Redlands City Council
May 6, 2025

CITY OF REDLANDS

CITY COUNCIL

A G E N D A
MAY 6, 2025

MARIO SAUCEDO
Mayor

MARC SHAW
Mayor Pro Tempore
PAUL T. BARICH
Council Member

EDDIE TEJEDA
Council Member

DENISE DAVIS
Council Member
***

JEANNE DONALDSON
City Clerk

PHILLIP DOOLITTLE
City Treasurer
CHARLES M. DUGGAN JR.

City Manager
YVETTE M. ABICH GARCIA
City Attorney
5:00 p.m. Open Public Meeting, Public Comment (Closed Session) 6:00 p.m. Open Session (Public Meeting)
* * *
City Council Chambers
Civic Center, 35 Cajon Street, Redlands, California
Council Member Davis will be participating remotely from:

The Scandal Lounge on the Mezzanine level of the Citizen Hotel, 926 J Street, Sacramento, CA 95814
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REVISED

A G E N D A
The following information comprises the agenda for the regular meeting of the City Council of the City of Redlands at the times noted below in the City Council Chambers, Civic Center, 35 Cajon Street, Redlands, California, on:

TUESDAY, MAY 6, 2025
To join via Zoom on a computer, laptop, or smart device Please visit www.zoom.us, click on Join a Meeting
Enter the Meeting ID 896 2789 8341, then run the Zoom launcher To join via Zoom with audio only (cell phone or landline):

Dial 1-877-853-5247
Enter the Meeting ID 896 2789 8341
Should the City lose connectivity on Zoom, we will halt the meeting until it can be restored. To check on the status of remote connectivity in the event of an outage, go to the City’s website at www.cityofredlands.org or to the City’s Facebook page at @CityofRedlands or the Instagram page at @CityofRedlands_CityHall.

In the event the City cannot reestablish Zoom connectivity in a reasonable amount of time, the mayor will adjourn the meeting to a future date.

PLEASE NOTE: Anyone desiring to speak on an agendized item at this meeting may do so during the consideration of that item. Due to time constraints and the number of persons who may wish to give oral testimony, public comments will be limited to three (3) minutes.

To provide comment while participating from Council Chambers:

Although it is not required, speakers are encouraged to submit a "Speaker Sign Up Sheet" before the meeting is convened. Forms are available in the Office of the City Clerk or in Council Chambers.

After the meeting has convened, you may place the speaker form in the basket at the table along the north wall of the Chambers. Please do not disturb the City Clerk while the meeting is in progress.

To provide comment through Zoom (on a computer, laptop, or smart device):

Click the "Raise Hand" button and the moderator will unmute you when it is your turn to speak To provide comment via audio only (cell phone or landline):

Dial *9 to "Raise Hand". The moderator will identify you by your area code and last 3 numbers of your telephone number when it is your turn to speak.

PLEASE SILENCE CELL PHONES, PAGERS AND OTHER ELECTRONIC

COMMUNICATION DEVICES UPON ENTERING THE CHAMBERS
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5:00 P.M.

A. Call City Council Meeting to Order.

B. Public Comment
(Any person wishing to provide public comment on a closed session matter may do so at this time.)
C. Recess City Council Meeting to a Closed Session

1. CONFERENCE WITH LEGAL COUNCIL- ANTICIPATED LITIGATION PURSUANT TO GOVERNMENT CODE SECTIONS 54956.9(d)(2) and (e)(3):  A point has been reached where, in the opinion of the legislative body of the local agency on the advice of its legal counsel, based on existing facts and circumstances, there is a significant exposure to litigation against the local agency, based on the  receipt of a government claim from claimant Alexis DeLeon threatening litigation (copy available for public inspection in City Clerk’s Office)

2. Conference with legal counsel: Existing Litigation - Government Code §54956.9(d)(1) (City Attorney Garcia)
Two Cases:

Chiakowsky, et, al. v. City of Redlands, et al., San Bernardino Superior Court, Case No.

CIVSB2402748
a.

California Department of Housing and Community Development v. Shangri-la Industries, LLC, et al., Los Angeles Superior Court, Case No. 24STCV00629 b.

3. Conference with real property negotiators - Government Code §54956.8 (Assistant City Manager Christopher Boatman)
Property: APN: 0292-063-38-0000
Agency
Negotiators:

Charles M. Duggan, City Manager; Christopher Boatman, Assistant City Manager
Negotiating Party: Seth Davis; Managing Director, Arixa Capital Under Negotiation: Terms of payment and price for possible purchase of property by the City

4. Conference with real property negotiators - Government Code §54956.8 (Assistant City Manager Christopher Boatman)
Property: APN: 0171-191-30-0000
Agency
Negotiators:

Charles M. Duggan, City Manager; Christopher Boatman, Assistant City Manager
Negotiating Party: Char Burgess, President, Redlands Historical Museum Association Under Negotiation: Terms of possible transfer of the property

5. Conference with real property negotiators - Government Code §54956.8 (Assistant City Manager Christopher Boatman)
Property: APN: 0171-089-13-0000 (21 N. Church St.)
Agency
Negotiators:

Charles M. Duggan, City Manager; Christopher Boatman, Assistant City Manager
Negotiating Party: Zach Smith
Under Negotiation: Terms of payment and price for possible sale of property by the City Recycled Paper
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6:00 P.M.

D. Reconvene City Council Meeting
E. Invocation by Council Member Davis
Pledge of Allegiance by Arroyo Verde Elementary School Students (In keeping with long-standing traditions of legislative invocations, this City Council meeting may include a brief invocation. Such invocations are not intended to proselytize or advance any one, or to disparage any other, faith or belief. Neither the City nor the City Council endorses any particular religious belief or form of invocation.)
F. Closed Session Report
(No reportable action taken in closed session unless otherwise announced by the City Attorney at this time.)
G. Presentations

1. Presentation of Asian American and Pacific Islander Heritage Month Proclamations to Hien Huynh, Gayatri Prasad Kattel, and Netra Prasad Dhakal (Mayor Saucedo) H. Public Comment - City Council
(At this time, the City Council will provide an opportunity for the public to address them on any subject, within the jurisdiction of the City Council, which is not already scheduled on this agenda.

However, any matter that requires action will be referred to staff for a report and possible action at a subsequent meeting. Comments will be limited to three {3} minutes.) I. Consent Calendar
(The following routine items have been recommended for approval and will be acted upon simultaneously unless separate discussion and/or action is requested by a Councilmember or a member of the audience.)

1. Approve minutes of the regular meeting of April 15, 2025, and special meeting minutes of April 29, 2025 (City Clerk Donaldson)

2. Authorize issuance of a proclamation declaring May 2025, as Asian American Pacific Islander Heritage Month (Mayor Saucedo)

3. Authorize issuance of a proclamation declaring the month of May 2025 as Frontline Workers Appreciation Month (Mayor Saucedo)

4. Approve recommendation for appointments to the Citizens' Measure T Oversight Committee (Mayor Pro Tem Shaw, Council Members Tejeda and Davis)

5. Disclosure of Settlement Agreement and Release of All Claims - Travis Martinez adv. City of Redlands (City Attorney Garcia)

6. Adoption of Ordinance No. 2981 Amending Section 2.36.020 of the Redlands Municipal Code relating to the appointment of members of the Planning Commission (Development Services Director Desatnik)

7. Approve the Final Tract Map No. 20473 filed by Tri Point Homes (Development Services Director Desatnik)
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8. Adopt Resolution No. 8651 initiating proceedings to continue levying assessments, appointing an assessment engineer, and ordering the preparation of the Engineer's Reports for Street Lighting District No. 1 and Landscape Maintenance District No.1, rescind Resolution No. 8542, and determine that adoption of the resolution is exempt from environmental review pursuant to the general rule of the California Environment Quality Act (CEQA) guidelines (Facilities and Community Services Director Crocker)

9. Approve a request for in-kind support in the amount of $58,001.34 related to the Redlands Fourth of July Celebration event on July 4, 2025, at Sylvan Park and Moore Middle School, authorize street closures as necessary for the event; authorize the sale and consumption of alcoholic beverages; and determine that the event is categorically exempt from environmental review pursuant to Section 15311(c) of the CEQA guidelines (Facilities and Community Services Director Crocker)

10. Approve the cooperative purchase of a Toyota 50-8FG45U Forklift from Crown Lift for an amount of $75,865 (Facilities and Community Services Director Crocker)

11. Approve the First Amendment to the agreement with Watearth, Inc. for the San Timoteo Canyon, Live Oak Canyon, and Alessandro Road drainage study, to incorporate additional tasks, extend the term, and increase the total agreement amount from $128,377 to an amount not to exceed $159,901 (Facilities and Community Services Director Crocker)

12. Approve the Public Works Construction Contract with Mesa Energy Systems Inc. in an amount not to exceed $185,884 for a new HVAC system at Joslyn Sr. Center, approve an additional appropriation, and determine that this project is exempt from environmental review pursuant to Section 15304 of the State's guidelines implementing the California Environmental Quality Act (Facilities and Community Services Director Crocker)

13. Adopt Resolution No. 8682 establishing the rate for the voter-approved special tax for emergency paramedic services for Fiscal Year 2025-2026 (Fire Chief Sessler)

14. Approve a Memorandum of Understanding (MOU) between the City of Redlands and the Indiana University School of Public Health-Bloomington for Mutual Beneficial Collaboration to utilize PulsePoint Respond to send notifications to community members about overdose prevention and naloxone (Fire Chief Sessler)

15. Approve a software license purchase with Azteca Systems, LLC for the Cityworks permitting/work order software and support for a 1-year term for a total cost of $51,810.89 (Management Services/Finance Director Garcia)

16. Approve the First Amendment to the Agreement with Hinderliter de Llamas and Associates for Business License Services, updating the contingency fee structure related to compliance, discovery, and collection services (Management Services/Finance Director Garcia)

17. Adopt Resolution No. 8681 for adoption of a Policy on Discontinuation of Residential Water Service for Non-Payment and rescinding Resolution No. 8647 (Management Services/Finance Director Garcia)

18. Approve the $248,067 construction contract with Elecnor Belco Electric, Inc. for the Highway Safety Improvement Program (HSIP) Cycle 10 Enhanced Crosswalk Project, Project No.

S400021, HSIP-5083(027), reject the bid submitted by JT Construction Group, and determine that the project is categorically exempt pursuant to Section 15301(c) of the State's guidelines implementing the California Environmental Quality Act (Municipal Utilities and Engineering Director Harris)

19. Approve the sole source purchase order with the Flock Group, Inc. to renew leases of automated Recycled Paper
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19. Approve the sole source purchase order with the Flock Group, Inc. to renew leases of automated license plate recognition cameras in the amount of $99,500 (Police Chief Tolber) J. Communications

1. Conference Report- 2025 Regional Conference of the Southern California Association of Governments (SCAG) and General Assembly (Mayor Pro Tem Shaw and Council Member Davis) K. New Business

1. Consideration of the Public Work Construction Contract with Angelus Waterproofing & Restoration, Inc. for an amount not-to-exceed $648,548 for the Citrus Avenue Parking Structure Maintenance and Repair Project, and determination that the project is exempt from environmental review pursuant to Section 15301(d)of the State's guidelines implementing the California Environmental Quality Act (Facilities and Community Services Director Crocker)

2. Consideration of the Public Works Contract with Metrocell Construction, Inc. for an amount not-to-exceed $850,600 for the Ford Park Restroom Replacement Project, approve an additional appropriation in the amount of $135,660, and determine that the project is exempt from environmental review pursuant to Section 15302(c) of the State's guidelines implementing the California Environmental Quality Act (Facilities and Community Services Director Crocker)

3. Consideration of a Non-Professional Services Agreement with Houston & Harris PCS, Inc. for on-call sewer collection system maintenance services with an initial one (1) year term value not-to-exceed $250,000 with options to extend for two (2) additional years for a total potential amount not-to-exceed $750,000, and determine that this action is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act (Municipal Utilities and Engineering Director Harris)

4. Consideration of a Public Works Construction Contract with Tryco General Engineering for the Orange Blossom Trail Phase 4 Project for an amount not-to-exceed $960,145, and determine that the Project is categorically exempt from environmental review under Section 15301(c) of the State's guidelines implementing the California Environmental Quality Act (Municipal Utilities and Engineering Director Harris)

5. Consideration of Resolution No. 8675 authorizing the City Manager or his designee to execute a Construction Installment Sale Agreement with the State Water Resources Control Board for the construction of the Wastewater Treatment Plant Upgrades Project, prepare and submit required project documents, and dedicating revenues from the Wastewater debt service fund as the source of revenue for loan payments, and determine that approval of the Resolution is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act (Municipal Utilities and Engineering Director Harris)
L. Individual Council Member Announcements and/or Reports on Activities (No collective discussion or action.)
M. Adjournment
The next regular meeting of the City Council will be held on May 20, 2025.

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If you challenge any proposed development entitlement listed on this agenda in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice, or in written correspondence delivered to the City Council at or prior to this public hearing.

In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact Goutam Dobey, of the Municipal Utilities and Engineering Department at (909) 798-7584 ext 2. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
(28 CFR 35.102-35.104 ADA Title II)
Any writings or documents distributed to a majority of the City Council regarding an open session agenda item less than 72 hours before this meeting are available for public inspection at the City Clerk's Office or at the dais of the City Clerk once the open session begins.

Staff reports or other written documentation relating to items referred to on the agenda are available at the A. K. Smiley Public Library, 125 West Vine Street, Redlands, California, and on the City’s website referenced below.

Regular meetings are televised live on Redlands TV Channel 3 (Spectrum) and Channel 35 (Frontier) and re-broadcast at 7:00 P.M. the following Wednesday, Friday and Sunday; and at 9:00 A.M. Thursday, Saturday and Monday. Meetings are also streamed live and archived for later viewing on demand on the City’s website at www.cityofredlands.org. Agendas, staff reports and minutes of the City Council of the City of Redlands are available online at: www.cityofredlands.org.

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City Council Meeting I. 1.

DATE: 05/06/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Approve minutes of the regular meeting of April 15, 2025, and special meeting minutes of April 29, 2025 (City Clerk Donaldson) MOTION:

I move to approve the regular meeting minutes of April 15, 2025, and special meeting minutes of April 29, 2025.

Attachments
Regular meeting minutes of April 15, 2025
Special meeting minutes of April 29, 2025
Redlands Regular Meeting of 05-06-2025 8 of 1455

MINUTES
Regular meeting of the City Council of the City of Redlands held in the Council Chambers, Civic Center, 35 Cajon Street, on April 15, 2025 at 5:00 P.M.

Present:  Mario Saucedo, Mayor
Marc Shaw, Mayor Pro Tempore
Paul Barich, Council Member
Eddie Tejeda, Council Member
Denise Davis, Council Member
Staff: Charles M. Duggan, Jr., City Manager; Yvette M. Abich Garcia, City Attorney; Jeanne Donaldson, City Clerk; Chris Boatman, Assistant City Manager; Carl Baker, Public Information Officer; Danielle Garcia, Management Services/Finance Director; Brian Desatnik, Development Services Director; John Harris, Municipal Utilities and Engineering Director; Rich Sessler, Fire Chief; Rachel Tolber, Police Chief; Tabitha Crocker, Facilities and Community Services Director; Robert Meteau, HR/Risk Management Director

Mayor Saucedo called the meeting to order and explained that comments could be presented in-person, via Zoom, via cell phone or landline. He offered the public an opportunity to provide comment on any item on the agenda for the closed session.

PUBLIC COMMENT
Claim Against the City - Steve Rogers asked about the timing of the claim submitted by Travis Martinez and urged the Council to use a law firm other than Best Best & Krieger LLP on this matter.

CLOSED SESSION
CONFERENCE WITH LEGAL COUNCIL- ANTICIPATED LITIGATION PURSUANT TO GOVERNMENT CODE SECTIONS 54956.9(d)(2) and (e)(3): A point has been reached where, in the opinion of the legislative body of the local agency on the advice of its legal counsel, based on existing facts and circumstances, there is a significant exposure to litigation against the local agency, based on the receipt of a government claim from claimant Travis Martinez threatening litigation (copy available for public inspection in City Clerk’s Office).

Conference with legal counsel: Existing Litigation - Government Code §54956.9(d)(1) (City Attorney Garcia)
One Case:

California Department of Housing and Community Development v. Shangri-la Industries, LLC, et al., Los Angeles Superior Court, Case No. 24STCV00629 a.

Conference with real property negotiators - Government Code §54956.8 CC_April 15, 2025

Redlands Regular Meeting of 05-06-2025 9 of 1455
Conference with real property negotiators - Government Code §54956.8 (Assistant City Manager Christopher Boatman)
Property: APN 0292-063-38-0000
Agency
Negotiators:

Charles M. Duggan, City Manager; Christopher Boatman, Assistant City Manager
Negotiating
Party:

Seth Davis; Managing Director, Arixa Capital
Under
Negotiation:

Terms of payment and price for possible purchase of property by the City.

Conference with real property negotiators - Government Code §54956.8 (Facilities and Community Services Director Crocker)

Property:                    0168031120000, 0168031100000, 0168031080000, 0291201110000, 0291201170000, 0168041190000, 0168041250000, 0168041490000, 0168041600000, 0291201060000, 0291201050000, 0291201040000, 0291201030000, 0168041210000, 0168311080000, 0297111050000, 029711107000
Agency
Negotiators:

Charles M. Duggan, City Manager; Tabitha Crocker, Facilities and Community Services Director
Negotiating Party: San Bernardino County
Under Negotiation:  Terms of property transfer.

RECONVENE CITY COUNCIL MEETING
The meeting reconvened at 6:35 P.M. with an invocation by Mayor Saucedo followed by the pledge of allegiance to the American flag.

CLOSED SESSION REPORT
City Attorney Garcia announced Item No. C.1. - The City Council approved a settlement agreement and release of all claims between the City of Redlands and Travis Martinez pursuant to the following material terms:  1-Martinez shall file the required application for retirement within 10 days of the effective date of the settlement agreement; 2-City shall pay Martinez the sum of $871,956 plus the payout of accrued leave time and other accruals within 30 days of the effective date of the settlement agreement; 3-Within 30 days from the effective date of the settlement agreement City shall: 1) issue a retiree "flat badge"; 2) return to Martinez personal property in the department and retrieve personal photos and contacts from his city-issued cell phone; 3) make Martinez' personnel file available for his review; and 4-City and Martinez shall release each other for any and all current and future claims each may have against the other.

Once fully executed, the agreement will be on file with the City Clerk's Office. The motion to approve the settlement agreement and release of all claim was made by Council Member Davis seconded by Council Member Tejeda and passed as follows:  YES: Tejeda, Saucedo and Davis; NO: Shaw and Barich; Absent: None
City Attorney Garcia added there was no reportable action taken on Items C.2.; C.3.; and C.4.

CC_April 15, 2025

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PRESENTATIONS
Proclamation National Donate Life Month
Mayor Saucedo presented a Proclamation declaring the month of April 2025 as National Donate Life Month to John Vancampen, One Legacy Ambassador.

Sister Cities Gift Presentation
Roy Cencirulo, Redlands Sister Cities Board President, thanked the City for their support of the Sister Cities program and pointed out that the Redlands relationship with Hino, Japan, dated back to 1963. Mr. Cencirulo, fellow Board Members, and several students and chaperons who recently visited Hino, presented a lovely vase to Mayor Saucedo and the Council. They shared stories of their experiences and were grateful for the City's partnership.

PUBLIC COMMENT
In Honor of Officer SethFranklin - Redlands Police Officers Association President Jeff Frisch spoke to the sadness felt by so many at the loss of Police Officer Seth Franklin. He pointed out Officer Franklin's requests for presumptive work-related injuries had been denied, and he urged the City to reconsider, as his young family had been left with no income or health benefits.

Bicycle Classic - Dennis Bell took an unofficial head count of Bicycle Classic attendees a few different times throughout the weekend, and he said he could not come close to the 35,000–45,000 projected attendees as presented by the event organizers. He came up with about 1,200 people during the women's race on Saturday and about 300 people for the Sunday afternoon races. He wondered why the prize amounts were much lower than in past years.

Bike Safety & Traffic Enforcement - SD2 complained that the bike lanes near Redlands High School are often blocked by cars and are unsafe for cyclists. He said he had reported this, but he claimed the Police Department had not been responsive to his requests to enforce parking violations.

Claim Against the City - Steve Rogers raised questions regarding the Closed Session Report, announcing the Council had approved a settlement agreement with Travis Martinez. He restated his concerns about the City's choice to use Best Best & Krieger LLP, and he said there appeared to be a conflict of interest.

Opposition to Political Violence - Gregory Brittain said that incidences of political violence were increasing and, as an example, he described how recently someone had spray-painted a swastika on a local church, and it appeared to be politically motivated. He pushed the Council to officially condemn all violence.

Condemn Acts of Hatred - Michael Paisner put forth that one act of hate does not justify another act of hate, and he added that all acts of hatred should be condemned.

CONSENT CALENDAR
Minutes
CC_April 15, 2025

Redlands Regular Meeting of 05-06-2025 11 of 1455
On motion of Council Member Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously approved, by roll call vote, the regular meeting minutes April 1, 2025.

Vote: 5 - 0 Passed
Proclamation National Donate Life Month
On motion of Council Member Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously approved, by roll call vote, the issuance of a proclamation declaring the month of April, 2025 as National Donate Life Month.

Vote: 5 - 0 Passed
Proclamation May 1, 2025, National Day of Prayer
On motion of Council Member Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously approved, by roll call vote, the issuance of a proclamation declaring May 1, 2025, as National Day of Prayer in the City of Redlands.

Vote: 5 - 0 Passed
Resolution No. 8680 City Council Member Reference Handbook City Manager Duggan provided background on Resolution No. 8680 and the establishment of the proposed City Council Member Reference Handbook, which was intended to serve as an orientation tool for new City Council members and as a reference manual. The Handbook is a collection of City Council practices, policies and ordinances relevant to the roles and responsibilities of City Council members, as well as state laws pertaining to legislative bodies and elected officials, such as the Ralph M. Brown Act and the Political Reform Act of 1974.

The Handbook is an evolving document, and may be amended as needed. As public comment, Steve Rogers was disappointed that a 'code of conduct' was not included in the Handbook. He thought the document was lacking in other areas, as well, and suggested the handbook should have included steps by which the public could file a formal complaint.

On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council unanimously adopted, by roll call vote, Resolution No. 8680 approving the City Council Member Reference Handbook.

Vote: 5 - 0 Passed
Resolution No. 8678 CUP No. 1107 Time Extension
On motion of Council Member Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously approved, by roll call vote, Resolution No. 8678, authorizing a one-year time extension to the expiration date of Conditional Use Permit No. 1107 and associated entitlements for the adaptive reuse of a historic single-family residence as a medical clinic and pediatrician’s office. The project site is located at 1605 Calvary Circle (APN:
0293-133-13-0000).

CC_April 15, 2025

Redlands Regular Meeting of 05-06-2025 12 of 1455
Vote: 5 - 0 Passed
Terminate Agreement/Reject All Bids for WWTP Secondary Clarifier Rehab Project On motion of Council Member Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously approved, by roll call vote, the termination of the Non-Professional Services Agreement with Clean Infusion, LLC for cause, rejected all bids for the Wastewater Treatment Plant Secondary Clarifier No. 1 Rehabilitation Project (Bid #20240923-FM), and directed staff to solicit new bids for the project.

Vote: 5 - 0 Passed
Temporary Street Closure for U of R Commencement
On motion of Council Member Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously determined, by roll call vote, that authorization for the items associated with the University of Redlands commencement ceremony on April 25, 2025 are exempt from environmental review pursuant to Section 15311(c) of the State's guidelines implementing the California Environmental Quality Act; and approved the temporary street closure of E. Brockton Ave from University Street to Grove Street on April 25, 2025, for the University of Redlands commencement ceremony.

Vote: 5 - 0 Passed
In-Kind Support Redlands Festival of Arts
On motion of Council Member Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously determined, by roll call vote, that authorization for the items associated with the Redlands Festival of Arts to be held on Saturday, May 24, and Sunday, May 25, 2025, are exempt from environmental review pursuant to Section 15311(c) of the State's guidelines implementing the California Environmental Quality Act; authorized and approved the expenditure of city resources and in-kind support in the amount of $7.587, the temporary street closures, and the sale and consumption of alcoholic beverages during the Redlands Festival of Arts to be held on Saturday, May 24 and Sunday, May 25, 2025.

Vote: 5 - 0 Passed
In-Kind Support Redlands Firefighter's Car Show Event
On motion of Council Member Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously determined, by roll call vote, that authorization for the items associated with the Redlands Firefighter Car Show are exempt from environmental review pursuant to Section 15311(c) of the State's guidelines implementing the California Environmental Quality Act; authorized and approved the temporary street closures, expenditure of city resources and in-kind support in the amount of $16,507, and the sale and consumption of alcoholic beverages relating to the Firefighter Car Show Event on May 25, 2025.

Vote: 5 - 0 Passed
CC_April 15, 2025

Redlands Regular Meeting of 05-06-2025 13 of 1455

COMMUNICATIONS
Charter Review of City's Commissions, Boards and Committees Mayor Pro Tem Shaw opened the discussion to consider the formation of an Ad Hoc Committee of the City Council to review all charters for the City's Commissions, Boards and Committees. The goal is to increase and improve consistency across the various Commissions, Boards and Committees of the City. The Ad Hoc Committee, comprised of two Council members, will review the charters and make recommendations to the Council in approximately 60 days (Regular Meeting of June 17, 2025) on any proposed language amendments. The Committee will not be subject to the Brown Act as it will be limited in scope and duration and once the work has been finalized, the Ad Hoc Committee will automatically dissolve.

As public comment, Steve Rogers saw the value in a review of the City's commissions and boards, but urged the Council to review and examine the City Council itself. He added he disliked the move to district representation and preferred a separate office of the mayor, giving the final choice to the voters to select a mayor, and he supported a hybrid voting system, offering voters the ability to vote across districts.

On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council unanimously approved, by roll call vote, the formation of an Ad Hoc Committee of the City Council to review all charters for the City's Commissions, Boards and Committees; and appointed Mayor Pro Tem Shaw and Council Member Barich to the Ad Hoc Committee.

Vote: 5 - 0 Passed
NEW BUSINESS
Safety Hall Facility Design & Construction Management Services Assistant City Manager Boatman reviewed the First Amendment to a Professional Services Agreement with Holt Architects, Inc. for design and construction management services of the City's new Safety Hall Facility and explained the need to increase the total agreement to an amount not to exceed $4,537,563.

The initial contract, approved in February 2023, included space planning, design drawings, and construction drawings. This amendment represents the entirety of the contract and reflects the full scope of the project now that the space planning and design are complete. As the fee schedule for the design and construction management services is based on a percentage of the total project budget, an amendment to the agreement is required. To contribute to the success of this project, Holt Architects has reduced the standard service fee from 5.79% to 4.25%. As public comment, Steve Rogers questioned whether this project would ever be completed, and he thought the public would suffer because the City was not properly utilizing licensed engineers to act as project manager.

On motion of Mayor Pro Tempore Marc Shaw, seconded by Council Member Eddie Tejeda, the CC_April 15, 2025

Redlands Regular Meeting of 05-06-2025 14 of 1455
On motion of Mayor Pro Tempore Marc Shaw, seconded by Council Member Eddie Tejeda, the City Council unanimously approved, by roll call vote, the First Amendment to a Professional Services Agreement with Holt Architects, Inc. for design and construction management services of the City's new Safety Hall Facility to increase the total agreement to an amount not to exceed $4,537,563; and approved an additional appropriation in the amount of $2,302,563 from the General Fund Reserve for Future Facilities.

Vote: 5 - 0 Passed
Ordinance No. 2981 & Resolution No. 8674 Selecting/Appointing Planning Commissioners Development Services Director Desatnik presented Ordinance No. 2981, amending Section

2.36.020 of the Redlands Municipal Code relating to the appointment of members of the Planning Commission and Resolution No. 8674 establishing procedures for the selection of Planning Commissioners. An ad-hoc subcommittee of the City Council was formed in March 2025, to review and interview applicants and then make recommendations for appointments to the full City Council. The ordinance will require that the terms of Planning Commissioners be staggered such that two or three Commission terms terminate every two years. The resolution establishes procedures for the selection process, and includes criteria to be considered in the review of applications, to provide for a variety and diversity of backgrounds. It also discusses training that new Commissioners should complete as they start their service on the Commission.

On motion of Mayor Mario Saucedo, seconded by Council Member Eddie Tejeda, the City Council unanimously approved, by roll call vote, the introduction of Ordinance No. 2981, amending Section 2.36.020 of the Redlands Municipal Code relating to the appointment of members of the Planning Commission; and adopted Resolution No. 8674, establishing procedures for the selection of Planning Commissioners; and determined that the Ordinance and Resolution are exempt pursuant to Sections 15061(b)(3) and 15378(b)(5) of the California Environmental Quality Act Guidelines.

Vote: 5 - 0 Passed
Solid Waste Collection Vehicles Purchase
Facilities and Community Services Director Crocker reported on the request to purchase and replace two solid waste collection vehicles from Rush Truck Centers in an amount not to exceed $968,279.76. She pointed out the City's inventory of solid waste vehicles does not include any vehicles powered by diesel and instead, are powered by CNG or LNG.

On motion of Council Member Eddie Tejeda, seconded by Council Member Paul Barich, the City Council unanimously approved, by roll call vote, the purchase and replacement of two solid waste collection vehicles from Rush Truck Centers in an amount not to exceed $968,279.76.

Vote: 5 - 0 Passed
CC_April 15, 2025

Redlands Regular Meeting of 05-06-2025 15 of 1455

Resolution No. 8677 Exempt Surplus Land
Assistant City Manager Boatman presented Resolution No. 8677, declaring that certain real property located at 304 9th Street, Redlands, comprising approximately .48 acres (APN:
0169-321-03-0000) is exempt surplus land. The City desires to transfer interest in the property to Redlands Unified School District. Adoption of the Resolution would declare the city-owned Property as exempt surplus land and the City must submit the adopted resolution to the California Department of Housing and Community Development (HCD) at least 30 days prior to disposal so that HCD can review the exemption declaration.

On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council unanimously adopted, by roll call vote, Resolution No. 8677, pursuant to Government Code Section 54221 declaring that certain real property located at 304 9th Street, Redlands, CA 92373 (APN: 0169-321-03-0000) is exempt surplus land; and determined that such declaration is exempt from environmental review pursuant to Section 15060(c)(3) under the California Environmental Quality Act.

Vote: 5 - 0 Passed
Resolution No. 8679 Redlands Personnel Rules and Regulations Human Resources Manager Kisha McDonald reviewed Resolution No. 8679 approving the City of Redlands Personnel Rules and Regulations. The City’s Personnel Rules and Regulations were last revised in September 2021. Since that time, changes to labor laws have required updates to ensure compliance and address the evolving needs of the workplace, and it is essential that the City's policies remain up to date, providing clear guidance to employees and management while ensuring alignment with best practices and legal standards. Mayor Pro Tem Shaw and Council Member Barich raised questions surrounding the section related to nepotism, and it was suggested that the current practice was possibly a hindrance to the recruitment and retention of employees. Council Members agreed the section should be reviewed again.

On motion of Council Member Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously agreed, by roll call vote, to table Resolution No. 8679 indefinitely, to allow staff time to review the section regarding nepotism, and develop new language and guidelines that would allow family members to work within the same department.

Vote: 5 - 0 Passed
Contract Award A.K. Smiley Library Lower Level Revive Project A.K. Smiley Library Director McCue provided background on the Public Work Construction Contract with Liftech Elevator Services for the A.K. Smiley Library Lower Level Revive, Phase 1 project. This project is grant-funded and included in the current Library Budget. The total project cost will be $276,100 ($251,000 plus 10% contingency).

Council Member Barich was pleased this project was moving forward as it will provide everyone with the ability to access all areas of the library.

CC_April 15, 2025

Redlands Regular Meeting of 05-06-2025 16 of 1455
On motion of Council Member Paul Barich, seconded by Council Member Denise Davis, the City Council unanimously determined, by roll call vote, that approval of the contract and construction of the A.K. Smiley Lower Level Revive, Phase 1 Project is categorically exempt from environmental review in accordance with Section 15301 of the State’s guidelines implementing the California Environmental Quality Act; approved the A.K. Smiley Lower Level Revive, Phase 1 Project; and awarded a Public Work Contract to Liftech Elevator Services for an amount not-to-exceed $251,000.

Vote: 5 - 0 Passed
Resolution No. 8676 Business License Amnesty & Compliance Program Sr. Customer Service Account Specialist Ashley Deem-Sepulveda highlighted the key objectives of Resolution No. 8676, to establish a Business License Amnesty and Compliance Program. An audit conducted by Hinderliter De Llamas & Associates (HdL) suggested that hundreds of businesses within the City of Redlands may be operating without a business license. The proposed Amnesty and Compliance Program seeks to create a more business-friendly environment while improving compliance with the City’s business licensing requirements. As public comment, Chamber of Commerce Executive Director Evan Sanford announced the Chamber supported this item as it promotes fairness and equity and holds everyone to the same standard. They will assist the City in identifying businesses that may be out of compliance and encourage them to take advantage of the 6-month amnesty program.

On motion of Council Member Eddie Tejeda, seconded by Council Member Paul Barich, the City Council unanimously approved, by roll call vote, Resolution No. 8676, establishing a Business License Amnesty and Compliance Program.

Vote: 5 - 0 Passed
Contract Award WWTP Improvement Phase 2 Project
Municipal Utilities and Engineering Director Harris explained the need for a non-competitive Professional Services Agreement with Parsons Water & Infrastructure, Inc. for construction plan consolidation and bid support services for the Wastewater Treatment Plant Improvement Phase 2 Project. In anticipation of approval of a $45,000,000 Clean Water State Revolving Fund (CWSRF) loan to construct this Project, additional support services are required by Parsons, the Project Engineer of Record. MUED staff and Parsons developed a scope of services for construction plan consolidation and bid support services and negotiated a service fee not-to-exceed $694,473. As public comment, Steve Rogers criticized the effort as piecemeal and said a full EIR should have been conducted.

Director Harris clarified that the project underwent a full CEQA review, with the state's approval.

On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, CC_April 15, 2025

Redlands Regular Meeting of 05-06-2025 17 of 1455
On motion of Council Member Eddie Tejeda, seconded by Council Member Denise Davis, the City Council unanimously determined, by roll call vote, that approval a Professional Services Agreement with Parsons Water & Infrastructure, Inc. for construction plan consolidation and bid support services for the Wastewater Treatment Plant Improvement Phase 2 Project is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; approved an additional appropriation of $444,473 from the Wastewater Fund; and approved a non-competitive Professional Services Agreement with Parsons Water & Infrastructure, Inc. for an amount not-to-exceed $694,473.

Vote: 5 - 0 Passed
Sunset Reservoir Replacement Project Agreement
Municipal Utilities and Engineering Director Harris presented a Professional Services Agreement with Richard Brady & Associates, Inc. for the Engineering phase of the Sunset Reservoir Replacement Project, and the request for an additional appropriation of $1,305,910 from the Water Fund (501). He described the project as a high need. The Sunset Reservoir is a 3.0 MG above-ground riveted steel potable water reservoir originally constructed in 1967, which serves the 2,340 pressure zone and does not meet current seismic resistivity standards.

On motion of Council Member Eddie Tejeda, seconded by Council Member Paul Barich, the City Council unanimously determined, by roll call vote, that approval of a Professional Services Agreement with Richard Brady & Associates, Inc. for the Engineering phase of the Sunset Reservoir Replacement Project is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; and approved a $1,305,910 Professional Services Agreement with Richard Brady & Associates, Inc. and an additional appropriation of $1,305,910 from the Water Fund (501).

Vote: 5 - 0 Passed
COUNCIL MEMBER ANNOUNCEMENTS AND ACTIVITIES
Celebration of Life - Several Council Members attended the Celebration of Life held at Wildwood Calvary Chapel Church, in honor of Police Officer Seth Franklin, who passed away on April 6, 2025.

Redlands Bicycle Classic Event - Several Council Members attended the 40th Annual Bicycle Classic. The event was enjoyed by all and brought thousands together for another successful year.

RPOA Go Fund Me - Mayor Saucedo and Council Member Barich asked Jeff Frisch to offer the details of the RPOA Go Fund Me page where anyone can make a donation in honor of Officer Seth Franklin.

Mayor Saucedo suggested Council Members may choose to submit their recent activities/reports to the City Clerk in a written format. City Manager Duggan pointed out this could be incorporated as a written policy, but should be agendized and discussed at a CC_April 15, 2025

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future meeting.

Mayor Pro Tem Shaw reminded everyone to keep Officer Seth Franklin's family, including his wife, two young sons, his parents and siblings in their thoughts and prayers.

Council Member Barich attended the Library Board meeting.

Council Member Tejeda and Council Member Davis requested the City consider revising language in the Redlands Police Officers Association's Memorandum of Understanding related to healthcare benefits and, as a starting point, Council may want to review the proposal made a few years ago by the Redlands Professional Firefighter's Association. The Council agreed the matter should be agendized for a proper discussion.

Council Member Davis proudly participated in the procession honoring Police Officer Seth Franklin, and she attended the Omnitrans meeting.

ADJOURNMENT

Mayor Pro Tem Shaw adjourned the meeting at 8:20 in honor of Redlands Police Officer Seth Franklin, Badge No. 4888, End of Watch April 6, 2025. Officer Franklin served this community with dedication and selflessness. He will be remembered as a loving servant to his family and friends and anyone who met him. The next regular meeting of the City of Redlands City Council will be held on May 6, 2025.

CC_April 15, 2025

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MINUTES
Special meeting of the City Council of the City of Redlands held in the Council Chambers, Civic Center, 35 Cajon Street, on April 29, 2025 at 4:00 P.M.

Present:  Mario Saucedo, Mayor
Marc Shaw, Mayor Pro Tempore
Eddie Tejeda, Council Member
Denise Davis, Council Member

Absent: Paul Barich, Council Member
Staff: Charles M. Duggan, Jr., City Manager; Yvette M. Abich Garcia, City Attorney; Jeanne Donaldson, City Clerk; Janice McConnell, Assistant City Manager; Chris Boatman, Assistant City Manager; Carl Baker, Public Information Officer; Robert Meteau, HR/Risk Management Director

Mayor Saucedo called the special meeting to order and explained that comments could be presented in-person, via Zoom, via cell phone or landline. He offered the public an opportunity to provide comment on any item on the agenda for the closed session.

PUBLIC COMMENT
None forthcoming
CLOSED SESSION
Conference with legal counsel: Pending Litigation - Government Code §54956.9(d)(4) One Case:

Seth Franklin v. City of Redlands, Worker’s Compensation Appeals Board, Case Nos.

ADJ17298965 and ADJ20157284.
a.

RECONVENE CITY COUNCIL MEETING
The meeting reconvened at 5:14 P.M.

CLOSED SESSION REPORT
City Attorney Garcia announced there was no reportable action taken during the closed session.

ADJOURNMENT
The special meeting adjourned at 5:14 P.M.

Special CC_April 29, 2025

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City Council Meeting I. 2.

DATE: 05/06/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Authorize issuance of a proclamation declaring May 2025, as Asian American Pacific Islander Heritage Month (Mayor Saucedo) MOTION:

I move to authorize the issuance of a proclamation declaring May 2025, as Asian American Pacific Islander Heritage Month.

Attachments
Asian America Pacific Islander Heritage Month 2025
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City Council Meeting I. 3.

DATE: 05/06/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Authorize issuance of a proclamation declaring the month of May 2025 as Frontline Workers Appreciation Month (Mayor Saucedo) MOTION:

I move to authorize issuance of a proclamation declaring the month of May 2025 as Frontline Workers Appreciation Month.

Attachments
Frontline Workers Appreciation Month 2025
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City Council Meeting I. 4.

DATE: 05/06/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Approve recommendation for appointments to the Citizens' Measure T Oversight Committee (Mayor Pro Tem Shaw, Council Members Tejeda and Davis)
MOTION:

I move to re-appoint Ruth Cook (District 1) to serve a four-year term on the Measure T Oversight Committee ending April 20, 2029.

1. I move to appoint Melissa Castro (District 2) to serve a four-year term on the Measure T Oversight Committee ending April 20, 2029.

2. I move to appoint Dr. Sue Teele (District 4) to serve a four-year term on the Measure T Oversight Committee ending April 20, 2029.

3. RECOMMENDATION:

It is recommended by Council Member Davis that the City Council consider re-appointing Ruth Cook to represent District 1 on the Measure T Oversight Committee.

It is recommended by Council Member Tejeda that the City Council consider appointing Melissa Castro to represent District 2 on the Measure T Oversight Committee.

It is recommended by Mayor Pro Tem Shaw that the City Council consider appointing Dr. Sue Teele to represent District 4 on the Measure T Oversight Committee.

DISCUSSION:

During the City Council meeting on December 1, 2020, Ordinance No. 2916 was adopted adding Chapter 2.72 to the Redlands Municipal Code establishing a Citizens' Measure T Oversight Committee ("Oversight Committee") to serve in an advisory capacity to the City Council for the purpose of providing independent advisory review of the proposed expenditure of revenues generated by the City’s transactions and use tax. The committee shall advise the City Council regarding Redlands Regular Meeting of 05-06-2025 25 of 1455
transactions and use tax. The committee shall advise the City Council regarding the use of transactions and use tax revenue, according to the priorities set forth in each fiscal year adopted budget. The duties of the committee shall include review of the City's expenditure of revenues received from the one percent (1%) transactions and use tax imposed by Measure T, on an annual basis; act in an advisory capacity to the City Council in all other policy matters pertaining to Measure T funds; and present an annual written report to the City Council.

The Oversight Committee shall consist of seven (7) members. Two members shall represent the City's employee bargaining units; one representing the public safety bargaining units and one representing the remaining non-public safety bargaining units. The bargaining unit members shall be appointed to a one-year term by the Mayor with approval of the City Council. The five (5) remaining citizen members shall each represent a council district and be appointed by the Council Member of that corresponding district with approval of the City Council.

The terms of committee members Ruth Cook, Edward Ico, and Toni Momberger ended on April 20, 2025, creating a lack of representation for Districts 1, 2, and

4. On March 5, 2025, the City issued a public notice soliciting applications to represent Districts 1, 2, and 4 on the Measure T Oversight Committee. The Deadline for applications was March 26, 2025. At that time, the City did not receive applications for all three districts, therefore another public notice was issued on March 27, 2025, extending the deadline for applications another two weeks. The public notices were concurrently aired on Redlands TV and posted on the community bulletin board at the A. K. Smiley Public Library. The local newspapers also received distribution of the public notice. A total of 1 application was received for District 1, 2 applications for District 2 and 3 applications for District 4.

SUBMITTED BY:

Janice McConnell, Assistant City Manager
REVIEWED BY:

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

Jennifer Macias, Management Analyst
Attachments
Measure T Applications 2025
Measure T Oversight Committee Notice 3.5.25
Measure T Oversight Committee Notice 3.27.25
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Address Verified - Dist 4 - AE
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Address verified - Dist 4 - AE
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Address Verified - Dist 2 - AE
Received by the City Manager's
Office
03/26/25
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City of

REDLANDS
Incorporated 1888
35 Cajon Street, Redlands, CA 92373
909-798-7510
www.redlands.org

P U B L I C N O T I C E
NOTICE IS HEREBY GIVEN that the City Council of the City of Redlands encourages residents to apply for a position on the following committee:

MEASURE T OVERSIGHT COMMITTEE- the Measure T Oversight Committee is an independent committee established to serve in an advisory capacity to the city council for the purpose of providing independent advisory review of the proposed expenditure of revenues generated by the City’s transactions and use tax. The committee shall advise the city council regarding the use of transactions and use tax revenue, according to the priorities set forth in each fiscal year adopted budget. The duties of the committee shall include review of the City's expenditure of revenues received from the one percent (1%) transactions and use tax imposed by Measure T, on an annual basis; act in an advisory capacity to the city council in all other policy matters pertaining to Measure T funds; and present an annual written report to the city council.

The five (5) citizen members of the committee shall each be selected from one council district and be appointed by the council member of that corresponding district, with the approval of the city council.

Currently, applications are being accepted for residents of District 1, District, 2 and District 4.

The City Council District Boundary Map adopted March 15, 2022 may be found on our website https://www.cityofredlands.org/elections
Residents interested in applying for the non-salaried position on this commission may request application forms from the Office of the City Clerk, City Hall, 35 Cajon Street, Suite 4 or by phone at 798-7510, or on the City’s website www.cityofredlands.org Deadline for filing applications is March 26, 2025.

Jennifer Macias, Management Analyst
Office of the City Manager
City of Redlands, California
3/5/2025
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City of

REDLANDS
Incorporated 1888
35 Cajon Street, Redlands, CA 92373
909-798-7510
www.redlands.org

P U B L I C N O T I C E
NOTICE IS HEREBY GIVEN that the City Council of the City of Redlands encourages residents to apply for a position on the following committee:

MEASURE T OVERSIGHT COMMITTEE- the Measure T Oversight Committee is an independent committee established to serve in an advisory capacity to the city council for the purpose of providing independent advisory review of the proposed expenditure of revenues generated by the City’s transactions and use tax. The committee shall advise the city council regarding the use of transactions and use tax revenue, according to the priorities set forth in each fiscal year adopted budget. The duties of the committee shall include review of the City's expenditure of revenues received from the one percent (1%) transactions and use tax imposed by Measure T, on an annual basis; act in an advisory capacity to the city council in all other policy matters pertaining to Measure T funds; and present an annual written report to the city council.

The five (5) citizen members of the committee shall each be selected from one council district and be appointed by the council member of that corresponding district, with the approval of the city council.

Currently, applications are being accepted for residents of District 1, District, 2 and District 4.

The City Council District Boundary Map adopted March 15, 2022 may be found on our website https://www.cityofredlands.org/elections
Residents interested in applying for the non-salaried position on this commission may request application forms from the Office of the City Clerk, City Hall, 35 Cajon Street, Suite 4 or by phone at 798-7510, or on the City’s website www.cityofredlands.org Deadline for filing applications is April 9, 2025.

_________________________________
Amy Edwards, Senior Admin Assistant
Office of the City Manager
City of Redlands, California
3/27/2025
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City Council Meeting I. 5.

DATE: 05/06/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Disclosure of Settlement Agreement and Release of All Claims - Travis Martinez adv. City of Redlands (City Attorney Garcia) DISCUSSION:

Attached is a copy of the "Settlement Agreement and Release of All Claims," which reflects the terms and conditions of a settlement between the City of Redlands and Travis Martinez releasing the other of any and all current and future claims each may have against the other. The settlement was discussed by the Council in closed session and approved on April 15, 2025. In accordance with the City's Municipal Code, and following the spirit of the Brown Act, this matter is on your agenda to notify the public of the settlement negotiated by the City.

PREPARED AND SUBMITTED BY:

Yvette M. Abich Garcia, City Attorney
REVIEWED BY:

Charles M. Duggan, Jr., City Manager
Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Attachments
A. Settlement Agreement
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City Council Meeting I. 6.

DATE: 05/06/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Adoption of Ordinance No. 2981 Amending Section 2.36.020 of the Redlands Municipal Code relating to the appointment of members of the Planning Commission (Development Services Director Desatnik)
MOTION(S):

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

I move to adopt Ordinance No. 2981.

RECOMMENDATION:

It is recommended that the City Council adopt Ordinance No. 2981 to amend Chapter 2.36 of the Redlands Municipal Code relating to the appointment of members of the Planning Commission and ancillary text amendments.

DISCUSSION:

The proposed ordinance and staff report prepared for the introduction of this ordinance are available in the City Clerk's office.

ALTERNATIVES:

The Council may continue this matter in order to allow additional time to review Ordinance No. 2981.

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STRATEGIC PLAN:

Not Applicable
SUBMITTED BY:

Jeanne Donaldson, City Clerk
RECOMMENDED BY:

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

Janice McConnell, Assistant City Manager
PREPARED BY:

Jeanne Donaldson, City Clerk
Fiscal Impact
Discussion:

Codification: $22/per page affected by the change
Legal Publication: $295
Attachments
Ordinance No. 2981 Planning Commission Appointments
Redlands Regular Meeting of 05-06-2025 47 of 1455
1 I:\cmo\Ordinances\2981_Ordinance_RMC_2.36_update_PC_appointments_Clean_final2.docx-jm ORDINANCE NO. 2981
AN ORDINANCE OF THE CITY OF REDLANDS AMENDING CHAPTER 2.36 (PLANNING COMMISSION) OF THE REDLANDS MUNICIPAL CODE,
SECTION 2.36.020 RELATING TO THE APPOINTMENT PROCEDURE AND

TERMS FOR MEMBERS OF THE PLANNING COMMISSION, AS WELL AS SECTIONS 2.36.030, 2.36.050, AND 2.36.070 FOR ANCILLARY TEXT AMENDMENTS.

WHEREAS, the Redlands City Council wishes to update Chapter 2.36 of Title 2 of the Redlands Municipal Code related to the appointment procedure for members of the Planning Commission as well as ancillary text amendments; and
WHEREAS, the Redlands City Council wishes to amend Chapter 2.36 of Title 2 of the Redlands Municipal Code to clarify the term lengths of Planning Commissioners; and WHEREAS, the adoption of Ordinance No. 2981 qualifies for exemption from environmental review in accordance with Sections 15061(b)(3) and 15378(b)(5) of the California Environmental Quality Act.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF REDLANDS DOES ORDAIN AS FOLLOWS:

Section 1. Redlands Municipal Code Section 2.36.020, entitled “Membership,” is hereby amended to read as follows:
“2.36.020: MEMBERSHIP:

A. Membership and Selection of the Planning Commission.

1. The Planning Commission shall consist of seven (7) members appointed by the City Council.

2. The members shall be selected pursuant to procedures and guidelines adopted by City Council resolution.

B. Terms.

1. Each member shall serve for a four (4) year term until his or her successor is appointed.

2. No person shall serve more than two (2) consecutive full terms unless appointed to an additional term by a four-fifths (4/5) vote of the City Council.

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3. The terms of the members shall be staggered such that the terms of not more than three members shall expire in any year.

4. Members whose initial appointments are less than one-half the full term of four (4) years will be allowed to serve their partial term and then two full terms.

C. Vacancies.

Vacancies on the commission shall be filled in accordance with the procedures and guidelines adopted by City Council resolution, and with the approval of the City Council for the unexpired portion of the term. Appointments made to fill an unexpired term will constitute a full term if more than two (2) years of a term remains.

D. Compensation.

The members of the commission shall serve without compensation, shall each be a resident of the City, and neither a member of any other standing commission, board or committee of the City nor an employee thereof.

E. Removal.

The City Council may remove any member of the commission at any time, without or without cause, by a majority vote.

F. Quorum.

Four (4) members of the commission shall constitute a quorum.” Section 2. Redlands Municipal Code Section 2.36.030, entitled “Organization and Meetings:” is hereby amended to read as follows:
“The commission shall annually elect from its number a Chairman, who shall serve for a term of one (1) year, and such other officers as the commission may deem advisable. Except as otherwise provided in this Code, or by the laws of this State, the commission shall provide for its own organization, shall adopt rules and regulations for the transaction of business before it, and shall designate the time and place for its regular monthly meeting or meetings. The commission may use the Council Chambers as the place for its meetings, provided that such meetings do not conflict or interfere with meetings of the City Council.” Section 3. Redlands Municipal Code Section 2.36.050, entitled “Hearing; Application:” is hereby amended to read as follows:
“Applications are filed with the Development Services Department on forms provided by the Department with the applicable filing fee(s) established by Council resolution. A complete Redlands Regular Meeting of 05-06-2025 49 of 1455
3 I:\cmo\Ordinances\2981_Ordinance_RMC_2.36_update_PC_appointments_Clean_final2.docx-jm application shall be filed not less than sixty (60) days prior to a hearing date. The hearing date shall be determined by the Department.”
Section 4. Redlands Municipal Code Section 2.36.070, entitled “Hearing; Commission Actions:” is hereby amended to read as follows:
“A. Commission action on a variance is final unless appealed.

B. The City Council is not required to act on a commission recommendation for denial of a zone change. A commission recommendation for approval is forwarded to the City Council for action.

C. The City Council may approve, modify, or reject any decision of the Planning Commission subject to certain procedures established in the zoning ordinance for the particular application.”
Section 5. California Environmental Quality Act. The proposed Ordinance Text Amendment does not require environmental review in accordance with Sections 15061(b)(3) and 15378(b)(5) of the California Environmental Quality Act Guidelines. Pursuant to Section 15378(b)(5) of the California Environmental Quality Act (“CEQA”), this proposal is an organizational or administrative activity of the City that will not result in direct or indirect physical changes in the environment, and therefore not a project. Additionally, pursuant to CEQA Guidelines Section 15061(b)(3), this proposal is exempt from CEQA review because there is no possibility that the amendment to the Redlands Municipal Code may have a significant effect on the environment, insofar as it would update the administrative procedures pertaining to the City of Redlands Planning Commission.

Section 6. If any section, subsection, subdivision, sentence, clause, phrase, or portion of this ordinance for any reason is held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this ordinance. The City Council hereby declares that it would have adopted this ordinance, each section, subsection, subdivision, sentence, clause, phrase, or portion thereof, irrespective of the fact that any one or more sections, subsections, subdivisions, sentences, clauses, phrases, or portions thereof be declared invalid or unconstitutional.

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4 I:\cmo\Ordinances\2981_Ordinance_RMC_2.36_update_PC_appointments_Clean_final2.docx-jm Section 7. The Mayor shall sign this ordinance and the City Clerk shall certify to the adoption of this ordinance and shall cause it, or a summary of it, to be published once in a newspaper of general circulation within the City, and thereafter, this ordinance shall take effect as provided by law.
_____________________________
Mario Saucedo, Mayor
ATTEST:
___________________________________
Jeanne Donaldson, City Clerk
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5 I:\cmo\Ordinances\2981_Ordinance_RMC_2.36_update_PC_appointments_Clean_final2.docx-jm I, Jeanne Donaldson, City Clerk, City of Redlands, hereby certify that the foregoing Ordinance was duly adopted by the City Council at the regular meeting thereof, held on the 6 th day of May,
2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
__________________________________
Jeanne Donaldson, City Clerk
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City Council Meeting I. 7.

DATE: 05/06/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the Final Tract Map No. 20473 filed by Tri Point Homes (Development Services Director Desatnik)
MOTION(S):

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

I move that the City Council approve Final Tract Map No. 20473.

RECOMMENDATION:

Staff recommends that the City Council approve Final Tract Map No. 20473.

DISCUSSION:

On December 13, 2022, the Planning Commission approved Tentative Tract Map No. 20473 which proposes the subdivision of approximately 37.9 acres into 98 single-family residential lots and 20 lettered (open space) lots at the southwest corner of East San Bernardino and Wabash Avenues. On September 10, 2024, the Planning Commission approved to extend the expiration date of the approved tentative map by one year to December 13, 2025.

The subdivider has satisfied all conditions of approval of the tentative map. Staff and the City's contracted land surveyor have reviewed the final map and determined that the final map substantially conforms to the approved tentative map. The subdivision improvement agreement, to be recorded with the final map, and associated financial security (based on the construction cost estimated by the project engineer) will ensure that off-site improvements are installed during project development.

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ALTERNATIVES:

Recommend corrections to the final map and/or subdivision improvement agreement.

STRATEGIC PLAN:

Not applicable.

SUBMITTED BY:

Brian Desatnik, Development Services Director
RECOMMENDED BY:

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

Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
PREPARED BY:

Kevin Beery, Senior Planner
Fiscal Impact
Discussion:

No fiscal impact is associated with final map approval.

Attachments
Attachment A: Final Tract Map No. 20473
Attachment B: Subdivision Improvement Agreement and Bonds Attachment C: Planning Commission Resolution No. 1599
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City Council Meeting I. 8.

DATE: 05/06/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Adopt Resolution No. 8651 initiating proceedings to continue levying assessments, appointing an assessment engineer, and ordering the preparation of the Engineer's Reports for Street Lighting District No. 1 and Landscape Maintenance District No.1, rescind Resolution No. 8542, and determine that adoption of the resolution is exempt from environmental review pursuant to the general rule of the California Environment Quality Act (CEQA) guidelines (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 that the City Council determine that the adoption of Resolution No. 8651 is exempt from environmental review pursuant to the general rule of the California Environment Quality Act (CEQA) guidelines, and

1. 2. Adopt Resolution No. 8651 and rescind Resolution No. 8542.

RECOMMENDATION:

Staff recommends City Council adopt Resolution No. 8651 initiating proceedings to continue levying assessments, appointing an assessment engineer, and ordering the preparation of Engineer's Reports for Street Lighting District No. 1 and Landscape Maintenance District No.1 and determine adoption of Resolution No. 8651 is exempt from environmental review pursuant to the general rule of the California Environment Quality Act (CEQA) guidelines.

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DISCUSSION:

On July 7, 1987, City Council ordered the formation of Landscape Maintenance District No. 1 (LM District), which was established to ensure satisfactory levels of maintenance are provided. LM District assessments provide funding for labor, material, and equipment associated with landscape services provided by the City within the LM District. These services include turf and ground cover maintenance, irrigation, tree and bush trimming, and LM District management.

On September 19, 1989, City Council ordered the formation of Street Lighting District No. 1 (SL District), which was established to generate funding for electricity to power streetlights, labor, material, and equipment costs to replace burnt out or damaged streetlight bulbs, damaged streetlight poles, and provide SL District management.

Proposition 218 (Prop 218) requires a public notice and protest hearing process prior to increasing assessments. No such process is required if assessments are not increased. At this time, staff is not proposing to increase assessments in the LM District or SL District.

Staff recommends City Council initiate proceedings to continue levying assessments at the existing rates, and appoint Donald Young, One Stop Permit Center Manager, as the Assessment Engineer for both districts. Mr. Young will prepare the Engineer’s Reports required to levy annual assessments in accordance with the California Streets and Highways Code. Approval of the Engineer’s Reports is necessary prior to requesting the San Bernardino County Assessor’s Office to levy the FY 25/26 assessments within the districts.

Adoption of Resolution No. 8651 is exempt from environmental review pursuant to the general rule of the California Environment Quality Act (CEQA) guidelines.

ALTERNATIVES:

City Council may deny the staff recommendation. However, these assessments can not be levied without adoption of the Resolution.

STRATEGIC PLAN:

N/A
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SUBMITTED BY:

Tabitha Crocker, Facilities and Community Services Department Director RECOMMENDED BY:

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

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

Donald P. Young, One Stop Permit Center Manager
Fiscal Impact
Fiscal Year: 25/26
Revenue Generating: Yes
Appropriation Required Y/N: No
Discussion:

The proposed FY 25/26 the Street Lighting District No. 1 and Landscape Maintenance District No. 1 assessments will generate revenues to supplement necessary General Fund costs within the Facilities and Community Services Department budget to provide services within the districts.

Attachments
Attachment A - Resolution No. 8651
Attachment B - Resolution No. 8542 (rescinded)
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1 I:\cmo\Resolutions\8651_SLD_and_LMD_Appoint_Engineer.docx RESOLUTION NO. 8651

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDLANDS

INSTITUTING PROCEEDINGS FOR THE CONTINUED LEVY OF

ASSESSMENTS, APPOINTING AN ASSESSMENT ENGINEER,

ORDERING THE PREPARATION OF AN ENGINEER'S REPORT IN THE MATTER OF STREET LIGHTING DISTRICT NO. 1 AND LANDSCAPE
MAINTENANCE DISTRICT NO. 1 AND RESCINDING RESOLUTION NO. 8542
WHEREAS, the City Council of the City of Redlands (this “City Council”) has determined that the public interest, convenience and necessity requires the installation, operation and maintenance of a street lighting system and other facilities as set forth in Section 22525 of the California Streets and Highways Code; and
WHEREAS, it has been determined by the City Council of the City of Redlands (this “City Council”), that the public interest, convenience and necessity requires the maintenance of landscaping as set forth in Section 22525 of the California Streets and Highways Code; and WHEREAS, this City Council has formed Redlands’ Street Lighting District No. 1 to pay the costs associated with the installation, operation and maintenance of such street lighting system and other facilities; and
WHEREAS, this City Council has formed Redlands’ Landscape Maintenance District No. 1 to pay the costs for the maintenance such landscaping; and WHEREAS, it is the desire of this City Council to initiate proceedings and order the preparation of an engineer’s report to levy assessments for fiscal year 2025-2026 upon properties located within Street Lighting District No. 1 and Landscape Maintenance District No. 1; and WHEREAS, this City Council further desires to appoint Donald Young, RCE No. 49918, One Stop Permit Center Manager, as the "Assessment Engineer" for Street Lighting District No. 1 and Landscape Maintenance District No. 1;
NOW, THEREFORE, the City Council of the City of Redlands does hereby find, determine and resolve as follows:

Section 1. That the public interest, convenience and necessity requires the continued levy of assessments within Street Lighting District No. 1 for the purpose of installing, operating and maintaining street lights and associated facilities as authorized by Section 22620 of the California Streets and Highways Code and in compliance with Article XIIID, and Section 19 of Article XVI, of the California Constitution.

Section 2. That the public interest, convenience and necessity requires the continued levy of assessments within Landscape Maintenance District No. 1 for the purpose of maintaining landscaping and improvements as authorized by Section 22620 of the California Streets and Redlands Regular Meeting of 05-06-2025 126 of 1455
2 I:\cmo\Resolutions\8651_SLD_and_LMD_Appoint_Engineer.docx-jm Highways Code and in compliance with the requirements of Article XIIID and Section 19 of Article XVI of the California Constitution.

Section 3. That the properties to be assessed for the installation, operation and maintenance of the street lighting facilities shall be those properties located within the boundaries of Street Lighting District No. 1.

Section 4. That the properties to be assessed for the maintenance and operation of the landscaping and improvements shall be those properties located within the boundaries of Landscape Maintenance District No. 1.

Section 5. That the proceedings for the continued levy of assessments within Street Lighting District No. 1 and Landscape Maintenance District No. 1 shall be conducted in accordance the with provisions of Division 15 of the California Streets and Highways Code (the Landscaping and Lighting Act of 1972) and in compliance with the requirements of Article XIIID, and Section 19 of Article XVI, of the California Constitution.

Section 6. That Donald Young, RCE No. 49918, One Stop Permit Center Manager, having an office located at 35 Cajon Street, Suite 15A, Redlands, California, is hereby appointed “Assessment Engineer” and shall have the authority conferred upon the Assessment Engineer by the Landscaping and Lighting Act of 1972.

Section 7. That the Assessment Engineer is hereby ordered to prepare a report in accordance with the Landscaping and Lighting Act of 1972.

Section 8. Resolution No. 8542 is hereby rescinded.

ADOPTED, SIGNED AND APPROVED this 6th day of May, 2025. ______________________________
Mario Saucedo, Mayor
ATTEST:
______________________________
Jeanne Donaldson, City Clerk
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3 I:\cmo\Resolutions\8651_SLD_and_LMD_Appoint_Engineer.docx-jm I, Jeanne Donaldson, City Clerk of the City of Redlands, do hereby certify that the foregoing Resolution was duly adopted by the City Council at a regular meeting thereof, held on the 6th day of May, 2025 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAINED:
_______________________________
Jeanne Donaldson, City Clerk
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City Council Meeting I. 9.

DATE: 05/06/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Approve a request for in-kind support in the amount of $58,001.34 related to the Redlands Fourth of July Celebration event on July 4, 2025, at Sylvan Park and Moore Middle School, authorize street closures as necessary for the event; authorize the sale and consumption of alcoholic beverages; and determine that the event is categorically exempt from environmental review pursuant to Section 15311(c) of the CEQA guidelines (Facilities and Community Services Director Crocker)
MOTION(S):

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

I move that the City Council determine that authorization for the items associated with the Fourth of July Celebration event to be held on Friday, July 4, 2025, are exempt from environmental review pursuant to Section15311(c) of the State's guidelines implementing the California Environmental Quality Act;

1. I move to authorize and approve the expenditure of city resources and in-kind support in the amount of $58,001.34 for the Fourth of July Celebration to be held on Friday, July 4, 2025;

2. I move to authorize and approve the temporary street closures as detailed in the staff report for the Fourth of July Celebration to be held on Friday, July 4, 2025;

3. I move to authorize and approve the sale and consumption of alcoholic beverages at the Fourth of July Celebration on Friday, July 4, 2025.

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RECOMMENDATION:

Staff recommends that the City Council determine that the items associated with the Fourth of July Celebration event, scheduled for Friday, July 4, 2025, are exempt from environmental review pursuant to Section 15311(c) of the State's guidelines implementing the California Environmental Quality Act. Staff further recommends that the City Council authorize and approve the expenditure of $58,001.34 for the event, including city resources and in-kind support, as well as approve the temporary street closures as outlined in the staff report.

Additionally, staff recommends that the City Council authorize and approve the sale and consumption of alcoholic beverages at the event.

DISCUSSION:

The Facilities and Community Services Department manages the administration and issuance of permits for special events held in public areas of the city. Upon the issuance of a special event permit, the event may take place contingent on the event organizer paying the required fees. The City recognizes the value of partnering with non-profit agencies and organizations to provide services beneficial to the community. In an effort to support programs that provide a community benefit, the City Council will, from time to time, consider the authorization of in-kind support, including the use of city equipment, staff, and facilities for special events.

Redlands 4th of July Committee, Inc., is a registered non-profit organization operating out of the City of Redlands. It has held its Fourth of July celebration in the City annually since 1968. According to the submitted application, all funds generated to pay for the expenses associated with facilitating the Fourth of July fireworks show, park, and parade activities within the City of Redlands. The event also provides an economic benefit by drawing visitors to the City who spend money on various food and services.

The request includes the reservation of Sylvan Park for Friday, July 4, 2025, from 7:00 a.m. to 3:00 p.m., the temporary closure of surrounding streets, including portions of E. Colton Ave., Chapel St., Stillman Ave., E. High Ave., Division St., Park Ave., and University St. between the hours of 7:00 a.m. to 12:30 p.m. This request also includes the temporary closure of streets for the fireworks display show to be held at Moore Middle School, for Highland Avenue, Dearborn Street, Redlands Street, 5th Avenue and Marion Rd, between 1:00 p.m. to 11:00 p.m. Redlands Fourth of July Committee is requesting permission to serve alcohol at the event. The beer garden will be located on 5th Avenue, adjacent to the Moore Middle School field area, and will be held between 4:00 p.m. and 10:00 p.m. City Council approval is necessary to authorize the consumption of alcohol. Staff's approval authority is limited to only enclosed public areas in public parks as defined by Resolution No. 7559; therefore, the Redlands Regular Meeting of 05-06-2025 133 of 1455
approval of this request is outside of staff's purview. The Redlands 4th of July Committee is requesting in kind support in the amount of $58,001.34.

The City previously approved in-kind support in the amount of $48,240.00 for the 56th Fourth of July Celebration event. Redlands Fourth of July Committee, Inc. has successfully hosted these events, gathering thousands of people throughout the Downtown area of Redlands, which greatly benefits local businesses. The application states that it will allow local service clubs and organizations to raise funds for charity and bring revenue to local businesses.

Furthermore, on December 17, 2024, the City Council approved a contribution of $30,000 for this year's event and determined that the financial support services are a public benefit. The $30,000 contribution was requested to secure the fireworks display show. These are funds disbursed only after the event occurs.

The event is exempt from the requirements of the California Environmental Quality Act’s guidelines pursuant to Section 15311(c). Section 15311(c), accessory structures Class 11 facilities, consists of the construction or replacement of minor accessory structure next to existing commercial, industrial, or institutional facilities, including the placement of seasonal or temporary use items such as mobile food units, portable restrooms or similar items in generally the same locations from time to time in publicly owned parks or other facilities designed for public use.

ALTERNATIVES:

The City Council may choose to deny the expenditure request for city resources and in-kind support, deny the request for temporary street closures, or deny the request for the sale and consumption of alcoholic beverages at the event and direct staff accordingly.

STRATEGIC PLAN:

Priority A - Quality of Life, Beautification, Arts and Culture.

SUBMITTED BY:

Tabitha Crocker, Facilities and Community Services Department Director RECOMMENDED BY:

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

Janice McConnell, Assistant City Manager
Christopher Boatman, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
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PREPARED BY:

Jaclyn Ramirez, Administrative Assistant II
Fiscal Impact
Fiscal Year: FY 2024/25
Revenue Generating: Y
Appropriation Required Y/N: N
Amount: $58,001.34
Budgeted Y/N: N
Discussion:

Please see the "Fiscal Impact" attachment for reference.

Attachments
In-Kind Support Request
Street Closure Maps
Verification of Non-Profit
ABC
Street Closure Permit 1
Street Closure Permit 2
Fiscal Impact
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In anticipation of the City Council's consideration of this request, staff has compiled the following table outlining costs related to fees established by Resolution of the City Council and departmental charges pertaining to personnel and equipment resources necessary for the support of the event. The departmental charges are costs outside of normal City operations that would not be incurred by the City if the special event was not taking place.

Departmental Charges
(Personnel & Equipment)
2024-2025
Amount Type 2023-2024Amount
Police Personnel1 $45,324.00 Hard Cost $35,820.00
Fire Personnel1 $1,007.34 Hard Cost $1,156.00
Facilities & Community Services Personnel1 $9,000.00 Hard Cost $7,200.00 Personnel & Equipment Subtotal $55,331.34 $44,176.00
Fees Established by City Council
Resolution
Park Reservation $225.00 Soft Cost $225.00
FCS Equipment $1505.00 Soft Cost $1,280.00
Fire Equipment $940.00 Soft Cost $2,559.00
Fees Subtotal $2,670.00 $4,064.00
Total Departmental Charges and Fees $58,001.34 $4,064.00 $55,331.34
$2,670.00
$58,001.34
Hard Cost
Soft Cost
Total
$44,176.00
$4,064.00
$48,240.00
1 Personnel costs are calculated conservatively assuming the highest staff cost scenario. Actual costs may vary on the day of the event based on the actual staff present. Actual costs will be confirmed following the event and will be included in a reconciliation report presented to the City Council.

The following table summarizes the total estimated costs associated with the use of City resources and waiver of fees approved for events scheduled during Fiscal Year 2024-25 to date:

TABLE 2: FY 2024-25 Fee Waivers to date
Hard Costs Soft Costs Deposits
Refunded
Waiver
Amount
Net
Amount
$400,250.30 34,877 $0.00 $435,128.00 $435,128.00
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City Council Meeting I. 10.

DATE: 05/06/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the cooperative purchase of a Toyota 50-8FG45U Forklift from Crown Lift for an amount of $75,865 (Facilities and Community Services Director Crocker)
MOTION(S):

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

I move to approve the cooperative purchase of a Toyota 50-8FG45U Forklift from Crown Lift Inc. in the amount of $75,865.

RECOMMENDATION:

Staff recommends that the City Council approve the cooperative purchase of a Toyota 50-8FG45U Forklift from Crown Lift Inc. in the amount of $75,865.

DISCUSSION:

The City of Redlands Facilities and Community Services Department's Equipment Maintenance Division oversees the maintenance of approximately 470 vehicles and the City’s fuel station. The fleet inventory includes light-duty, heavy-duty, off-road, and commercial vehicles which require ongoing maintenance and repair.

The Equipment Maintenance division currently uses a forklift, Unit 115, which is nearing 20 years of age. Despite being in working condition, the forklift has begun to show significant signs of wear and tear, including frequent mechanical issues that have led to operational delays. Additionally, the specifications of the current forklift no longer meet the operational and safety needs of the division.

As such, replacing the forklift has become a priority to ensure the Equipment Maintenance Division can continue its operations without disruption.

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To address these challenges, staff is recommending the purchase of a new forklift to replace Unit 115. The proposed forklift specifications will significantly enhance the division’s operational efficiency, as the new unit will better meet the demands of lifting and transporting materials. In addition to improving functionality, the new forklift is expected to increase safety during operations, which is a key concern for the department. The current forklift, Unit 115, will be transferred to the Solid Waste Division to assist with their day-to-day operations.

This transfer helps to extend the useful life of the equipment while also addressing the needs of another division within the City.

The purchase of the forklift from Crown Lift Inc. is in accordance with the City's procurement policies regarding cooperative purchasing for products and services with Sourcewell. By utilizing Sourcewell cooperative purchasing, the City can benefit from previously posted bid packages that have been competitively bid and awarded. 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. Staff is recommending that the City Council approve the Sourcewell cooperative purchase with Crown Lift, (Sourcewell Contract #052024-ATY). These contracts have been solicited and awarded in conformance with the City's procurement policies.

ALTERNATIVES:

City Council may elect not to approve the purchase. However, Equipment Maintenance operations will be adversely affected.

STRATEGIC PLAN:

Not Applicable.

SUBMITTED BY:

Tabitha Crocker, Facilities and Community Services Department Director RECOMMENDED BY:

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

Janice McConnell, Assistant City Manager
Christopher Boatman, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Dana Abramovitz-Daniel, Procurement Manager
PREPARED BY:

Larry Alms, Senior Administrative Assistant
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Fiscal Impact
Fiscal Year: FY 2024-25
Appropriation Required Y/N: No
Amount: $75,865
Budgeted Y/N: Yes
Account No.: 607900
Discussion:

Sufficient funding for this purchase is included in the Equipment Maintenance Division's (607900) budget for Fiscal Year 2024-25 as approved by the City Council.

Attachments
A. Toyota Model 50-8FG45U Forklift Quote
B. Sourcewell Contract 053224
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Atlas Toyota Material Handling (MN)
8601 Xylon Ct
Minneapolis, MN 55445-1840
Phone: 763-425-9066
https://www.atlastoyota.com/
- 1 -
We respectfully submit this quotation for the following NEW Toyota Internal Combustion Lift Truck (1 each):

Toyota...Proud to be the world's #1 forklift manufacturer! TOYOTA MODEL 50-8FG45U, Internal Combustion Lift Truck, quality engineered with the following specifications:
• Pneumatic Tires
• LP Gas Powered - UL Type "LP" Rating
SYSTEM OF ACTIVE STABILITY™ (SAS)
Toyota's industry exclusive System of Active Stability
(SAS) helps reduce lift truck instability by
electronically monitoring and controlling various
functions of the lift truck.
• Active Control Rear Stabilizer:

Various lift truck sensors simultaneously
monitor vehicle speed, fork height, load weight,
and vehicle yaw (or angular acceleration).

Should the operator inadvertently place the
truck in a potentially unstable lateral condition,
the sensors trigger the S AS controller to activate the Active Control Rear Stabilizer to help reduce the likelihood of a lateral tip over.
• Active Mast Function Controller (AMC):

Should the operator inadvertently place the lift truck in a potentially unstable longitudinal condition, these same sensors trigger the SAS controller to activate the AMC, which limits forward tilt and/or tilt back speed to help reduce the likelihood of a longitudinal tip over.

To: Sourcewell Member Date: March 27, 2025
Quote No: 013076210R3
Photo may portray optional equipment not included in
your quotation.

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Sourcewell
March 27, 2025
Quote: 013076210R3
Opportunity: 0041399222
-2-
2-SPEED AUTOMATIC (POWERSHIFT) TRANSMISSION
A standard 2-speed automatic transmission with 2 forward and 2 reverse gears provides superior torque, gradeability and acceleration to get the job done. Designed by Toyota engineers, this electronically controlled transmission passed 120 testing parameters to ensure it can meet the rigorous demands of your application. A standard 1st gear lock switch on the left-hand side of the steering column also allows the operator to lock the transmission in 1st gear when needed.

AUTOMATIC FORK LEVELING
Toyota's Automatic Fork Leveling feature increases productivity while reducing damage with a push of a button. By depressing the Automatic Fork Leveling button during forward tilt, operators are quickly and easily able to level the forks.

FULL FLOATING PLANETARY DRIVE AXLE
Your Toyota lift truck is outfitted with a rugged planetary drive axle. This planetary drive axle decreases the torsional stresses commonly experienced with power shifting, resulting in greater durability, reliability, which results in increased uptime.

LCD MULTI-FUNCTION DISPLAY II
Features on the new MFD II include data log functions, fuel information, & operation data log all with QR code output; fuel gauge (excluding LP); and password protected administrator level access that can manipulate functions such as travel, vehicle management, and operation data log functions.

Mast 3-Stage (FSV) mast with full free lift provides excellent visibility to load and fork tips, while providing smooth, quiet and consistent operation.

Mast Specifications:
• Maximum Fork Height - 238.0”
• Overall Lowered Height - 110.2”
• Over Head Guard Height - 90.60”
• Free Lift - 62.2" with standard Load Backrest
Lifting Capacity Base Model Capacity – 10,000 lbs @ 24” load center Actual Capacity, based on quoted specifications - 4,800 lbs @ 24” load center to 238.0” MFH
Actual capacity ratings stated above are based on standard features, options, and attachments available through Toyota at the time of quoting. Non-standard features, options, and attachments may affect actual capacity ratings. Please contact your Toyota sales representative for additional information.

Tilt 6 degrees forward and 6 degrees backwards
Carriage ITA Hook Type 46'' Carriage
Forks Forks 60" x 6" x 2" - Class III
Load Backrest 48" High Load Backrest
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Sourcewell
March 27, 2025
Quote: 013076210R3
Opportunity: 0041399222
-3-
Attachments Cascade 46" Integral Sideshifting Fork Positioner (Maximum 96" Forks--forks longer than 96", consult Cascade)
4-Way Valve (with 3rd & 4th function hosing) Includes option A26A: Hi-Capacity Cooling
Speeds Travel Speed: 14.00 mph Lift Speed: 94 fpm
Engine 3.7L 1FS-US 4 cylinder Industrial Engine
Overhead valve (OHV)
Distributor less ignition system
Net Horsepower Rating: 87 @ 2350 rpm SAE HP
Net Torque Rating: 212 @ 1500 rpm SAE ft-lb
Transmission 2-Speed Automatic (Powershift) Transmission Steering Load Sensing Hydrostatic Power Steering with Tilt Steering Column Wheels and Tires Front Tires: 300-15-20PR (Pneumatic)
Rear Tires: 7.00-12-12PR (Pneumatic)
Additional
Equipment
Included
• Cascade Integral SSFP
• UL Approved Model Type "LP" (tank not included)
• Drum Brake
• Rear View Mirrors (Left & Right Sides)
• LPG Bracket (Swing Down Type)
• Low LPG Fuel Warning Indicator
• LED Strobe Light (Amber)
• LED Rear Combination Lights
• Blue Light (Key ON/OFF)
• Rear Assist Grip with Horn Button
• Polycarbonate Overhead Guard Cover – Tinted Gray
• Operator cooling fan
• 43.5 lb. LP Steel Tank
• Adjustable Volume Back-up Alarm (Smart Alarm)
• Front Solid Pneumatic Tires - Including Quick Heel Style Rims • Rear Solid Pneumatic Tires - Including Quick Heel Style Rims • Quick Heel
Other Outstanding
Toyota Features
• EPA/CARB Certified Engine
• Operator Presence Sensing System (OPSS)
• Dual Action Hand Parking Brake
• Electronic Shift Control
• Electronic Speed Control
• Low Entry Step Height
• Dual Operator Assist Grips
• Dash Integrated Pen/Pencil/Cup Holder
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Sourcewell
March 27, 2025
Quote: 013076210R3
Opportunity: 0041399222
-4-
• Durable Rubber Floor Mat
• High Visibility Overhead Guard
• LED Headlights
• Key Off/Headlight Off System
Some standard items listed within this quotation may be replaced or altered due to optional equipment.
*Not applicable to all models. Click here for more details: https://www.toyotaforklift.com/sens MyInsights
(Telematics)
Standard telematics provided on most Toyota forklifts deliver valuable insights and actionable data for your business. Increase uptime, optimize your fleet, and view detailed analytics by completing your free registration at my.toyotaforklift.com today!
Standard Insights:

Hour Meters
Error Codes
Impact Detection
Location Tracking
Warranty 12 Months or 2,000 hours whichever occurs first: Basic 36 Months or 6,000 hours whichever occurs first: Powertrain Warranty coverage for non-standard option components will be covered by the manufacturer of that component and not covered under the Toyota forklift standard or powertrain warranty.

We offer a Toyota factory authorized warranty on all new Toyota Material Handling Equipment.

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Sourcewell
March 27, 2025
Quote: 013076210R3
Opportunity: 0041399222
-5-
Toyota 360 Support Toyota 360 Support Plus 5
60 Months/10,000 Hrs Carriage to Counterweight Warranty 60 Months/10,000 Hrs Major Parts and Component Warranty Up to First (4) PM's Included (Parts and Labor)
TMH reserves the right to accept or decline any application for enrollment into the T360 Plus warranty plan.

Investment Price-Toyota Model 50-8FG45U as specified above:
90” fork extensions and data tag
$74,903.00
962.00
Each
Net Price: $75,865.00 Each
Financing and
Maintenance
Toyota Industries Commercial Finance has been providing effective finance solutions to customers since 1985. As Toyota Material Handling's captive finance partner, we are committed to offering customized financing solutions, tailored financing terms, unmatched industry experience, ultimate transparency, and an unparalleled understanding of your unique business needs. In addition, Full Maintenance and Planned Maintenance programs are available.

Terms and
Conditions
Payment: Net 30 days / Cash or Financed
Delivery: Will advise at time of order.
.

F.O.B.: Delivered to City of Redlands, CA
Prices are exclusive of any sales or use taxes now in force or which may be made effective in the future by any federal, state, or local governments.

Lease offerings subject to credit approval.
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Cancellation:

Buyer may cancel its order, reduce quantities, revise specifications or extend schedules only by mutual agreement.

Reasonable and proper cancellation charges (minimum of 20% of purchase price per unit) will apply and which shall take into account expense already incurred and commitments made by Seller and shall indemnify Seller against any loss.

Performance and specifications stated are based on specific testing and operating conditions. Actual performance and specifications may vary based on application, option configuration, operating conditions, and environmental Redlands Regular Meeting of 05-06-2025 157 of 1455
Sourcewell
March 27, 2025
Quote: 013076210R3
Opportunity: 0041399222
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factors.

Some options and configurations may void UL.
.

Conditions subject to change to those in effect at time of delivery.

Your signature on this proposal constitutes an order.

Please contact your Toyota sales representative for additional information.

PRE-SHIPMENT PRICE INCREASES (we are working to have this removed for our government firm fixed price proposals. Sorry for the inconvenience.) Seller may, on one or more occasions, increase the price of the ordered equipment, and customer shall pay the increased prices ,if, up to 30 days prior to date of shipment, (a) the U.S. Material Handling Equipment Producer Price Index (“MHEPPI”) has increased four percent (4%) or more as compared to the MHEPPI as of the date of customer’s proposal acceptance; or (b) the manufacturer of the equipment increases the price the seller pays the manufacturer for the ordered equipment due to any new or increased government fees, tariffs or duties. Price increases will correlate to, as applicable, the percentage increase in the MHEPPI or manufacturer price increase.

TELEMATICS AND DATA COLLECTION
The equipment in this proposal is enabled with the MyInsights system (“System”) which collects certain location and operational data concerning the equipment and transmits it to Toyota Material Handling, Inc. for processing and analytics.

This proposal is subject to the contractual terms and data usage policies for the System found at https://www.toyotaforklift.com/myinsights-legal (“System Terms”). Acceptance of this proposal, or otherwise using the equipment, constitutes acceptance of the System Terms and the formation of an agreement between Customer and Toyota Material Handling, Inc. based on the System Terms. Customer may opt-out of data collection features for the System as provided in the System Terms. Failure to opt-out signifies Customer’s consent and agreement to the collection and usage of data in accordance with the System Terms.

Redlands Regular Meeting of 05-06-2025 158 of 1455
Sourcewell
March 27, 2025
Quote: 013076210R3
Opportunity: 0041399222
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Sincerely,
Atlas Toyota Material Handling (MN)
Accepted:

Sourcewell
Cash Price $
Financed Payment* $ Per Month Months
By: By:

Name: Greg Sanders Name:

Title: Title:

Date:

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Solicitation Number: 053024

CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Crown Equipment Corporation, 44 South Washington St., New Bremen, OH 45869 (Supplier).

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

Sourcewell issued a public solicitation for Forklifts, Lift Trucks with Related Products and Services from which Supplier was awarded a contract.

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

1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.

EXPIRATION DATE AND EXTENSION. This Contract expires July 23, 2028, unless it is cancelled sooner pursuant to Article 22. This Contract allows up to three additional one-year extensions upon the request of Sourcewell and written agreement by Supplier. Sourcewell retains the right to consider additional extensions beyond seven years as required under exceptional circumstances.

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
















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

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

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

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

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

B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances. In addition, Supplier’s warranties as provided in the Proposal apply. Copies of these warranties will be provided to Participating Entities for each transaction.

In instances where the Equipment, Products, and Services sold under this Contract are from other manufacturers, however, such Equipment, Products, and Services are instead covered by the manufacturer’s standard published warranties. Supplier’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. Any manufacturer’s warranty that extends beyond the expiration of the Supplier’s warranty will be passed on to the Participating Entity.

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

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

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

Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in
















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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, Supplier 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. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and the Supplier will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

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

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

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

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

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

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

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

At a minimum, the request must:
x Identify the applicable Sourcewell contract number;
















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

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

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

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

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

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

6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized
















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subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration or cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.

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

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

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

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

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

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

Termination of an order may require payment for work in process.

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. Supplier will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:
x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.

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

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

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

B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and
















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Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Supplier may not charge Participating Entities more than the contracted price to offset the Administrative Fee.

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

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

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

9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.

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

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

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
















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

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

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

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

11. INDEMNITY AND HOLD HARMLESS
Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any third party claims or causes of action, including reasonable attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any negligent act or omission in the performance of this Contract by the Supplier or its agents or employees; this indemnification includes injury or death to person(s) or property. alleged to have been caused by some defect in the Supplier’s Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications, However, any obligation of Supplier to indemnify hereunder will not apply to the extent such claim, injury, death, or damage results from the negligence, willful misconduct, or violation of law of Sourcewell, the Participating Entity, or any other third party not under Supplier’s control. Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.

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
















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
















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

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

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

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

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

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

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
















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

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

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

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

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

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

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

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

1. Nonperformance of contractual requirements, or

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
















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The party claiming default must provide written notice of the default, with 30 calendar days to cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:
x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.

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

1. Workers’ Compensation and Employer’s Liability.

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

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

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

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

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

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
















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

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

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

Minimum Limits:
$2,000,000

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

Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
Failure of Supplier to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.

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

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

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Supplier agrees to list Sourcewell, including its officers, agents, and employees, as an additional insured under the Supplier’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Supplier, and products and completed operations of Supplier in accordance with the ISO CG 20 10 04 13 endorsement.

The policy provision(s) or endorsement(s) must further provide that coverage is
















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

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

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

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

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

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

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
















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

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

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

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

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

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
















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

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

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

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

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

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
















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

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

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

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

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

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

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
















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

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

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

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

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

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

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

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

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
















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

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

23. LIABILITY

NOTWITHSTANDING ANYTHING TO THE CONTRARY HEREIN OR IN ANY ORDER OR RELATED MATERIALS, IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR 1) CONSEQUENTIAL, INDIRECT,

INCIDENTAL, SPECIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR LOST PROFITS OR REVENUES, ARISING OUT OF OR RELATING TO THIS CONTRACT, OR 2) FOR CLAIMS HEREUNDER EXCEEDING $500,000 IN THE AGGREGATE (EXCLUDING CLAIMS FOR PAYMENT FOR PURCHASES). THE

REMEDIES AND LIMITATIONS SET FORTH IN THIS SECTION SHALL APPLY TO ALL CLAIMS AND

DAMAGES, WHETHER ARISING FROM NEGLIGENCE, BREACH OF CONTRACT, WARRANTY, TORT,

PRODUCT LIABILITY, OR OTHERWISE, AND WHETHER OR NOT SUCH CLAIMS AND/OR DAMAGES WERE FORESEEABLE.

Sourcewell Crown Equipment Corporation
By: __________________________ By: __________________________ Jeremy Schwartz Tom Keller
Title: Chief Procurement Officer Title: Senior Vice President-Global Accounts Date: ________________________ Date: ________________________
























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Bid Number: RFP 053024 Vendor Name: Crown Equipment Corporatin
















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Bid Number: RFP 053024 Vendor Name: Crown Equipment Corporatin
















Redlands Regular Meeting of 05-06-2025 199 of 1455
Bid Number: RFP 053024 Vendor Name: Crown Equipment Corporatin 79 Forklift, lift truck and container handler
accessories, attachments to the extent that the
solutions are complementary to the offering of 71-
78 above
Yes
No
We offer many different attachments
that can be used in applications that
have special needs. This may
include, but not limited to, carton
clamps, layer pickers, bale clamps,
fork extensions, drum clamps,
sideshifters and fork positioners.

There are numerous customizable
attachments and accessories that can
be offered.
*
80 Related services complementary to the offering of
the solutions described in Sections 71-78 above
Yes
No
Crown has offered our PTH manual
pallet jack line which does not have
a specified class. We also offered
lead-acid batteries and chargers
included on all electric units. Crown
offered optional V-Force lithium-ion
battery and charger pricing.

As indicated previously, we also
offered Infolink operator and fleet
management service and FleetSTATS
fleet management options for the
Sourcewell eligible entities. Other
items such as service will be lineitemed at time of quote given the number of variables such as
geographic location, hours, and model.
*
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." Pricing - Price Structure - Sourcewell 2024.pdf - Thursday May 23, 2024 14:12:59 Financial Strength and Stability (optional)
Marketing Plan/Samples - Crown Equipment Marketing Samples.pdf - Thursday May 23, 2024 11:33:14 WMBE/MBE/SBE or Related Certificates (optional)
Warranty Information - Warranty Statements.pdf - Monday May 20, 2024 14:23:39 Standard Transaction Document Samples - FORM_OF04859_Terms and Conditions of Sale (Rev. 05-22).pdf - Monday May 20, 2024 13:51:09
Requested Exceptions - Contract_Template_Forklifts_RFP_053024 Crown mkd 5.16.24 (002).docx - Monday May 20, 2024 13:51:19
Upload Additional Document (optional)
















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Redlands Regular Meeting of 05-06-2025 202 of 1455
City Council Meeting I. 11.

DATE: 05/06/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the First Amendment to the agreement with Watearth, Inc. for the San Timoteo Canyon, Live Oak Canyon, and Alessandro Road drainage study, to incorporate additional tasks, extend the term, and increase the total agreement amount from $128,377 to an amount not to exceed $159,901 (Facilities and Community Services Director Crocker)
MOTION(S):

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

I move to approve the First Amendment to the Agreement with Watearth, Inc. for the San Timoteo Canyon, Live Oak Canyon, and Alessandro Road drainage study.

RECOMMENDATION:

Staff recommends that the City Council approve a First Amendment to the Agreement with Watearth, Inc. for the San Timoteo Canyon, Live Oak Canyon, and Alessandro Road drainage study, to incorporate additional tasks, extend the term, and increase the total agreement amount from $128,377 to an amount not to exceed $159,901.

DISCUSSION:

The Streets Division is charged with providing maintenance and repair of 314 miles of streets and 90 miles of storm drains, and related systems to ensure safe, functional, and efficient transportation and drainage networks within city limits.

Redlands Regular Meeting of 05-06-2025 203 of 1455
In November 2024, the City Council approved a professional services agreement with Watearth, Inc. to perform a drainage study in San Timoteo Canyon, Live Oak Canyon, and Alessandro Road for an amount not to exceed $128,377. Watearth, Inc. initiated its drainage study in January 2025. However, due to the absence of available as-built drawings detailing existing culverts within the study area, the team could not proceed as planned and had to temporarily pause the study. To move forward, Watearth, Inc. needs to return to the project area to conduct further surveys. This will involve measuring specific dimensions and gathering additional information necessary to complete the drainage study accurately.

The consultant recommends the inclusion of additional tasks and extending the term of the agreement from May 30, 2025 to September 30, 2025, to ensure the successful and timely completion of the drainage study. The First Amendment attached to this report will increase the agreement from $128,377 to an amount not to exceed $159,901 to allow contracted services to continue until September of this year. The additional $31,524 will ensure the accuracy of the drainage study.

ALTERNATIVES:

The City Council may elect not to approve the First Amendment to the Agreement and direct staff accordingly.

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
Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
PREPARED BY:

Jocelynn Butters, Senior Administrative Assistant
Redlands Regular Meeting of 05-06-2025 204 of 1455
Fiscal Impact
Fiscal Year: FY 2024-25
Revenue Generating: N
Appropriation Required Y/N: N
Account No.: 101304
Discussion:

The additional $31,524 necessary for the amendment is available within the Street Maintenance Division FY 2024-25, as approved by City Council.

Attachments
Watearth, Inc. Agreement
Watearth, Inc 1st Amendment
Redlands Regular Meeting of 05-06-2025 205 of 1455

AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This agreement for the provision of Live Oak Canyon Road, San Timoteo Canyon Road and Alessandro Road Drainage Shady (" Agreement") is made and entered in this 19"' day of November, 2024 (" Effective Date"), by and between the City of Redlands, a municipal corporation City") and Watearth, Inc., a Texas corporation (" Consultant"). City and Consultant are sometimes individually referred to herein as a " Party" and, together, as the " Parties." In consideration of the mutual promises contained herein, City and Consultant agree as follows:

ARTICLE 1 — ENGAGEMENT OF CONSULTANT

1. 1 City hereby engages Consultant to provide Live Oak Canyon Road, San Timoteo Canyon Road and Alessandro Road Drainage Study services for City ( the " Services").

1. 2 The Services shall be performed by Consultant in a professional manner, and Consultant represents that it has the skill and the professional expertise necessary to provide the Services to City at a level of competency presently maintained by other practicing professional consultants in the industry providing like and similar types of Services.

ARTICLE 2 — SERVICES OF CONSULTANT

2. 1 The Services that Consultant shall perform are more particularly described in Exhibit " A," titled " Scope of Services," which is attached hereto and incorporated herein by this reference.

2. 2 Consultant shall comply with applicable federal, state and local laws and regulations in the performance of this Agreement including, but not limited to, any applicable State prevailing wage laws.

ARTICLE 3 — RESPONSIBILITIES OF CITY

3. 1 City designates Tabitha Crocker, Facilities and Community Services Director, as City' s representative with respect to performance ofthe Services, and such person shall have the authority to transmit instructions, receive information, interpret and define City' s policies and decisions with respect to performance of the Services.

ARTICLE 4 — PERFORMANCE OF SERVICES

4. 1 Consultant shall perform and complete the Services in a prompt and diligent manner in accordance with the schedule set forth in Exhibit "A," titled "Scope of Services," which is attached hereto and incorporated herein by reference.

4.2 Consultant shall complete the Services by May 30, 2025, unless the Services are terminated earlier as provided for herein.

I;\emo\ Agreements\ Watearth, Inc. San Timoteo Drainage Study Agreement FY24- 0053. docx-ms Redlands Regular Meeting of 05-06-2025 206 of 1455

4. 3 If Consultant' s Services include deliverable electronic visual presentation materials, such materials shall be delivered in a form, and made available to City, consistent with City Council -adopted policy for the same. It shall be the obligation of Consultant to obtain a copy of such policy from City staff.

ARTICLE 5 — PAYMENTS TO CONSULTANT

5. 1 Compensation: Total compensation for Consultant' s performance ofthe Services shall be in the amount of One Hundred Twenty -Eight Thousand Three Hundred Seventy - Seven Dollars ($ 128, 377). City shall pay Consultant in accordance with Exhibit ` 13," titled " Fee Schedule" which is attached hereto and incorporated herein by this reference.

5. 2 Consultant shall submit monthly invoices to City describing the Services performed during the preceding month. Consultant' s invoices shall include a brief description of the Services performed, the dates the Services were performed, the number of hours spent and by whom, and a description of reimbursable expenses related to the Services. City shall pay Consultant no later than thirty ( 30) days after receipt and approval by City of Consultant' s invoice.

5. 3 Any notice or other communication required, or which may be given, pursuant to this Agreement, shall be in writing. Any such notice shall be deemed delivered ( i) on the date of delivery in person; ( ii) five ( 5) days after deposit in first class registered mail, with return receipt requested; ( iii) on the actual delivery date if deposited with an overnight courier; or iv) on the date sent by facsimile or electronic mail transmission ( including PDF), if confirmed with a copy sent contemporaneously by first class, certified, registered or express mail; in each case properly posted and fully prepaid to the appropriate address set forth below, or such other address as a Party may provide notice in accordance with this section:

CITY:

City Clerk
City of Redlands
35 Cajon Street
P. O. Box 3005 ( mailing)
Redlands, CA 92373
jdonaldson@cityofrediands. org
Phone: ( 909) 798- 7531
CONSULTANT:

Jennifer J. Walker, CEO/ President
Watearth, Inc.
1050 Ramon Road Suite 1
Palm Springs, CA 92264
jwalker@watearth. com
Phone: ( 213) 248- 4554
Fax: ( 800) 519- 3774
ARTICLE 6 — INSURANCE AND INDEMNIFICATION

6. 1 The following insurance coverage required by this Agreement shall be maintained by Consultant for the duration of its performance ofthe Services. Consultant shall not perform any Services unless and until the required insurance listed below is obtained by Consultant.

Consultant shall provide City with certificates of insurance and endorsements evidencing such insurance prior to commencement of the Services. Insurance policies shall include a C\ cmo\ Agreements\ Watearth, Inc. San Timoteo Drainage study Agreement FY24- 0053. docx- ms Redlands Regular Meeting of 05-06-2025 207 of 1455
provision prohibiting cancellation or modification of the policy except upon thirty ( 30) days prior written notice to City.

A. Workers' Compensation and Employer' s Liability insurance in the amount that meets statutory requirements with an insurance carrier acceptable to City, or certification to City that Consultant is self -insured or exempt from the workers' compensation laws of the State of California. Consultant shall execute and provide City with Exhibit " C," titled " Workers' Compensation Insurance Certification," which is attached hereto and incorporated herein by this reference, prior to performance ofthe Services.

B. Comprehensive General Liability insurance with carriers acceptable to City in the minimum amount of One Million Dollars ($ 1, 000, 000) per occurrence and Two Million Dollars ($ 2, 000, 000) aggregate, for public liability, property damage and personal injury is required. City shall be named as an additional insured and such insurance shall be primary and non- contributing to any insurance or self-insurance maintained by City.

C. Consultant shall secure and maintain professional liability insurance throughout the term of this Agreement in the amol nt of One Million Dollars ($ 1, 000, 000) per claim made.

D. Business Auto Liability coverage, with minimum limits of One Million Dollars 1, 000, 000) per occurrence, combined single limit bodily injury liability and property damage liability. This coverage shall include all Consultant owned vehicles used in connection with Consultant' s provision ofthe Services, hired and non -owned vehicles, and employee non -ownership vehicles. City shall be named as an additional insured and such insurance shall be primary and non- contributing to any insurance or selfinsurance maintained by City.

E. Consultant is expressly prohibited from assigning or subcontracting any ofthe Services without the prior written consent of City. In the event of mutual agreement by the Parties to assign or subcontract a portion of the Services, Consultant shall add such assignee or subcontractor as an additional insured to the insurance policies required hereby and provide City with the insurance endorsements prior to any Services being performed by the assignee or subcontractor.

6. 2 Consultant shall defend, indemnify and hold harmless City and its elected and appointed officials, employees and agents from and against any and all claims, losses or liability, including attorneys' fees, arising from injury or death to persons or damage to property occasioned by any negligent act or omission by, or the willful misconduct of, Consultant, or its officers, employees and agents in performing the Services.

ARTICLE 7 — CONFLICTS OF INTEREST
I:\emo\ Agreements\ Watearth, Inc. San Timoteo Drainage Study Agreement FY24- 0053. doex- ms Redlands Regular Meeting of 05-06-2025 208 of 1455

7. 1 Consultant covenants and represents that it does not have any investment or interest in any real property that may be the subject of this Agreement or any other source of income, interest in real property or investment that would be affected in any manner or degree by the performance ofConsultant' s Services. Consultant further covenants and represents that in the performance ofits duties hereunder, no person having any such interest shall perform any Services under this Agreement.

7. 2 Consultant agrees it is not a designated employee within the meaning of the Political Reform Act because Consultant:

A. Does not make a governmental decision whether to:
i) approve a rate, rule or regulation, or adopt or enforce a City law; ii) issue, deny, suspend or revoke any City permit, license, application, certification, approval, order or similar authorization or entitlement; iii) authorize City to enter into, modify or renew a contract; iv) grant City approval to a contract that requires City approval and to which City is a party, or to the specifications for such a contract; v) grant City approval to a plan, design, report, study or similar item; vi) adopt, or grant City approval of, policies, standards or guidelines for City or for any subdivision thereof.

B. Does not serve in a staff capacity with City and in that capacity, participate in making a governmental decision or otherwise perform the same or substantially the same duties for City that would otherwise be performed by an individual holding a position specified in City' s Conflict of Interest Code under Government Code section 87302.

7. 3 In the event City determines that Consultant must disclose its financial interests, Consultant shall complete and file a Fair Political Practices Commission Form 700, Statement of Economic Interests, with the City Clerk' s office pursuant to the written instructions provided by the City Clerk.

ARTICLE 8 — GENERAL CONSIDERATIONS

8. 1 In the event any action is commenced to enforce or interpret any of 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 attorneys' fees, including fees for the use of inhouse counsel by a Party.

8. 2 Consultant shall not assign any of the Services, except with the prior written approval of City and in strict compliance with the terms and conditions of this Agreement. Any assignment or attempted assignment without such prior written consent may, in the sole discretion of City, result in City' s immediate termination of this Agreement. 4 I:\cmo\ Agr" raents\WateartN Inc. San Timoteo Drainage Study Agreement FY24- 0053. docx-ms Redlands Regular Meeting of 05-06-2025 209 of 1455

8. 3 Consultant is for all purposes under this Agreement an independent contractor and shall perform the Services as an independent contractor. Neither City nor any its agents shall have control over the conduct of Consultant or Consultant' s employees, except as herein set forth. Consultant shall supply all necessary tools and instrumentalities required to perform the Services. Assigned personnel employed by Consultant are for its account only, and in no event shall Consultant or personnel retained by it be deemed to have been employed by City or engaged by City for the account of, or on behalf of City. Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent, nor shall Consultant have any authority, express or implied, to bind City to any obligation.

8. 4 This Agreement may be terminated by City, in its sole discretion, by providing not less than five ( 5) days prior written notice to Consultant of City' s intent to terminate. If this Agreement is terminated by City, an adjustment to Consultant' s compensation shall be made, but ( 1) no amount shall be allowed for anticipated profit or unperformed Services, and ( 2) any payment due Consultant at the time oftermination may be adjusted to the extent of any additional costs to City occasioned by any default by Consultant. Upon receipt of a termination notice, Consultant shall immediately discontinue its provision of the Services and, within five ( 5) days of the date of the termination notice, deliver or otherwise make available to City, copies ( in both hard copy and electronic form, where applicable) of project related data, design calculations, drawings, specifications, reports, estimates, summaries and such other information and materials as may have been accumulated by Consultant in performing the Services. Consultant shall be compensated on a pro- rata basis for Services completed up to the date oftermination.

8. 5 Consultant shall maintain books, ledgers, invoices, accounts and other records and documents evidencing costs and expenses related to the Services for a period of three ( 3) years, or for any longer period required by law, from the date offinal payment to Consultant pursuant to this Agreement. Such books shall be available at reasonable times for examination by City at the office of Consultant.

8. 6 This Agreement, including the Exhibits incorporated herein by reference, represents the entire agreement and understanding between the Parties as to the matters contained herein, and any prior negotiations, written proposals or verbal agreements relating to such matters are superseded by this Agreement. Except as otherwise provided for herein, any amendment to this Agreement shall be in writing, approved by City and signed by City and Consultant.

8. 7 This Agreement shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflicts oflaws provisions. The Parties agree that all actions or proceedings arising in connection with this Agreement shall be tried and litigated only in the state courts located in San Bernardino County, California, and the federal courts located in Riverside County, California.

8. 8 Ifone or more ofthe sentences, clauses, paragraphs or sections contained in this Agreement is declared invalid, void or unenforceable by a court of competent jurisdiction, the same I:\ cmo\ Agreements\ WaWarth, Inc. San Timoteo Drainage Study Agreement FY24- 0053. docx- ms Redlands Regular Meeting of 05-06-2025 210 of 1455
shall be deemed severable from the remainder of this Agreement and shall not affect, impair or invalidate the remaining sentences, clauses, paragraphs or sections contained herein, unless to do so would deprive a Party of a material benefit of its bargain under this Agreement.

IN WITNESS WBEREOP, duly authorized representatives of City and Consultant have signed in confirmation ofthis Agreement.

CIT
ATTEST:
j7RZe—Ijonaldson, City Clerk
WATEARTH, INC.

By
nnifer J. a # r, CEO/ President
6 I:

Redlands
uma\AgreementsMatearth,
Regular Meeting
Inc,
of 05-06-2025
San Timoteo Drainage Study Agreement FY24- 0053. docx-ms 211 of 1455
EXHIBIT " A"

SCOPE OF SERVICES
Task 1. Project Initiation
Kickoff Meeting
Schedule a meeting with relevant stakeholders, including City representatives, engineers, and project managers. Clearly define objectives, and constraints of the drainage study. Consultant to issue agenda and meeting minutes.

Task 2. Site Assessment and Data Collection
Document Collection
Gather existing data, including historical records, maps, models, and any prior studies related to drainage in the area. If an upstream issue is identified during the course of the project as a significant contributor to the erosion and sedimentation issues within the project, this should be brought to a discussion before the project proceeds.

Field Reconnaissance
Conduct a detailed reconnaissance of the roads ( Live Oak Canyon, San Timoteo Canyon, and Allesandro Rd.). Observe land use, hydrologic, and hydraulic characteristics and document results of site visit with photographs and field notes.

Gather Hydrological Data
Gather rainfall data, runoff patterns, flow rates, and DEM' s/ LIDAR if available from public sources.

Infrastructure Assessment
Evaluate existing drainage systems, including pipes, culverts, drainage structures, and ditches.

Soil Desktop Investigation
Assess soil conditions and permeability from desktop data; field investigation of soils or by geotechnical engineer is not anticipated to be necessary.

Task 3. Hydraulic and Hydrological Analysis
Set Parameters
Determine design rainfall events for the area. Delineate drainage area. Calculate hydrologic parameters.

Hydrological Modeling
Model hydrologic runoff. Evaluate stormwater quality and sediment for existing and proposed conditions. SWMM model is anticipated to be used.

Hydraulic 1D Modeling
19emoUgreemeraMr teaith, Inc. San Timoteo Drainage Study Agreement NY24- 0053. docx- ms Redlands Regular Meeting of 05-06-2025 212 of 1455
Analyze the capacity of existing drainage infrastructure using ID hydraulic modeling. HEC- RAS model is anticipated to be used.

Flood Risk Assessment
Identify flood -prone areas and key safety risks.

Task 4. Design Alternative
Conceptual Design
Develop up to 3 drainage solutions ( e. g., improved culverts, drainage structures, channels, retention basins, swales) to a conceptual ( 10%) level, including approximate sizing and locations.

Cost Estimation
Estimate costs for the concept design and compare to known costs of maintenance provided by City over a 3- year period.

Task 5. Report Preparation
Prepare Technical Report
Prepare a technical memorandum detailing data evaluation and recommendations and documenting process, including exhibits and graphics, and following the reader -friendly documentation format. This task will include an internal QA/QC review of methodology and results to be incorporated into the deliverable. Deliverable will be issued as a draft for City review and as a final.

I: onvo\ AgreementsMatearth, Inc. San Timoteo Drainage Study Agreoment FY24- 0051doex- ras Redlands Regular Meeting of 05-06-2025 213 of 1455
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EXHIBIT " C'r

WORKERS' COMPENSATION INSURANCE CERTIFICATION
Every employer, except the State, shall secure the payment ofcompensation in one or more ofthe following ways:
a) By being insured against liability to pay compensation by one or more insurers only authorized to write compensation insurance in this State. b) By securing from the Director of Industrial Relations, a certificate of consent to selPinsure, either as an individual employer, or as one employer in a group of employers, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self -insure and to pay any compensation that may become due to his orher employees.

CHECK ONE
V I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Workers' Compensation or to undertake self-insurance in accordance wlth the provisions of that Code, and I will comply with such provisions before commencing the performance of the work and activities required or permitted under this Agreement. (Labor Code § 1861).

I affirm that at all times, in performing the work and activities required or permitted under this Agreement, I shall not employ any person in any manner such that I become subject to the workers' compensation laws of California. However, at any time, ifI employ any person such that Ibecome subject to the workers' compensation laws of California, immediately I shall provide the City with a certificate of consent to self -insure, or a certification of workers' : compensation insurance.

I certify under penalty ofperjury under the laws of the State of California that the information and representations made in this certificate are true and correct.

WATEAATH, • 14C.

By; ,- b)
J ' fer J. W4fdr, CEO/ President
Date; JJ I Ig' 20 Z 10
i:

IcmoUgreememslWatearth, Inc. Sao Timoteo Drainage study Agreement FY24-0053, docx• ms Redlands Regular Meeting of 05-06-2025 215 of 1455
1 I:\cmo\Agreements\Watearth_Inc JB.-6100_1st_FY25-0050.docx-jm

FIRST AMENDMENT TO AGREEMENT TO PERFORM PROFESSIONAL SERVICES This first amendment (“First Amendment”) to the agreement for the provision of Live Oak Canyon Road, San Timoteo Canyon Road and Alessandro Road Drainage Study (“Agreement”), dated November 19, 2024, by and between the City of Redlands, a municipal corporation and a general law city (“City”), and Watearth, Inc, a Texas corporation (“Consultant”), is made and entered into this 6th day of May, 2025.

RECITALS
WHEREAS, it is the desire of the City and Consultant to amend their existing Agreement, specifically regarding Compensation to Consultant and to amend the term of the agreement to September 30, 2025.

NOW, THEREFORE, for good and valuable consideration in the receipt of which is hereby acknowledged City and Consultant agree as follows:

AGREEMENT
Section 1. Section 4.2 of the Agreement, entitled “Performance of Services” ,” is hereby amended to read as follows:
“Consultant shall complete the Services by September 30, 2025, unless the Services are terminated earlier as provided for herein.”
Section 2. Section 5.1 of the Agreement, entitled “Compensation,” is hereby amended to read as follows:
“Compensation: Total compensation for Consultant’s performance of the Services shall not exceed the amount of One Hundred Fifty Nine Thousand Nine Hundred One Dollars ($159,901.00). City shall pay consultant on a time and materials basis up the the not to exceed amount in accordance with Exhibit “B” titled, “Fee Schedule” which is attached hereto and incorporated herein by reference.”
Section 3. All other provisions of the Agreement shall remain unchanged by this First Amendment and in effect.
[SIGNATURES ON NEXT PAGE]
Redlands Regular Meeting of 05-06-2025 216 of 1455
2 I:\cmo\Agreements\Watearth_Inc JB.-6100_1st_FY25-0050.docx-jm IN WITNESS WHEREOF, the parties have executed this First Amendment, to be effective as of May 6, 2025.

CITY OF REDLANDS WATEARTH, INC
________________________________ By: ________________________________ Mario Saucedo, Mayor Jennifer J. Walker, P.E.

ATTEST:
__________________________________
Jeanne Donaldson, City Clerk
Redlands Regular Meeting of 05-06-2025 217 of 1455
3 I:\cmo\Agreements\Watearth_Inc JB.-6100_1st_FY25-0050.docx-jm Redlands Regular Meeting of 05-06-2025 218 of 1455
City Council Meeting I. 12.

DATE: 05/06/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Approve the Public Works Construction Contract with Mesa Energy Systems Inc. in an amount not to exceed $185,884 for a new HVAC system at Joslyn Sr. Center, approve an additional appropriation, and determine that this project is exempt from environmental review pursuant to Section 15304 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 that City Council determine that the project is exempt from environmental review in accordance with Section 15304 of the State's guidelines implementing the California Environmental Quality Act.

1. I move that City Council approve the Public Works Construction Contract with Mesa Energy Systems, Inc. for the HVAC Replacement Project at Joslyn Sr. Center in an amount not to exceed $185,884.

2. I move to approve the additional appropriation in the amount of $71,173 to allocate funds from the Joslyn Sr. Center donation reserve account.

3. RECOMMENDATION:

Staff recommends that the City Council determine that the project is exempt from environmental review in accordance with Section 15304 of the State's guidelines implementing the California Environmental Quality Act, approve the additional appropriation, and approve the Public Works Construction Contract with Mesa Energy Systems, Inc. for the HVAC Replacement Project at Joslyn Sr. Center in an amount not to exceed $185,884.

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DISCUSSION:

The Joslyn Senior Center has recently been updated to include a new commercial kitchen, renovated restrooms, and new flooring in an effort to modernize and enhance the facility and better accommodate the programming provided there. The current HVAC units in the building are at the end of their useful life and require replacement to ensure proper function and efficiency.

Additionally, the Joslyn Senior Center acts as a cooling center in the summer months, so reliable, efficient units are paramount to this function.

In October 2024, the City applied for funding from the U.S. Department of Energy Office of the State and Community Energy Programs Energy Efficiency and Conservation Block Grant Program (EECBG) for the purchase of equipment through their voucher reimbursement program for the replacement of the HVAC system and was subsequently awarded $133,300. The City accepted the award at its meeting on March 18, 2025, for the purchase of the equipment. The installation and auxiliary costs will be funded through donations collected to support the Joslyn Senior Center.

Staff evaluated the bids for conformance with the City's purchasing ordinance, and verified the total price as shown in the table below:

BIDDER BID AMOUNT
KMA HVAC & Construction, Moreno Valley,
CA $177,900.00*
Mesa Energy Systems, Inc., Irvine, CA $185,884.00
American Construction Company, Anaheim,
CA $197,847.00
Allison Mechanical, Redlands, CA $214,000.00
Direct AC, Inc., Riverside, CA $217,138.00
BNS Construction, Tarzana, CA $255,180.00
Simco Mechanical Inc., Alta Dena, CA $281,000.00
Seacliff Mechanical Services, Los Alamitos,
CA $285,958.00
F.M. Thomas Air Conditioning, Brea, CA $292,237.00
Final Touch Construction & Design,
Fontana, CA $303,775.00
MMJ Construction Inc., Temecula, CA $488,606.00
*Bid disqualified: Bid Summary Table not complete.

Staff determined Mesa Energy Systems, Inc., of Irvine, CA, to be the lowest qualified bidder.

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ALTERNATIVES:

The City Council may elect not to award a Public Works Construction Contract to Mesa Energy Systems Inc., and provide alternative direction to staff. Additional impacts could include loss of funding through the EECBG Voucher Program.

STRATEGIC PLAN:

Priority B - Public Health & Safety
SUBMITTED BY:

Tabitha Crocker, 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
Tricia Munoz, Development Services Management Analyst
PREPARED BY:

Kathleen Giorgianni, Sr. Administrative Assistant
Fiscal Impact
Fiscal Year: 2024-2026
Revenue Generating: N
Appropriation Required Y/N: N
Amount: $204,473
Budgeted Y/N: Y
Account No.: multiple
Discussion:

The total cost of the project will be $204,473 ($185,884 plus a 10% contingency, 101309-8501). Installation will be funded through the Joslyn Senior Center donation account and the equipment will be funded through the EECBG Voucher Program up to $133,300 (Planning Grants Budget TY2024-2025 200164-8706).

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Attachments
Bid Report
Public Works Contract
Resolution 8670 for the EECBG Grant
Additional Appropriation
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PUBLIC WORK CONSTRUCTION CONTRACT
This Public Work Construction contract (“Contract”) is made and entered into this 6th day of May 2025, by and between the City of Redlands, a municipal corporation, organized and existing under the laws of the State of California (hereinafter “City”), and Mesa Energy Systems, Inc. (hereinafter "Contractor").

City and Contractor are sometimes individually referred to herein as a “Party” and, together, as the “Parties.”
In consideration of the mutual promises contained herein, City and Contractor agree as follows:

1. SCOPE OF WORK: Contractor shall furnish all materials and will perform all of the work for the following: Joslyn Sr. Center HVAC Replacement , complete all items as required by the Contract Documents (as herein defined) and Specifications for City’s Joslyn Sr. Center HVAC Replacement (the “Work”).

2. CONTRACT SUM: City shall pay Contractor the sum of One Hundred Eighty-Five Thousand Eight Hundred Eighty-Four dollars ($185,884) as consideration for its performance of the Work in accordance with the terms and conditions set forth in the Contract Documents. Pursuant to Public Contract Code Section 22300, Contractor has the option to deposit securities with an escrow agent as a substitute for retention of earnings required to be withheld by City pursuant to an escrow agreement as set forth in Public Contract Code section 22300.

3. TIME FOR COMPLETION: The Work shall be completed within sixty (60) calendar days from and after the date of City’s issuance of a Notice to Proceed to Contractor.

4. LIQUIDATED DAMAGES: Contractor’s failure to complete the Work within the time allowed will result in damages being sustained by City. Such damages are, and will continue to be, impracticable and extremely difficult to determine. Accordingly, Contractor shall pay to City, or have withheld from monies due to Contractor, the sum of five hundred dollars ($500.00) for each consecutive calendar day in excess of the specified time for completion of the Work. Execution of this Contract shall constitute agreement by City and Contractor that five hundred dollars($ 500.00) per day is the estimated damage to City caused by the failure of Contractor to complete the work within the allowed time. Such sum is liquidated damages and shall not be construed as a penalty and may be deducted from payments due Contractor if such delay occurs.

5. CONTRACT DOCUMENTS: This Contract incorporates by reference the following: Notice Inviting Bids, Instructions to Bidders, Contractor’s Proposal, Bid Bond, Agreement, Performance Bond, Labor and Material Bond, Plans, General Conditions, Special Provisions and Specifications, and any addenda thereto (collectively, the “Contract Documents”).

6. ATTORNEYS' FEES: In the event any action is commenced to enforce or interpret the terms or conditions of this Contract, or the Contract Documents, the prevailing Party in such action, in addition to any costs and other relief, shall be entitled to recover its reasonable attorneys’ fees, including fees for use of in-house counsel by a Party.

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7. RESOLUTION OF CONSTRUCTION CLAIMS: Claims by Contractor in the amount of three hundred seventy-five thousand dollars ($375,000) or less shall be made by Contractor and processed by the City pursuant to the provisions of Part 3, Chapter 1, Article 1.5 of the Public Contract Code (commencing with Section 20104). All claims shall be in writing and include the documents necessary to substantiate the claim. Nothing in subdivision (a) of Public Contract Code Section 20104.2 shall extend the time limit or supersede the notice requirements provided in this case from filing claims by Contractor.

8. ELIGIBILITY OF CONTRACTOR/SUBCONTRACTOR: Contractor and all of its subcontractors shall abide by California Public Contract Code, Section 6109, and California Labor Code Sections 1777.1 and/or 1777.7, and certify that they are not debarred and are eligible to work on this project.

9. ASSIGNMENT OF AGREEMENT: No assignment by a Party of any rights or interests under this Contract shall be binding on another Party without the written consent of the Party sought to be bound.

10. SUCCESSORS AND ASSIGNS: City and Contractor each binds itself and their respective successors and assigns in respect to all covenants, agreements, and obligations contained in the Contract Documents.

11. SEVERABILITY: Any provision or part of the Contract Documents held to be void or unenforceable under any law or regulation shall be deemed stricken, and all remaining provisions shall continue to be valid and binding upon City and Contractor. [Signatures on Next Page]
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3 I:\cmo\Agreements\Mesa_Energy_Systems_FY25-0047.docx-jm IN WITNESS WHEREOF, the Parties hereto have executed this Contract the day and year first written above.

CITY OF REDLANDS
(SEAL)
By:____________________________________
Mario Saucedo, Mayor
ATTEST:
____________________________________
Jeanne Donaldson, City Clerk
(SEAL)
Mesa Energy Systems, Inc.

Name of Contractor
By:_______________________________________
Signature of Authorized Agent
__________________________________________
Title
__________________________________________
Signature of Authorized Agent (if necessary)
__________________________________________
Title
__________________________________________
Contractor's License No.

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WORKER'S COMPENSATION INSURANCE CERTIFICATION
Description of Contract: City of Redlands
Facilities & Community Services Department
FCS12162024KG _
Joslyn Sr. Center HVAC Replacement
Every employer, except the State, shall secure the payment of compensation in one or more of the following ways:
a. By being insured against liability to pay compensation by one or more insurers duly authorized to write compensation insurance in this State. b. By securing from the Director of Industrial Relations, a certificate of consent to selfinsure, either as an individual employer, or as one employer in a group of employers, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self-insure and to pay any compensation that may become due to his or her employees.

CHECK ONE
_____I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Workers’ Compensation or to undertake self-insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of the work and activities required or permitted under this Agreement. (Labor Code §1861).
_____I affirm that at all times, in performing the work and activities required or permitted under this Agreement, I shall not employ any person in any manner such that I become subject to the workers’ compensation laws of California. However, at any time, if I employ any person such that I become subject to the workers’ compensation laws of California, immediately I shall provide the City with a certificate of consent to self-insure, or a certification of workers’ compensation insurance.

I certify under penalty of perjury under the laws of the State of California that the information and representations made in this certificate are true and correct.

Dated this day of , 2025.
_Mesa Energy Systems, Inc.______
(Contractor)
_____________________________________
(Signature)
_____________________________________
(Official Title)
(SEAL)
(Labor Code Section 1861 provides that the above certificate must be signed and filed by the Contractor with the Owner prior to performing the work of the contract.)
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FAITHFUL PERFORMANCE BOND
Whereas, the City of Redlands (“City”), State of California, and Mesa Energy Systems, Inc. (hereinafter designated as "Principal") have entered into an agreement dated May 6, 2025 (“Agreement”) whereby Principal agrees to install and complete certain public improvements (the “Work”), which said Agreement is identified as FCS12162024KG-Joslyn Sr. Center HVAC Replacement and is hereby referred to and made a part hereof; and Whereas, said Principal is required under the terms of the Agreement to furnish a bond for the faithful performance of the Work, now, therefore, we, the Principal and, Mesa Energy Systems, Inc. as Surety, are held and firmly bound unto the City in the penal sum of One Hundred Eighty Five Thousand Eight Hundred Eighty-Four dollars ($185,884) lawful money of the United States, for the payment of which sum we bind ourselves, and our heirs, successors, executors and administrators, jointly and severally, firmly by these presents.

The condition of this obligation is such that if the above bounded Principal, his or its heirs, executors, administrators, successors or assigns, shall in all things stand to and abide by, and well and truly keep and perform the covenants, conditions and provisions in the Agreement and any alteration thereof made as therein provided, on his or its part, to be kept and performed at the time and in the manner therein specified, and in all respects according to their true intent and meaning, and shall faithfully fulfill the one-year guarantee of all materials and workmanship, and shall defend, indemnify and save harmless the City and its elected officials, officers, agents and employees, as therein stipulated, then this obligation shall become null and void; otherwise it shall be and remain in full force and effect.

As a part of the obligation secured hereby and in addition to the face amount specified therefor, there shall be included costs and reasonable expenses and fees, including reasonable attorneys’ fees, incurred by the City in successfully enforcing such obligations, all to be taxed as costs and included in the judgment rendered.

As a condition precedent to the satisfactory completion of the Work, the above obligation shall hold good for a period of one (1) year or longer if required by the Agreement after the acceptance of the work by the City, during which time if the Principal shall fail to make full, complete, and satisfactory repair and replacements and totally protect the City from loss or damage made evident during this period from the date of completion of the Work, and resulting from or caused by defective materials or faulty workmanship, the above obligation in penal sum thereof shall remain in full force and effect. The obligations of Surety hereunder shall continue so long as any obligation of the Principal remains.

Whenever the Principal shall be, and is declared by the City to be, in default under the Agreement, the City having performed the City obligations thereunder, the Surety shall promptly remedy the default, or shall promptly, at the City’s option:

1. Complete the Work in accordance with its terms and conditions; or

2. Obtain a bid or bids for completing the Work in accordance with its terms and conditions, and upon determination by Surety of the lowest responsive and responsible bidder, arrange for a contract between such bidder and the City, and make available as work progresses Redlands Regular Meeting of 05-06-2025 228 of 1455
6 I:\cmo\Agreements\Mesa_Energy_Systems_FY25-0047.docx-jm sufficient funds to pay the cost of completion of the Work less the balance of the Agreement price, but not exceeding, including other costs and damages for which Surety may be liable hereunder, the amount set forth above. The term “balance of the Agreement price,” as used in this paragraph, shall mean the total amount payable to the Principal by the City under the Agreement and any modifications thereto, less the amount previously properly paid by the City to the Principal.

Surety expressly agrees that the City may reject any contractor or subcontractor which may be proposed by Surety in fulfillment of its obligations in the event of default by the Principal.

Surety shall not utilize the Principal in completing the Work nor shall Surety accept a bid from the Principal for completion of the Work if the City, when declaring the Principal in default, notifies Surety of the City’s objection to the Principal’s further participation in the completion of the Work.

No right of action shall accrue on the bond to or for the use of any person or corporation other than the City named herein or the successors or assigns of the City. Any suit under this bond must be instituted within the applicable statute of limitations period.

The said Surety, for value received, hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the Agreement or to the work to be performed thereunder or the Specifications accompanying the same shall in any way affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition to the terms of the Agreement or to the work or to the specifications.

No final settlement between the City and the Principal shall abridge the right of any beneficiary hereunder whose claim may be unsatisfied.

The Principal and Surety agree that if the City is required to engage the services of any attorney in connection with the enforcement of this bond, each shall pay the City’s reasonable attorneys’ fees incurred, with or without suit, in addition to the above sum.

In witness whereof, this instrument has been duly executed by the Principal and Surety above named, on , 2025.
(SEAL) (SEAL)
(Contractor) (Surety)
BY:
(Signature) (Signature)
Address:___________________________________
__________________________________________
(Seal and Notarial Acknowledgment of
Surety)
Telephone ( )___________________________
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LABOR AND MATERIAL BOND
Whereas, the City Council of the City of Redlands, State of California, and Mesa Energy Systems, Inc. (hereinafter designated as “Principal”) have entered into an agreement (the “Agreement”) whereby Principal agrees to install and complete certain designated public improvements (the “Work”), which said agreement, dated May 6, 2025, and identified as FCS12162024KG- Joslyn Sr. Center HVAC Replacement is hereby referred to and made a part hereof; and
Whereas, under the terms of the Agreement, Principal is required before commencing the performance of the Work, to file a good and sufficient Labor and Material bond with the City of Redlands to secure the claims to which reference is made in Title 3 (commencing with Section 9550) of Part 6 of Division 4 of the Civil Code of the State of California.

Now, therefore, said Principal and the undersigned as corporate surety, are held firmly bound unto the City and all contractors, subcontractors, laborers, material men and other persons employed in the performance of the Agreement and referred to in the aforesaid Code of Civil Procedure in the sum of One Hundred Eighty Five Thousand Eight Hundred Eighty-Four dollars ($185,884) for materials furnished or labor thereon of any kind, or for amounts due under the Unemployment Insurance Act with respect to such work or labor, that said surety will pay the same in an amount not exceeding the amount hereinabove set forth, and also in case suit is brought upon this bond, will pay, in addition to the face amount thereof, costs and reasonable expenses and fees, including reasonable attorneys’ fees, incurred by the City in successfully enforcing such obligation, to be awarded and fixed by the court, and to be taxed as costs and to be included in the judgment therein rendered.

It is hereby expressly stipulated and agreed that this bond shall insure to the benefit of any and all persons, companies and corporations entitled to file claims under Title 3 (commencing with Section 9550) of Part 6 of Division 4 of the Civil Code, so as to give a right of action to them or their assigns in any suit brought upon this bond.

Should the condition of this bond be fully performed, then this obligation shall become null and void, otherwise it shall be and remain in full force and effect.

The surety hereby stipulates and agrees that no change, extension of time, alteration or addition to the terms of the Agreement or the specifications accompanying the same shall in any manner affect its obligations on this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition.

In witness whereof, this instrument has been duly executed by the Principal and surety above named, on _______________________, 2025.
(SEAL) (SEAL)
(Contractor) (Surety)
BY:
(Signature) (Signature)
Address:_____________________________
(Seal and Notarial Acknowledgement of Surety) ____________________________________ Telephone: ( )___________________
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DATE OF REQUEST:

An additional 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:

Account Description Orgkey Object Code Job Ledger (If
applicable) Amount
Job Ledger (If
applicable) Account Description Orgkey Object Code Amount Department Head
City Manager

CITY OF REDLANDS

REQUEST FOR ADDITIONAL APPROPRIATION

FINANCE USE ONLY