLANDS, CA November 4, 2022

VILLAGES AT ORANGE BLOSSOM

FRONT (RIGHT)

FRONT (LEFT)
RIGHT
SCALE: 1/8" = 1'-0"
DESIGN DEVELOPMENT ELEVATIONS A14
BLDG 2 ENLARGED ELEVATIONS
111
1 1
1 1
1 12 23 3 44 5 5 667 78 8 99 10 10 1111
1314 14 13 1
23 4 23 45 6 785 6 7 8 99 10 10
11111113 13141314
235 6 1089 71112
14 1. STUCCO

2. STUCCO FINISH FOAM LINTELS

3. STUCCO FINISH FOAM SILLS

4. WINDOWS WITH TAN FRAMES AND MUTTONS

5. BARREL CONCRETE ROOF TILES

6. 2X6 CONTINUOUS FACIA

7. GUTTER OVER FASCIA

8. 2X WOOD BARGE

9. PRE MANUFACTURED TERRA COTTA "CLAY" ROUND OR X-VENTS

10. METAL RAILING

11. SHAPED FOAM TRIM W/ STUCCO FINISH

12. FAUX SHUTTER

13. STONE VENEER

14. EXTERIOR LIGHTING
9'-1" 9'-1"
31'-11
8"
8' 8'
9'-1" 9'-1"
31'-11
8"
8' 8'
9'-1" 9'-1"
29'-75
8"
8' 8'
9'-1"
14'-51
2"
8'
9'-1"
14'-51
2"
8'
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17848 SKY PARK CIRCLE, SUITE D
IRVINE, CA 92614
949.336.6056
REDLANDS, CA November 4, 2022

VILLAGES AT ORANGE BLOSSOM

REAR (LEFT)

REAR (RIGHT)
LEFT
SCALE: 1/8" = 1'-0"
DESIGN DEVELOPMENT ELEVATIONS A15
BLDG 2 ENLARGED ELEVATIONS
1 1
13 2
1 9'-1"
14'-51
2"
8'
1 1 1 23 4 4 35 56 667 7 78 89 91010 111111
13 1314141 11
2 24 34 34 3 25 5 6 76 76 7 8 8 99 10 10 111111
13 13 131114 14
25 3
6 789
1011 1112 13 14

1. STUCCO

2. STUCCO FINISH FOAM LINTELS

3. STUCCO FINISH FOAM SILLS

4. WINDOWS WITH TAN FRAMES AND MUTTONS

5. BARREL CONCRETE ROOF TILES

6. 2X6 CONTINUOUS FACIA

7. GUTTER OVER FASCIA

8. 2X WOOD BARGE

9. PRE MANUFACTURED TERRA COTTA "CLAY" ROUND OR X-VENTS

10. METAL RAILING

11. SHAPED FOAM TRIM W/ STUCCO FINISH

12. FAUX SHUTTER

13. STONE VENEER

14. EXTERIOR LIGHTING
9'-1" 9'-1"
29'-75
8"
8' 8'
9'-1" 9'-1"
29'-75
8"
8' 8'
9'-1" 9'-1"
31'-11
8"
8' 8'
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17848 SKY PARK CIRCLE, SUITE D
IRVINE, CA 92614
949.336.6056
REDLANDS, CA November 4, 2022

VILLAGES AT ORANGE BLOSSOM

ROOF PLAN
DESIGN DEVELOPMENT ROOF PLAN A16
BLDG 2 ROOF (LEFT)
BLDG 2 ROOF (RIGHT)
RIDGE
RIDGE
VALLEY
VALLEY
VALLEY
VALLEY
VALLEY
HIP
HIP
HIP
HIP
HIP
RIDGE
VALLEY
VALLEY
RIDGE
VALLEY
VALLEY
RIDGE
VALLEY
VALLEY

RIDGERIDGE
RIDGE
VALLEY
VALLEY
VALLEY
HIP
HIP
HIP
HIP
RIDGE
VALLEY
VALLEY
RIDGE
VALLEY
VALLEY
RIDGE
VALLEY
VALLEY
VALLEY
VALLEY
RIDGE
RIDGE
HIP
HIP
4:124:12
RIDGE
4:124:12
4:124:12
4:124:12
4:124:12
4:124:12
4:124:12 4:124:12 4:124:12
4:124:12 4:124:12
4:124:12
4:124:12
RIDGE
VALLEY
VALLEY
RIDGE
VALLEY
VALLEY
4:124:12
4:124:12
VALLEY
4:12
4:124:12
4:12 RIDGE
VALLEY
HIP
RIDGE
VALLEY
VALLEY
RIDGE
VALLEY
VALLEY
4:124:12
4:124:12
RIDGE
VALLEY
VALLEY
RIDGE
VALLEY
VALLEY
4:124:12
4:124:12
RIDGE
VALLEY
VALLEY
RIDGE
VALLEY
VALLEY
4:124:12
RIDGE
4:124:12
4:124:12
RIDGE
VALLEY
VALLEY
HIP
HIP
RIDGE
VALLEY
VALLEY
RIDGE4:12
4:124:12
4:124:124:124:12

RIDGERIDGE
RIDGE
VALLEY
VALLEY
VALLEY
4:124:12
4:12
4:124:12
4:124:12
VALLEY
HIP
HIP
4:12
4:12
4:12
4:124:12
SCALE: 1/8" = 1'-0"
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17848 SKY PARK CIRCLE, SUITE D
IRVINE, CA 92614
949.336.6056
REDLANDS, CA November 4, 2022

VILLAGES AT ORANGE BLOSSOM
SCALE: 1/8" = 1'-0"
DESIGN DEVELOPMENT SECTIONS A17
SECTION 1 (TYP. CENTER STAIR)
SECTION 2 (TYP. END STAIR) SECTION 3 (TYP. UNITS)

SECTIONS
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RECORDING REQUESTED BY
AND WHEN RECORDED MAIL TO:

City Clerk
City of Redlands
P. O. Box 3005
Redlands, CA 92373

SPACE ABOVE LINE FOR RECORDER'S USE ONLY
EXEMPT FROM RECORDING FEES PURSUANT TO GOVT. CODE § 27383

CITY OF REDLANDS

SENIOR HOUSING DENSITY BONUS AGREEMENT

This Senior Housing Density Bonus Agreement (“Agreement”) is entered into as of this 18th day of July, 2023, by and between the City of Redlands, a California municipal corporation (“City”), and Orange Blossom by Invision LLC, a Limited Liability Company (“Developer”). City and Developer are each sometimes individually referred to herein as a “Party” and, together, as the “Parties.”

RECITALS

A. Developer is the owner of approximately 3.49 acres of real property located south of the Orange Blossom Trail between Grove Street and Judson Street, (APNs: 0170-221-53-0000 and 0170-221-55-0000) in Redlands, California, which is more particularly described in the legal description attached hereto as Exhibit “A” and incorporated herein by reference (“Property”).

B. On or about ___________, the Planning Commission approved development of the Property for senior housing that would include 108 dwelling units , a 1,842 square -foot leasing/community building, a 1,035 square -foot fitness building, and related on -site improvements including driveways, parking lot, landscaping, and lighting on a 3.49 acre si te (“Project”). The Project is subject to the Conditions of Approval as specified in the approved entitlements Commission Review and Approval No. 964 and Lot Line Adjustment No. 674.

C. On or about May 5, 2022, Developer submitted a request for a density bonus for the Project. The base density for the Project under the City’s zoning ordinance would be ninety - four (94) units. The Developer is requesting a density bonus because the Project will be a Senior Citizen Housing Development, as defined herein, and one-hundred percent (100%) of the dwelling units (collectively, the “Senior Units”) shall only be made available to senior citizens who are fifty-five (55) years of age or older and other qualified residents, in accordance with California Civil Code § 51.3, for a minimum time period of fifty-five (55) years.

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D. Provided that Developer complies with all of the requirements of the California Density Bonus Law (Government Code section 65915 et seq.), Developer is eligible to obtain a density bonus and certain incentives and/or concessions, including a waiver or reduction of City development standards, and City desires to enter into this Density Bonus Agreement in accordance with California law.

E. For purposes of complying with the Density Bonus Law and the Redlands Municipal Code , and facilitating development of senior housing within the City, City and Developer agree to the terms and conditions of this Agreement to establish Developer’s rights to construct and operate the Senior Citizen Housing Development described herein.

NOW, THEREFORE, in consideration of the mutual promises contained herein, the Parties agree as follows:

AGREEMENT

1. Recitals. The foregoing recitals are true and correct, and are incorporated herein as a substantive part of this Agreement.

2. Definitions. The following terms when used in this Agreement shall have the meanings ascribed to them:
(a) “Senior Citizen” means a person 55 years of age or older. (b) “Senior Citizen Housing Development” means a property that is developed for occupancy by persons who qualify as a Senior Citizen in accordance with California Civil Code § 51.3.
(c) “Senior Unit(s)” means a unit in the Project to be occupied or made available for occupancy exclusively by persons who qualify for occupancy in a Senior Citizen Housing Development.
(d) “Density Bonus Law” means California Government Code section 65915 et seq.
(e) “Density Bonus” means the additional fourteen units requested by Developer under the Density Bonus Law in exchange for agreement to develop the Senior Units.

3. Senior Citizen Housing Requirements.
(a) Project. As part of the Project, Developer shall develop, or cause to be developed, the Property as a Senior Citizen Housing Development, with a total of 108 rental units on the Property that will be rented as Senior Units.

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(b) Senior Units. Developer covenants and agrees that it shall rent not less than one -hundred percent (100%) of the units on the Property as Senior Units. The rental restrictions and conditions described in this Agreement shall run with the land and shall be binding on all successor owners of the Property. City is given the express authority by Developer to enforce the restrictions and conditions described in this Agreement. (c) Federal Law Requirements . The Senior Units are intended to qualify as “housing for older persons” exempt from the age restriction prohibition contained in the Federal Fair Housing Amendments Act of 1988 as amended by the Housing for Old Persons Act of 1995 (the “Acts”). In order to satisfy the requirements of the Acts, at least 80% of the units in the buildings in which the Senior Units are located must be occupied by at least one person fifty - five (55) years of age or older; and Developer shall:
(i) publish and adhere to policies and procedures that
demonstrate the intent to provide ho using for persons fifty-five (55) years of age or older for the buildings in which the Senior Units are located; and
(ii) comply with rules issued by the Secretary of Housing and Urban Development for verification of occupancy, including (a) developing procedu res for routinely determining the occupancy of each Senior Unit; (b) providing for regular updates through surveys or other means and no less than once every two years; and (c) establishing and maintaining appropriate policies to require that occupants comply with the age verification procedures. (d) Applicable Law and Amendment Requirements. The provisions in this Agreement are intended to comply with the housing for Senior Citizen requirements in Civil Code section 51.3 and the housing for older persons exem ption under the Acts of 1988 and 1995 in effect as of the date this Agreement (collectively, the “State and Federal Acts”). To the extent of any conflict between the provisions of this Agreement and the State and Federal Acts, the State and Federal Acts s hall control notwithstanding that said State and Federal Acts may be more permissive than the restrictions set forth herein. If the State and Federal Acts are subsequently modified or amended in any manner, the provisions of this Agreement shall be consid ered modified and amended in a like manner if necessary in order to remain in compliance with applicable laws. Nothing in this Agreement shall prohibit Developer from imposing additional age and/or income requirements to the Senior Units to the extent said additional requirements are consistent with the State and Federal Acts.
(e) Prohibition Against Discrimination . Developer shall not discriminate against any tenant or potential tenant on the basis of sex, color, race, religion, ancestry, national origin, ag e, pregnancy, marital status, family composition, sexual orientation, source of income, or the potential or actual occupancy of minor children. Developer further agrees to take affirmative action to ensure that no such person is discriminated against for any of the above mentioned reasons.

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4. Density Bonus; Concessions; Waivers . In exchange for the agreement to the construct the Senior Units on the terms and conditions set forth herein, the City has agreed to density bonus of fifteen percent (15%) for the pr oposed ninety -four base units, resulting in a density bonus of fourteen (14) additional units. Accordingly, this density bonus agreement provides for the development of 108 Senior Units on the Property.

5. No Incentives, Concessions or Waivers. Developer ack nowledges and agrees that no incentives, concessions, waivers or reductions have been requested, and that, as of the date of this Agreement, the City has fully satisfied any duty City may have under the Redlands Municipal Code, the Density Bonus Law, or any other law or regulation applicable to the Project, to provide any development incentive or concession to Developer, including the waiver or reduction of any building, zoning, or other requirement. By this Agreement, Developer releases any and all known claims Developer may have against the City related to or arising from, in any way, City’s obligation to waive requirements of or provide development incentives or concessions pursuant to any state, federal, or local law, rule, or regulation applicable to the Project.

6. Permits and Processing; Compliance with Laws.
(a) Developer, at its sole cost and expense, shall secure or cause to be secured any and all permits that may be required by City or any other federal, state, or local government entity having or claiming jurisdiction over the Property or Project. Upon securing any and all permits, Developer shall carry out and perform the development of the Project in conformity with all applicable federal, state, and local laws and regulations, and all conditions of approval issued for the Project.
(b) City shall have no responsibility for the construction, installation, management, operation or maintenance of the Project.

7. Term. The Term of this Agreement shall be fifty -five (55) years commencing upon the date of the City’s issuance of the first certificate of occupancy for a Senior Unit for the Project.

8. Agreement to be Recorded; Priority . This Agreement shall be recorded, prior to the issuance of building permits for the Project, in the Official Records of San Bernardino County, California as senior, non-subordinate covenants and as an encumbrance running with the land for the full Term of this Agreement. In no event shall this Agreement be made junior or subordinate to any deed of trust or other document providi ng financing for the construction or operation of the Project or any other lien or encumbrance whatsoever for the entire fifty-five (55) year Term of this Agreement. Notwithstanding anything to the contrary herein, the City shall have the discretion to sub ordinate this Agreement to regulatory restrictions of public lender(s) restricting occupancy of units in the Project to persons eligible to occupy Senior Units . Upon a determination by the City Manager that the conditions in this Section have been satisfied, the City Redlands Regular Meeting of 07-18-23
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Manager or the City Manager’s designee will be authorized to execute the approved subordination agreement without the necessity of any further action or approval by the City Council.

9. Indemnification. Developer shall defend, indemnify and hold harmless City and its officers, agents, employees, representatives, and volunteers (collectively, “Indemnitees”) from and against any loss, liability, claim or judgment arising from any act or omission of Developer in connection with its obligations under this Agreement, except to the extent caused by the negligence or misconduct of the Indemnitees. .

10. City’s Right to Inspect Senior Units and Documents. City may inspect the Senior Units at any reasonable time for so long as this Agreement remains in effect, to determine Developer’s compliance with this Agreement.

11. Defaults and Remedies . City shall have the right to specifically enforce each and every covenant, condition, restriction, and provision in this Agreement and Developer hereby agrees and acknowledge s that money damages are an inadequate remedy for any default under this Agreement.

11.1 Default. Failure or delay by any Party to perform any term or provision of this Agreement which is not cured within thirty (30) days after receipt of notice from the other Party specifying the default (or such other period specifically provided herein) constitutes a default under this agreement; provided, however, if such default is of the nature requiring more than thirty (30) days to cure, the defaulting Party shall a void default hereunder by commencing to cure within such thirty (30) day period, and thereafter diligently pursuing such cure to completion within an additional sixty (60) days following the conclusion of such thirty (30) day period (for a total of ninety (90) days). Except as required to protect against further damages, the injured Party may not institute proceedings against the Party in default until the time to cure has expired. Failure or delay in giving such notice shall not constitute a waiver of any default, nor shall it change the time of default. City hereby agrees to accept any cure offer by any limited partner of or lender to Developer on the same basis as if such cure were offered by Developer.

11.2 Rights and Remedies. The rights and remedies of the Parties are cumulative, and the exercise by either Party of one or more rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by any other Party.

12. Waiver. Failure by a Party to insist upon the strict performance of any of the provisions of this Agreement by the other Party, or the failure by a Party to exercise its rights upon the default of the other Party, shall not constitute a waiver of such Party’s right to insist and demand strict compliance by the other Party with the terms of this Agreement thereafter.

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13. Attorney’s Fees . In the event any action is commenced to enforce or interpret the terms or conditions of this Agreement, the prevailing Party shall , in addition to any costs and other relief, be entitled to the recovery of its reasonable attorney’s fees, including fees for use of in-house counsel by a Party.

14. Time. Time is of the essence in this Agreement.

15. Notices. Any approval, disapproval, demand, document or other notice (“Notice”) which either Party may desire to give to the other Party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by reputable document delivery service such as Federal Express that provides a receipt showing date and time of delivery, or (iii) mailing in the United States mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below, or at any other address as that party may later designate by Notice:

Developer: Jim A. Ahmad
Orange Blossom by Invision LLC
750 E. Green Street, Ste. 204
Pasadena, CA 91101

City: 35 Cajon Street
Redlands, California 92373
Attention: City Clerk
City of Redlands

Such addresses may be changed by notice to the other party given in the same manner as provided above.

16. Third Party Beneficiaries . The Parties acknowledge and agree there are no third party beneficiaries of this Agreement. Each Party and its successor and assigns shall have full right and ability to enforce each and every covenant and restriction in this Agreement. No other person or entities shall have any right of action hereunder. Under no circumstances shall any individual, officer, or affiliate have any personal liability for any claims arising out of the Agreement unless it is proven by clear and convincing evidence that the individual, officer, or affiliate has been guilty of oppression, fraud, or malice.

17. Successors and Assigns. This Agreement shall run with the land, and all of the terms, covenants and conditions of this Agreement shall be binding upon Developer and City and the successors and assigns of Developer and City. Whenever the terms “Developer” or “City” are used in this Agreement, such terms shall include any other successors and assigns as herein provided.

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18. Project as Private Undertaking. It is specifically understood and agreed by and between the Parties hereto that the development of the Project is a private development, that neither Party is acting as the agent of the other in any respect hereunder, and that each Party is an independent contracting entity with respect to the terms, covenants, and conditions containe d in this Agreement. No partnership, joint venture, or other association of any kind is formed by this Agreement. The only relationship between City and Developer is that of a government entity regulating the development of private property and the Developer of such property.

19. Entire Agreement . This Agreement and all of its Exhibits set forth and contain the entire understanding and agreement of the Parties, and there are no oral or written representations, understandings or ancillary covenants, undertakings, or agreements which are not contained or expressly referred to herein. No testimony or evidence of an such representations, understandings, or covenants shall be admissible in any proceedings of any kind or nature to interpret or determine the terms or conditions of this Agreement.

20. Partial Invalidity. If any provision of this Agreement shall be declared invalid, illegal, or unenforceable, the validity, legality, and enforceability of the remaining provisions hereof shall not in any way be affected or impaired.

21. Interpretation and Governing Law. This Agreement shall be construed as a whole according to its fair language and common meaning to achieve the objectives and purpose of the Parties hereto, and the rule of construction that ambiguities are to be resolved against the drafting party shall not be employed in interpreting this Agreement. This Agreement and any dispute arising hereunder shall be governed and interpreted in accordance with the laws of the State of California.

22. Amendment. This Agreement may not be changed orally, but only by an agreement in writing signed by Developer and City. The City Manager, or the City Manager’s designee, may execute an amendment to this Agreement that is necessary to implement the provisions stated herein; provide d, however, that any amendment relating to the term, number of Senior Units, any of the rental restrictions under this Agreement, or the number or type of any incentives or concessions given by the City, must be approved by the City Council.

23. Counterparts. This Agreement may be executed in two or more separate counterparts, each of which, when so executed, shall be deemed to be an original. Such counterparts shall, together, constitute and shall be one and the same instrument. This Agreement shall not be effective until the execution and delivery by the Parties of at least one set of counterparts. The Parties hereunder authorize each other to detach and combine original signature pages and consolidate them into a single identical original. Any one of suc h completely executed counterparts shall be sufficient proof of this Agreement.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year first set forth above.

[SIGNATURES ON NEXT PAGE]
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EXHIBIT A

DESCRIPTION OF SUBJECT PROPERTY

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1 I:\cmo\Resolutions\8503 Density_Bonus_Agreement.doc-jm RESOLUTION NO. 8503

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

APPROVING A DENSITY BONUS AGR EEMENT, RELATED TO
COMMISSION REVIEW AND APPROVAL NO . 964 FOR A 108-UNIT

SENIOR HOUSING PROJECT LOCATED SOUTH OF THE ORANGE

BLOSSOM TRAIL BETWEEN GRO VE STREET AND JUDSON STREET
APNs: 0170-221-53-0000 AND 0170-221-55-0000).

WHEREAS, an application for Commission R eview and Approval No. 964 for the construction of a 108-unit apartment project for senior citizens (age 55 or older) located south of the Orange Blossom Trail, between Grove S treet and Judson Street (the Project) was submitted on May 5, 2022 by Invision Community Builders; and

WHEREAS, in conjunction with the filing o f Commission R eview and Approva l No. 964, the Project also include s a densit y and incentive/concession agreement to allow for a density increase of 3.9 dwelling units per acre (a 15% increase) to allow a total of 30.9 units per acre; and

WHEREAS, on June 13, 2023 , the Planning Commission held a public hearing and considered the staff report, oral report, the testimony and the written evidence submitted by and on behalf of the applicant and by members of the public; and

WHEREAS, following the hearing for Commission Review and Approval No. 964 , the Planning Commission determ ined that approval of the requested en titlements for is in the best interest of the public health, safety and general welfare and approved the Project; and

WHEREAS, the Density Bonus Agreement is not subject to environmental review pursuant to the California E nvironmental Quality Act (CEQA) Guidelines Section 15061(b)(3) pertaining to projects which have no potential to cause a significant environmental effect; and

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF REDLANDS AS FOLLOWS:

SECTION 1. The City Council of the City of Redlands hereby determines that the Density Bonus Agreement is n ot subject to environmental review pursuant to the California Environmental Quality Act (CEQA) Guidelines Section 15061(b)(3) (General Rule Exemption).

SECTION 2. APPROVAL OF DENSITY BONUS AGREEMENT. The proposed density bonus agreement (“Housing Incentive and/or Concession Agreement”) is hereby approved based upon the following findings pursuant to Section 18.228.070 of the Redlands Municipal Code.

1. The development project would not be a hazard or nuisance to the city at large or establish a use or development inconsistent with the goals and policies of the city's general plan;

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2 I:\cmo\Resolutions\8503 Density_Bonus_Agreement.doc-jm The proposed project for 108 dwelling units designated for senior housing (5 5+) will not be a hazard or nuisance to the City of Redlands at large. The 2035 General Plan designates the project site for High Density Residential multifamily housing, and the proposed project and land use will be consistent with several polices and act ions contained in the General Plan. The proposed project will also implement several goals and policies contained in the 2021-2029 Housing Element, particularly for senior housing and affordable housing. The proposed project will help the City achieve its housing goal numbers as determined by the Regional Housing Needs Assessment as further explained in the Housing Element.

2. The number of dwellings can be accommodated by existing and planned infrastructure capacities;

The proposed project for 108 dwe lling units designated for senior housing (55+) can be accommodated by existing and planned infrastructure capacities. The City’s Development Review Committee (including Land Use Engi neering staff and Municipal Utilities & Engineering Department) have revi ewed the proposed project plans, and all necessary infrastructure, public and private utilities, and public services will be able to adequately serve the project site and vicinity.

3. Adequate evidence exists to ensure that the development of the proper ty would result in the provision of affordable housing in a manner consistent with the purpose and intent of this chapter;

The proposed project for 108 dwelling units designated for senior housing (55+) is consistent with the applicable provisions of Stat e density bonus law (Calif. Gov. Code Sections 65915 – 65918) and the project is subject to a Density Bonus Agreement that must be included in the project entitlements . The development of the property will result in the provision of affordable housing for seniors (55+) in a manner consistent with the purpose and intent of the Redlands Municipal Code as well as applicable State law.

4. In the event that the city does not grant at le ast one financial concession or incentive as defined in state law in addition to the density bonus, that additional concessions or incentives are not necessary to ensure affordable housing costs; and

The proposed project for 108 dwelling units designated for senior housing (55+) does not require any financial concessions or i ncentives from the City, and the proposed project is otherwise consistent with the applicable provisions of the City’s development standards for the Multiple Family Residential (R -3) zoning district. There are no additional concessions or incentives that w ill be necessary to ensure affordable housing costs . The proposed Density Bonus Agreement will ensure that the project provides housing for seniors (55+) in accordance with State law.

5. There are sufficient provisions to guarantee that the lower and ve ry low income units would remain affordable in the future.

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3 I:\cmo\Resolutions\8503 Density_Bonus_Agreement.doc-jm The proposed project for 108 dwelling units designated for senior housing (55+) includes a Density Bonus Agreement that will ensure the project provides housing only for seniors in accordance with the granted density bonus and applicable State law. The Density Bonus Agreement includes terms and provisions to ensure that only eligible seniors may reside in the development and have the benefit of affordable market-rate rents.

ADOPTED, SIGNED AND APPROVED this 18th day of July, 2023.

______________________________
Eddie Tejeda, Mayor

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4 I:\cmo\Resolutions\8503 Density_Bonus_Agreement.doc-jm ATTEST:

______________________________
Jeanne Donaldson, City Clerk

I, Jeanne Donaldson , City Clerk of the City of Redlands, d o hereby certify that the foregoi ng Resolution was duly adopted by the City Council at a regular meeting thereof held on the 18th day of July, 2023 by the following vote:

AYES:

NOES:

ABSENT:

______________________________
Jeanne Donaldson, City Clerk

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EXHIBIT A

Density Bonus Agreement
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City Council Meeting I. 3.

DATE: 07/18/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Consideration of accepting two (2) Highway Safety Improvement Program grants for projects totaling $653,600 and $245,000, respectively; rejecting one (1) Highway Safety Improvement Program grant in the amount of $718,100; and approving an additional appropriation of $808,740 for this project (Municipal Utilities and Engineering Director Harris)
MOTION(S):

If City Council determines the staff recommendation is appropriate, the following motions are provided:

I move that the City Council accept two (2) Highway Safety Improvement Program grants for projects totaling $653,600 and $245,000, respectively;

1. I move that the City Council reject one (1) Highway Safety Improvement Program grant in the amount of $718,100; and

2. I move that the City Council approve an additional appropriation in an amount not-to-exceed $808,740 for this project.

3. RECOMMENDATION:

Staff recommends City Council accept two (2) Highway Safety Improvement Program grants for projects totaling $653,600 and $245,000, respectively, and reject one (1) Highway Safety Improvement Program grant in the amount of $718,100. Staff further recommends City Council approve an additional appropriation not-to-exceed $808,740 for this project.

DISCUSSION:

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In August 2022, Municipal Utilities and Engineering Department (MUED) staff submitted grant applications for funding assistance through the California Department of Transportation (CalTrans) Highway Safety Improvement Program (HSIP) for the following projects:
08-Redlands-1 - San Bernardino Avenue/Church Street Traffic Signal (Total Project Cost = $653,600)
08-Redlands-2 - Traffic Signal Head Improvements
(Total Project Cost = $245,000)
08-Redlands-3 - Traffic Signal Left Turn Phasing Improvements (Total Project Cost = $718,100)
The first project will install a new traffic signal, including left turn phasing and pedestrian controls, at the intersection of San Bernardino Avenue and Church Street. The second project will improve existing traffic signals by installing larger signal heads with reflective borders at various locations throughout the City. The third project will install protected left turn phase signals and timing at existing signalized intersections.

The HSIP manages and distributes state funds to local agencies implementing projects that will reduce fatalities and serious injuries on public streets. HSIP funding may be used for preliminary engineering, rights-of-way acquisition, construction, and construction engineering. In March 2023, MUED staff was notified that all three (3) applications were selected for HSIP Cycle 11 funding.The first application was awarded $588,240, which requires $65,360 (10%) in City matching funds, for a total project cost of $653,600. The second application was awarded $220,500, which requires $24,500 (10%) in City matching funds, for a total project cost of $245,000. The third application was awarded $359,050, which requires $359,050 (50%) in City matching funds, for a total project cost of $718,100.

At the time that MUED staff submitted the applications, staff anticipated having funding available so that the local match for the three (3) grants would be funded through the General Fund. Once awarded and after further review, staff was notified that the General Fund would not be able to support the local match of the third project. Therefore, staff is requesting City Council reject the third grant award.

Staff recommends City Council accept two (2) HSIP Grants totaling to $808,740, reject one (1) HSIP grant in the amount of $718,100, and approve an additional appropriation not-to-exceed $808,740 for this project.

Section 2.2.3 (Post Award Grant Administration) of the City Policy Manual requires City Council acceptance of these grant awards. The approved FY 23/24 MUED budget includes funding for the City matching funds requirements for the first two (2) projects and staff recommends City Council acceptance of these grants. Staff recommends City Council rejection of the third grant, which Redlands Regular Meeting of 07-18-23
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requires a significant additional appropriation to meet the City matching fund requirement. MUED staff will manage all Project elements, including grant administration, to ensure compliance with City policies and grant requirements.

ALTERNATIVES:

City Council may deny the staff recommendation and provide alternate direction.

STRATEGIC PLAN:

N/A
SUBMITTED BY:

John R. Harris, Municipal Utilities and Engineering Director RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Goutam K. Dobey, City Engineer
Selina Sanchez, Grant Coordinator
PREPARED BY:

Veronica Medina, Associate Engineer
Fiscal Impact
Fiscal Year: FY 23/24
Revenue Generating: N
Appropriation Required Y/N: Y
Amount: $808,740
Budgeted Y/N: Y
Account No.: 200400; 253400
Discussion:

Accepting the two (2) HSIP grants requires an additional appropriation of $808,740 from the Governmental Grant Fund (200400). The Grant Fund (200) will be reimbursed by the CalTrans HSIP grant program after successful completion of the projects. The local match amount of $89,860 is included in the FY 23/24 Traffic Signals Fund (253400).

Attachments
Redlands Regular Meeting of 07-18-23
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HSIP Grant Award Letter
HSIP Cycle 11 Location Map
Additional Appropriation Form
Grant Procurement Policy (Reference only)
Redlands Regular Meeting of 07-18-23
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HSIP Cycle 11 Location Map
Traffic Signal Improvements
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City of Redlands City Policy Manual

Grant Procurement and Administration 2.2.3

1.1.1 PURPOSE
It is the policy of the City Redlands to seek grant funds from various agencies to enhance City operations. The majority of grantors stipulate that the grantee’s procurement regulations shall be followed. However, some of the granting agencies establish rules for the procurement of goods and services. This policy establishes the responsibilities to ensure that the City follows applicable procurement rules and regulations

POLICY
It is the policy of the City of Redlands to adhere to grantor’s procurement regulations and in accordance with the City Municipal Code No. 2.16.260, titled “Federal Requirements”.

PROCEDURES FOR PROCUREMENTS WITH GRANT FUNDS
PRIOR TO THE SUBMISSION OF APPLICATIONS FOR GRANT FUNDS:

Requesting Department:

1. Applying staff must review the grant application with Finance to ensure that there is sufficient available funds and sufficient time to procure goods and services with grant funds given the expected approval date for grant funds and the restrictions for spending grant funds. Finance approval must be granted prior to submitting grant applications that require use of City Funds.

2. When Federal funds are used, the “Federal Grant Procurement” policy based on the Code of Federal Regulation (CFR) below must be followed. (Pages 8-18)

POST AWARD GRANT ADMINISTRATION:

After Receipt of Notification to Receive Grant Funds Requesting Department shall:

1. Determines the need for a procurement funded through grants.

2. Reviews the grant to identify any regulations pertaining to procurement of goods or services with the grant funds.

3. Follow the “Financial Post Award Administration” Policy below. (Pages 3-7)

4. Communicates the grant funding source (Federal, State, other) and applicable procurement regulations on the purchase requisition and via email, if necessary.

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City of Redlands City Policy Manual

Grant Procurement and Administration 2.2.3

1.1.1 Department/ Purchasing shall:

1. Reviews the received procurement regulations and incorporates them, if necessary, in the procurement process.

2. Reviews the federal list of debarred contractors (http://www.sam.gov/) prior to award of contract or any list as stipulated by grant regulations.

3. Documents the process and results in the procurement file.

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City of Redlands City Policy Manual

Grant Procurement and Administration 2.2.3

1.1.1 POST AWARD GRANT ADMINISTRATION

PURPOSE
The purpose of this policy is to provide guidance of post award grant administration to department heads, program managers, Management Services / Finance staff and other department staff to ensure compliance with the awarding agencies’ terms and conditions, as well as the policies and procedures of the City of Redlands.

POLICY
It is the policy of the City of Redlands to adhere to all established requirements for grand administration.

GRANT ACCEPTANCE
Upon receipt of the grant award from the awarding agency, the department head or program manager must prepare a Request for Council Action (RCA) for the acceptance of the grant. If the grant has a required match, the department head or program manager must clearly indicate in the RCA the source of funding for the match. The department head must also compare the department’s budget to the grant budget to determine if additional appropriation is necessary. If additional appropriation is required, the department head must complete a Request for Additional Appropriation form and obtain the recommendation/signature of the finance director or the assistant finance director and the city manager.

Once all signatures have been obtained, the department head will attach the completed form to the RCA and place the item to the City Council agenda.

The City Council will accept or reject the grant through a City Council meeting. Once approved by the City Council, the department head will forward the following documentation to Finance Division:
- Copy of the approved RCA
- Original Request for Additional Appropriation, if applicable, duly signed by the department head, finance director or assistant finance director and city manager, and noted & stamped by the city clerk
- Copy of the grant award

NEW GRANT ACCOUNT SETUP
Upon obtaining a copy of the approved RCA, grant award and the original Request for Additional Appropriation form, the Finance Division will assign a unique job ledger code and the corresponding orgkey for the grant and will notify the department head of the account code via e-mail. This will allow the City to track the revenues and expenditures for each grant separately. The Finance Division will also enter the requested additional budget appropriation items in the accounting software.

The department head or program manager should notify the Finance Division in the event of:
- Any type of modification to the original terms and conditions (i.e. change in scope of work, performance period, etc.)
- Budget amendments
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City of Redlands City Policy Manual

Grant Procurement and Administration 2.2.3

1.1.1 - There is a notification that the grant will be terminated

GRANT MASTER FILE AND FISCAL FILE
The program manager is required to maintain a grant master file in order to document all major actions from the grant award through closeout. The master file should include the following documents:
- Grant Application: Funding opportunity announcement and the original grant application that was submitted to the awarding agency.
- Grant Award Documents: Grant award, terms and conditions, assurances, award modifications, and approved RCA for the acceptance of the award. Also include subrecipient agreement if portion of the award was transferred to a subrecipient. - Financial Documents: Approved budget and budget amendments. - Grant Reports: Periodic and Final Financial and/or Performance reports including any communications regarding these reports.
- Grant Reimbursement/Payment Requests: Reimbursement/Payment Request form, supporting documents including copy of invoices, copy of transmittal letter, copy of check payment or EFT notification and copy of Deposit Transmittal Form (DTF). - General Communications: Internal or external communications pertaining to the grant.

To assist in administering the grant, the Finance Division should also maintain a fiscal file. The fiscal file contains all documentation related to the financial history of the grant. To ensure the creation of the fiscal file, the program manager should provide the following documents to Finance Division:
- Executed copy of the grant Award and approved RCA
- Terms & Conditions
- Award modifications
- Approved grant budget
- Budget modifications
- Financial Reports
- Reimbursement/Payment Requests and supporting documentation Grant files must be retained in accordance with the City of Redland’s file retention policy or, for federal awards, the retention requirements for records per 2 CFR 200-333 whichever is more restrictive.

GRANT MONITORING
The program manager is responsible for the continuous monitoring of the grant’s financial status, timelines, objectives, reporting requirements, and compliance with all applicable federal, state, and/or local regulations. The program manager must also ensure that grant expenditures are allowable, necessary, reasonable, allocable, and incurred within the grant’s period of performance.

To assist the program manager in monitoring the financial status of the grant, Finance Division will provide a grant recap/report to the program manager once a month. This report will include information, such as money already expended, remaining funding, budget to actual analysis, payments already received, grant Redlands Regular Meeting of 07-18-23
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Grant Procurement and Administration 2.2.3

1.1.1 receivable or advance payment balance and, if applicable, matching funds already provided. The program manager must review the grant recap and notify the Finance Division promptly of any discrepancies noted.

GRANT PAYMENT/REIMBURSEMENT
The program manager must only expend funds as laid out in the scope of work/grant budget and within the specified time period allowed by the grant. All supporting documentation (i.e. invoices and related backup, contracts, etc.) must be reviewed to ensure only allowable expenditures are charged to the grant.

The program manager must obtain an updated grant recap and a JL Summary report from Finance Division for the expenditure period covered by the payment request so he or she can verify the accuracy of amount being claimed before submission to the awarding agency . The program manager must see to it that reimbursement requests are prepared and submitted in accordance with the award terms and conditions.

Any payments received in advance must be used within the specified time period.

Once the payment request has been submitted, the program manager should forward a copy of the reimbursement request and any supporting documentation to Finance Division. The program manager must also complete and provide a Deposit Transmittal Form to the Revenue Division to ensure grant revenues are promptly identified and posted to the correct account code. Once payment is received, the Revenue Division will provide a copy of the processed Deposit Transmittal Form to the program manager and the Finance Division.

GRANT REPORTING
When preparing the required financial report, or the SF425 report for federal grants, the program manager must obtain a JL summary report for the period covered by the report from Finance Division to ensure accuracy of the financial data being reported. Once the financial report is prepared, it will be submitted to the department head or appropriate City management personnel for review to ensure the report is mathematically accurate and supporting documentation (i.e. JL summary report, etc.) agrees to the report. The department head or City management personnel will send the program manager an email indicating review and approval of the prepared financial report.

The program manager is responsible for complying with the due dates and other reporting requirements specified in the award terms and conditions. Once submitted, the program manager should forward a copy of the financial report to the Finance Division.

PROCUREMENT USING GRANT FUNDS
When submitting purchase requisitions with the intention of using grant funds, the department head or program manager must clearly indicate the source of funding for the procurement. The department head or program manager must also communicate to the purchasing agent or delegated staff the applicable procurement standards for the grant preferably via e-mail. The purchasing agent or delegated staff must review the grant procurement standards and incorporates them, if necessary, in the procurement process.

If Federal funding is involved, the department head, program manager and purchasing agent must ensure the procurement standards outlined in 2 CFR 200-320 and the required suspension and debarment testing- 2 CFR 200-213 - for covered transactions are met. Covered transactions include procurement of Redlands Regular Meeting of 07-18-23
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City of Redlands City Policy Manual

Grant Procurement and Administration 2.2.3

1.1.1 goods and services that equal or exceed $25,000, non-procurement transactions as defined in 2 CFR 180.970 and subcontracts/sub awards that equal or exceed $25,000. List of debarred or excluded vendors can be found in the System for Award Management web page and can be accessed at the following address: http://www.sam.gov. The purchasing agent or delegated staff must document the result of the sam.gov search in the procurement file and be made available to the department head, program manager, Finance Division and/or external auditors upon request.

In some cases, the City of Redlands’ procurement standards may be more restrictive than the grant’s procurement standards. For example, 2 CFR 200-320 allows the use of procurement by small purchase method when acquiring goods or services that do not cost more than the simplified acquisition threshold (currently at $150,000). In this method of procurement, informal solicitation of price or rate quotes from adequate number of sources is acceptable. However, the City of Redlands’ procurement standards require a formal bid with minimum three quotes for purchases over $50,000. In such a circumstance, the purchasing agent or delegated staff must follow the City of Redlands’ procurement standards because it is more restrictive.

CAPITAL ASSET MANAGEMENT
The program manager should notify the Finance Division of any capital assets acquired using grant funds so they can be properly identified in the capital asset schedule maintained by Finance staff.

Such assets will be accounted and managed in accordance with the terms and conditions of the grant.

Any equipment of real property funded by federal funds shall be accounted and managed in accordance with the federal requirements outlined in 2 CFR 200.310, 2 CFR 200-311, and 2 CFR 200.313. Please refer to the 2.2.2 Capital Asset Management Policy for more information.

GRANT FUNDED SALARIES AND WAGES
All payroll related costs charged to the grant must reflect actual time spent to the grant. The department head and program manager is responsible in ensuring that actual hours are charged to the grant appropriately.

If the position is 100% funded by a grant, the department head must indicate the account number with the applicable job ledger code in the employee’s Personnel Action Form (PAF). The account number distribution is then entered by the Human Resources Department in the payroll system ensuring salary charges are coded to the appropriate grant. Usually, grant-funded positions are co-terminus with the grant. In the event of any change on the employee’s employment status, the department head must promptly complete a PAF indicating the new account number with the applicable job ledger code and the start date for the status change.

Any City employee whose salary is paid in part by a grant must develop an activity log that will allow him/her to track actual time and effort performed for the grant. When completing the required bi-weekly timesheet, the employee must itemized time by activity; indicating the account number and the applicable job ledger code for each activity. The program manager will review/sign the timesheet ensuring the following: (1) total hours allocated to the grant is based on ac tual hours recorded in the employee’s Redlands Regular Meeting of 07-18-23
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City of Redlands City Policy Manual

Grant Procurement and Administration 2.2.3

1.1.1 activity log; and (2) the account numbers and job ledger codes being used are correct ensuring proper distribution of wages. Once reviewed, the program manager will forward the timesheet to the department head for approval/signature. Once approved by the department head, it will go to Finance Division to the attention of the payroll technician for processing.

GRANT CLOSEOUT
A grant is considered completed when all work funded by the grant is completed or the grant’s period of performance ends. If work cannot be completed within the specified period of performance, the project manager is responsible of ensuring that a continuation or no-cost extension is requested in a timely manner.

Each grant has specific closeout procedures to which the City must adhere to. The closeout documentation and the due dates for submission of required final reports and final payment request are stated in the terms and conditions of the award. The program manager must see to it that all of the required work for the grant are completed, no further expenditures are incurred after the grant’s period of performance and all invoices are paid and posted to the accounting software before finalizing the final financial report and the final payment request.

To ensure accuracy of the final financial report and final payment request, the program manager must obtain a final grant recap from the Finance Division and a JL summary report covering the grant’s period of performance. These reports must be reviewed and reconciled. Once the final financial report and final payment request have been prepared, it will be submitted to the department head or appropriate City management personnel for review to ensure they are mathematically accurate and supporting documentation agrees to the final financial report/final payment request. The department head or City management personnel will send the program manager an email indicating review and approval of the prepared final financial report/final payment request.

The program manager is responsible for complying with the due dates specified in the award terms and conditions.

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City of Redlands City Policy Manual

Grant Procurement and Administration 2.2.3

1.1.1 PROCUREMENT WITH FEDERAL GRANT POLICY

PURPOSE
The City of Redlands is a potential recipient of Federal Grant Funds and as such, is required to conform with Federal laws and standards identified in 2 CFR 200.318-326. Therefore, procurements in which Federal funds are contemplated or used must be conducted in accordance with Federal procurement requirements. This policy explains the City Procurement Policy with respect to Federally-funded procurements by providing a cross-reference between Federal procurement regulations, explains the applicable City procurement policy and how it conforms to Federal requirements.

CFR Reference: 2CFR 200.318(a)

PROCEDURES
City staff shall consult this policy when dealing with any procurements in which Federal funds are contemplated or used. This document will be updated as needed to reflect changes in Federal regulations. All procurements in which Federal funds are contemplated or used must be conducted in accordance with Federal procurement requirements. This policy explains the applicable City procurement policy and how it conforms to Federal requirements.

POLICY

GENERAL PROCUREMENT STANDARDS
CFR Reference: 2CFR 200.318

Goal
All purchasing functions are to be conducted with the highest ethical standard. Department Directors, division managers and employees must remain constantly aware of their responsibilities when spending public funds. The purchasing division will provide a purchasing process that implements and maintains the requirements of the City Municipal Code 2.16 and provide a centralized purchasing system to:

A. Establish a purchasing program providing for competitive bidding in the open market and obtaining the greatest possible advantage to the City.

B. Provide a cost effective purchasing process utilizing high ethical standards.

C. Obtain the appropriate quality of materials and services at the lowest ultimate cost and in a timely manner
D. Provide a system to purchase, using effective fiscal controls that ensure adherence to budget, expenditures and encumbrances. Obtain appropriate levels of approval as established herein.

E. Award purchases to the lowest responsive and most responsible vendors meeting specifications and city requirements.

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Grant Procurement and Administration 2.2.3

1.1.1 F. Promote and maintain good relationship with vendors. City staff shall deal in a professional manner and promote equal opportunity, fairness and courtesy in all vendor relations.

Staff Responsibilities
It is the responsibility of all City of Redlands staff assigned to purchase materials, equipment, supplies and services for all City functions to follow the established Procurement Process. These purchasing activities shall be conducted in the most economical and efficient manner.

Responsibilities of the Purchasing Agent/Delegated Staff Pursuant to the City Municipal Code the Purchasing Agent is responsible for administration of purchases for all City departments. The City Municipal Code provides for the delegation of some or all of the purchasing responsibilities to the Department Director and to his/her designee. With the promulgation of this provision, Department Directors are responsible for ensuring their department purchases are made in accordance with the Purchasing Guidelines. The Purchasing Agent is responsible for oversight of the Purchasing office and to ensure adherence to the rules and regulations of the City Municipal Code

2.16. The Purchasing Agent will provide assistance to Department Directors/designees to comply with the requirements of the purchasing.

The Department Director may delegate the authority of procurement to staff member(s) within his/hers department and division. The designated staff carries the full responsibility for the purchasing processes designated to them.

Code of Ethics
A. Regard public service as a sacred trust, giving primary consideration to the interests of the City.

B. Purchase the best value obtainable, securing the maximum benefit for each tax dollar expended.

C. Allow for full and open competition and not participate in uniform bidding.

D. Know and respect their obligations to the public, private sector and using agencies.

E. Accord vendor representatives courteous treatment remembering that they are important sources of information and assistance in buying decisions.

F. Avoid all appearances of unethical or compromising acts during interaction with vendors.

G. Ensure that any and all vendors have the opportunity to participate in the bidding procedure.

H. Strive constantly for greater knowledge of purchasing methods and of the goods and services to be procured.

I. Conduct one-self with fairness and dignity, and demand honesty in buying and selling.

J. Remember that their conduct reflects on the City.

Conflict of Interest
No officer or employee of the City having any supervisory authority to purchase any specific goods, services or construction for the City shall engaged in the selection, award and administration of contracts. No employee, officer, or agent may participate in the selection, award, or administration of a Redlands Regular Meeting of 07-18-23
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1.1.1 contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract.

Gratuities
The Purchasing Agent and all other officers and employees of the City are prohibited from accepting directly or indirectly from any person to whom any purchase order or contract is, or might be, awarded, any rebate, kickback, gift, money or other unlawful consideration. The offer of such gratuity to an official or employee by any supplier or contractor shall be cause for declaring such individual to be an irresponsible bidder and for preventing such supplier or contractor from bidding Pre-Solicitation

1. The Purchasing Agent and all other officers and employees of the City procuring with Federal Funds must avoid acquisition of unnecessary or duplicative items. Consideration should be given to consolidating or breaking out procurements to obtain a more economical purchase. Where appropriate, an analysis will be made of lease versus purchase alternatives, and any other appropriate analysis to determine the most economical purchase.

CFR Reference: 2CFR 200.318(d)

2. Where advantageous for the City, when competitively bid and awarded and to foster greater economy and efficiency, and in accordance with efforts to promote cost-effective use of shared services across the Federal Government, the City is encouraging staff to enter into state and local intergovernmental agreements or inter-entity agreements where appropriate for procurement or use of common or shared goods and services as per Redlands Municipal Code 2.16.210 CFR Reference: 2CFR 200.318(e)

3. The City is encouraged to use value engineering clauses in contracts for construction projects of sufficient size to offer reasonable opportunities for cost reductions. Value engineering is a systematic and creative analysis of each contract item or task to ensure that its essential function is provided at the overall lower cost.

CFR Reference: 2CFR 200.318(g)
Post-Solicitation

1. The City must award contracts only to responsible contractors possessing the ability to perform successfully under the terms and conditions of a proposed procurement. Consideration will be given to such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources. See also §200.213 Suspension and debarment.

CFR Reference: 2CFR 200.318(h)

2. The City must maintain records sufficient to detail the history of procurement. These records will include, but are not necessarily limited to the following: rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price.

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1.1.1 CFR Reference: 2CFR 200.318(i)

3. The City may use a time and materials type contract only after a determination that no other contract is suitable and if the contract includes a ceiling price that the contractor exceeds at its own risk. Time and materials type contract means a contract whose cost to a non-Federal entity is the sum of:
(i) The actual cost of materials; and
(ii) Direct labor hours charged at fixed hourly rates that reflect wages, general and administrative expenses, and profit.

In addition, since time-and-material type contract generates an open-ended contract price, a time-and- materials contract provides no positive profit incentive to the contractor for cost control or labor efficiency. Therefore, each contract must set a ceiling price that the contractor exceeds at its own risk.

Further, City staff must assert a high degree of oversight in order to obtain reasonable assurance that the contractor is using efficient methods and effective cost controls CFR Reference: 2CFR 200.318(j)

4. The City alone must be responsible, in accordance with good administrative practice and sound business judgment, for the settlement of all contractual and administrative issues arising out of procurements. These issues include, but are not limited to, source evaluation, protests, disputes, and claims. These standards do not relieve the City of any contractual responsibilities under its contracts.

The Federal awarding agency will not substitute its judgment for that of City staff unless the matter is primarily a Federal concern. Violations of law will be referred to the local, state, or Federal authority having proper jurisdiction.

CFR Reference: 2CFR 200.318(k)

COMPETITION
CFR Reference: 2CFR 200.319

1. All procurement transactions must be conducted in a manner providing full and open competition consistent with the standards of this section. In order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, or invitations for bids or requests for proposals must be excluded from competing for such procurements. Some of the situations considered to be restrictive of competition include but are not limited to:
(a) Placing unreasonable requirements on firms in order for them to qualify to do business; (b) Requiring unnecessary experience and excessive bonding; (c) Noncompetitive pricing practices between firms or between affiliated companies; (d) Noncompetitive contracts to consultants that are on retainer contracts; (e) Organizational conflicts of interest;
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1.1.1 (f) Specifying only a “brand name” product instead of allowing “an equal” product to be offered and describing the performance or other relevant requirements of the procurement; and (g) Any arbitrary action in the procurement process.

2. City staff must conduct procurements in a manner that prohibits the use of statutorily or administratively imposed state, local, or tribal geographical preferences in the evaluation of bids or proposals, except in those cases where applicable Federal statutes expressly mandate or encourage geographic preference. Nothing in this section preempts state licensing laws. When contracting for architectural and engineering (A/E) services, geographic location may be a selection criterion provided its application leaves an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract.

3. City staff must have written procedures for procurement transactions. These procedures must ensure that all solicitations:
(a) Incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured. Such description must not, in competitive procurements, contain features which unduly restrict competition. The description may include a statement of the qualitative nature of the material, product or service to be procured and, when necessary, must set forth those minimum essential characteristics and standards to which it must conform if it is to satisfy its intended use. Detailed product specifications should be avoided if at all possible. When it is impractical or uneconomical to make a clear and accurate description of the technical requirements, a “brand name or equivalent” description may be used as a means to define the performance or other salient requirements of procurement. The specific features of the named brand which must be met by offers must be clearly stated; and (b) Identify all requirements which the offerors must fulfill and all other factors to be used in evaluating bids or proposals.

4. City Staff must ensure that all prequalified lists of persons, firms, or products which are used in acquiring goods and services are current and include enough qualified sources to ensure maximum open and free competition. Also, staff must not preclude potential bidders from qualifying during the solicitation period.

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1.1.1 METHODS OF PROCUREMENT TO BE FOLLOWED
CFR Reference: 2CFR 200.320
City staff must use one of the following methods of procurement. (a) Procurement by micro-purchases. Procurement by micro-purchase is the acquisition of supplies or services, the aggregate dollar amount of which does not exceed $3,000 (as currently defined in CFR Reference: 2 CFD 200.67 or $2,000 in the case of acquisitions for construction subject to the Davis-Bacon Act). Procurement by micro-purchase is the acquisition of supplies or services, the aggregate dollar amount of which does not exceed the micro-purchase threshold to the extent practicable, City staff must distribute micro-purchases equitably among qualified suppliers. Micro- purchases may be awarded without soliciting competitive quotations if City staff considers the price to be reasonable.

(b) Procurement by small purchase procedures. Small purchase procedures are those relatively simple and informal procurement methods for securing services, supplies, or other property that do not cost more than the Simplified Acquisition Threshold of $150,000 (as currently defined in CFR Reference: 2 CFD 200.88). If small purchase procedures are used, price or rate quotations must be obtained from an adequate number of qualified sources.

(c) Procurement by sealed bids (formal procurement). is the acquisition of supplies or services, the aggregate dollar amount of which exceed $150,000 Bids are publicly solicited and a firm fixed price contract (lump sum or unit price) is awarded to the responsible bidder whose bid, conforming with all the material terms and conditions of the invitation for bids, is the lowest in price. The sealed bid method is the preferred method for procuring construction, if the conditions in paragraph (c)(1) of this section apply.
(1) In order for sealed bidding to be feasible, the following conditions should be present:
(i) A complete, adequate, and realistic specification or purchase description is available; (ii) Two or more responsible bidders are willing and able to compete effectively for the business; and
(iii) The procurement lends itself to a firm fixed price contract and the selection of the successful bidder can be made principally on the basis of price. (2) If sealed bids are used, the following requirements apply:

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1.1.1 (i) Bids must be solicited from an adequate number of known suppliers, providing them sufficient response time prior to the date set for opening the bids, for local, and tribal governments, the invitation for bids must be publicly advertised; (ii) The invitation for bids, which will include any specifications and pertinent attachments, must define the items or services in order for the bidder to properly respond; (iii) All bids will be opened at the time and place prescribed in the invitation for bids, and for local and tribal governments, the bids must be opened publicly; (iv) A firm fixed price contract award will be made in writing to the lowest responsive and responsible bidder. Where specified in bidding documents, factors such as discounts, transportation cost, and life cycle costs must be considered in determining which bid is lowest. Payment discounts will only be used to determine the low bid when prior experience indicates that such discounts are usually taken advantage of; and (v) Any or all bids may be rejected if there is a sound documented reason.

(d) Procurement by competitive proposals (RFP). The technique of competitive proposals is normally conducted with more than one source submitting an offer, and either a fixed price or cost-reimbursement type contract is awarded. It is generally used when conditions are not appropriate for the use of sealed bids. If this method is used, the following requirements apply:
(1) Requests for proposals must be publicized and identify all evaluation factors and their relative importance. Any response to publicized requests for proposals must be considered to the maximum extent practical;
(2) Proposals must be solicited from an adequate number of qualified sources; (3) City staff must have a written method for conducting technical evaluations of the proposals received and for selecting recipients;
(4) Contracts must be awarded to the responsible firm whose proposal is most advantageous to the program, with price and other factors considered; and (5) City staff may use competitive proposal procedures for qualifications-based procurement of architectural/engineering (A/E) professional services whereby competitors' qualifications are evaluated and the most qualified competitor is selected, subject to negotiation of fair and reasonable compensation. The method, where price is not used as a selection factor, can only be used in procurement of A/E professional services. It cannot be used to purchase other types of services though A/E firms are a potential source to perform the proposed effort.

(e) [Reserved by Code of Federal Regulations]

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1.1.1 (f) Procurement by noncompetitive proposals (Sole/Single Source). Procurement by noncompetitive proposals is procurement through solicitation of a proposal from only one source and may be used only when one or more of the following circumstances apply:
(1) The item is available only from a single source;
(2) The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation;
(3) The Federal awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from City staff; or (4) After solicitation of a number of sources, competition is determined inadequate.

CONTRACTING WITH SMALL AND MINORITY BUSINESSES, WOMEN'S BUSINESS ENTERPRISES, AND LABOR SURPLUS AREA FIRMS.

CFR Reference: 2CFR 200.321
(a) City staff must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible. (b) Affirmative steps must include:
(1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists;
(2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;
(3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises;
(4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises; (5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and
(6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.

PROCUREMENT OF RECOVERED MATERIALS.

CFR Reference: 2CFR 200.322
Contracts must contain a clause stating contractors must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section Redlands Regular Meeting of 07-18-23
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1.1.1 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

CONTRACT COST AND PRICE
CFR Reference: 2CFR 200.323
(a) City staff must perform a cost or price analysis in connection with every procurement action in excess of the Simplified Acquisition Threshold including contract modifications. The method and degree of analysis is dependent on the facts surrounding the particular procurement situation, but as a starting point, City staff must make independent estimates before receiving bids or proposals. (b) City staff must negotiate profit as a separate element of the price for each contract in which there is no price competition and in all cases where cost analysis is performed. To establish a fair and reasonable profit, consideration must be given to the complexity of the work to be performed, the risk borne by the contractor, the contractor's investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work.
(c) Costs or prices based on estimated costs for contracts under the Federal award are allowable only to the extent that costs incurred or cost estimates included in negotiated prices would be allowable for City staff under Subpart E—Cost Principles of this part. City staff may reference its own cost principles that comply with the Federal cost principles. (d) The cost plus a percentage of cost and percentage of construction cost methods of contracting must not be used.

FEDERAL AWARDING AGENCY OR PASS-THROUGH ENTITY REVIEW.

CFR Reference: 2CFR 200.324
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1.1.1 the one being proposed for acquisition. This review generally will take place prior to the time the specification is incorporated into a solicitation document. However, if City staff desires to have the review accomplished after a solicitation has been developed, the Federal awarding agency or pass- through entity may still review the specifications, with such review usually limited to the technical aspects of the proposed purchase.
(b) City staff must make available upon request, for the Federal awarding agency or pass-through entity pre-procurement review, procurement documents, such as requests for proposals or invitations for bids, or independent cost estimates, when:
(1) City staff's procurement procedures or operation fails to comply with the procurement standards in this part;
(2) The procurement is expected to exceed the Simplified Acquisition Threshold and is to be awarded without competition or only one bid or offer is received in response to a solicitation; (3) The procurement, which is expected to exceed the Simplified Acquisition Threshold, specifies a “brand name” product;
(4) The proposed contract is more than the Simplified Acquisition Threshold and is to be awarded to other than the apparent low bidder under a sealed bid procurement; or (5) A proposed contract modification changes the scope of a contract or increases the contract amount by more than the Simplified Acquisition Threshold. (c) City staff is exempt from the pre-procurement review in paragraph (b) of this section if the Federal awarding agency or pass-through entity determines that its procurement systems comply with the standards of this part.
(1) City staff may request that its procurement system be reviewed by the Federal awarding agency or pass-through entity to determine whether its system meets these standards in order for its system to be certified. Generally, these reviews must occur where there is continuous high-dollar funding, and third party contracts are awarded on a regular basis; (2) City staff may self-certify its procurement system. Such self-certification must not limit the Federal awarding agency's right to survey the system. Under a self-certification procedure, the Federal awarding agency may rely on written assurances from City staff that it is complying with these standards. City staff must cite specific policies, procedures, regulations, or standards as being in compliance with these requirements and have its system available for review.

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1.1.1 BONDING REQUIREMENTS.

CFR Reference: 2CFR 200.325
For construction or facility improvement contracts or subcontracts exceeding the Simplified Acquisition Threshold ($150,000 as currently defined in CFR Reference: 2 CFD 200.88), the Federal awarding agency or pass-through entity may accept the bonding policy and requirements of City staff provided that the Federal awarding agency or pass-through entity has made a determination that the Federal interest is adequately protected. If such a determination has not been made, the minimum requirements must be as follows:
(a) A bid guarantee from each bidder equivalent to five percent of the bid price. The “bid guarantee” must consist of a firm commitment such as a bid bond, certified check, or other negotiable instrument accompanying a bid as assurance that the bidder will, upon acceptance of the bid, execute such contractual documents as may be required within the time specified. (To be submitted with the bidding documents)
(b) A performance bond on the part of the contractor for 100 percent of the contract price. A “performance bond” is one executed in connection with a contract to secure fulfillment of all the contractor's obligations under such contract.
(To be submitted at time of contract award)
(c) A payment bond on the part of the contractor for 100 percent of the contract price. A “payment bond” is one executed in connection with a contract to assure payment as required by law of all persons supplying labor and material in the execution of the work provided for in the contract. (To be submitted at time of contract award)

CONTRACT PROVISIONS.

CFR Reference: 2CFR 200.326
City staff's contracts must contain the applicable provisions described in Appendix II to Part 200— Contract Provisions for non-Federal Entity Contracts under Federal Awards.

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City Council Meeting I. 4.

DATE: 07/18/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Consideration of Resolution No. 8507 approving annual purchase orders for the Facilities and Community Services Department for Fiscal Year 2023-24; and determination that the agreements are exempt from environmental review pursuant to Section 15301 of the State’s guidelines implementing the California Environmental Quality Act (Facilities and Community Services Director Crocker) MOTION(S):

If the City Council determines that staff’s recommendation is appropriate, the following motions are provided:

I move to determine that adoption of Resolution No. 8507 approving the agreements and purchase orders for the Facilities and Community Services Department for Fiscal Year 2023-24 is exempt from environmental review pursuant to Section 15301 of the State’s guidelines implementing the California Environmental Quality Act; and

1. I move to adopt Resolution No. 8507.2.

RECOMMENDATION:

Staff recommends that the City Council adopt Resolution No. 8507 approving sole/single source annual purchase order requests with various vendors; an intergovernmental piggyback cooperative purchase order with Napa Auto Parts; and the award of contract to Siteone Landscape Supply for irrigation supplies and materials.

Staff further recommends that the City Council determine that the approval of the purchase orders and agreements are exempt from environmental review pursuant to Section 15301 of the State’s guidelines implementing the California Environmental Quality Act.

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DISCUSSION:

The City's Facilities and Community Services Department regularly procures supplies and services to support field operations throughout the City. To accommodate these purchases, and in accordance with the City's purchasing policy, staff is seeking approval for the following:

1. Various sole/single source purchases for which no bids were obtained. In accordance with the City's purchasing policy, these purchases require City Council approval if in excess of $30,000. Requests for sole/single source purchase orders are reflected in Exhibit "A" of the Resolution for a variety of original equipment manufacturer (OEM) replacement vehicle parts, services needed to dispose of bulky solid waste items, and services needed to operate and maintain the City's fleet, including the LCNG fuel station.

2. An intergovernmental/piggyback (cooperative) purchase order. In accordance with the City's purchasing policy, these purchases require Council approval if in excess of $50,000. The request for a cooperative purchase order is reflected in Exhibit "B" of the Resolution for the supply of as-needed automotive repair parts.

3. An annual purchase order for irrigation supplies and parts. In preparation for obtaining an annual purchase order for Fiscal Year 2023-24, staff advertised requests for bids. On April 17, 2023, the City Clerk received and opened two bids. Staff evaluated the bids for verification of the total price as shown in the table below. Imperial Sprinkler Supply was the apparent low bidder, but did not meet bidding requirements for proximity to the corporate yard. Siteone Landscape Supply met all the bidding requirements and was deemed the apparent low bidder. The total annual purchase order amount is not-to-exceed $68,087.00 for a period of one year.

Vendor Name Bid Amount
Imperial Sprinkler Supply, Anaheim, CA $66,625.79
Siteone Landscape Supply, San Bernardino, CA $68,087.00 The proposed projects are exempt from further environmental review pursuant to Section 15301 of the California Environmental Quality Act guidelines. This section includes the operation, repair, and maintenance of existing facilities where there is no expansion of use. The proposed agreements are consistent with this exemption as they involve the purchase of goods and services that will be used to maintain existing facilities and will not expand the use of those facilities.

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ALTERNATIVES:

City Council may choose to reject the requests for annual purchase orders.

STRATEGIC PLAN:

Not Applicable.

SUBMITTED BY:

Tabitha Crocker, Facilities and Community Services Director RECOMMENDED BY:

Charles M. Duggan, Jr., City Manager
REVIEWED BY:

Yvette M. Abich Garcia, City Attorney
Danielle Garcia, Management Services/Finance Director
Dana Abramovitz-Daniel, Procurement Manager
Janice McConnell, Assistant City Manager
Chris Boatman, Assistant City Manager
PREPARED BY:

Jocelynn Butters, Senior Administrative Assistant
Fiscal Impact
Fiscal Year: FY 2023-24
Account No.: Various
Discussion:

Funding for these annual purchase orders is included in the Homeless Services, Building Maintenance, Cemetery, Equipment Maintenance, and Solid Waste Operating Budgets for FY 2023-24 as approved by City Council.

Attachments
A. Resolution No. 8507
B. Sole Source Request Forms
C. Cooperative Purchasing Request Form
D. City Clerk Bid Report
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1 I:\cmo\Resolutions\8507_FCS_Annual_PO_FY_2023-24.docx - AE RESOLUTION NO. 8507

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS APPROVING ANNUAL PURCHASE ORDERS FOR THE CITY’S FACILITIES AND COMMUNITY SERVICES DEPARTMENT FOR FISCAL YEAR 2023-24

WHEREAS, the Facilities and Community Services Department regularly purchases a variety of supplies and services from to support City operations pursuant to bids for products and services in accordance with the Redlands Municipal Code; and

WHEREAS, for fiscal year 202 3-24, to support City operations a nd in accordance with the City’s purchasing policy, the following single/sole source purchase order requests, cooperative purchase orders, annual purchase orders have been prepared for the City Council’s consideration and are attached hereto as Exhibits “A,” and “B” respectively.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF REDLANDS AS FOLLOWS:

Section1. The City Council hereby approves the single/sole source purchase order requests for Fiscal Year 202 3-24 with Amrep; Clean Energy Cryogenics, a subsidiary of Clean Energy; Quaid Harley-Davidson; Ray Gaskin Service Inc.; Rush Truck Centers c/o Interstate Billing Services; San Bernardino County Landfill; Salvation Army; and SB Express Super 8 Motels

Section 2. The City Council hereby approves the intergovernmental/piggyback (cooperative) purchase order with NAPA Auto Parts for the supply of as -needed auto parts in an amount not to exceed $121,000.

Section 3. The City Council hereby approves an annual purchase order with Siteone Landscape Supply in an amount not to exceed $68,087.00.

Section 4. The City Council hereby determines that the approval of the nine (9) single/sole source purchase orders, one (1) cooperative purchase order, and one (1) annual purchase order described in this resolution are exempt from environmental review pursuant to Section 15061(b)(3) of the State’s Guidelines implementing the California Environmental Quality Act.

ADOPTED, SIGNED AND APPROVED this 18th day of July, 2023.

________________________
Eddie Tejeda, Mayor

ATTEST:

____________________________
Jeanne Donaldson, City Clerk
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2 I:\cmo\Resolutions\8507_FCS_Annual_PO_FY_2023-24.docx - AE I, Jeanne Donaldson, City Clerk of the City of Redlands, hereby certify that the foregoing resolution was duly adopted by the City Council at a regular meeting thereof held on the 18th day of July, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

______________________________
Jeanne Donaldson, City Clerk

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3 I:\cmo\Resolutions\8507_FCS_Annual_PO_FY_2023-24.docx - AE Exhibit “A”
Single/Sole Source Purchase Orders

Staff is requesting approval for the annual purchase orders for the following single/sole source vendors for the not-to exceed amounts as described below.

Original Equipment Manufacturer (OEM) New Way Parts

Vendor Purchase Order Request
Amrep $100,000

Staff is requesting a single source annual purchase order with Amrep. The only manufacturing source and provider of original Amrep bodies and parts are specific to Solid Waste trucks within the City’s fleet; Original Equipment Manufacturer ( OEM) parts have unique design features that cannot be replaced by non-OEM parts. Use of alternate parts would void manufacturer warranty. Amrep Inc., is an approved manufacturer; their location is in Ontario, CA, 28 miles from the corporate yard.

Fuel Island Maintenance Service and Parts

Vendor Purchase Order Request
Clean Energy Cryogenics, a subsidiary of Clean
Energy
$90,000

Staff is requesting a single source annual purchase order with Clean Energy Cryogenics, a subsidiary of Clean Energy to fulfill all scheduled maintenance to include general up -keep and emergency maintenance as needed. Clean Energy Cryogenics will also replace any inoperable pumps, including parts and supplies. Clean Energy Cryogenics is the primary source for technicians, equipment, and supplies to provide services to the City’s LNG station. While there are other companies that provide maintenance and repair services, these other companies cannot offer technicians who are experienced with the specific equipment that was installed by Northstar Inc., in 2013. Using another source would cause significant delays in repairs and substantially higher rates for technicians and higher cost for parts, resulting in extended downtime of the fuel system, and a potential reduction in LCNG sales.

Original Equipment Manufacturer (OEM) Quaid Harley-Davidson

Vendor Purchase Order Request
Quaid Harley-Davidson $30,000

Staff is requesting a single source annual purchase order with Quaid Harley -Davidson. The only manufacturing source and provider of original Harley-Davidson bodies and parts are specific to Police Department motorcycles within the City’s fleet; Original Equipment Manufacturer (OEM) parts have unique design features that cannot be replaced by non-OEM parts. Use of alternate parts would void manufacturer warranty. Quaid Harley-Davidson is an approved manufacturer ; their location is in Loma Linda, CA, 4 miles from the corporate yard.

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Original Equipment Manufacturer (OEM) New Way Parts

Vendor Purchase Order Request
Ray Gaskin Service Inc. $200,000

Staff is requesting a single source annual purchase order with Ray Gaskin Service Inc. The requested parts are specific to New Way make trucks within the City’s fleet; Original Equipment Manufacturer (OEM) parts have unique design features that cannot be replaced by non-OEM parts. Use of alternate parts would void manufacturer warranty. R ay Gaskin Service Inc., is an approved seller and distributor of New Way OEM parts; their location is in Fontana, CA , 17 miles from the corporate yard. The next close st vendor is Ruckstell California Sales Co in Fresno, CA, 279 miles from the corporate yard.

Original Equipment Manufacturer (OEM) Peterbilt Parts

Vendor Purchase Order Request
Rush Truck Centers c/o Interstate Billing
Services
$60,000

Staff is requesting a single source annual purchase order with Rush Truck Centers c/o Interstate Billing Services. The requested parts are specific to Peterbilt make trucks within the City’s fleet; Original Equipment Manufacturer (OEM) parts have unique design features that cannot be replaced by non-OEM parts. Use of alternate parts would void manufacturer warranty. Rush Truck Centers is an approved seller and distributor of Peterbilt OEM parts; their location is in Fontana, CA , 17 miles from the corporate yard. The next closet vendor is Golden Sta te Peterbilt in Bakersfield, CA, 177 miles from the corporate yard.

Collection of Bulky Solid Waste Items

Vendor Purchase Order Request
San Bernardino County $120,000

Staff is requesting a single source annual purchase order with the San Bernardino County San Timoteo Canyon Landfill for the disposal of bulky solid waste items. San Timoteo Canyon Landfill is the only landfill within the vicinity licensed to accept bulky items. Bulky items consist of items that have a poor compaction rate such as mattresses, palm fronds, and appliances. By hauling these materials to the San Timoteo Canyon Landfill, the amount entering the City- owned California Street Landfill is minimized, lessoning the impact for the usage of available airspace and adding valuable lifespan to the City's landfill. The requested amount of $120,000 is based on historical expenditures.

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5 I:\cmo\Resolutions\8507_FCS_Annual_PO_FY_2023-24.docx - AE Single/Sole Source Agreements and Purchase Orders for the City’s Emergency Shelter Program

Vendor Purchase Order Request
Salvation Army $46,720

Staff is requesting a single source annual purchase order with the Salvation Army Redlands for the provision of emergency shelter services. Salvation Army provides women's emergency shelter with year around beds. Salvation Army shelter is the only female shelter in the local area with case management services and secure facility. Funding for this service is covered by federal, state and local grants.

Vendor Purchase Order Request
SB Express – Super 8 Motel $40,000

Staff is requesting a single source annual purchase order with the Super 8 Motel Redlands for the provision of emergency shelter services. Super 8 provides emergency motel rooms for homeless individuals and families ranging from 1 to 7 nights. Super 8 SB Express offers case management services, accepts pets, and offers a small food pantry for homeless clients from various programs.

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6 I:\cmo\Resolutions\8507_FCS_Annual_PO_FY_2023-24.docx - AE Exhibit “B”
Cooperative Purchase Orders

Staff followed the City's procurement policies in regard to an existing cooperative contract agreement for Public Utility Equipment/Services with Sourcewell. By utilizing the Sourcewell cooperative purchasing, the City can benefit from previously posted bid packages that have been competitively bid and awarded in conformance with the City's procurement policies. Agencies can review bid results from more than 50,000 government, education, and nonprofit organizations and draw from the terms and pricing for like units and vehicles.

Supply of As-needed Auto Parts

Vendor Purchase Order Request
Napa Auto Parts $121,000

Staff is recommending that the City Council approve the Sourcewell cooperative purchase order with Napa Auto Parts through the Sourcewell Contract Number 032521‐GPC for the supply of as‐needed auto parts. The requested annual purchase order in the amount of $121,000 is based on historical expenditures.

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7 I:\cmo\Resolutions\8507_FCS_Annual_PO_FY_2023-24.docx - AE

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City of Redlands May 15, 2023
1270 W. Park Ave., Bldg E
City of Redlands, CA 92373
Re: City of Redlands Request for “Sole Source” Verification Letter.

Dear: Tricia Swope
Amrep is a manufacturer of refuse equipment, with its factory located here in Ontario, California. The letter is to confirm that we are the only manufacturing source and provider of original Amrep Bodies and Amrep Body Parts.

Thank you for your business in the past and continued support.

Telephone 909 923-0430 1555 S. Cucamonga, Ontario, CA 91761 Fax 909 923-248 Rob Strange
National Sales Director
O: 909-923-0430 ext. 105
M: 909-215-2259
[email protected]

1555 S Cucamonga Ave.,
Ontario, CA 91761
www.amrepinc.com

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4675 MacArthur Court Suite 800
Newport Beach, CA 92660 USA
Phone: (949) 315-9959
www.cleanenergyfuels.com
April 5, 2021
M
r. Aaron Jenkins
Fleet Services Coordinator
City of Re dlands
1270 W
est Park Ave
Redlands, California 92373
Dear Mr. Jenkins:

Clean Energy, through its subsidiary, Clean Energy Cryogenics, originally constructed the City of Redland’s (“City”) Liquefied Compressed Natural Gas (“LCNG”) fueling facility in 2003. We have since provided several significant upgrades and supplied equipment and parts.

The City’s LCNG fueling facility was constructed with proprietary equipment including Cryogenics’ Station Operating Software, which controls the operations of the entire station. No other company will have the same ability to supply parts and service the City’s LCNG station.

Per your request, we have supplied a spare parts list with pricing for the major components of the City’s station. If you have any questions, please feel free to contact me
at [email protected] or (949) 315-9959.

Sincerely,
John
W. Hodgkinson
John Hodgkinson
Business Development Manager
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4675 MacArthur Court Suite 800
Newport Beach, CA 92660 USA
Phone: 949-315-9959
www.cleanenergyfuels.com
April 5, 2021
Mr. Aaron Jenkins
Fleet Services Coordinator
City of Redlands
1270 W
est Park Ave
Redlands, California 92373
Dear Mr. Jenkins:

Clean Energy, through its subsidiary, Clean Energy Cryogenics, has bee n pr oviding maintenance repair services on the City of Redland’s (“City”) Liquefied Compressed Natural Gas (“LCNG”) fu eling f acility since the completion of the station in 2003. As you know, this sound business partnership has been the result of Clean Energy’s unparalleled LCNG experience and knowledge of the City’s fueling facility.

The City’s LCNG fueling facility was constructed with proprietary equipment including Cryogenics’ Station Operating Software, which controls the operations of the entire station. Clean Energy’s unique ability to service the station was demonstrated sever al years back when a competitor wa s selected to c o mplete station repairs but was unable to restore fueling operations.

Clean Energy recommends quarterly site inspections and routine maintenance to ensure all LC
NG fueling equipment is operating properly. The quarterly site visit fee is $4,317.07. Callouts for corrective services will be billed at R&M Rates of $105 from 8a
m-5pm M-F and $160 from 5pm-8am M-F, Weekends & Holidays.

Clean Energy looks forward to continuing to service the City’s station. Thank you in advance for your consideration.

Sincerely,
John W. Hodgkinson
John Hodgkinson
Business Development Manager
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Authorized Dealers in California for New Way:

Ray Gaskin Service (FONTANA, CA)
Ruckstell California Sales Co (FRESNO, CA)

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Sole Source/ Single Source/ Standardization Form
For procurement of supplies, equipment and services valued at $5,000 and over NOTE: Every question must be answered with appropriate documentation attached; incomplete forms will be immediately rejected by Purchasing.

Date:_______________________
TO: Purchasing Division
FROM: ________________________________
Purchase Requisition #
___________________
Estimated Total Cost: $_________________
Proposed Vendor: ______________________
Request Term: _________________
This form must accompany the purchase document whenever an exception to the competitive process is requested. Requests for goods and/or services from a specific vendor or limited to a s
pecific brand, where substitutes to the recommended vendor or brand are unacceptable, must be
accompanied by a written justification explaining the circumstances that make alternatives un
acceptable.

The City M anager w ill de termine whether t he justification is appropriate. R equ ests for exception must be supported by factual statements tha t will pass an audit.

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EXCEPTION TO BIDDING AND DISCLOSURE STATEMENT Page
Rev 1.31.19
2 INSTRUCTIONS

1. P
lease check all applicable categories (a. through i.) below and provide additional information where indicated.
a. The requested product is an integral repair part or accessory c ompatible with existing equipment.

Existing Equipment:

Manufacturer/Model Number:

Age:

Current Estimated Value:
b. The requested product has unique design/performance specifications or quality r
equirements that are not available in comparable products. c. I have standardized the requested product and the use of another brand/model would require considerable time and funding to evaluate.
d. T he requested product is one in which I (and/or my staff) have specialized training and/or extensive expertise. Retraining would incur substantial cost in time and/or funding.
e. The requested product is used or demonstration equipment available at a lower-than- new cost.
f. Repair/Maintenance service is available only from manufacturer or designated service representative.
g. Upgrade to or enhancement of existing software is available only from manufacturer. h. Service proposed by vendor is unique; therefore, competitive bids are not available or applicable.
i. Other factors (provide detailed explanation in #2 below).

2. Provide a detailed explanation and pertinent documentation for each category checked in item 1 above. Attach additional sheets if necessary:

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EXCEPTION TO BIDDING AND DISCLOSURE STATEMENT Page
Rev 1.31.19
3 3. Was an evaluation of other equipment, products, or services performed? Yes No
If yes, please explain the type of evaluation performed and provide all supporting documentation:

4. Lis
t below the name of each individual who was involved in the evaluation, if conducted, and in making the recommendation to procure this product or service. Attach additional information, if necessary.

5. Explain what action(s) the department would take if the sole/single source services were no longer available

6. I certify that the above information is accurate to the best of my knowledge, and a signed copy of this document will be kept on file and available
for audit in my department
_________________________________________________________ P
repared by Date _________________________________________________________ D
epartment Director Date Purc
hasing Approvals
_____________________________________
_________________
Purchasing Agent Approval Date
_____________________________________
__________________
City Manager Approval Date
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Intergovernmental/ Piggyback
Contract Use Request
(Attach to PR form)
The 'HSDUWPHQWrequests the purchase of the following item(s) from:

Original Contracting Entity:

Contract#:

Contract Term:

Method of original contract award:
Competitive
Non-Competitive, based on: Preferred source Sole Single source Emergency Other:

Does the original contract contain language contemplating contract extension to additional users? Yes No
Description of Product/Service intend to acquire Unit Price Total Tax
Grand Total
Please attach: vendor agreement to sale to the City AND Entity agreement/contract language allowing Piggyback Facilites and Community Services

SOURCEWELL
032521-GPC
07/01/2023-06/30/2024
✔
✔
please see attached quote for miscellaneous parts $ 121,000.00 $ 121,000.00
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Purchasing Agent Approval: Date:

City Manager Approval: ______________________________ Date: ____________________ Vendor:

Contact:

Address 1:

Address 2:

City/State/Zip:

Telephone:

Fax:

Web/E-Mail:

Delivery/Service Location
Contact:

Telephone:

Department:

Address 1:

Address 2:

Additional
Comments
UHY
Napa Auto Parts
2021 Rancho Drive, Suite 2
PO Box 8516
Redlands, CA 92375
(909) 792-2400
Tricia Swope
(909) 684-9507
Equipment Maintenace
1270 W. Park Ave, Bldg E
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NAPA Auto Parts Sourcewell Pricing Discount 1/1/2022

Category Description Category Discounts

1. Air Conditioning 52%

2. Alternators and Starters 53%

3. Batteries 46%

4. Bearings, Ball and Roller 55%

5. Belts and Hoses 48%

6. Brakes 56%

7. Electrical and Ignition 52%

8. Emissions, Sensors and Exhaust 54%

9. Engine and Drive Train 52%

10. Filters, Oil, Gas, Air and Transmission 72%

11. Gaskets and Seals 50%

12. Heating and Cooling (Engine) 53%

13. Lamps, Lighting and Mirrors 53%

14. Oils, Chemicals, Fluids and Lubricants 52%

15. Pumps, Fuel and Water 52%

16. Suspension, Shocks, Struts and Steering 52%

17. Wipers/Washers 59%

18. Winter Accessories 54%

19. General Automotive Parts 50%

20. Automotive Repair Shop Supplies and Equipment/Tools (e.g., cleaning supplies, wrenches, etc.) 46%
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032521-GPC

Rev. 10/2020 1

Solicitation Number: RFP #032521

CONTRACT

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

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

Sourcewell issued a public solicitation for Aftermarket Vehicle Parts and Supplies from which Vendor was awarded a contract.

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

1. TERM OF CONTRACT

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

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

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

2. EQUIPMENT, PRODUCTS, OR SERVICES

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

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

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Rev. 10/2020 2

All Equipment and Products provided under this Contract must be new/current model or remanufactured to OEM standards. Vendor may offer close-out or refurbished Equipment or Products if they are clearly indicated in Vendor’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.

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

B. WARRANTY. All Equipment and Products supplied pursuant to the Contract are subject to the terms of written warranties provided by the manufacturer of each Product and Equipment, and Vendor shall use reasonable commercial efforts to assist the Member in processing all warranty claims that the Member may have against a manufacturer. The manufacturer’s warranty will be the sole and exclusive remedy of the Member in connection with any claims concerning the Products and Equipment supplied pursuant to the Contract. ALL OTHER

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

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

3. PRICING

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

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

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

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A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Vendor must permit the Equipment and Products to be returned within a reasonable time at no cost to Sourcewell or its Participating Entities.

Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery.

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

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

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

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

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

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

4. PRODUCT AND PRICING CHANGE REQUESTS

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

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• Identify the applicable Sourcewell contract number;
• Clearly specify the requested change;
• Provide sufficient detail to justify the requested change; • Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and • Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.

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

5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS

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

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

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

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

6. PARTICIPATING ENTITY USE AND PURCHASING

A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Vendor that it intends to access this DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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Contract; however, order flow and procedure will be developed jointly between Sourcewell and Vendor. Typically, a Participating Entity will issue an order directly to Vendor. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration of this Contract; however, Vendor performance, Participating Entity payment, and any applicable warranty periods or other Vendor or Participating Entity obligations may extend beyond the term of this Contract.

Vendor’s acceptable forms of payment are included in Attachment A. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.

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

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

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

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

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

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

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

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7. CUSTOMER SERVICE

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

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

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

8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT

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

The Report must contain the following fields:

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

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Vendor will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Vendor may not charge Participating Entities more than the contracted DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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price to offset the Administrative Fee.

The Vendor will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased by Participating Entities under this Contract during each calendar quarter. Payments should note the Vendor’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.

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

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

9. AUTHORIZED REPRESENTATIVE

Sourcewell's Authorized Representative is its Chief Procurement Officer.

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

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

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

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

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

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D. WAIVER. If either party fails to enforce any provision of this Contract, that failure does not waive the provision or the right to enforce it.

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

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

11. LIABILITY

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

12. GOVERNMENT DATA PRACTICES

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

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

13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT

A. INTELLECTUAL PROPERTY

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

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2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to its and their respective distributors, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article.

Each party will be responsible for any breach of this Article by any of their respective sublicensees.

3. Use; Quality Control.
a. Sourcewell must not alter Vendor’s Trademarks from the form provided by Vendor and must comply with Vendor’s removal requests as to specific uses of its trademarks or logos.
b. Vendor must not alter Sourcewell’s Trademarks from the form provided by Sourcewell and must comply with Sourcewell’s removal requests as to specific uses of its trademarks or logos.
c. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s Trademarks only in good faith and in a dignified manner consistent with such party’s use of the Trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.
d. The licenses granted under this Section 13 are subject to the respective intellectual property usage guidelines and terms and conditions of each party.

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

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

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

C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Materials should be sent to the Sourcewell Contract Administrator assigned to this Contract.

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

14. GOVERNING LAW, JURISDICTION, AND VENUE

Minnesota law governs this Contract. Venue for all legal proceedings out of this Contract, or its breach, must be in the appropriate state court in Todd County or federal court in Fergus Falls, Minnesota.

15. FORCE MAJEURE

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

16. SEVERABILITY

If any provision of this Contract is found to be illegal, unenforceable, or void then both Sourcewell and Vendor will be relieved of all obligations arising under such provisions. If the remainder of this Contract is capable of performance, it will not be affected by such declaration or finding and must be fully performed.

17. PERFORMANCE, DEFAULT, AND REMEDIES

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

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

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

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

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

1. Nonperformance of contractual requirements, or

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

Written notice of default and a reasonable opportunity to cure must be issued by the party claiming default. Time allowed for cure will not diminish or eliminate any liability for direct damages. If the default remains after the opportunity for cure, the non-defaulting party may:

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

18. INSURANCE

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

1. Workers’ Compensation and Employer’s Liability.

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

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

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

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

Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate
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3. Commercial Automobile Liability Insurance. During the term of this Contract, Vendor will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.

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

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

Minimum Limits:
$2,000,000

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

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

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

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

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

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Vendor agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Vendor’s commercial DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Vendor, and products and completed operations of Vendor but only to the extent of Vendor’s indemnity obligations under the Contract. The policy provision(s) or endorsement(s) must further provide that coverage is primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds but only to the extent of Vendor’s indemnity obligations under the Contract.

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

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

19. COMPLIANCE

A. LAWS AND REGULATIONS. Vendor will comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.

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

20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION

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

Vendor certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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matter of this Contract. Vendor further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.

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

UNITED STATES FEDERAL AWARDS OR OTHER AWARDS

Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may also require additional requirements based on specific funding specifications provided that any such additional requirements must be accepted in writing by Vendor for any such requirements to be binding on Vendor. Within this Article, all references to “federal” should be interpreted to mean the United States federal government. The following list only applies in the event that (i)a Participating Entity will access Vendor’s Equipment, Products, or Services with United States federal funds, and (ii) Vendor has provided its prior written consent.

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

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

B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by non- federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Vendor must be in compliance with all applicable Davis-Bacon Act provisions.

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

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

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

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

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F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Vendor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

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

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

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

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

K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Vendor agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Vendor that are directly pertinent to Vendor’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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also includes timely and reasonable access to Vendor’s personnel for the purpose of interview and discussion relating to such documents.

L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

22. CANCELLATION

Sourcewell or Vendor may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Vendor’s Proposal.

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

Sourcewell Genuine Parts Company dba
NAPA Auto Parts

By: __________________________ By: __________________________ Jeremy Schwartz Jett Kuntz
Title: Chief Procurement Officer Title: Vice President of IBS Fleet & Government

Date: ________________________

Date: ________________________
Approved:

By: __________________________
Chad Coauette
Title: Executive Director/CEO

Date: ________________________

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RFP 032521 - Aftermarket Vehicle Parts and Supplies

Vendor Details
Company Name: Genuine Parts Company dba NAPA auto Parts Does your company conduct
business under any other name? If
yes, please state:

NAPA Auto Parts
Address:
2999 Wildwood Parkway
Atlanta, Georgia 30339
Contact: Don Lachance
Email: [email protected]
Phone: 404-386-4157
Fax: 404-386-4157
HST#: 580254510
Submission Details
Created On: Thursday February 04, 2021 12:06:53
Submitted On: Wednesday March 24, 2021 12:40:50
Submitted By: Don Lachance
Email: [email protected]
Transaction #: 96dfea54-3674-46b7-9841-49ff0c0e367b
Submitter's IP Address: 136.228.200.34
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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Specifications
Table 1: Proposer Identity & Authorized Representatives General Instructions (applies to all Tables) Sourcewell prefers a brief but thorough response to each question. Do not merely attach additional documents to your response without also providing a substantive response. Do not leave answers blank; respond “N/A” if the question does not apply to you (preferably with an explanation).

Line
Item Question Response *
1 Proposer Legal Name (and
applicable d/b/a, if any):

Genuine Parts Company d.b.a. NAPA Auto Parts *
2 Proposer Address: 2999 Wildwood Parkway Atlanta, GA 30339 * 3 Proposer website address: www.genpt.com *
4 Proposer's Authorized
Representative (name, title,
address, email address & phone)
(The representative must have
authority to sign the “Proposer’s
Assurance of Compliance” on
behalf of the Proposer and, in the
event of award, will be expected
to execute the resulting contract):

Jett Kuntz
Vice President of IBS, Fleet & Government 2999 Wildwood Parkway Atlanta, GA 30339
[email protected]
770-855-2221 *
5 Proposer's primary contact for this
proposal (name, title, address,
email address & phone):

Don Lachance
Government Sales Manager
2999 Wildwood Parkway Atlanta, GA 30339
[email protected]
678-934-5057
*
6 Proposer's other contacts for this
proposal, if any (name, title,
address, email address & phone):

N/A
Table 2: Company Information and Financial Strength
Line
Item Question Response *
7 Provide a brief history of your company,
including your company’s core values,
business philosophy, and industry longevity
related to the requested equipment, products
or services.

Genuine Parts Company, founded in 1928, is a Fortune 200 (NYSE: GPC) service organization engaged in the distribution of automotive replacement parts, industrial replacement parts and electrical/electronic materials.

In 1928, Carlyle Fraser founded GPC with the purchase of Motor Parts Depot in Atlanta, Georgia for $40,000. He then renamed the parts store Genuine Parts Company. The original GPC store had annual sales of $75,000 and had only six employees.

Over the last 93 years, GPC, in relationship with NAPA, has grown rapidly as the number of independent car repair garage shops has increased. From the beginning, GPC stressed swift, reliable service to outflank the competition.

GPC has continued to grow through the acquisition of other companies in the automotive and industrial industries. Today, the Company serves tens of thousands of customers from more than 3,600 operations in the United States, Canada, Mexico, Australia, New Zealand, Indonesia, Singapore, France, the U.K., Germany, Poland, the Netherlands, Belgium, and China and has approximately 50,000 employees and annual revenues exceeding $19 billion.

With more than 93 years of distribution expertise, GPC’s commitment, and reputation for just-in-time service position us as a critical partner in our customers’ success.
*
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8 What are your company’s expectations in the
event of an award?
Our expectations are to engage our 6,000+ company and independent NAPA stores and 52 distribution centers across the US to train their sales team on the benefits of our Sourcewell contract and how to reach out to current and potential members regarding their aftermarket parts needs. Additionally, we plan to service Sourcewell members with national coverage (U.S.) in the category by providing them new equipment to meet their shop equipment needs.

NAPA Canada is under the GPC umbrella, but operates as a separate entity. We feel that Canadian Sourcewell Members can utilize this response. Pricing will be different in terms of the currency and other variables. NAPA Canada also partners with Rural Municipalities Association (RMA), a sister cooperative, on certain contracts in Canada.

Between NAPA US and NAPA Canada, we attend dozens of industry events each year that allow us to promote our solutions and our contracting options through Sourcewell. The Sourcewell partnership will be a large part of our marketing and promotional focus over the life of the contract.
*
9 Demonstrate your financial strength and
stability with meaningful data. This could
include such items as financial statements,
SEC filings, credit and bond ratings, letters
of credit, and detailed reference letters.

Upload supporting documents (as applicable)
in the document upload section of your
response.

GPC has had 93 years of profitable growth and 63 years straight of increased dividends to our Stock Holders. Our company results are made public and are posted under the Investor page at www.genpt.com. We have also included our 2019 Annual Report in the attached documents for this RFP. * 10 What is your US market share for the
solutions that you are proposing?
NAPA’s government business includes municipal, state, K-12 districts and higher education customers. Based on several published sources, we estimate our aftermarket light-, medium- and heavy-duty parts market share at approximately 6 percent.
*
11 What is your Canadian market share for the
solutions that you are proposing?
In 2020, we’ve estimated the Fleet market at $3B in Canada and NAPA’s Canadian share was approximately $369M, or 12%. *
12 Has your business ever petitioned for
bankruptcy protection? If so, explain in detail.

No, Genuine Parts Company has never petitioned for bankruptcy protection in our 93- year history. *
13 How is your organization best described: is
it a manufacturer, a distributor/dealer/reseller,
or a service provider? Answer whichever
question (either a) or b) just below) best
applies to your organization.
a) If your company is best described as
a distributor/dealer/reseller (or similar entity),
provide your written authorization to act as a
distributor/dealer/reseller for the manufacturer
of the products proposed in this RFP. If
applicable, is your dealer network
independent or company owned?
b) If your company is best described as
a manufacturer or service provider, describe
your relationship with your sales and service
force and with your dealer network in
delivering the products and services
proposed in this RFP. Are these individuals
your employees, or the employees of a third
party?
Our company is both a distributor/dealer/reseller and a service provider with respect to this contract and is authorized to act as such for the products and services proposed in this RFP.
a) Distributor/Dealer/Reseller: GPC/NAPA has an internal supply chain of NAPA branded aftermarket parts and supplies that we distribute through our 52 distribution centers and 6,000+ retail stores in the US and eight distribution centers and 600+ retail locations in Canada. These stores are a mix of company-owned and independent locations that exclusively are authorized to distribute aftermarket NAPA branded parts.

The NAPA catalog of parts contains more than 465,000 SKUs of automotive parts, supplies, tools and equipment. Our network of 52 distribution centers and 6,000 retail stores (5,000 independent and 1,000 company) are the only authorized distributor and reseller of the parts that we propose in this RFP.

Our 5,000 independent stores will all be bound by this agreement and will be authorized to sell per our Sourcewell contract, should we be awarded. b) Not only is NAPA a distributor of parts, but we leverage our distribution chain that gives nightly access to inventory at all distribution centers, parts delivery services, and our relationships with vendors that allow Sourcewell customers to order directly when needed to support their fleets.
*
14 If applicable, provide a detailed explanation
outlining the licenses and certifications that
are both required to be held, and actually
held, by your organization (including third
parties and subcontractors that you use) in
pursuit of the business contemplated by this
RFP.

GPC has all the licenses necessary to purchase, warehouse, transport and distribute for the commerce contemplated in this RFP. We hold these licenses and certifications in Canada, all 50 States in the US, Guam, Mexico, Australia, and Europe for the products we distribute and services we provide throughout these countries.
*
15 Provide all “Suspension or Debarment”
information that has applied to your
organization during the past ten years.

GPC has not been suspended or disbarred from the delivery of parts or services outlined in this RFP. *
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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Table 3: Industry Recognition & Marketplace Success
Line
Item Question Response *
16 Describe any relevant industry awards or
recognition that your company has received
in the past five years
In 2019, Jett Kuntz, Vice President of NAPA IBS, was awarded the Sourcewell Pioneer award at Sourcewell’s H20 conference for his vision, commitment and drive to grow our current contracts with Sourcewell. In the last five years, our contracts have grown exponentially through Jett’s and the NAPA Fleet team’s commitment to cooperative purchasing. In their press release announcing the award, Sourcewell stated:
“Jett has supported Sourcewell’s mission beyond cooperative purchasing. He shows great respect for other people in a manner that is rarely as authentic and genuine. He is committed to the cause, confident in supporting what they commit to, and willing to go where others cannot see a way. And like the other Sourcewell Pioneers, he has always been willing to share information and ideas with fellow vendors to help them grow their contracts. He was part of our 1st Vendor Advisory Committee and remains an active committee member helping guide our growth and represent the vendor voice as we plan for Sourcewell’s future.” Our parts supply business is also awarded with the successes of our customers.

Over the past decades our NAPA customers have received hundreds of local and national awards. In Government Fleet Magazine’s 2019 Leading Fleet Awards, dozens of fleet organizations received awards of operational excellence and have attributed part of their success to NAPA. These awards are given to the best fleets for their use of industry best practices, forward-thinking initiatives and in many cases revolutionary contracting solutions. This is one of the highest honors in government fleet business.
*
17 What percentage of your sales are to the
governmental sector in the past three years
In the past five years, we have exceeded 5 percent of our Automotive Parts Group sales in the government sector. *
18 What percentage of your sales are to the
education sector in the past three years
Of our government business, approximately 12 percent of our sales are in the education market (K-12, Higher Education). *
19 List any state, provincial, or cooperative
purchasing contracts that you hold. What is
the annual sales volume for each of these
contracts over the past three years?
Sourcewell-Aftermarket Parts and IBS $95,000,000 NASPO ValuePoint -Aftermarket Parts, Tools & Equipment $36,000,000 E&I Educational Cooperative $550,000 Texas BuyBoard - Aftermarket Parts Oils & Lubricants $1,000,000 ST of GA $11,000,000
ST of WA $10,500,000
ST of NJ $6,800,000
ST of MA $5,500,000
ST of VA $4,500,000
ST of LA $4,600,000
ST of CA $4,800,000
ST of WV $3,400,000
ST of CT $3,200,000
*
20 List any GSA contracts or Standing Offers
and Supply Arrangements (SOSA) that you
hold. What is the annual sales volume for
each of these contracts over the past three
years?
GPC/NAPA holds no GSA schedules at this time.
*
Table 4: References/Testimonials
Line Item 21. Supply reference information from three customers who are eligible to be Sourcewell participating entities.

Entity Name * Contact Name * Phone Number *
State of Georgia Mary Zirock
Chief Procurement Officer
404-631-1218
[email protected] *
City of Sacramento, CA Mark Stevens
Fleet Manager
916-808-5869
[email protected] *
State of Iowa Nancy Wheelock
Purchasing Agent III
Department of Administrative Services
515-725-2268
[email protected] *
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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Table 5: Top Five Government or Education Customers
Line Item 22. Provide a list of your top five government, education, or non-profit customers (entity name is optional), including entity type, the state or province the entity is located in, scope of the project(s), size of transaction(s), and dollar volumes from the past three years.

Entity Name Entity Type * State /
Province * Scope of Work * Size of Transactions * Dollar Volume Past Three Years *
State of
Georgia
Government Georgia - GA Deliver automotive and HD parts, tools and equipment with same-
day service to all State locations.

Average size of
transaction = $12,500.
2020: $15,619,859
2019: $10,490,747
2018: $11,000,000
*
State of
Washington
Government Washington -
WA
Deliver automotive and HD parts,
tools and equipment with same-
day service to all State locations.

Average size of
transaction = $17,500.
2020: $9,138,386
2019: $10,209,336
2018: $8,800,000
*
State of New
Jersey
Government New Jersey - NJ Deliver automotive and HD parts, tools and equipment with same-
day service to all State locations.

Average size of
transaction = $9,170.
2020: $5,654,831
2019: $7,244,318
2018: $6,500,000
*
State of
Tennessee
(Sourcewell
Contract)
Government Tennessee - TN Deliver automotive and HD parts, tools and equipment with same-
day service to all State locations.

Average size of
transaction = $18,500.
2020: $5,612,763
2019: $6,173,588
2018: $6,500,000 *
Louisiana
State University
Education Louisiana - LA Deliver automotive and HD parts, tools and equipment with same-
day service to all University
locations.

Average size of
transaction = $58,777.
2020: $4,547,197
2019: $4,584,579
2018: $3,311,418 *
Table 6: Ability to Sell and Deliver Service
Describe your company’s capability to meet the needs of Sourcewell participating entities across the US and Canada, as applicable.

Your response should address in detail at least the following areas: locations of your network of sales and service providers, the number of workers (full-time equivalents) involved in each sector, whether these workers are your direct employees (or employees of a third party), and any overlap between the sales and service functions.

Line
Item Question Response *
23 Sales force. Total Estimated U.S. & Canada GPC Employees = 45,000 We have a national Sourcewell sales initiative managed through Don Lachance, NAPA’s government fleet sales manager. Our 52 distribution centers also have dedicated Territory Sales Managers, Commercial Sales Managers and Wholesale Managers, comprising 400+ sellers directly in the market. Finally, our 6,000+ NAPA stores have their own direct sales teams to help promote Sourcewell opportunities.

All in, NAPA has more than 6,500 people who have a responsibility to promote and sell the Sourcewell contract in the U.S. and Canada.
*
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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24 Dealer network or other distribution
methods.

GPC in 2021 owns and operates 52 distribution centers located throughout the United States that have return privileges with most of their suppliers, which protects GPC from inventory obsolescence.

These distribution centers are located in 40 states and service approximately 1,000 domestic company-owned NAPA AUTO PARTS stores located in 45 states and approximately 5,000 independently owned NAPA AUTO PARTS stores located in all 50 states. NAPA stores, in turn, sell to a wide variety of customers in the automotive aftermarket. Collectively, these independent automotive parts stores account for approximately 61% of the total U.S. APG sales and 22% of GPC’s overall total sales.

When a Sourcewell member customer orders a part, directly or online, the first resource to fulfill that request will be the nearest NAPA servicing store. If the part is in stock, it will be delivered to the customer within an agreed upon time frame, and maybe included in a daily/nightly shuttle delivery. If the part is not in stock at the nearest store, secondary and tertiary NAPA stores will be sourced from and the part will be included in a one-off or scheduled delivery. In situations where the part is not available at any nearby NAPA stores, our Distribution Centers carry millions of dollars of inventory that can be used to fulfill the request. As a final resort, we can always contact the part manufacturer directly to explore direct sourcing options.

In all situations, there is a local team of sourcing experts who are dedicated to fulfilling all requests by Sourcewell members.
*
25 Service force. As mentioned in our response to Question #23, we have more than 45,000 people dedicated to ensuring the parts Sourcewell customers need are available and delivered on time across the US and Canada.

From a product availability standpoint, having 52 DCs enables NAPA to provide product as close to the customer as possible in most states including Alaska, Hawaii, and most US Territories. This is facilitated through the DC delivery process of deliveries to all 6000 stores a minimum of 5 times per week. NAPA uses a process of vehicle registration and product data to stock our DCs and stores by ZIP code. This ensures that we have a market specific product mix in each of our stores. NAPA 's DCs have on average $6 -$ IOM in inventory. Store sizes vary in size and scope, but with 6,000 in the US alone, we have one of the best store footprints in the automotive aftermarket. NAPA has 6000 thousand stores with between 2 and 6 delivery vehicles per store servicing the Sourcewell members and hundreds of tractor trailers delivering to the stores each night.

Our personnel in each distribution center provide a comprehensive mixture of sales and product specialists that are available to service Sourcewell members. The list below illustrates the positions and the individuals focused on the sales and services contemplated in this RFP:
• Sales Manager
• District Manager
• Wholesale Manager
• Commercial Sales Managers
• Major Account Government Sales Manager
• Territory Sales Managers 3 to 5
• Commercial Sales Pro (Outside Sales Representative) one per GPC owned store, 2 to 25, depending on the number of company-owned stores • Store Sales Counter people
• Independent NAPA store owners, outside sales, and counter people In total, there are nearly 10,000 people involved in the distribution of parts to, and customer satisfaction of, all of our Sourcewell member partners. *
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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26 Describe in detail the process and
procedure of your customer service
program, if applicable. Include your
response-time capabilities and
commitments, as well as any incentives
that help your providers meet your stated
service goals or promises.

Our customer service program begins when the customer places an order and stays involved throughout the lifecycle of each order and the overall contract. When customers place an order directly with their servicing NAPA store, online via NAPA ProLink, or through a punchout in their enterprise system, customer service functionality is built into the process to address questions and issues as they arise.

When it comes to delivery times, NAPA’s standard metrics are as follows:
• In-Stock Parts Ordered Delivered within 60 minutes or less • Non-Stocked Parts Ordered Delivered the next day • Rare or Special Parts Ordered Delivered within 2 days NAPA has a special delivery feature that other providers do not offer. In the case of a special order part that is not available at local stores or distribution centers, Sourcewell members can access ordering from the manufacturer directly through NAPA Xpress, a function of our ProLink online cataloging portal.

For example, if a city requires a one-off starter for an uncommon police vehicle and the local NAPA store and distribution center network does not have the part in stock, they can use NAPA Xpress to connect to that starter’s manufacturer and have the part shipped directly to them, even next day, via UPS.

NAPA Xpress is also available when ordering from a store via phone – the ordering member just needs to request direct to customer shipping.

Finally, our customer service program continues after the purchase to support warranty claims on qualified products, as well as core credit and return processing. In the case of such types of return transactions, NAPA’s local team is there to facilitate the process with the local NAPA DC or directly with product manufacturers to get each Sourcewell member the parts they need and the credits they are owed. *
27 Describe your ability and willingness to
provide your products and services to
Sourcewell participating entities in the
United States.

GPC/NAPA is a current Sourcewell contract holder and is able and willing to provide all parts and services expressed in this RFP. We have a mix of company-owned and independent NAPA stores across the country that are fully bought in on participating in any agreement that arises from this proposal. While it is up to the individual independent stores to decide whether or not to participate, any store that elects to do so will generally do so under the terms proposed and agreed upon here.

We have outlined our service and distribution network in several questions so far, so we would like to discuss our ability to promote this contract, if awarded. We have learned that educating our dealer locations on the specifics of the Sourcewell contract and their responsibilities to seek out lists of target Sourcewell contracting agencies is the first line of success for NAPA and Sourcewell.

We also have a headquarters support network that helps us stay on track with our commitments to Sourcewell and its members by monitoring contract activity and promoting the cooperative purchasing message across our entire enterprise.

The ability to provide these products and services starts and ends with effective communication and execution of the program to our 6,000 stores that deliver the value to Sourcewell members daily.
*
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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28 Describe your ability and willingness to
provide your products and services to
Sourcewell participating entities in Canada.

NAPA Auto Parts (UAP Inc.) has a wealth of resources, both in the field and in the office across Canada to implement large agreements such as requested by Sourcewell. We have resources at our head office in Montreal as well as in each region including the Pacific/West, Ontario, Quebec and the Atlantic. NAPA will allocate the necessary resources to ensure Sourcewell’s needs are met.

Across Canada, we have over 4,800 full-time direct employees servicing our stores, distribution centers and offices. We have a mix of company-owned and independent NAPA stores across the country that are fully bought in on participating in any agreement that arises from this proposal. While it is up to the individual independent stores to decide whether or not to participate, any store that elects to do so will generally do so under the terms proposed and agreed upon here.

The NAPA Auto Parts Division is a network made up of automotive parts and accessories stores and paint and body product stores. We have nearly 600 NAPA Auto Parts stores across Canada and over 50 NAPA CMAX Paint and Body Shop Supply Stores.

It also includes 8 distribution centers across Canada including the Atlantic, Quebec, Ontario, West and Pacific regions. Including 1 logistic center in Long Sault, Ontario.

Napa will be supporting the Sourcewell contract amongst 4 regions across Canada:

Atlantic, Quebec, Ontario and the Western region. NAPA Canada also partners with Rural Municipalities Association (RMA), a sister cooperative, on certain contracts in Canada.
*
29 Identify any geographic areas of the United
States or Canada that you will NOT be
fully serving through the proposed contract.

NAPA has a strong presence in every region and is fully capable of serving the US and Canadian geographical locations described in this RFP of current and future members and represented associations. NAPA has a national presence from coast to coast across both the US and Canada. Thanks to our 6,000-store US and 600-store Canadian network and our strategic distribution center locations, we can meet all members’ needs in a short amount of time, wherever they are operating. *
30 Identify any Sourcewell participating entity
sectors (i.e., government, education, not-for-
profit) that you will NOT be fully serving
through the proposed contract. Explain in
detail. For example, does your company
have only a regional presence, or do other
cooperative purchasing contracts limit your
ability to promote another contract?
NAPA stores will cover all 50 states and all areas in those states with same to next day service. NAPA also services all 10 provinces in Canada through this contract with 600 NAPA Canada/UAP stores that can offer the same services at the Canadian pricing provided in this RFP. *
31 Define any specific contract requirements
or restrictions that would apply to our
participating entities in Hawaii and Alaska
and in US Territories.

There are no general contract restrictions that apply to any location in the US that NAPA services, including Hawaii, Alaska and US Territories. NAPA does not have locations in Puerto Rico. *
Table 7: Marketing Plan
Line
Item Question Response *
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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32 Describe your marketing strategy for
promoting this contract opportunity.

Upload representative samples of your
marketing materials (if applicable) in
the document upload section of your
response.

NAPA’s general marketing program strategy to promote the contract nationally will be to provide a full array of marketing flyers, sales sheets, and announcements through announcement bulletin utilization for both the new award and updates during the contract period. The implementation of those aspects will bring visibility to the Sourcewell member in our stores through the mobilization of our field sales force.

Specific training videos have already been put in place in support of the contract we currently have to train sales management, store owners, outside salespeople, and store employees. This training will directly increase the marketability of the contract throughout our sales organization. Co-branding of our logos will be incorporated on these pieces to inform the recipients of our “regular” marketing collateral to inform that NAPA is a Sourcewell contract holder. If awarded, Sourcewell contract details will be communicated through our national bulletin process.

This program bulletin communicates to all 6,000 stores, Field Sales Management, and all direct sales teams the specifics of the new contract, the contract pricing, and the intent of the program through the contract award.

Once published, the bulletin will be available through our internal website entitled NAPA Connect. This site is where all stores and field management go to see and understand all the national account programs that NAPA provides to its stores. If awarded, Sourcewell will continue to be classified in our national account programs.

NAPA has a great deal of system or legacy knowledge built into our culture based on the number of years that we have enjoyed the contractual relationship, but our communication will not take that for granted.

NAPA has a national team dedicated to marketing and growing our most important contracts, including everything Sourcewell. In addition to training this team on selling the value of our Sourcewell contract, we have headquarters-driven digital and print marketing efforts as well. Below are several examples of our available marketing materials and efforts and samples will be provided as attached documents. • Salesforce.com – customer relationship management software that has been customized to track communications, lead progress, contract status, success metrics and more for Sourcewell prospects and existing customers. This allows our sales team to sell the program more efficiently.
• Print Materials – marketing materials available to our sales team and customers include Sourcewell customer case studies, Sourcewell benefits and process flyers, customer information packet content and more.
• Presentation Materials – our team has access to a predeveloped suite of digital content and presentation materials (PowerPoint slides) that promote the benefits of implementing Sourcewell contracts.
• Video Content – we are in the process of developing specific video content that discusses Sourcewell opportunities with existing IBS customers using the contract. These videos will be available for use in presentations, on our website, on social media and more.
• Fleet Industry Events – NAPA sales and marketing experts attend more than 50 industry events across the US and Canada each year and we make specific efforts to promote the Sourcewell contract at each one where it applies. Some of the most significant industry events we attend on a regular basis include:

National Events
o NAFA I&E www.NAFA.org o Government Fleet Expo (GFX) www.governmentfleetexpo.com o FleetCon presented by FleetPros www.FleetPros.org Regional Events
o Florida Association of Government Fleet Administrators (FLAGFA) www.FLAGFA.org
o Georgia Association of Pupil Transportation (GAPT) www.GAPTonline.org
*
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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33 Describe your use of technology and
digital data (e.g., social media,
metadata usage) to enhance
marketing effectiveness.

NAPA Marketing employs a team of experts dedicated to effectively driving web traffic to various NAPA websites that promote our products and contract opportunities. The team uses search engine optimization strategies, including site metadata, to reach the widest possible audience of qualified decision makers for Sourcewell entity prospects and current members.

Social media, such as LinkedIn, is an avenue we use to both network with fleet decision makers who we can educate about Sourcewell and promote events that we will be participating in. We further participate on event websites, in digital newsletters and email blasts and mobile apps. We also promote customer and vendor awards that tie into our Sourcewell offering to grow awareness and interest in the contract. All social media efforts are tracked so we can optimize our performance with respect to driving interest in this contract.
*
34 In your view, what is Sourcewell’s role
in promoting contracts arising out of
this RFP? How will you integrate a
Sourcewell-awarded contract into your
sales process?
We feel it is our job to educate our sales team on Sourcewell and make it an integral part of the way they sell our aftermarket solutions to governments. The materials and tools we provide to our team have been developed specifically to this end and every applicable customer we meet with is presented the Sourcewell contract option. While we will continue to drive the success of this partnership, there are clearly defined ways in which Sourcewell can help the marketing effort:
• Marketing Materials – Sourcewell can provide materials that help train our specialists and educate our customers on the benefits and procurement process of using Sourcewell contracts.
• Continuing Education – provide our team with access to Sourcewell knowledge through online training, live and digital seminars, trade show involvement and personal consulting via phone calls with your team.
• Government Contacts – supply direct access to government fleet and procurement decisionmakers who have expressed interest to you in the Sourcewell IBS contract. • Legislation – continue to drive legislative approval across the US and Canada for the ability to adopt Sourcewell contracts.
*
35 Are your products or services
available through an e-procurement
ordering process? If so, describe your
e-procurement system and how
governmental and educational
customers have used it.

Yes, our products are available through e-procurement and other digital platforms and we have a large number of government customers using these ordering vehicles today. The following are a few of the most common digital methods used to order from us:
• NAPA Online: Our primary online ordering portal, www.NAPAOnline.com offers a catalog of more than 500,000 parts and supplies that are available to Sourcewell members today. Ordering online allows stock and hot-shot orders to be placed by an agency and fulfilled through the local servicing NAPA store or distribution center in the most timey way possible.
• NAPA ProLink: NAPA ProLink is another exclusive online ordering and messaging system for customer shops to order NAPA branded parts from our stores or distribution centers. It gives the customer direct digital access to our catalog of more than 500,000 SKUs, all available on this contract.
• Enterprise E-Procurement: NAPA has the capability to provide digital cataloging through punchouts and EDI interfaces placed directly within a customer’s enterprise procurement system. On our e-commerce website, www.NAPAIBIZ.com, we show companies that use large eProcurement programs how to register with NAPA to access our NAPA catalog. Platforms supported include Ariba, SAP, Oracle, Epicor, Ketera, Jaggaer, Proactis/Perfect Commerce, Coupa and more. We also offer digital warehousing solutions with JD Edwards and Manhattan products.
*
Table 8: Value-Added Attributes
Line
Item Question Response *
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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36 Describe any product, equipment,
maintenance, or operator training
programs that you offer to
Sourcewell participating entities.

Include details, such as whether
training is standard or optional,
who provides training, and any
costs that apply.

Product training on all diagnostics available through NAPA AutoTech program and available online at www.NAPATraining.com. This is a fee-based training comprehensive program for classroom and web. Training / maintenance offered by most NAPA suppliers, much at no cost. No training is standard as expertise will vary from one employee to another, all training is to be scheduled and discussed. All NAPA Tools & Equipment suppliers offer suggested maintenance procedures for products sold. This would include proper installations, safety procedures and contacts for on-site installations. NAPA provides training on many levels.

Technician Training:
a. Designed for the professional technician.
b. Provided by professional certified trainers
c. Shop Management Training
d. Designed for the professional technician, shop managers e. Provided by professional certified trainers
Please find a list of available training courses attached as a supplemental upload. *
37 Describe any technological
advances that your proposed
products or services offer.

NAPA’s proposal covers multiple technological advances in the following:
• Electronic Ordering
• Product Information
• Diagnostic Repair
• eProcurement
• Audit process
• Mechanical Shop and Body Shop Estimators
• System integration, Shop management integration, ordering - NAPA currently integrates with dozens of shop management programs
• ProLink is one of the industry’s best electronic ordering interfaces. It provides catalog lookups, part images, and job “kits”, recalls last and common orders, and loads specific vehicles (which are perfect with fleets with the same type vehicles) and more. • ProLink shows parts price and availability at the local NAPA store, as well as the store’s supplying DC ProLink can be used to compare contract price with that of list so that price verification can be utilized at the time of ordering eliminates the need for calling and faxing; ordering is done online.

NAPA can work with government agencies to provide special pricing on Mitchell On Demand:
• This is a web and PC based program that aids Sourcewell members to estimate repairs for authorization.
• Provide OE repair procedures and diagnostic aids.
• Track labor and supplies to a specific asset.
• Color wiring diagrams
• Technical specifications that include optional Medium and Heavy Duty applications • Flow Charts
• Technical Service Bulletins
• Maintenance Schedule
*
38 Describe any “green” initiatives
that relate to your company or to
your products or services, and
include a list of the certifying
agency for each.

Our full Corporate Sustainability Plan will be provided as an attachment to this proposal. It is also available on our Sustainability page on www.genpt.com.

RCI
‐Safe Solutions - our sustainability partner - has officially launched GPC’s sustainability awareness efforts. Look for GPC’s new GROW program to highlight specific environmental efforts made by employees. The GROW program focuses on targeted campaigns that emphasize personal responsibility and spotlights GPC’s environmental heroes. GROW promotes a renewed approach of how to Reduce, Reuse and Recycle.

GPC has the following priorities in place in terms of our Green Program • Reduce Air Emissions/Efficient Delivery Routing
• Identify Pollution Prevention Opportunities
• Communicate the Message
• Practice Water Conservation
• Reduce Fuel Consumption
• Minimize Operational Waste
• Implement Energy Conservation
• Provide Green Products and Services
NAPA Markets and Sells Many Green Initiative Products
• Smart Washers
• Challenger Water In-Ground Lifts
• 3M lead free wheel weight system
• Schumacher solar battery charger/maintainers
• Energy Logic - waste oil burners
• Vortex waterborne auto paint - no solvents
• Valvoline Next Gen oil - made with recycled oil
• Recycled Batteries, remanufactured electrical and steering components *
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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39 Identify any third-party issued eco-
labels, ratings or certifications that
your company has received for
the equipment or products
included in your Proposal related
to energy efficiency or
conservation, life-cycle design
(cradle-to-cradle), or other
green/sustainability factors.

See attached GPC Corporate Sustainability Plan. More detail is also available on our Sustainability page at www.genpt.com.
*
40 Describe any Women or Minority
Business Entity (WMBE), Small
Business Entity (SBE), or veteran
owned business certifications that
your company or hub partners
have obtained. Upload
documentation of certification (as
applicable) in the document
upload section of your response.

Genuine Parts Company is a publicly traded corporation. Thus, we are not a WMBE or SBE.

However, expanding opportunities for small and women and minority owned businesses is important at NAPA. A strength of the NAPA capabilities for this RFP is that we are not all corporate stores centered around a large corporate office, but we are a collection of thousands of small businesses that can support the Sourcewell contract and its members’ purchasing goals.

Our main distribution and sales channel to Sourcewell members and prospective members will be through our 6,000 retail outlets, 5,000 of which are independently owned and operated NAPA Automotive and Truck Parts stores. Based on the size and geography of these locations, many may be qualified as SBEs, WBEs, DBEs and some in HUB Zones.

As a corporation overall, we still maintain strict guidelines on diversity and inclusion in our operations.

Our commitment to—and appreciation for—diversity and inclusion at Genuine Parts Company is a part of everything we do. You can see it every time we interact with customers, collaborate with colleagues and partner with members of the community.

Across our Company, we value diversity and benefit from the exceptional insights, talents and experiences of our workforce. We believe that by embracing the differences and similarities of each individual, the work environment improves for our employees and enhances our overall business performance.

Diversity goes beyond race and gender. It celebrates and values differences in age, outlook, cultural background, lifestyle, and physical ability. We are committed to fostering an environment where everyone can contribute to our collective success.

In principle:

We want the best person for every position.

We want to provide opportunities for diversity of experience and interaction.

We want to create an environment of diverse ideas and viewpoints to ultimately arrive at better decisions.

Our commitment to Diversity and Inclusion honors the Power of Genuine Talent.

Please see our Corporate Sustainability Plan uploaded to the documents section of this proposal for more information on our corporate diversity policies. *
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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41 What unique attributes does your
company, your products, or your
services offer to Sourcewell
participating entities? What makes
your proposed solutions unique in
your industry as it applies to
Sourcewell participating entities?
NAPA Auto Parts provides a truly unique solution in the aftermarket automotive parts supply industry that benefits Sourcewell members in several ways.

First, the NAPA network is comprised of more than 5,000 small businesses that distribute our products nationwide. These are local, taxpaying employees who live and work in member communities and care about supporting their government agencies as much as their government cares about supporting them. Using these small businesses can help Sourcewell members meet their diverse purchasing initiatives across the US and Canada.

Next, NAPA has access to more than 465,000 SKUs that cover not just light-duty automotive, but a plethora of other categories that cannot all be found under any other roof.

Consolidating a member’s supply chain saves them time and money in managing their parts operation. Some unique product and service examples include:
• Nearly 5 million SKUs of MRO and Industrial products through our sister company, Motion Industries
• NAPA Filters
• NAPA Heavy Duty
• NAPA Undercar
• NAPA Electrical Sales and Under Hood
• Martin Senour Paint
• Balkamp
• NAPA Tools and Equipment
• NAPA Brakes
• NAPA Heating and Cooling
• NAPA TRACS - powerful estimating, technical information and shop management solutions
• IBIZ – enterprise/purchasing system integrations and technology solutions • Mitchell 1 and Mitchell On Demand services
Additionally, NAPA invests year over year in cutting edge technologies to help us better serve our government customers. Between online cataloging and ordering, digital fulfillment tracking at our distribution centers, reporting customization and more, we are able to use technology to optimize our supply chain and get parts to the customer faster and cheaper.

We also take part in technology innovations our customers are implementing, such as the Team Georgia Marketplace. The Team Georgia Marketplace connects the procurement tools of different state agencies all through one application to streamline the purchasing process and NAPA is a valued vendor participating in the initiative.

Furthermore, NAPA has more than 10 years of experience partnering with Sourcewell through multiple contracts. We have staff in all 50 states that have been fully trained on the inner workings of Sourcewell contracts, the benefits they provide to Sourcewell members, and how to executive contracts effectively to deliver the best solutions to our customers more quickly than anyone else.

Finally, NAPA is the pioneer of the Integrated Business Solutions (IBS) program and exclusive industry leader in the fleet vendor managed inventory industry. Providing additional value added solutions to government fleets across the US and Canada streamline their supply chain, including non-contract products such as OE parts, tires, bulk fluids and more, is one further step that NAPA takes to employ the best practices across the parts industry. *
Table 9: Warranty
Describe in detail your manufacturer warranty program, including conditions and requirements to qualify, claims procedure, and overall structure. You may upload representative samples of your warranty materials (if applicable) in the document upload section of your response in addition to responding to the questions below.

Line
Item Question Response *
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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42 Do your warranties cover all products, parts, and
labor?
All products supplied pursuant to an awarded contract are subject to the terms of written warranties provided by the manufacturer of each product, and NAPA shall use reasonable commercial efforts to assist the Participating Entity in processing all warranty claims that the Participating Entity may have against a manufacturer. The manufacturer’s warranty will be the sole and exclusive remedy of the Participating Entity in connection with any claims concerning the products supplied pursuant to an awarded contract. ALL OTHER WARRANTIES, BOTH EXPRESS AND IMPLIED, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTIBILITY OR
FITNESS FOR A PARTICULAR PURPOSE, ARE HEREBY EXCLUDED.

Copies of the manufacturers’ warranties are available to the Participating Entity upon request. Proposer will pass through all available warranty benefits from the applicable manufacturer to the Participating Entity to the extent permitted by contract or law.

NAPA's warranties cover all products and parts, but not all the labor. Most NAPA manufacturers will reimburse for reasonable labor costs to the extent the damage was solely attributable to a defect in the NAPA product. Each warranty is viewed on a case-by-case basis and, in some cases, labor may not apply.

Each one of NAPA 's individual parts warranties is on-line at our two websites (www.napaonline.com and www.napaprolink.com), plus warranty information is provided in the original NAPA packaging. *
43 Do your warranties impose usage restrictions or
other limitations that adversely affect coverage?
NAPA has different warranties for different parts, plus different warranties for different grades of parts. As an example, NAPA utilizes both new and remanufactured components. There will be a different warranty on a new vs. a remanufactured part. The new may have a limited lifetime, whereas the warranty on a remanufactured component may be 2 years/24,000 miles.

Certain components, like filters and brake pads have warranties dependent on the level (good, better, best), but might have restrictions that could affect coverage. Example an air filter that was used in a harsh environment, say extremely dusty or in a rugged industrial setting (drilling environment) might be seen as a limitation compared to one that is strictly on road/highway usage.
*
44 Do your warranties cover the expense of
technicians’ travel time and mileage to perform
warranty repairs?
NAPA's warranties do not have specific coverage that covers the expense of technician's travel time and mileage. However, we will provide a review and attempt to assist a Sourcewell member in working with our manufacturers to determine if the aforementioned expense and individual circumstances warrant such a claim. The defective part and repair information will need to be retained and provided upon request.
*
45 Are there any geographic regions of the United
States or Canada (as applicable) for which you
cannot provide a certified technician to perform
warranty repairs? How will Sourcewell
participating entities in these regions be provided
service for warranty repair?
As NAPA is a distributor of automotive parts in the US and Canada and not a manufacturer of those parts, we do not offer any warranty repair service directly through our parts contracts. We do have NAPA AutoCare centers in the US and NAPA AutoPro centers in Canada that perform automotive repairs, but they would not fall under the scope of this proposal. *
46 Will you cover warranty service for items made by
other manufacturers that are part of your proposal,
or are these warranties issues typically passed on
to the original equipment manufacturer?
One of the key benefits of our program is the tracking and processing of parts manufacturer warranties for our government agencies. NAPA outlines our warranty policy in each contract and has the responsibility to track and report on this for hundreds of suppliers that we procure parts from for our agency customers.

In the case where NAPA is requested to procure parts from manufacturers outside of the NAPA system, we will work with the Sourcewell member and each individual manufacturer to process warranty claims that arise. As we are not the manufacturer of such parts, though, we do not offer any warranties on them directly.
*
47 What are your proposed exchange and return
programs and policies?
NAPA stands behind our products and will accept returns on unused, normally stocked products when packaging is undamaged and the item can be re-inventoried.

Special order items may be subject to restocking fees even if the packaging is never opened. Sourcewell members should personally review special orders with their servicing NAPA store to make sure there are no questions regarding pricing, shipping, and delivery.
*
48 Describe any service contract options for the
items included in your proposal.

Our proposal is for a parts supply program. Service contract options are available through our Sourcewell NAPA IBS vendor managed inventory contract #110520 – GPC. NAPA is responding only to the parts portion of this RFP.
*
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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Table 10: Payment Terms and Financing Options
Line
Item Question Response *
49 What are your payment terms (e.g., net 10, net 30)? NAPA Auto Parts standard payment terms are Net 30 days. * 50 Describe any leasing or financing options available for use by educational or governmental entities.

NAPA does not offer leasing or financing options as part of NAPA’s parts supply program. *
51 Briefly describe your proposed order process. Include enough detail to support your ability to report quarterly sales to Sourcewell as described in the Contract template.

For example, indicate whether your dealer network is
included in your response and whether each dealer (or
some other entity) will process the Sourcewell participating entities’ purchase orders.

The order process for this proposal and contract will be determined upon the Sourcewell Member preference. Generally, the majority of orders placed by Sourcewell members will be directed at their local NAPA store. The pathway in which those orders will be received by the NAPA store would be via phone, fax, e-mail, ProLink (www.napaprolink.com), eProcurement integration (EDI or XML) or even a walk in order.

Once we receive an order with the appropriate work order or P.O. number, the store is responsible for the parts delivery service requirements of the contract.

To ensure contract compliance, the accounts for Sourcewell members are flagged at the NAPA store for transmission to NAPA Headquarters. All resulting invoices from orders are captured at the NAPA Auto Parts store, and the line item detail is transmitted to NAPA Headquarters where the data is rolled up from all the Sourcewell member’s invoices into the Sourcewell Major Account.

This allows NAPA to report consolidated sales numbers back to Sourcewell on a quarterly basis.

NAPA’s entire dealer network is included in our response. The individual NAPA Auto Parts Store will process orders as they are fulfilled, and this will be consolidated and reported by NAPA Headquarters to Sourcewell quarterly.
*
52 Do you accept the P-card procurement and payment
process? If so, is there any additional cost to Sourcewell participating entities for using this process?
Yes, traditionally NAPA accepts P-card payments from government agencies, where applicable, and does not charge additional fees for using P-cards. We take government p-card security very seriously and are doing several things to protect agencies who elect to use this payment method. When using p-cards, members may be required to obtain tokenization authorization from the store, which verifies the ownership of the card and logs the information and approval to use it for such purchases. Without this tokenization, p- cards may not be accepted by servicing NAPA stores.
*
Table 11: Pricing and Delivery
Provide detailed pricing information in the questions that follow below. Keep in mind that reasonable price and product adjustments can be made during the term of an awarded Contract as desribed in the RFP, the template Contract, and the Sourcewell Price and Product Change Request Form.

Line
Item Question Response *
53 Describe your pricing model (e.g., line-item discounts or product-category discounts). Provide detailed pricing data (including standard or list pricing and the Sourcewell
discounted price) on all of the items that you want
Sourcewell to consider as part of your RFP response. If applicable, provide a SKU for each item in your proposal.

Upload your pricing materials (if applicable) in the
document upload section of your response.

NAPA’s pricing model is a product category discount model off list price. As NAPA has with previous contracts, we will continue to offer a competitive nationwide ceiling price for Sourcewell members.

NAPA’s prices on individual products shall increase and decrease throughout the term of the contract. The pricing profile/methodology shall, however, remain firm. NAPA passes on both price increases and decreases it receives from its suppliers on to the Members.

NAPA cannot provide written notice to Sourcewell every time an individual product increases in price.

The attached Sourcewell 9074 Price Profile will be implemented at the store level to all members that choose to utilize the Sourcewell contract. This pricing will be available at all company-owned and independent NAPA stores across the US.

The pricing provided by NAPA Canada differs from that provided by NAPA US but is based off of a similar model and will apply across Canada as the US pricing does across the US.
*
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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54 Quantify the pricing discount represented by the pricing proposal in this response. For example, if the pricing in your response represents a percentage discount from
MSRP or list, state the percentage or percentage range.

NAPA’s proposed average discount percentages range up to 60% off list depending on the product. The attached price files illustrate discount rates for the products covered by our proposal. * 55 Describe any quantity or volume discounts or rebate
programs that you offer.

Special volume discounts and/or rebates may be offered on an individual basis, depending on the individual circumstances and the potential volume of the Sourcewell member.

NAPA may offer special one-off pricing for volume or stocking orders if requested by the Sourcewell member. These prices will be handled on an individual basis and they will not exceed the contract price.
*
56 Propose a method of facilitating “sourced” products or related services, which may be referred to as “open
market” items or “nonstandard options”. For example, you may supply such items “at cost” or “at cost plus a
percentage,” or you may supply a quote for each such
request.

NAPA agrees to deliver from time-to-time sourced goods and services to be sourced and shall include all actual net costs including our actual cost and inbound shipping, plus a maximum 25 percent additional margin. This cost plus will be calculated and agreed upon between the Sourcewell member and the local NAPA store on a case-by-case basis.
*
57 Identify any element of the total cost of acquisition that is NOT included in the pricing submitted with your response.

This includes all additional charges associated with a
purchase that are not directly identified as freight or shipping charges. For example, list costs for items like pre- delivery inspection, installation, set up, mandatory training, or initial inspection. Identify any parties that impose such costs and their relationship to the Proposer.

Generally, parts and equipment are provided at the cost specified in our pricing list. NAPA does not charge Sourcewell members freight costs for standard stocking parts. Additional costs may be incurred for items outside of hard parts, such as special order shipping, training, equipment installation, etc. but these are typically non- standard line items.
*
58 If freight, delivery, or shipping is an additional cost to the Sourcewell participating entity, describe in detail the complete freight, shipping, and delivery program.

As stated in Question #57, freight is not charged on NAPA parts, barring special requests or orders. However, if a part needs to be expedited for an emergency situation, the process is very simple.

The agency lets us know the timeframe of the need, NAPA reaches out to our freight partners to estimate the cost, NAPA informs the agency of the charge and, with approval from the customer, we will agree to ship the part. In this case, the freight charge will be added to the invoice for that part as a separate line item for complete transparency.
*
59 Specifically describe freight, shipping, and delivery terms or programs available for Alaska, Hawaii, Canada, or any
offshore delivery.

As we have a local presence in Alaska and Hawaii, there are no different terms or programs for these regions than in the continental US. Customer delivery distance from the servicing store will affect freight charges, but not differently in those regions. Exchange and returns are the same.

In Canada, deliveries of products will be made free of charge.

Freight charges may apply to garage equipment and emergency orders of automotive parts and accessories in which case Sourcewell members will have first agreed to the additional freight charges.

Additional shipping costs are determined on case-by-case basis and are dependant on the items being shipped. It typically affects larger items (i.e. hoists) where costs are determined at the time of sale.

NAPA works with our supplier network to provide a delivery method to “Drop Ship”. In certain circumstances, such as large quantities or large products, it is a method we can offer to Sourcewell members.

Offshore shipping will be established as “as needed” and agreed to by the NAPA store and the Sourcewell Member.
*
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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60 Describe any unique distribution and/or delivery methods or options offered in your proposal.

NAPA has a special delivery feature that is exclusive to NAPA stores. In the case of a special order part that is not available at local stores or distribution centers, Sourcewell members can access ordering from the manufacturer directly through NAPA Xpress, a function of our ProLink online cataloging portal.

NAPA Xpress is also available when ordering from a store via phone – the ordering member just needs to request direct to customer shipping. The huge advantage of this program for Sourcewell members is that it harnesses access to inventories not only at local NAPA stores and distribution networks across the entire country, but through our manufacturers as well, all with one click or call.
*
Table 12: Pricing Offered
Line
Item The Pricing Offered in this Proposal is: * Comments 61 b. the same as the Proposer typically offers to GPOs, cooperative procurement organizations, or state purchasing departments.

No additional comments.

Table 13: Audit and Administrative Fee
Line
Item Question Response *
62 Specifically describe any self-audit process or program that you plan to employ to verify compliance with your proposed Contract with Sourcewell. This process includes ensuring that Sourcewell participating entities obtain the proper pricing, that the Vendor reports all sales under the Contract each quarter, and that the Vendor remits the proper administrative fee to Sourcewell.

NAPA self-audits both our contract pricing to Sourcewell members and our sales reporting and administrative fee paid to Sourcewell each quarter.

Contract Price Compliance Self Audit:

NAPA has developed programming that will at the end of
every quarter take the sales by Sourcewell members and
compare them to the profile price. This new programming will enable for exception reporting to be accomplished so that NAPA will ensure that each equipment order is in
contract compliance.

Quarterly Sales Reporting and Administrative Fee Self Audit:

To ensure that NAPA reports all sales under the contract each quarter and that NAPA remits the proper administrative fee to Sourcewell, a quarterly process has been instigated to ensure that all entities under contract have been flagged and reported appropriately.
*
63 Identify a proposed administrative fee that you will pay to Sourcewell for facilitating, managing, and promoting the Sourcewell Contract in the event that you are awarded a Contract. This fee is typically calculated as a percentage of Vendor’s sales under the Contract or as a per-unit fee; it is not a line-item addition to the Member’s cost of goods. (See the RFP and template Contract for additional details.)
U.S. Operations: NAPA will pay Sourcewell 2% of net
qualified purchases for the entire contract period (if
awarded). NAPA shall issue contract fees to Sourcewell on a quarterly basis based on total qualified net sales of all registered Sourcewell members that NAPA US operations
sell to for that period. The 2% administrative fee on all purchases shall be paid to Sourcewell within forty-five (45) days after the end of each calendar quarter.

Canadian Operations: On any direct Sourcewell contracts in Canada, not involving any other associations or cooperative contracts, NAPA Canada will pay Sourcewell the same 2
percent administrative fee on all qualified NAPA parts
purchases. The administrative fee on all purchases shall be paid to Sourcewell within forty-five (45) days after the end of each calendar quarter.
*
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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Table 14A: Depth and Breadth of Offered Equipment Products and Services Line
Item Question Response *
64 Provide a detailed description of the
equipment, products, and services that you
are offering in your proposal.

NAPA distributes replacement parts (other than body parts) for substantially all motor vehicle makes and models in service in the United States, including imported vehicles, trucks, SUVs, buses, motorcycles, recreational vehicles and farm vehicles.

In addition, GPC distributes replacement parts for small engines, farm equipment and heavy-duty equipment.

Our inventories also include accessory items for such vehicles and equipment, and supply items used by a wide variety of government customers in the automotive aftermarket, such as cities, counties, states, K-12 districts and higher education institutions. We offer light-, medium- and heavy-duty parts for municipal departments like police, fire, sanitation and public works as well as people transportation parts used in universities and public transit agencies. No matter the part, we are able to provide the supply chain to get Sourcewell members the products they need when they need them.

Please see our NAPA product line card included as a supplemental upload titled:

Marketing Materials.

NAPA has 52 distribution centers that service 6,000+ retail stores nationwide. They contain more than $1 billion of fleet parts and other replenishment inventory for our network nationally. NAPA stocks more than 465,000 aftermarket parts and items with same day and next day delivery. We can provide inventory, distribution, and local support in any area of the US and our network is available 365 days each year to get Sourcewell members parts efficiently.

Our network starts with the 5,000 local, small business NAPA stores that support your members in the areas where they operate. This helps us place a strong emphasis on supporting local businesses. In addition, we have the strength of our 1,000-store corporate-owned distribution network backing up the NAPA program across the country. These stores have the financial support of NAPA headquarters and are key hubs in providing reliable staffing and distribution to Sourcewell members. All our stores, regardless of ownership, can source and stock the products that your agencies need.

Within these stores are tens of thousands of fully trained employees who are familiar with the processes of servicing large cooperative and other major accounts.

They provide full support to government agencies ordering from them today and are ready to take on the increased business that this contract would bring. When it comes to ordering, parts orders may be placed via phone, email, walk-in or electronically depending on the individual agencies' preferences and capabilities.

Advance orders may either be held for will-call pickups or delivered via an agreed upon supply schedule. Our program is designed to allow each Sourcewell member the ability to do business in the ways that suit them best. Sales receipts for all orders include all the information that would be provided on an invoice, including account number, item descriptions, quantities, price, PO# if requested by the individual member and date and time of order.
*
65 Within this RFP category there may be
subcategories of solutions. List subcategory
titles that best describe your products and
services.

NAPA is able to provide all product categories listed in Table 14B, including:
• Air conditioning, heating, cooling, and climate control • Alternators, starters, batteries, electrical, and ignition systems • Bearings - ball and roller
• Belts, hoses, gaskets, and seals
• Brakes
• Bumpers, body, cab, and chassis parts
• Emission and exhaust
• Engine and drive train
• Filters - oil, fuel, air, and transmission
• Oils and lubricants - regular and synthetic
• Pumps - fuel and water
• Safety and security systems
• Interior and exterior parts and accessories
• Lamps, lighting, mirrors, and wiring
• Pumps - fuel and water
• Suspension, shocks, struts, and steering
• Wipers and washers
• Heating and cooling (engine)
• Vehicle paint and primer
• Tools and equipment
• Heavy Duty parts
*
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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Table 14B: Depth and Breadth of Offered Equipment Products and Services Indicate below if the listed types or classes of equipment, products, and services are offered within your proposal. Provide additional comments in the text box provided, as necessary.

Line
Item Category or Type Offered * Comments
66 Air conditioning, heating, cooling, and
climate control
Yes
No
NAPA stocks several different kinds of products in this category at all 6000 NAPA Auto Parts Store Nationwide.
67 Alternators, starters, batteries,
electrical, and ignition systems
Yes
No
NAPA stocks several different kinds of products in this category at all 6000 NAPA Auto Parts Store Nationwide.
68 Bearings - ball and roller Yes
No
NAPA stocks several different kinds of products in this category at all 6000 NAPA Auto Parts Store Nationwide.
69 Belts, hoses, gaskets, and seals Yes
No
NAPA stocks high quality Gates Brand Belts and Belts in all stores and all Distribution centers.
70 Brakes Yes
No
NAPA stocks several different kinds and levels of Brakes, Pads and Rotors in this category at all 6000 NAPA Auto Parts Store Nationwide.
71 Bumpers, body, cab, and chassis
parts
Yes
No
NAPA stocks several different kinds of products in this category at all 6000 NAPA Auto Parts Store Nationwide.
72 Emission and exhaust Yes
No
NAPA stocks several different kinds of products in this category at all 6000 NAPA Auto Parts Store Nationwide.
73 Engine and drive train Yes
No
NAPA stocks several different kinds of products in this category at all 6000 NAPA Auto Parts Store Nationwide.
74 Filters - oil, fuel, air, and transmission Yes
No
NAPA stocks several different kinds of products in this category at all 6000 NAPA Auto Parts Store Nationwide.
75 Oils and lubricants - regular and
synthetic
Yes
No
NAPA stocks several different kinds of products in this category at all 6000 NAPA Auto Parts Store Nationwide.
76 Pumps - fuel and water Yes
No
NAPA stocks several different kinds of products in this category at all 6000 NAPA Auto Parts Store Nationwide.
77 Safety and security systems Yes
No
NAPA stocks several different kinds of products in this category at all 6000 NAPA Auto Parts Store Nationwide.
78 Interior and exterior parts and
accessories
Yes
No
NAPA stocks several different kinds of products in this category at all 6000 NAPA Auto Parts Store Nationwide.
79 Lamps, lighting, mirrors, and wiring Yes
No
NAPA stocks several different kinds of products in this category at all 6000 NAPA Auto Parts Store Nationwide.
80 Pumps - fuel and water Yes
No
NAPA stocks several different kinds of products in this category at all 6000 NAPA Auto Parts Store Nationwide.
81 Suspension, shocks, struts, and
steering
Yes
No
NAPA carries multiple brands of shocks and Struts for steering components at all NAPA stores
82 Wipers and washers Yes
No
NAPA stocks several different kinds of products in this category at all 6000 NAPA Auto Parts Store Nationwide.
83 Heating and cooling (engine) Yes
No
NAPA stocks several different kinds of products in this category at all 6000 NAPA Auto Parts Store Nationwide.
84 Vehicle paint and primer Yes
No
NAPA stocks several different kinds of products in this category at all 6000 NAPA Auto Parts Store Nationwide.
85 Tires, OEM vehicle parts, and garage
and fleet maintenance equipment,
tools and supplies as described in
RFP Section II. B. 1. b.

Yes
No
NAPA sells several different kinds of products in this category at all 6000 NAPA Auto Parts Store Nationwide. *
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts Table 15: Industry Specific Questions

Line
Item Question Response *
86 If you are awarded a contract, provide a
few examples of internal metrics that will
be tracked to measure whether you are
having success with the contract.

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

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

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

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

Contract Segmentation - we will break out Sourcewell member purchases into industry verticals to identify opportunities to grow in segments where we may be stagnant and develop specific marketing materials to drive new contracts in underutilized categories.

*
87 Describe any electronic service
programming subscriptions and service
information provided within your proposal
along with any associated costs.

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

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

On an ad-hoc basis, NAPA can provide a specific Sourcewell member with SKU- level data over a specific timeframe and our team is also available to provide an in- depth spending analysis comparing them to other government agencies of similar size and makeup.

*
89 Describe any online parts catalog and
ordering capabilities that can be provided
or are included. If applicable, identify any
additional costs associated with this
service.

Our NAPA parts catalog, consisting of more than 465,000 SKUs, is all available online to Sourcewell members. The following are a few of the most common digital methods used to order from us:

• NAPA Prolink: NAPA Prolink is another exclusive online ordering and messaging system for customer shops to order NAPA branded parts from our stores or distribution centers. It gives the customer direct digital access to our catalog of more than 500,000 SKUs, all available on this contract.

• Enterprise E-Procurement/Punchout: NAPA has the capability to provide digital cataloging through punchouts and EDI interfaces placed directly within a customer's enterprise procurement system. On our e-commerce website, www.NAPAIBIZ.com, we show companies that use large eProcurement programs how to register with NAPA to access our NAPA catalog. Platforms supported include Ariba, SAP, Oracle, Epicor, Ketera, Jaggaer, Proactis/Perfect Commerce, Coupa and more. We also offer digital warehousing solutions with JD Edwards and Manhattan products.

There is no fee associated with the use of NAPA's online cataloging or NAPA Prolink. Enterprise software integrations, if required by the customer, could have nominal costs that are negotiated on a case-by-case basis before implementing any solutions.

*
90 Identify the vehicle makes for which your
offered parts are used.

NAPA provides replacement parts for all light- and heavy-duty makes and models across the US and Canada. *
91 Identify the vehicle engine types for which
your products are manufactured (e.g.,
gasoline, diesel, CNG, propane, hybrid,
electric, etc.)
NAPA provides replacement parts for all engine types across the US and Canada. *
DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts Exceptions to Terms, Conditions, or Specifications Form

Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been incorporated into the contract text.

Documents

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

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

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

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

4. If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. If the zipped file contains more than one (1) document, ensure each document is named, in relation to the submission format item responding to. For example, if responding to the Marketing Plan category save the document as "Marketing Plan."

Financial Strength and Stability - Question #9 - Genuine Parts Company 2019 Annual Report.pdf - Wednesday March 24, 2021 12:26:37
Marketing Plan/Samples - Question #32 - Marketing Materials.pdf - Wednesday March 24, 2021 12:27:31 WMBE/MBE/SBE or Related Certificates - Question #39 - Corporate Sustainability Plan.pdf - Wednesday March 24, 2021 12:29:32
Warranty Information (optional)
Pricing - Pricing - US 9074 & Canada.pdf - Wednesday March 24, 2021 12:29:47 Upload Additional Document - Question #36 - Autotech Training Brochures.pdf - Wednesday March 24, 2021 12:30:11 DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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Proposer's Affidavit

PROPOSER AFFIDAVIT AND ASSURANCE OF COMPLIANCE
I certify that I am the authorized representative of the Proposer submitting the foregoing Proposal with the legal authority to bind the Proposer to this Affidavit and Assurance of Compliance:

1. The Proposer is submitting this Proposal under its full and complete legal name, and the Proposer legally exists in good standing in the jurisdiction of its residence.

2. The Proposer warrants that the information provided in this Proposal is true, correct, and reliable for purposes of evaluation for contract award.

3. The Proposer, including any person assisting with the creation of this Proposal, has arrived at this Proposal independently and the Proposal has been created without colluding with any other person, company, or parties that have or will submit a proposal under this solicitation; and the Proposal has in all respects been created fairly without any fraud or dishonesty. The Proposer has not directly or indirectly entered into any agreement or arrangement with any person or business in an effort to influence any part of this solicitation or operations of a resulting contract; and the Proposer has not taken any action in restraint of free trade or competitiveness in connection with this solicitation. Additionally, if Proposer has worked with a consultant on the Proposal, the consultant (an individual or a company) has not assisted any other entity that has submitted or will submit a proposal for this solicitation.

4. To the best of its knowledge and belief, and except as otherwise disclosed in the Proposal, there are no relevant facts or circumstances which could give rise to an organizational conflict of interest. An organizational conflict of interest exists when a vendor has an unfair competitive advantage or the vendor’s objectivity in performing the contract is, or might be, impaired.

5. The contents of the Proposal have not been communicated by the Proposer or its employees or agents to any person not an employee or legally authorized agent of the Proposer and will not be communicated to any such persons prior to Due Date of this solicitation.

6. If awarded a contract, the Proposer will provide to Sourcewell Participating Entities the equipment, products, and services in accordance with the terms, conditions, and scope of a resulting contract.

7. The Proposer possesses, or will possess before delivering any equipment, products, or services, all applicable licenses or certifications necessary to deliver such equipment, products, or services under any resulting contract.

8. The Proposer agrees to deliver equipment, products, and services through valid contracts, purchase orders, or means that are acceptable to Sourcewell Members. Unless otherwise agreed to, the Proposer must provide only new and first-quality products and related services to Sourcewell Members under an awarded Contract.

9. The Proposer will comply with all applicable provisions of federal, state, and local laws, regulations, rules, and orders.

10. The Proposer understands that Sourcewell will reject RFP proposals that are marked "confidential" (or "nonpublic," etc.), either substantially or in their entirety. Under Minnesota Statutes Section 13.591, subdivision 4, all proposals are considered nonpublic data until the evaluation is complete and a Contract is awarded. At that point, proposals become public data. Minnesota Statutes Section 13.37 permits only certain narrowly defined data to be considered a "trade secret," and thus nonpublic data under Minnesota's Data Practices Act.

11. Proposer its employees, agents, and subcontractors are not:

1. Included on the “Specially Designated Nationals and Blocked Persons” list maintained by the Office of Foreign Assets Control of the United States Department of the Treasury found at: https://www.treasury.gov/ofac/downloads/sdnlist.pdf;

2. Included on the government-wide exclusions lists in the United States System for Award Management found at:
https://sam.gov/SAM/; or

Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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3. Presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this solicitation.

By checking this box I acknowledge that I am bound by the terms of the Proposer’s Affidavit, have the legal authority to submit this Proposal on behalf of the Proposer, and that this electronic acknowledgment has the same legal effect, validity, and enforceability as if I had hand signed the Proposal. This signature will not be denied such legal effect, validity, or enforceability solely because an electronic signature or electronic record was used in its formation. - Jett Kuntz, Vice President NAPA Fleet and IBS, Genuine Parts Company dba NAPA Auto Parts
The Proposer declares that there is an actual or potential Conflict of Interest relating to the preparation of its submission, and/or the Proposer foresees an actual or potential Conflict of Interest in performing the contractual obligations contemplated in the bid.

Yes No
The Bidder acknowledges and agrees that the addendum/addenda below form part of the Bid Document.

Check the box in the column "I have reviewed this addendum" below to acknowledge each of the addenda.

File Name
I have reviewed the
below addendum and
attachments (if
applicable)
Pages
Addendum_4_Aftermarket_Vehicle_Parts_RFP_032521
Fri March 19 2021 12:55 PM 1
Addendum_3_Aftermarket_Vehicle_Parts_RFP_032521
Thu March 11 2021 12:31 PM 1
Addendum_2_Aftermarket_Vehicle_Parts_RFP_032521
Fri February 19 2021 04:46 PM 4
Addendum_1_Aftermarket_Vehicle_Parts_RFP_032521
Thu February 18 2021 01:56 PM 2
Bid Number: RFP 032521 Vendor Name: Genuine Parts Company dba NAPA auto Parts DocuSign Envelope ID: 6BEC61CF-A289-4E75-8558-9EBBBC8A9C9D Redlands Regular Meeting of 07-18-23
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Redlands Regular Meeting of 07-18-23
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City Council Meeting I. 5.

DATE: 07/18/2023
TO: Honorable Mayor and City Council Members
SUBJECT: Consideration of the acceptance of the California Interagency Council on Homelessness (Cal ICH) Unit of the Business, Consumer Services and Housing Agency for the Encampment Resolution Funding Program (ERF-2-R) grant award in the amount of $4,529,069, authorize the City Manager to execute the grant agreement and related program documents, and authorize an additional appropriation of $4,529,069 (Assistant City Manager McConnell)
MOTION(S):

If the City Council determines that staff’s recommendation is appropriate, the following motions are provided:

I move to accept the award of $4,529,069 from the California Interagency Council on Homelessness Unit of the Business, Consumer Services and Housing Agency for the Encampment Resolution Funding Program and authorize the City Manager to execute the grant agreement and related program documents;

1. I move to authorize the additional appropriation of $4,529,069.2.

RECOMMENDATION:

Staff recommends that the City Council accept the grant award of $4,529,069 from the California Interagency Council on Homelessness Unit of the Business, Consumer Services and Housing Agency for the Encampment Resolution Funding Program, authorize the City Manager to execute the grant agreement and related program documents, and authorize the additional appropriation of $4,529,069.

DISCUSSION:

In June, 2023, Governor Newsom announced $199 million to assist individuals in encampments to move off the streets and into safe and stable housing. A total of 23 projects will receive funding under this program to provide services to nearly 7,300 people experiencing homelessness. More than half of the projects funded will address encampments along state freeways and highways.

The City of Redlands was awarded just over $4.5 million from the Encampment Redlands Regular Meeting of 07-18-23
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The City of Redlands was awarded just over $4.5 million from the Encampment Resolution Fund (ERF-2) grant to help address unsheltered homelessness and create pathways to housing in the City of Redlands. Through this program, the City will serve approximately 200 homeless individuals residing within encampments located along the Interstate 10 freeway, Interstate 210 freeway, Highway 38, and in the Santa Ana River basin with services such as street outreach, shelter, housing navigation, rapid rehousing, permanent housing, and hotel vouchers.

The majority of the grant funds will be distributed by the City to local non-profit service providers ("subcontractors") in order to meet the project's proposed outcomes. Upon the City Council's acceptance of the Encampment Resolution Funding Program (ERF-2-R) grant, staff will prepare subcontractor agreements for the Council's consideration at a future meeting.The funding will be allocated to local nonprofits that will assist the City in providing services. In addition, funding will be utilized to hire two full-time City outreach workers, and one full-time administrative assistant to support the Homeless Solutions Division.

The grants funds will be used to fund the following for a period of three years:

Description Estimated
Amounts
Two Full Time Outreach Project Specialists (3 years) - Field based street outreach and collaboration with community partners
One Administrative Specialist (3 years) - Administrative support with subcontractors, evaluation and invoicing, data collection $713,794
Subcontractor Outreach and Engagement Services $765,000 Street Outreach and Engagement Services $60,000
Emergency Shelter Beds; Motel Interim Housing $666,300
Delivery of Permanent Housing (Security Deposits, Rental Subsidies) $2,018,975 Subsidy to Project Homekey Site (provides permanent supportive housing, case management to 30 persons from prioritized encampment area)
$300,000
Administrative Costs $5,000
Total Grant Award $4,529,069
ALTERNATIVES:

City Council may elect not to approve the agreement to accept the grant funding and provide alternative direction to staff.

STRATEGIC PLAN:

Supports Priority B - Public Health and Safety - Strategic Objective 4 - Homelessness.

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SUBMITTED BY:

Assistant City Manager McConnell
RECOMMENDED BY:

Charles M. Duggan Jr., City Manager
REVIEWED BY:

Chris Boatman, Assistant City Manager
J
ames Garland, Assistant Finance Director
PREPARED BY:

Tr
icia Swope, Manager, Facilities & Community Services
Fiscal Impact
Fiscal Year: FY 2023-24
Revenue Generating: Y
Appropriation Required Y/N: Y
Amount: $4,529,069
Budgeted Y/N: N
Account No.: Various
Discussion:

Funding for the services outlined in the staff report will be provided by the grant.

Attachments
Additional Appropriation Form
A. Letter of Award
B. Grant Agreement and Related Documents
Redlands Regular Meeting of 07-18-23
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DATE
OF REQUEST:

An a
dditional appropriation is hereby requested as follows:

Department:

JUSTIFICATION:

Requested By:

Recommended By Finance Director: Recommended:

Yes No Signed
Comments: Approved by City Council:

Date:

Signed:

City Clerk
REVENUE APPROPRIATION INCREASE (if applicable)
EXPENDITURE APPROPRIATION INCREASE (if applicable)
$
-
$
-

TRANSACTION
NO:

ACCOUNTING PERIOD:

Acc
ount Description Orgkey Object Code Job Ledger (If
applicable) Amount
Job Ledger (If
applicable) AmountAccount Description Orgkey Object Code Department Head
City Manager
CITY

OF REDLANDS
REQ

UEST FOR ADDITIONAL APPROPRIATION
FINANC

E USE ONLY
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2. The term of this Agreement is:

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City of Redlands
23-ERF-2-R-10011

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Redlands City CouncilJuly 18, 2023

Redlands City Council
July 18, 2023