Redlands Regular Meeting of 09-02-25 948 of 1096
California MUTCD 2014 Edition
(FHWA’s MUTCD 2009 Edition, including Revisions 1 & 2, as amended for use in California) Chapter 3B – Pavement and Curb Markings November 7, 2014 Part 3 – Markings
Redlands Regular Meeting of 09-02-25 949 of 1096
California MUTCD 2014 Edition
(FHWA’s MUTCD 2009 Edition, including Revisions 1 & 2, as amended for use in California) Chapter 3B – Pavement and Curb Markings November 7, 2014 Part 3 – Markings
Redlands Regular Meeting of 09-02-25 950 of 1096
California MUTCD 2014 Edition
(FHWA’s MUTCD 2009 Edition, including Revisions 1 & 2, as amended for use in California) Chapter 3B – Pavement and Curb Markings November 7, 2014 Part 3 – Markings
Redlands Regular Meeting of 09-02-25 951 of 1096
California MUTCD 2014 Edition
(FHWA’s MUTCD 2009 Edition, including Revisions 1 & 2, as amended for use in California) Chapter 9C – Markings November 7, 2014
Part 9 – Traffic Control for Bicycle Facilities
Redlands Regular Meeting of 09-02-25 952 of 1096
Redlands Regular Meeting of 09-02-25 953 of 1096
Redlands Regular Meeting of 09-02-25 954 of 1096
Redlands Regular Meeting of 09-02-25 955 of 1096
Redlands Regular Meeting of 09-02-25 956 of 1096
Redlands Regular Meeting of 09-02-25 957 of 1096
Redlands Regular Meeting of 09-02-25 958 of 1096
Redlands Regular Meeting of 09-02-25 959 of 1096
Redlands Regular Meeting of 09-02-25 960 of 1096
Redlands Regular Meeting of 09-02-25 961 of 1096
Redlands Regular Meeting of 09-02-25 962 of 1096
Redlands Regular Meeting of 09-02-25 963 of 1096
Redlands Regular Meeting of 09-02-25 964 of 1096
Redlands Regular Meeting of 09-02-25 965 of 1096
Redlands Regular Meeting of 09-02-25 966 of 1096
Redlands Regular Meeting of 09-02-25 967 of 1096
Redlands Regular Meeting of 09-02-25 968 of 1096
Redlands Regular Meeting of 09-02-25 969 of 1096
Redlands Regular Meeting of 09-02-25 970 of 1096
Redlands Regular Meeting of 09-02-25 971 of 1096
Redlands Regular Meeting of 09-02-25 972 of 1096
Redlands Regular Meeting of 09-02-25 973 of 1096
Redlands Regular Meeting of 09-02-25 974 of 1096
Redlands Regular Meeting of 09-02-25 975 of 1096
Redlands Regular Meeting of 09-02-25 976 of 1096
Redlands Regular Meeting of 09-02-25 977 of 1096
12"
ELEVATION VIEW
PLAN VIEW
}
12" MIN.
18" MAX.
3" & 6" GRADE
ADJUSTMENT
RINGS
12" VARIES
MANHOLE RING & COVER
12"
CONCRETE
COLLAR
1. SAW CIRCULAR AROUND MANHOLE 12" FROM MANHOLE FRAME.
2. MANHOLE SHALL BE MARKED PRIOR TO CUT THE PAVEMENT.
3. RAISE MANHOLE FRAME AND COVER TO FINISH GRADE BY
INSTALLING CONCRETE RINGS AND LEVELING MORTAR.
4. BACKFILL WITH PCC CONCRETE TO FINISH GRADE.
5. CONCRETE TYPE SHALL BE 560-C-3250.
6. ADD QUIKRETE LIQUID CEMENT COLOR - CHARCOAL BLACK.
7. PROTECT FROM TRAFFIC LOADING UNTIL CONCRETE HAS CURED.
8. APPLY TACK COAT TO EDGES OF EXISTING PAVEMENT BEFORE INSTALLATION PATCH.
9. COLLARS ARE REQUIRED FOR ALL PAVED TRAVEL WAYS.
NOTE:
AC PAVEMENT
CUT LINE
CONCRETE
COLLAR
CUT LINE
CUT LINE
MANHOLE RING & COVER
CONCRETE
COLLAR
LIMIT STRIPING
TO MANHOLE COVER
LIMIT STRIPING
TO MANHOLE COVER
8"
CONCRETE COLLAR
Redlands Regular Meeting of 09-02-25 978 of 1096
THIS PAGE INTENTIONALLY LEFT BLANK
Redlands Regular Meeting of 09-02-25 979 of 1096
APPENDIX D
WORK AREA MAPS AND QUANTITIES
Redlands Regular Meeting of 09-02-25 980 of 1096
THIS PAGE INTENTIONALLY LEFT BLANK
Redlands Regular Meeting of 09-02-25 981 of 1096
Redlands Regular Meeting of 09-02-25 982 of 1096
ADA Ramps
1 A Eastwood Street and Amherst Court NE A/C X
2 A Eastwood Street and Amherst Court SE A/C X
3 A Eastwood Street and Balfour Court NE A/C X
4 A Eastwood Street and Balfour Court SE A/C X
5 A Brockton Ave & Orange St SE A/C X
6 B Bellevue and Fern Ave SW A/C X
7 F Laramie Ave and Georgia St SW A/C X
8 F Laramie Ave and Georgia St SE A/C X
9 F Laramie Ave and Naomi St SW A/C X
10 F Laramie Ave and Naomi St SE A/C X
11 F Laramie Ave and Lido St SW A/C X
12 F Laramie Ave and Lido St SE A/C X
13 F Laramie Ave and Ryan St SW A/C X
14 F Laramie Ave and Ryan St SE A/C X
No. Map Area Street Intersection/ Address Notes
Corner or
Side
Ramp
Type
Remove
and
Replace
Redlands Regular Meeting of 09-02-25 983 of 1096
2025 CITYWIDE SIDEWALK AND ADA RAMP REPLACEMENT PROJECT Area A Quantities
House
Number Street Name
1625 W Fern Street S 64 5 320
1635.5 W Fern Street S 30 5 150 120
1627 W Fern Street S 40 5 200
1621 W Fern Street S 40 5 200
1547 W Fern Street S 14 5 70
1547 W Fern Street S 10 5 50
1541 W Fern Street S 20 5 100
1541 W Fern Street S 15 5 75
1531 W Fern Street S 25 5 125
1511 W Fern Street S 35 5 175
1511 W Fern Street S 12 5 60
1507 W Fern Street S 25 5 125
1505 W Fern Street S 20 5 100
1505 W Fern Street S 86 5 430
1461 W Fern Street S 52 5 260
1504 W Fern Street N 20 5 100
1534/1528 W Fern Street N 30 5 150
1550 W Fern Street N 10 5 50
1618 W Fern Street N 15 5 75
1620 W Fern Street N 10 5 50
355 W Fern Street N 15 5 75
1620 Laurel Ave S 30 5 150
1620 Laurel Ave N 15 5 75
1508 Laurel Ave N 20 5 100
1504 Laurel Ave N 45 5 225
1450 Fulbright Avenue W 55 4 220
1448 Fulbright Avenue W 20 4 80
1444 Fulbright Avenue W 80 4 320
1440 Fulbright Avenue W 71 4 284
1458 Fulbright Avenue W 84 4 336
1454 Fulbright Avenue W 16 4 96
1454 Fulbright Avenue W 42 4 168
1450 Fulbright Avenue W 25 4 100
1450 Fulbright Avenue W 25 4 100
1454 Fulbright Avenue W 52 4 208
1458 Fulbright Avenue W 52 4 208
1450 Fulbright Avenue W 55 4 220
1438 Fulbright Avenue W 52 4 208
1434 Fulbright Avenue W 52 4 208
1330 Fulbright Avenue W 17 4 68
1326 Fulbright Avenue W 15 4 60
1325 Fulbright Avenue E 62 4 248
1322 Fulbright Avenue E 40 4 160
1318 Fulbright Avenue E 50 4 200
1314 Fulbright Avenue E 10 4 40
1310 Fulbright Avenue E 10 4 40
1306 Fulbright Avenue E 15 4 60
1302 Fulbright Avenue E 15 4 60
1300 Fulbright Avenue E 27 4 108
1303 Fulbright Avenue E 10 4 40
1303 Fulbright Avenue E 10 4 40
1307 Fulbright Avenue E 73 4 292
1325 Fulbright Court E 8 4 32
1327 Fulbright Court E 8 4 32
324 Lakeside Ave 12 4 48
310 7,464 120
**Note: For driveway approach only - curb and gutter included in SF quantity Sidewalk Area
(SF) 6" Thick
**Driveway
Area (SF) Notes
Total Quantities
Sidewalk Area (SF)
4" Thick
Street Adress Cross Street (If
Applicable)
Side of
Street
Length
(LF)
Width
(LF)
Redlands Regular Meeting of 09-02-25 984 of 1096
Redlands Regular Meeting of 09-02-25 985 of 1096
Redlands Regular Meeting of 09-02-25 986 of 1096
Redlands Regular Meeting of 09-02-25 987 of 1096
Redlands Regular Meeting of 09-02-25 988 of 1096
2025 CITYWIDE SIDEWALK AND ADA RAMP REPLACEMENT PROJECT Area B Quantities
House
Number Street Name
606 Harding Drive W 85 5 425
607 Harding Drive E 38 5 190
608 Harding Drive W 5 5 25
611 Harding Drive E 32 5 160
612 Harding Drive W 30 5 150
615 Harding Drive E 40 5 200
616 Harding Drive W 20 5 100
619 Harding Drive E 12 5 60
623 Harding Drive E 38 5 190
624 Harding Drive W 12 5 60
627 Harding Drive E 34 5 170
628 Harding Drive W 26 5 130
631 Harding Drive E 40 5 200
632 Harding Drive W 40 5 200
635 Harding Drive E 26 5 130
640 Harding Drive W 32 5 160 Harding Drive Side
1027 Cypress Avenue (Harding Dr side) E 38 5 190 Harding Drive Side 1058 Clifton Avenue (Harding Dr side) E 55 5 275
604 McKinley Drive W 55 5 275
607 McKinley Drive E 44 5 220
612 McKinley Drive W 12 5 60
616 McKinley Drive W 10 5 50
619 McKinley Drive E 24 5 120
620 McKinley Drive W 54 5 270
623 McKinley Drive E 12 5 60
624 McKinley Drive W 34 5 170
627 McKinley Drive E 24 5 120
628 McKinley Drive W 28 5 140
632 McKinley Drive W 38 5 190
635 McKinley Drive E 50 5 250
636 McKinley Drive W 50 5 250
640 McKinley Drive W 50 5 250
1011 Cypress Avenue (McKinley Dr side) E 12 5 60
100 5,400 -
**Note: For driveway approach only - curb and gutter included in SF quantity Street Adress Cross Street (If
Applicable)
Side of
Street
Length
(LF)
Width
(LF)
Sidewalk Area
(SF) 6" Thick
**Driveway
Area (SF) Notes
Total Quantities
Sidewalk Area (SF)
4" Thick
Redlands Regular Meeting of 09-02-25 989 of 1096
Redlands Regular Meeting of 09-02-25 990 of 1096
Redlands Regular Meeting of 09-02-25 991 of 1096
2025 CITYWIDE SIDEWALK AND ADA RAMP REPLACEMENT PROJECT Area C Quantities
House
Number Street Name
130 South Center Street W 25 5 125
134 South Center Street W 5 5 25
136 South Center Street W 10 5 50
138 South Center Street W 8 5 40
137 South Center Street E 10 5 50
105 South Center Street E 6 5 30
102 South Center Street W 13 5 65
60 South Center Street W 8 5 40
40 South Center Street W 20 5 100
30 South Center Street W 60 5 300
104 South 7th Street W 60 5 300
630 Linda Place South Center St W 150 5 750 New Sidewalk on Center St - 1,875 -
**Note: For driveway approach only - curb and gutter included in SF quantity Sidewalk Area
(SF) 6" Thick
**Driveway
Area (SF) Notes
Total Quantities
Sidewalk Area
(SF) 4" Thick
Street Adress Cross Street (If
Applicable)
Side of
Street
Length
(LF)
Width
(LF)
Redlands Regular Meeting of 09-02-25 992 of 1096
Redlands Regular Meeting of 09-02-25 993 of 1096
Redlands Regular Meeting of 09-02-25 994 of 1096
2025 CITYWIDE SIDEWALK AND ADA RAMP REPLACEMENT PROJECT Area D Quantities
House
Number Street Name
1840 Colorado Street E 14 5 70
1860 Colorado Street E 12 5 60
1870 Colorado Street E 20 5 100
1880 Colorado Street E 24 5 120
1890 Colorado Street E 10 5 50
1930 Colorado Street E 12 5 60
1940 Colorado Street E 11 5 55
1950 Colorado Street E 10 5 50
1980 Colorado Street E 12 5 60
2070 Colorado Street E 40 5 200
2080 Colorado Street E 18 5 90
2085 Colorado Street W 13 5 65
2075 Colorado Street W 18 5 90
2065 Colorado Street W 30 5 150
2055 Colorado Street W 30 5 150
2015 Colorado Street W 16 5 80
1955 Colorado Street W 32 5 160
1945 Colorado Street W 27 5 135
1925 Colorado Street W 22 5 110
1915 Colorado Street W 12 5 60
1885 Colorado Street W 25 5 75 50
1875 Colorado Street W 10 5 50
1865 Colorado Street W 12 5 60
Riverview Drive S 32 5 160
2085 Furlow Drive W 30 5 150
2075 Furlow Drive W 24 5 120
2065 Furlow Drive W 22 5 110
2055 Furlow Drive W 24 5 120
2035 Furlow Drive W 22 5 110
2015 Furlow Drive W 26 5 130
1955 Furlow Drive W 34 5 170
1935 Furlow Drive W 54 5 270
1945 Furlow Drive W 54 5 270
1915 Furlow Drive W 28 5 140
1905 Furlow Drive W 12 5 60
1865 Furlow Drive W 30 5 150
1835 Furlow Drive W 16 5 80
1825 Furlow Drive W 14 5 70
Furlow Drive Orange Grove Pioneer Ave W 30 5 150
Furlow Drive Orange Grove Pioneer Ave E 50 5 250
4040 Deodar Street E 10 5 50 Furlow Drive Side
1880 Furlough Drive E 11 5 55
1910 Furlough Drive E 12 5 60
1940 Furlough Drive E 10 5 50
1980 Furlough Drive E 22 5 110
4,640 345 -
**Note: For driveway approach only - curb and gutter included in SF quantity Sidewalk Area
(SF) 6" Thick
**Driveway
Area (SF) Notes
Total Quantities
Sidewalk Area
(SF) 4" Thick
Street Adress Cross Street (If
Applicable)
Side of
Street
Length
(LF) Width (LF)
Redlands Regular Meeting of 09-02-25 995 of 1096
Redlands Regular Meeting of 09-02-25 996 of 1096
Redlands Regular Meeting of 09-02-25 997 of 1096
2025 CITYWIDE SIDEWALK AND ADA RAMP REPLACEMENT PROJECT Area E Quantities
House
Number Street Name
905 Barbra Ln N 20 4 80
907/909 Barbra Ln N 36 4 144
911 Barbra Ln N 12 4 48
921 Barbra Ln E 10 4 40
925 Barbra Ln E 20 4 80
935 Barbra Ln E 8 4 32
935 Barbra Ln E 8 4 32
937 Barbra Ln E 17 4 68
939 Barbra Ln N 8 4 32 South side of property
946/948 Barbra Ln S 20 4 80
932 Barbra Ln W 14 4 56
926/928 Barbra Ln W 27 4 108
926 Barbra Ln W 12 4 48
924/926 Barbra Ln W 8 4 32
922 Barbra Ln W 25 4 100
910 Barbara Ln S 12 4 48
1239 Occidental Dr. W 55 4 220
1239 Occidental Dr. W 8 4 32
1235 Occidental Dr. W 24 4 96 300 DW approach
1100 Occidental Dr. E 44 4 176
1118 Occidental Dr. S 41 4 164 Purdue Ave side
1020 Purdue Ave. S 38 4 152
1035 Purdue Ave. N 41 4 164
1025 Purdue Ave. N 25 4 100
1228 Occidental Dr. N 16 4 64 Purdue Ave side
1308/1306 Brockton Avenue N 50 5 250
1308 Brockton Avenue N 12 5 60
1310 Brockton Avenue N 25 5 125
1312/1310 Brockton Avenue N 61 5 305
1312 Brockton Avenue N 12 5 60
1314 Brockton Avenue N 10 5 50
1316-1314 Brockton Avenue N 32 5 160
1316 Brockton Avenue N 8 5 40
1320/1318 Brockton Avenue N 64 5 320
1320 Brockton Avenue N 12 5 60
1322 Brockton Avenue N 18 5 90
1322 Brockton Avenue N 22 5 110
1324 Brockton Avenue N 20 5 100
1324-1326 Brockton Avenue N 32 5 160
1328 Brockton Avenue N 24 5 120
1330-1328 Brockton Avenue N 10 5 50
1330 Brockton Avenue N 25 5 125
1332 Brockton Avenue N 26 5 130
1334 Brockton Avenue N 28 5 140
1115 Judson Street (Brockton side) S 64 5 320 Brockton Ave side 1387 Brockton Avenue S 20 5 100
1385 Brockton Avenue S 10 5 50
1379 Brockton Avenue S 20 5 100
1307 Brockton Avenue S 20 5 100
1307 Brockton Avenue S 20 5 100
1300 Brockton Avenue N 12 5 60
1304 Brockton Avenue N 12 5 60
1304 Brockton Avenue N 16 5 80
1304/1306 Brockton Avenue N 16 5 80
1215 Brockton Ave (Thompson Aquatic Center) N 100 5 500 Frontage of Thompson Aquatic 1215 Brockton Ave (Health Center) S 32 5 160 Frontage of Health Center 5849 512 300
**Note: For driveway approach only - curb and gutter included in SF quantity Street Adress Cross Street (If
Applicable)
Side of
Street
Length
(LF) Width (LF) Sidewalk Area
(SF) 6" Thick
**Driveway
Area (SF) Notes
Total Quantities
Sidewalk Area
(SF) 4" Thick
Redlands Regular Meeting of 09-02-25 998 of 1096
Redlands Regular Meeting of 09-02-25 999 of 1096
Redlands Regular Meeting of 09-02-25 1000 of 1096
Redlands Regular Meeting of 09-02-25 1001 of 1096
Redlands Regular Meeting of 09-02-25 1002 of 1096
2025 CITYWIDE SIDEWALK AND ADA RAMP REPLACEMENT PROJECT Area F Quantities
House
Number Street Name
1314 Amherst Ct E 110 4 440 Eastwood St side
1326 Amherst Ct S 52 4 208
1332 Amherst Ct S 12 4 48 48
1344/1347 Amherst Ct SE 90 4 360 End of cul-de-sac
1347 Amherst Ct N 46 4 184
1329 Amherst Ct N 30 4 120
1323 Amherst Ct N 55 4 220
1323 Amherst Ct N 20 4 80
1317 Amherst Ct N 10 4 40
1314 Palm Ave E 50 5 250 Eastwood St Side
1314 Palm Ave S 32 5 160
1326 Palm Ave S 28 5 140
1332 Palm Ave S 10 5 50
1350 Palm Ave S 15 5 75
Ford Street W 36 5 180 Side of 1347 Amherst Ct
Ford Street W 30 5 150 Side of Amherst Ct cul-de-sac
1219 Brockton Avenue 30 5 150
128 2,775 -
**Note: For driveway approach only - curb and gutter included in SF quantity Sidewalk Area
(SF) 6" Thick
**Driveway
Area (SF) Notes
Total Quantities
Sidewalk Area
(SF) 4" Thick
Street Adress Cross Street (If
Applicable)
Side of
Street
Length
(LF) Width (LF)
Redlands Regular Meeting of 09-02-25 1003 of 1096
Redlands Regular Meeting of 09-02-25 1004 of 1096
Redlands Regular Meeting of 09-02-25 1005 of 1096
2025 CITYWIDE SIDEWALK AND ADA RAMP REPLACEMENT PROJECT Area G Quantities
House
Number Street Name
1641 Valle del Sol 114 4 456
1645 Valle del Sol 35 4 140
748 La Solana Drive 20 4 80
- 676 -
**Note: For driveway approach only - curb and gutter included in SF quantity Street Adress Cross Street (If
Applicable)
Side of
Street
Length
(LF) Width (LF) Sidewalk Area (SF) 6" Thick
**Driveway
Area (SF) Notes
Total Quantities
Sidewalk Area
(SF) 4" Thick
Redlands Regular Meeting of 09-02-25 1006 of 1096
Redlands Regular Meeting of 09-02-25 1007 of 1096
APPENDIX D
a. City Encroachment Permit Form
(Contractor to obtain encroachment permit from the City as no-fee permit) Redlands Regular Meeting of 09-02-25 1008 of 1096
THIS PAGE INTENTIONALLY LEFT BLANK
Redlands Regular Meeting of 09-02-25 1009 of 1096
PERMIT NO. _________
Name: Phone:
Address: City: Zip:
Contractor: USA ID No.:
Contractor License No.: Type: Cal OSHA No.:
Construction Start Date:
Development No.: Plan No.:
Street Name:
Cross Streets:
Address:
For the purpose of performing the following work:
Applicant/Agent Signature:
EACH
EA $ $ 43.00 EA =$ Truck Route Permit Required:
SF $ $ .44 SF =$
SF $ $ .87 SF =$
LF $ $ 3.28 LF =$ Closure Permit With
LF $ $ 2.19 LF =$ Traffic Plan Required:
SF $ $ .09 SF =$
SF $ $ .09 SF =$
EA $ $ 43.00 EA =$ Water Shutdown Required:
EA $ $ 2,568.00 EA =$
EA $ $ 2,011.00 EA =$
CY $ $ 130 CY =$ Bond Required:
LF $ $ 5.21 LF =$
EA $ $ 43.00 EA =$
EA $ $ 43.00 EA =$
EA $ $ 43.00 EA =$
LF $ $ 1.73 LF =$
EA $ $ 43.00 EA =$ Conduit Material:
EA $ $ 43.00 EA =$
EA $ $ 43.00 EA =$
LF $ $ 1.73 LF =$ Conduit Size:
LF $ $ 1.73 LF =$
EA $ $ 43.00 EA =$
EA $ $ 43.00 EA =$
EA $ $ 43.00 EA =$
EA $ $ 43.00 EA =$
LF $ $ 1.73 LF =$
SF $ $ .18 SF =$
EA Fire Flow Test……………………………… $ EA =$
SF $ SF =$
EA $ $ 55.00 EA =$ Calculated By
HR OT/Off Hrs Inspection (2 HR Min) $ $ 122.60 HR =$
$ =$
$ =$
SUBTOTAL PERMIT FEE $
PERMIT FEE work complete within specified date from issuance = $ 339.00 fee.
Municipal Utilities & Engineering
$
TOTAL ENCROACHMENT PERMIT FEE $
0.00 $339.00
86.00 86.00
86.00 86.00
86.00 Application for Road / Encroachment Permit
City of Redlands - Municipal Utilities & Engineering Department Anticipated Completion Date:
I hereby request permission to construct/install improvements/facilities within the City of Redlands road right-of-way at the following location:
86.00 86.00
86.00 86.00
86.00 86.00
86.00 86.00
86.00 86.00
BASE
Date:
Driveway Appr, Res/Comm……………….
Sidewalk……………………………………
Cross Gutter/Spandrel……………………
Crushed Aggregate Base…………………
Curb & Gutter………………………………
Curb/Berm………………………………….
Traffic Signal - Modification……………….
SHADED AREA FOR OFFICIAL USE ONLY
In accordance with Plans approved by the Municipal Utilities & Engineering Director and/or the Standard Specifications and Detail Drawings of the City of Redlands for the quantity and type of improvements listed below:
86.00 Street Light………………………………… 86.00
Traffic Signal - New……………………….
Asphalt Pavement…………………………
86.00 86.00
86.00 86.00
10.00 (Effective 10/7/2020)
PENALTY FEE 25% of total permit fee if issued after commencement of work Sewer Manhole…………………..……….
Reinforced Concrete………………………
Storm Drain Pipe…………………………..
Curb Inlet/Outlet Structures………………
Water Shutdown…………………………..
Fire Service…………………………………
Sewer Cleanout……………………………
Sewer Lateral………………………………
Water Main - Potable……………………..
Water Main - Non-Potable……...………..
Fire Hydrant Assembly……………………
Water Service Lateral……………………..
Storm Drain Manhole/Junction Box……..
Curb Core…………………………………..
Sewer Main……………………..…………
86.00 86.00
86.00 86.00
86.00 79.00
Excavation/Utility Trench………..….…….
Street Patch………………………………..
Warranty Fee (Street Cut)……………..…
Traffic Safety Setup………………………..
YES NO
YES NO
YES NO
YES NO
Redlands Regular Meeting of 09-02-25 1010 of 1096
THIS PAGE INTENTIONALLY LEFT BLANK
Redlands Regular Meeting of 09-02-25 1011 of 1096
APPENDIX F
CONTRACTOR SAFETY PROGRAM
Redlands Regular Meeting of 09-02-25 1012 of 1096
THIS PAGE INTENTIONALLY LEFT BLANK
Redlands Regular Meeting of 09-02-25 1013 of 1096
CONTRACTOR
SAFETY PROGRAM
Rev. July 2024
Redlands Regular Meeting of 09-02-25 1014 of 1096
TABLE OF CONTENTS
I. POLICY......................................................................................................................3 II. AUTHORITY..............................................................................................................3 III. SCOPE.....................................................................................................................3 IV. DEFINITIONS...........................................................................................................3 V. RESPONSIBILITIES ....................................................................................................4 RISK MANAGEMENT ..............................................................................................................................................4 PROJECT MANAGER (CITY) ..........................................................................................................5 INSPECTOR (CITY) .....................................................................................................................5 EMPLOYEES (CITY) ....................................................................................................................5 CONTRACTOR.........................................................................................................................................................5 PROJECT SAFETY OFFICIAL .....................................................................................................................................6 VI. PROGRAM ..............................................................................................................6 SAFETY PREQUALIFICATION QUESTIONNAIRE...................................................................................................... 6 APPEAL PROCESS....................................................................................................................................................7 CONSTRUCTION PROJECTS (TIER I AND TIER II)................................................................................ 8 INSPECTIONS..........................................................................................................................................................9 TRAINING/DOCUMENTATION ...............................................................................................................................9 NON-COMPLIANCE ................................................................................................................................................9 CITY PERSONNEL..................................................................................................................................................... 9 VII. RECORDKEEPING ................................................................................................. 10 VIII. ADDITIONAL REFERENCES ...................................................................................10 ACKNOWLEDGMENT OF RECEIPT (A) ...........................................................................................11 SAFETY PREQUALIFICATION QUESTIONNAIRE (B)............................................................................12 NOTICE OF NONCOMPLIANCE (C) ...............................................................................................13 JOB HAZARD ANALYSIS (D) ........................................................................................................14 INCIDENT INVESTIGATION FORM (E) ............................................................................................ 15 Redlands Regular Meeting of 09-02-25 1015 of 1096
3 I. Policy
The purpose of this Contractor Safety Program (“CSP”) is to ensure, as best as reasonably possible, the protection and safety of all persons and property during construction activities undertaken by private contractors on behalf of the City of Redlands (“City”). The City has a comprehensive and structured approach in outsourcing services performed on City facilities by third-party persons and entities (“Contractor(s)”). The first phase of this comprehensive approach includes actively screening Contractors based on safety records, safety performance, and safety compliance. After the qualified Contractor is awarded a contract, the Contractor must then ensure compliance with all local, state, federal and Cal/OSHA regulations applicable to the contracted scope of work, and requirements set forth within this CSP. The Contractor, its agents, and personnel must adhere to the policies and procedures set forth by this CSP and all applicable laws and regulations.
II. Authority
California Code of Regulations, Title 8, Section 336.10 “Determination of Citable Employer” California Code of Regulations, Title 8
“Greenbook” Standard Specifications for Public Works Construction Redlands Municipal Code
California Building Code
III. Scope
This CSP applies to all Contractors who provide or render construction or improvement services for Cityowned property and facilities.
The Contractor services covered under this CSP include, but are not limited to, the following:
A. New construction;
B. Remodeling;
C. Facility maintenance orrepair;
D. Equipment installation or maintenance; and
E. Services (i.e. janitorial, fleet operations, landscaping,etc.) Consultants/ Professional service providers are exempt from having to submit a Safety Prequalification Questionnaire (“SPQ”), prior to the beginning of work, but they are expected to be compliant with industry best practices with regards to maintaining a safe work environment for their employees andothers.
IV. Definitions
A. Contract – any written agreement between the City of Redlands and a Contractor, to perform a specified scope of work on City facilities. With respect to this policy, a contract includes, but is not limited to: awarded purchase orders, bids, and/ or projectcontracts.
B. Construction Work – construction, alteration, and/or repair, including painting anddecorating.
C. Contractor – a person or entity (including all personnel) awarded a contract to perform work on City property or facilities.
D. D.A.R.T Rate – Injuries and illnesses severe enough to warrant: Days Away, Restrictions and Transfers. The DART rate is calculated using the following formula: Number of OSHA Recordable injuries and illnessesthatresulted in Days Away x 200,000/divided by total hours worked by all employees during the year covered.
Redlands Regular Meeting of 09-02-25 1016 of 1096
4 E. Designated Work Area – an area where it is necessary to restrict or limit entry or access of nonessential personnel or the public. Examples include work areas involving remediation abatement, demolition, excavation, and overheadlifting.
F. Facilities – any building or property owned by the City ofRedlands.
G. Hazard – source or situation with a potential for harm in terms of injury or health, damage to property, damage to workplace environment, or a combination ofthese.
H. Job Hazard Analysis (“JHA”) – a technique that focuses on job tasks as a way to identify hazards before they occur. It focuses on the relationship between the worker, the task, the tools, and the work environment. The objective is to eliminate the risk or to utilize control measures to reduce the risk.
I. North American Industry Classification System (“NAICS”) – is the standard used by Federal statistical agencies in classifying business establishments for the purpose of collecting, analyzing, and publishing statistical data related to the U.S. businesseconomy.
J. Non-compliance – any deviation from standards, practices, processes, procedures, regulations etc. that could either directly or indirectly lead to injury or illness, property damage, damage to the workplace environment, or any combination of thesecriteria.
K. Notice of non-compliance – form provided to the Contractor by the City alerting the contractor of non-compliance with City specifications, Cal/OSHA regulations, or any other generally accepted safe work practice.
L. Non-compliant hazardous work condition – any hazard that is considered to be non-compliant with State or Federal safety and health regulations, City specifications, or any inconsistency with generally accepted work practices.
M. Personnel – all Contractor employees, contractors, sub-contractors and agents providedaccess to City property or facilities.
N. Recordable Incident – any injury or illness resulting in death, days away from work, restricted work or transfer to another job, medical treatment beyond first aid, or loss of consciousness per OSHA Section 1904.7(a).
O. Safety Tailgate – informalsafety meeting generally conducted at the job site prior to the commencement of a job or work shift.
P. Services – any and all, labor, duties, functions and activities required to be performed by the Contractor under the contract and any subsequentaddenda.
V. Responsibilities
RISK MANAGEMENT
A. Update, maintain, and administer thisCSP;
B. Maintain centralized records of training, site visit data, written programs, tailgate meetings, permits, and all other necessary contractor relateddocumentation;
C. Provide technical assistance to Engineeringpersonnel; D. Attend Pre-construction meetings and progress meetings asneeded; E. Provide assistance on safety inspections as needed;
F. Review safety submittals;
G. Provide guidance on pre-qualification determination;and H. Provide training to affected city personnel with responsibilities under thisprogram.
Redlands Regular Meeting of 09-02-25 1017 of 1096
5 PROJECT MANAGER (CITY)
The Project Manager has the authority to delegate any or all portions of this CSP to subordinates, but the Project Manager will be held accountable for their compliance. The Project Manager shall contact Risk Management, as necessary, for assistance in relation to this CSP.
A. Ensure safety hazards are addressed in a timelymanner; B. Communicate safety concerns during pre-construction meetings and progressmeetings; C. Inform impacted employees of construction activities scheduled in their workarea; D. Enforce pre-qualification procedures in bidding process;and E. Ensure this CSP is properly executed.
INSPECTOR (CITY)
The City of Redlands construction inspector is not a safety professional and will only provide “Notice of NonCompliance” for obvious and serious non-compliant conditions.
A. To the best of their abilities, inspect work sites for safetyhazards; B. Communicate safety concerns to Contractor;
C. Provide Contractor with “Notice of Non-Compliance” when serious conditions occur or repeat violations; D. Collect documentation needed for constructionworksites; E. Submit documentation to Risk Management forrecordkeeping; F. Maintain photo documentation of safety hazards;
G. Never enter situations that can harm or endanger himself/herself; H. Never use personal protective equipment (PPE) or enter situations, which they are not trained for; I. Contact Emergency Medical Services (911) and Risk Management in case of emergency;and J. Attend and communicate safety concerns in progressmeetings.
EMPLOYEES (CITY)
A. Immediately notify the Project Manager, inspector, or Risk Management of any safety related concerns at a Contractor job site; and
B. Contact Emergency Medical Services (911) and Risk Management in case of emergency.
CONTRACTOR
Where relevant and applicable, the Contractor’s responsibilities shall include:
A. Compliance with requirements and responsibilities detailed within the Contractor Safety Program; B. Ensure all local regulatory requirements are met and all necessary permits are obtained before conducting work on behalf of theCity;
C. Designate a Project Safety Official by name who shall always be available to abate safety hazards; D. Ensure all personnel have the appropriate qualifications and training to perform the contracted work (Copies of current training documentation and certifications must be on file with theCity); E. Inform City Project Manager or inspector of any job site safety hazards or concerns; F. Inform City Project Manager if any suspected asbestos-containing material is located; G. Conduct and submit Job Hazard Analysis (JHA) before work and as required by change of tasks; H. Conduct and submit Safety Tailgates on a bi-weeklybasis; I. Provide all required PPE necessary to conduct work safely and in accordance with required local regulations;
J. The safety of all individuals who enter worksite;
K. Spill cleanup;
L. Immediately report any incidents, accidents, near misses, unsafe conditions, or unsafe acts involving any jobsite personnel;
Redlands Regular Meeting of 09-02-25 1018 of 1096
6 M. Arrange for the properstorage and removal of waste generated prior to the completion of job, and provide confirmation that the materials have been removed or disposed of in a manner compliant with all applicable environmentalregulations;
N. Removing all equipment used during work activities and ensuring proper housekeeping of designated work area at the end of each workday and upon completion of thejob; O. Contact Emergency Services (911) and Project Manager in the event of an emergency; and P. For the actions of their subcontractors, as they may pertain to this CSP, including their adherence to its contents and review of this document.
PROJECT SAFETY OFFICIAL (CONTRACTOR)
A. Shall always be at the work site;
B. Must be thoroughly familiar with the Contractor’s Injury and Illness Prevention Program (IIPP) and Code of Safe Practices;
C. Shall always be available to abate any potential safety hazards;and D. Shall have the authority and responsibility to shut down an unsafe operation, if necessary.
VI. Program
SAFETY PREQUALIFICATION PROCESS
A. The safety prequalification process is intendedto:
• Provide the City with knowledge of past and current safety performance of Contractors working on City construction projects;
• Improve Contractor compliance with City safety rules, including safe work practices required by applicable regulations and laws; and
• Improve safety during Contractor activities.
B. A copy of the SPQ shall be provided to each person or entity bidding on a project, as part of the bidding process.
C. The completed questionnaire shall be returned and reviewed prior to awarding contract work, with supporting information provided as indicated by responses on the questionnaire.
D. The SPQ shall be submitted to 35 Cajon St., Suite 4
Redlands Ca, 92373
Attention: Project Name-Contractor Name-SPQ
E. The following criteria and information relating to the Contractor will be reviewed prior to awarding contract:
• Contractor License;
• Incident Rates;
• OSHA Citations;
• Safety Policies;
• Safety Programs and Procedures;
• Compliance History on City Projects; and
• Certification Statement.
F. Contractor must qualify in each section to be approved for the award of a contract.
G. If a Contractor failsto pass prequalification procedure, the City has the right to disqualify the Contractor’s proposal.
Redlands Regular Meeting of 09-02-25 1019 of 1096
7 H. All costs associated with compliance with City of Redlands prequalification requirements shall be at the sole expense of the Contractor.
I. If a Contractor provides information that is later determined to be false, or improperly withholds information, the Contractor will be immediately disqualified.
J. Any questions or information relating to filing this questionnaire may be answered by reaching:
• Engineering: (909) 798-7698; or
• Risk Management: (909) 798-7514
DISQUALIFICATION APPEAL PROCESS
This provision is established pursuant to Public Contract Code section 20101(d) which requires every public agency that requires prospective biddersto prequalify pursuant to the law to establish “a processthat will allow prospective biddersto dispute their proposed prequalification rating prior to selection of an alternate bidder.” If the City intends to disqualify a bidder based upon the bidder’s safety record, the City will notify the bidder in writing and provide the bidder with any supporting evidence that has been received from others or adduced because of an investigation by the City. The notice of intention shall be sent by certified mail with return receipt requested or by overnight mail via a delivery service that provides online tracking which identifies the date of the prospective bidder’s receipt of the notice, and shall include notice that the bidder has the right to, and may request a hearing to rebut any evidence used as a basis for disqualification and to present evidence to the City as to why the prospective bidder should be found qualified. Requests for a hearing must be made by written request to the City within ten calendar days ofthe date of the prospective bidder’s receipt of the City’s notice of intention. If the bidder does not request a hearing within the time allowed, the City’s determination shall stand unchallenged and become final.
Within seven calendar days of receiving the bidder’s request for a hearing, the City shall notify the bidder in writing of the date, time and place of the hearing. The hearing shall be held no sooner than ten (10) calendar days and no later than fifteen (15) calendar days afterthe notice is given. The notice shall inform the bidder of itsright to present testimony and documents in support of its position.
The hearing shall be conducted before the Redlands City Manager, which may be continued from time to time as reasonably determined by the City Manager but shall not exceed forty five (45) days. At the conclusion of the hearing, and after considering all testimony and documentation presented, the City Manager shall issue a written decision no later than five calendar days following the hearing. The City Manager’s decision shall be final and is not subject to further appeal to the City.
The bidder shall not be entitled to bid on any contracts with the City until it has met the safety pre-qualification standards. If the City Manager approves an appeal, the contractor will have been deemed to meet the qualification standards and it will be valid for one year. The bidder shall have the right to withdraw its application for prequalification or its appeal at any time before the City Manager’s decision becomes final. Such withdrawal will not preclude the bidder from re-applying for prequalification.
CONSTRUCTION PROJECTS
A. After a contract is awarded, the Contractor shall maintain, throughout the duration of the project, safety measures as necessary to protect the public and workers within, or in the vicinity of, the designated work zone. This includes an evaluation of the work to be performed and the hazards likely to be encountered.
Contractors are expected to follow, at a minimum, all pertinent laws, rules, and regulations for the location in which they will be working. Where applicable, Contractor Safety Programs will meet or exceed City programs/ procedures and are subject to review and approval by the City prior to contract execution.
Redlands Regular Meeting of 09-02-25 1020 of 1096
B. Job Hazard Analysis(“JHA”)
1. Prior to a notice to proceed a JHA must be completed utilizing the City’s form, or equivalent, to assess the hazards present in the designated work area. Any information requested on the City’s form, but not stated on the equivalent form utilized, shall be provided separately with the original submission.
2. All members of the construction unit must sign the JHA to acknowledge hazard abatement procedures.
3. JHA must be kept at job site accessible to all impactedpersonnel.
4. Failure to follow JHA procedures may lead to termination of the contract.
C. Personal Protective Equipment(“PPE”)
1. All required PPE must be always worn during workactivities.
2. All mandatory PPE must be highlighted in theJHA.
3. The Contractor shall provide PPE.
4. Failure to follow PPE guidelines may lead to termination of the contract.
D. Safety Tailgates
1. Safety Tailgate Meetings must be held on a biweekly basis for all constructionprojects.
2. The first meeting shall take place on Day 1, Week 1 and every other week thereafter.
3. Tailgates shall be signed by all personnel and submitted to Construction Inspector for recordkeeping.
4. Tailgate topics should be specific to the scope of work of theproject.
E. Injury Reporting
1. Contractors shall immediately report injuries or accidents to the Project Manager (regardless of severity). Additionally, contractors are responsible for and must also conduct accident investigations of any injuries that occur on site and provide results to the Project Manager.
2. Use the City Incident Investigation Form (Attachment E), or equivalent, to meet thisrequirement.
F. Spill Prevention
1. The Contractor is responsible for any spill within the confines of the project and those outside of the construction limits caused by the Contractor’s defective equipment, containers, or personnel.
2. Secondary spill containment systems shall be used to prevent contamination of the environment.
G. Construction in OccupiedBuildings
1. When building occupants are present during construction projects additional safeguards must be implemented to eliminate exposures and complaints. Dust/ particulates from demolition, sanding and other construction activities must be controlled by adequate ventilation, or containment and negative air ventilation systems based upon the specific type of activity and particle. Similar controls must be utilized for odorous activities including, but not limited to, carpet adhesive, painting, welding, and coatings.
2. The Contractor shall ensure that the HVAC system is protected to prevent contamination. If an HVAC system is unprotected and contaminated by any construction/demolition materials, the Contractor shall be held responsible for the cost of cleaning the system and any subsequent repairs therein.
3. Negative air ventilation systems shall have appropriate filtration and be exhausted outside of the building.
INSPECTIONS
A. Follow-up inspections will be executed to enforce compliance with safety and health requirements.
B. Follow-up inspections will be conducted as part of routine site inspections by construction inspector and Risk Management employees.
Redlands Regular Meeting of 09-02-25 1021 of 1096
C. The SPQ aims to provide the City with knowledge of Contractor safety history and safety practices. This minimizes the need for an increased frequency of inspections. In addition, the City will take the following guidelines into consideration when determining the frequency of inspections.
1. Scale of project;
2. The frequency with which the number and types of hazards change as the work progresses;
3. More frequent inspections will be implemented in the beginning of the project;and
4. When the Contractor has never worked for theCity.
TRAINING/DOCUMENTATION
A. The contractor will ensure that all personnel are trained for the scope of work they are assigned, as well as the equipment they will beutilizing.
B. Documentation shall be on file with the City prior to projectstart.
C. Personnel missing training documentation shall not be permitted to work on awarded City projects.
D. Training requirements are mandated by Federal and State Regulations. This may include, but is not limited to, the programs listed in the SPQ.
NON-COMPLIANCE
A. Contractor compliance issues shall be documented on the “Notice of Non-Compliance” form. A copy of this form shall be provided to the Contractor for completion.
B. Upon receipt of the completed “Notice of Non-Compliance” form, the Project Manager and Risk Management will evaluate, based on the incident, and identify, as appropriate, any additional corrective and/or preventive actions for completion.
C. If immediate correction is not feasible, the project will be temporarily stopped until the issue is adequately resolved.
D. City staff with authority to stop work are:
1. Construction Inspector;
2. City Project Manager;
3. City Manager; and
4. Risk Management staff.
E. Any violation or deviation from safety rules, procedures, or regulations, based on evaluation, may be subject to all disciplinary actions listed asfollows:
1. Verbal warning
2. Written warning-Notice ofNon-Compliance (work may not continue until approved corrections are implemented);
3. Dismissal of non-complying personnel; and/or
4. Termination of Contract.
The City of Redlands maintains the right to terminate any contract for the violation of safety issues without liability to the City.
CITY PERSONNEL
A. All affected City employees will be informed in advance of any construction related work or other contract work which has the potential for impacting their workplace. Notifications will be made to all affected employees via e-mail or written memo by the Project Manager or designee. Notifications must include the following information:
1. Start and end dates of the work to becompleted;
2. Work areas to be affected;
Redlands Regular Meeting of 09-02-25 1022 of 1096
3. Description of work to be completed;
4. Name and phone number of Project Manager;
5. Name and phone number of Construction Inspector; and
6. Name and phone number of Risk Management.
B. Employees should be instructed to notify the Project Manager regarding logistical issues or other concerns. Safety and Health concerns should be directed to either the Project Manager, Inspector, or Safety Specialist.
VII. Recordkeeping
The City’s Human Resources / Risk Management Department will maintain all records prepared in association with this CSP, with copies also place on file with the office of the City Clerk.
VIII. Additional References
https://www.dir.ca.gov/title8/336_10.html
Redlands Regular Meeting of 09-02-25 1023 of 1096
Attachment A
11 City of Redlands
Acknowledgment of Receipt Statement
I acknowledge by signing this document, that I have received and reviewed the City of Redlands’ Contractor Safety Program and understand that it contains valuable information on the City’s policies and procedures regarding employee safety as it pertains to Contractor activities. Furthermore, I acknowledge that failure to comply with any of these procedures may lead to termination of the contract with the City.
Contractor Signature Contractor Title:
Contractor Name (Print) Date Signed
If you have any questions regarding this document, please contact the Risk Management Division at (909) 798-7514.
Redlands Regular Meeting of 09-02-25 1024 of 1096
Attachment B
12 Company Name:
Contractor License #: Expiration Date:
Address:
City: State: Zip Code:
Name of Person Submitting Application:
Title: Telephone #:
Email Address:
Identify the highest-ranking Safety/Health Professional in your Company:
Name:
Title: Telephone #:
CITY OF REDLANDS
SAFETY PREQUALIFICATION QUESTIONNAIRE
Omitting or reporting false information on this questionnaire may result in disqualification of bid.
The City of Redlands reserves the right to conduct random or for-cause audits of information stated in this questionnaire. If deemed necessary, additional documentation may be requested by the City to verify responses on this questionnaire.
SECTION 1 – GENERAL INFORMATION
Redlands Regular Meeting of 09-02-25 1025 of 1096
13 INCIDENT RATES
Provide your actual injury and illness data below:
Provide the NAICS Code Number that bestrepresents
your Firm:
Provide any additional numbers here:
(Provide three full years of data) Last Calendar 2 Years Ago 3 Years Ago Number of hours worked by all employees:
Total Recordable Incident Rate*:
D.A.R.T. Rate*:
Total Number of Fatalities:
WORKERS’ COMPENSATION INFORMATION
1. Provide your Workers’ Compensation Experience Modification Rate (EMR) Data:
Policy Year EMR
* If your current EMR is greater than 1.25, initialing here certifies that you will provide a competent, full- time person or representative responsible for safety for all City projects:
Current EMR*
*lnitialing here certifies that your firm does not have an EMR:
(Submit a copy of your firm's Loss Run Reports for the last three years if your firm does not have an EMR.)
1 Year Ago:
2 Years Ago: Name of your firm’s Workers’ Compensation carrier:
3 Years Ago: Phone Number of Workers’ Compensation carrier
2. Is your firm self-insured for Workers' Compensation claims? Yes No (If yes, please attach a copy of the latest Annual Report to the State of California Department of Industrial Relations and/or State of California Certificate of Self-Insurance.) SECTION 3– CITATION HISTORY
1. Has your firm received any regulatory citations in the last threeyears? Yes No If yes, please answer the question below.
SECTION 2 – INCIDENT RATES & WORKER’S COMPENSATION INFORMATION Incident Rate = [(Total Recordable Cases X 200,000 hours)/ Number of hours worked by all employees] D.A.R.T. Rate = [(Total Number of entries for Days Away, Restricted and Job Transfer X 200,000 hours)/ Number of hours worked by all employees]
If your latest incident rates and D.A.R.T. rates are greater than 100% of the industry average for all your NAICS code Numbers Listed, your bid may be disqualified.
The industry average can be found at www.bls.gov
Redlands Regular Meeting of 09-02-25 1026 of 1096
14 2. Were any of the confirmed (Closed) citations classified as Serious, Willful, Repeat, or Failure to abate?
Yes No
3. If yes, please explain:
4. Have you abated all the citations issued to you in the last three years Yes No If no, please explain abatement action plan:
SECTION 4 – SAFETY POLICIES
Questions (Please check YES or NO) YES NO*
1. Does your company provide and adhere to a written Illness Prevention Program (IIPP) (CCR Title 8 §3203(a))? If yes, a copy of the program will be required on-hand at the job site throughout the duration of the contract. Please attach a copy to your bid proposal.
2. Does your company provide and conduct Tailgate Meetings or equivalent with employees at least every 10 working days? (CCR Title 8 §1509(e))
3. Does your company have a policy for disciplinary action for unsafe behavior ensuring employee compliance with safe and healthy work practices? (CCR Title 8 §3203(a)(2))
4. Does your company provide and abide by a written Code of Safe Practices that relates to your firm’s operations. (CCR Title 8 §1509(b)) If yes, a copy of the Code of Safe Practices will be required on-hand at the job site throughout the duration of the contract. Please attach a copy with your bid proposal.
5. Does your company perform JHAs? (CCR Title 8 §1511(b)
6. Does your company provide training and retraining programs for ensuring employee compliance with safe and healthy work practices? (CCR Title 8 §3203 (a)(2), (a)(7)
7. Does your company provide training and retraining programs for ensuring employee compliance *Please provide reason(s) for NO answer in the box below or on a separate sheet of paper.
Failure to provide the above-referenced documents will result in the contractor’s bid being disqualified.
PLEASE ANSWER ALL QUESTIONS BY CHECKING YES OR NO, AND ATTACHING APPROPRIATE DOCUMENTS THAT MAY APPLY OR AS REQUESTED.
SECTION 5 – SAFETY PROGRAMS AND PROCEDURES
Redlands Regular Meeting of 09-02-25 1027 of 1096
15 YES NO
1. Is Confined Space work anticipated in the scope of the work awarded? (If no, please proceed to Question 2)
If yes, please attach the following: Attached?
Copy of written Confined Space Entry Procedure
List of personnel authorized on jobsite to work in confined space(s) List of personnel authorized on jobsite to serve as Rescue Team Verification of personnel training (copies of certs, cards, etc.)
2. Is work requiring Lockout/Tagout protocols anticipated in the scope of the work awarded? (If no, please proceed to Question 3)
If yes, please attach the following: Attached?
Copy of written Lockout/Tagout (LOTO) Procedure
List of personnel authorized on jobsite to perform LOTO Verification of personnel training (copies of certs, cards, etc.)
3. Is work requiring a personal lift anticipated in the scope of the work awarded? (If no, please proceed to Question 4)
If yes, please attach the following: Attached?
List of personnel authorized on jobsite to use lifts Verification of personnel training (copies of certs, cards, etc.)
4. Is work requiring a forklift anticipated in the scope of the work awarded? (If no, please proceed to Question 5)
If yes, please attach the following: Attached?
List of personnel authorized on jobsite to use a forklift Verification of personnel training (copies of certs, cards, etc.)
5. Is work requiring a crane anticipated in the scope of the work awarded? (If no, please proceed to Question 6)
If yes, please attach the following: Attached?
Copy of written Crane Program
Copy of all expected Crane operators’ Certifications List of personnel designated as Competent under Crane program Verification of personnel training (copies of certs, cards, etc.) NOTE: If awarded bid, more documentation may be required Redlands Regular Meeting of 09-02-25 1028 of 1096
16 6. Is Hot Work (as defined by OSHA) anticipated in the scope of the work awarded? (If no, please proceed to Question 7)
If yes, please attach the following: Attached?
Copy of written Hot Work Procedure
List of personnel authorized on jobsite to perform Hot Work Verification of personnel training (copies of certs, cards, etc.)
7. Is Trenching/ Excavation work anticipated in the scope of the work awarded? (If no, proceed to Question 8)
Is a plan in place for the disposal of all material that cannot be returned to the trench/ excavation? Are appropriate materials for barricading or securing work area at jobsite? Has a permit from the Department of Industrial Relations for excavations deeper than 5 feet been obtained?
If yes, please attach the following: Attached?
Copy of written Trenching/ Excavation Procedure
Copy of Permit if trench is to exceed depth of 5 feet List of personnel designated as Competent under Trenching/ Excavation Program Verification of personnel training (copies of certs, cards, etc.) NOTE: If awarded bid, more documentation may be required
8. Is electrical work anticipated in the scope of the work awarded? (If no, proceed to Question 9) If yes, please attach the following: Attached?
Copy of written Electrical Safety Program
List of personnel designated as Competent under Electrical Safety Program Verification of personnel training (copies of certs, cards, etc.)
9. Is work that may have an arc flash potential anticipated in the scope of the work awarded? (If no, proceed to Question 10)
Are all materials required to safely perform arc flash present? If yes, please attach the following: Attached?
Copy of Arc Flash Procedure
List of personnel designated as Competent under Arc Flash Program Verification of personnel training (copies of certs, cards, etc.) Redlands Regular Meeting of 09-02-25 1029 of 1096
17 10. Is work involving chemicals anticipated in the scope of the work awarded? (If no, proceed to Question 11)?
If yes, please attach the following: Attached?
Copy of written Hearing Conservation Program
List of personnel working in high noise areas
Verification of personnel training (copies of certs, cards, etc.)
11. Is work involving chemicals anticipated in the scope of the work awarded? (If no, proceed to Question 12)?
* Copies of SDS for Chemicals used must be kept at jobsite Please attach the following: Attached?
Copy of written Hazard Communication Program
List of personnel performing work with chemicals
Verification of personnel training (copies of certs, cards, etc.) List trade names of all hazardous materials which you will be using on site:
12. Is work on or adjacent to public roadways anticipated in the scope of the work awarded? (If no, proceed to Question 13)
Do you have the appropriate provisions (signs, devices, barricades/) Please attach the following: Attached?
Please provide a list of personnel working in traffic areas. Verification of personnel training (copies of certs, cards, etc.) NOTE: If awarded bid, more documentation may be required
13. Is it anticipated in the scope of the work awarded that exposure to asbestos is possible? (If no, proceed to Question 14)
Please attach the following: Attached?
Copy of written procedure(s)
List of personnel working with potential exposure to asbestos Verification of personnel training (copies of certs, cards, etc.) Redlands Regular Meeting of 09-02-25 1030 of 1096
18 14. Is it anticipated in the scope of the work awarded that exposure to silica is possible? (i.e. sandblasting, concrete demolition, concrete saw cutting, surface grinding, etc.) (If no, proceed to Question 15)
Please attach the following: Attached?
Copy of Silica Control Plan
List of personnel working with potential exposure to silica Verification of personnel training (copies of certs, cards, etc.)
15. Is work at heights anticipated in the scope of the work awarded? (If no, proceed to Question 16) Please attach the following: Attached?
Copy of written Fall Protection Program
List of personnel designated as Competent under Fall Protection Program Verification of personnel training (copies of certs, cards, etc.)
16. Is work requiring the use of respirators anticipated in the scope of the work awarded? (If no, proceed to Question 17)
Please attach the following: Attached?
Copy of written Respiratory Protection Program
List of personnel using respirators
Verification of personnel training (copies of certs, cards, etc.)
17. If the scope of work to be performed is not adequately represented by questions (1-16), please list any additional Health & Safety concerns below.
In addition to the previous sections, Contractors that have previously been awarded work by the City, will be equally evaluated on their compliance history in relation to City projects.
SECTION 6 – COMPLIANCE HISTORY ON CITY PROJECTS
Redlands Regular Meeting of 09-02-25 1031 of 1096
19 I Certify under penalty of perjury that:
a. the information contained herein is true and correct to the best of my knowledge,and b. no attempt has been made to give false or misleading information or to withhold any information.
Signature of Authorized Representative: Title of Authorized Representative Printed Name of Authorized Representative Date Signed:
SECTION 7 – CERTIFICATION STATEMENT
Redlands Regular Meeting of 09-02-25 1032 of 1096
20 Attachment C
NOTICE OF NON-COMPLIANCE
Project:
Contractor:
Notice of Non-Compliance was issued toContractor’s representative, , Name
on at .
The following unsafe behaviors were observed at the Contractor’s job site:
If the unsafe condition is not immediately corrected, the City of Redlands may take disciplinary action in accordance with the Contractor Safety Program guidelines. _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ To be completed by Contractor
Corrective action plan to abate hazards:
Unsafe Condition Resolved: Date: Time:
Remarks:
Redlands Regular Meeting of 09-02-25 1033 of 1096
21 Attachment D
Job Hazard Analysis
Project:
Company: Project Safety Official: Project Manager (City):
Scope of Work: Location: Date:
Tasks Potential Safety
Risks/Hazards
Safety
Controls/Mitigate
Required PPE
Hard Hat
Safety Vest
Safety Glasses/Goggles
Safety Boots
Respirator
Safety Gloves
Face Shield
Fall Protection
Other:
Signatures of Employees On-Site this JHA is applicable to:
Employee Signature: Print Name: Date:
Redlands Regular Meeting of 09-02-25 1034 of 1096
22 Attachment E
INCIDENT INVESTIGATION FORM
Date of Incident: Time of Incident: Date Reported:
Lead Investigator: Contact Information:
Contractor: Employee Name:
Witness 1 Name: Telephone:
Witness 2 Name: Telephone:
Incident Site/ Location
Incident Summary:
Near Miss Yes No Incident Severity: Minor Significant Major Critical Root Cause(s):
Corrective Actions:
Redlands Regular Meeting of 09-02-25 1035 of 1096
Redlands Regular Meeting of 09-02-25 1036 of 1096
City Council Meeting K. 3.
DATE: 09/02/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Consideration of a Sole Source Professional Services Agreement with Rincon Consultants, Inc., for a landfill leachate environmental site assessment at the Wastewater Treatment Plant for an amount not-to-exceed $369,750, and determination 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) MOTION(S):
If the City Council determines the staff recommendation is appropriate, the following motions are provided:
I move that the City Council determine that approval of a Professional Services Agreement with Rincon Consultants, Inc. is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; and
1. I move that the City Council approve the Sole Source Professional Services Agreement with Rincon Consultants, Inc. for a landfill leachate environmental site assessment at the Wastewater Treatment Plant for an amount not-to-exceed $369,750.
2. RECOMMENDATION:
Staff recommends that the City Council determine that approval of a Professional Services Agreement with Rincon Consultants, Inc. is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act. Staff further recommends City Council approval of a Professional Services Agreement with Rincon Consultants, Inc. for a landfill leachate environmental site assessment at the Wastewater Treatment Plant for an amount not-to-exceed $369,750.
Redlands Regular Meeting of 09-02-25 1037 of 1096
DISCUSSION:
In 2020, Municipal Utilities and Engineering Department (MUED) staff discovered that leachate from the City’s landfill had been intermittently disposed of in an unlined sludge drying bed at the City’s Wastewater Treatment Plant (WWTP) for approximately six (6) years. Upon identifying this issue, MUED staff immediately discontinued the practice and notified the Santa Ana Regional Water Quality Control Board (Board) via conference call, followed by written notification.
Leachate is a liquid byproduct generated when water percolates through waste in a landfill. As it moves through, it extracts dissolved and suspended materials from the refuse (i.e., solid waste). Due to its potential to contain a mixture of constituents of concern, including, but not limited to, California Code of Regulations Title 22-listed metals, volatile and semi-volatile organic compounds, chlorinated pesticides, petroleum hydrocarbons, chlorinated herbicides, perchlorates, and per- and polyfluoroalkyl substances (PFAS), leachate must be carefully managed and conveyed to the WWTP under controlled conditions.
It was subsequently discovered that, at some point in the past, the use of a dedicated leachate pipeline system was discontinued and leachate was transferred to the WWTP by using a vacuum truck to pump leachate from 500-gallon bulk storage tanks at the landfill prior to disposal of the material in the WWTP’s sludge drying beds. This transfer was carried out by both City staff and contractors. Once identified, the practice was immediately terminated, and use of a dedicated leachate pipeline to convey leachate directly to the WWTP was reinstated. The original dedicated leachate line extended more than 2,500 feet from the landfill to the WWTP. The City reconfigured the conveyance system and installed a new, shorter dedicated line with a flow meter, approximately 600 feet in length, that now provides a more direct and metered connection between the landfill and the WWTP.
It is estimated that approximately 56,000 gallons of leachate were unintentionally disposed of in the unlined sludge drying bed. When notified, the Board requested that the City prepare a Work Plan to investigate potential impacts to soil and groundwater. City staff hired Rincon Consultants, Inc. (Rincon) to develop and submit the required Work Plan, titled "Redlands Wastewater Treatment Facility Landfill Leachate Investigation," due to their recent experience with installing ground monitoring wells for site assessment at another location within the City. The Board provided comments in 2022 and issued additional guidance via email in 2023. After incorporating all required revisions, the Work Plan was formally approved by the Board on March 25, 2025.
The proposed Scope of Work, now presented to the City Council for consideration, is based on the Board’s comments and outlines the necessary level of effort to revise and finalize the Work Plan, implement a subsurface Redlands Regular Meeting of 09-02-25 1038 of 1096
level of effort to revise and finalize the Work Plan, implement a subsurface investigation, and prepare a report documenting findings and recommendations.
The Scope of Work includes the following key components:
Soil sampling within the discharge area
Groundwater monitoring well installation
Groundwater sampling and laboratory analysis
Management of investigative-derived waste
Technical reporting and documentation
Project management, meetings, and administrative support The sole source selection of Rincon is warranted and necessary due to their direct involvement and knowledge of the landfill leachate investigation. Retaining a different consultant at this stage would result in project delays, disrupt continuity, and require a significant reinvestment of time and resources to become familiar with the project. Rincon's technical expertise and familiarity with the site and regulatory requirements make them the most qualified consultant to advance this project.
Approval of the professional services agreement is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act, as the agreement is not expected to have a significant effect on the environment.
ALTERNATIVES:
City Council may deny the staff recommendation and provide alternate direction.
STRATEGIC PLAN:
N/A
SUBMITTED BY:
John R. Harris, Municipal Utilities and Engineering Director RECOMMENDED BY:
Charles M. Duggan Jr., City Manager
REVIEWED BY:
Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Tabitha Crocker, Facilities and Community Services Director Goutam K. Dobey, City Engineer
Dana Abramovitz-Daniel, Procurement Manager
Redlands Regular Meeting of 09-02-25 1039 of 1096
PREPARED BY:
Fernando Mata, Wastewater Utility Manager
Fiscal Impact
Fiscal Year: FY 25/26
Appropriation Required Y/N: No
Budgeted Y/N: Yes
Account No.: 521900
Discussion:
There is no fiscal impact associated with this action. Funding for this service is included in the FY 25/26 Wastewater Operations Budget.
Attachments
Rincon Professional Services Agreement
Sole Source Form_Rincon
Redlands Regular Meeting of 09-02-25 1040 of 1096
1 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms
AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This agreement for the provision of Landfill Leachate Environmental Site Assessment at the Wastewater Treatment Plant (“Agreement”) is made and entered in this 2 nd day of September,
2025 (“Effective Date”), by and between the City of Redlands, a municipal corporation (“City”) and Rincon Consultants, Inc. a California 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 Landfill Leachate Environmental Site Assessment at the Wastewater Treatment Plant 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 John R. Harris, Municipal Utilities and Engineering Department Director, as City’s representative with respect to performance of the 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 “B,” titled “Project Schedule,” which is attached hereto and incorporated herein by reference.
4.2 The term of this Agreement shall be for a period of eighteen (18) months commencing as of the Effective Date, unless terminated earlier as provided herein.
Redlands Regular Meeting of 09-02-25 1041 of 1096
2 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms
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 Total compensation for Consultant’s performance of the Services shall not exceed the amount of Three Hundred Sixty-nine Thousand Seven Hundred Fifty Dollars ($369,750).
City shall pay Consultant on a time and materials basis up to the not to exceed amount in accordance with Exhibit “C,” titled (“Fee Schedule”) which is attached hereto and incorporated herein by 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: CONSULTANT:
City Clerk Ryan Thacher, Director
City of Redlands Rincon Consultants, Inc.
35 Cajon Street 1980 Orange Tree Lane, Suite 105
P.O. Box 3005 (mailing) Redlands, CA 92374
Redlands, CA 92373 [email protected]
[email protected] Phone: (831) 566-3081
Phone: (909) 798-7531
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 of the 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 Redlands Regular Meeting of 09-02-25 1042 of 1096
3 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms 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 “D,” titled “Workers’ Compensation Insurance Certification,” which is attached hereto and incorporated herein by this reference, prior to performance of the 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 amount 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 of the 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 of the 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.
Redlands Regular Meeting of 09-02-25 1043 of 1096
4 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms ARTICLE 7 – CONFLICTS OF INTEREST
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 of Consultant’s Services. Consultant further covenants and represents that in the performance of its duties hereunder, no person having any such interest shall perform any Services under this Agreement.
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.
Redlands Regular Meeting of 09-02-25 1044 of 1096
5 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms
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 of termination 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 of termination.
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 of final 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 of laws 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.
Redlands Regular Meeting of 09-02-25 1045 of 1096
6 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms
8.8 If one or more of the sentences, clauses, paragraphs or sections contained in this Agreement is declared invalid, void or unenforceable by a court of competent jurisdiction, the same 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 WHEREOF, duly authorized representatives of City and Consultant have signed in confirmation of this Agreement.
CITY OF REDLANDS RINCON CONSULTANTS, INC.
By: ___________________________ By: _________________________ Mario Saucedo, Mayor Ryan Thacher, Director
ATTEST:
___________________________
Jeanne Donaldson, City Clerk
Redlands Regular Meeting of 09-02-25 1046 of 1096
7 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms EXHIBIT "A"
SCOPE OF SERVICES
Task 1 Pre-Field Activities
Task 1.1 Work Plan Finalization and Coordination with SARWQCB Revisions to the Work Plan and several meetings with the City of Redlands (City) and Santa Ana Regional Water Quality Control Board (SA RWQCB) were conducted following completion of the prior scope of work. These costs incurred as part of the previous Project phases will be included in the budget to cover these completed activities, in accordance with discussions between Rincon and the City of Redlands.
Task 1.2 Boring Mark-Outs and Utility Notification
Consultant will pre-mark the proposed soil sample locations and groundwater monitoring well locations with white flags and white spray paint and will notify Underground Service Alert (USA) utility marking service (DigAlert) prior to performing soil and groundwater sampling. California law requires this notification no less than 48 hours prior to drilling, not including the date of notification or public holidays. In addition, the City will provide any information they have regarding underground utilities in the project vicinity.
Task 1.3 Permitting
Consultant will obtain permits from the San Bernardino County Department of Public Health and Environmental Health Services (County) for well installation.
Task 1.4 Geophysical Survey (Optional)
A geophysical survey may be conducted prior to installation of the proposed groundwater monitoring well to confirm that no subsurface features will be encountered during well boring activities.
Task 1.5 Pre-Field Coordination
Prior to implementing the field activities described in Task 2, Consultant will hold one internal pre-field meeting with project management and field staff to review the scope of work. This task also includes Consultant’s labor to prepare for field activities.
Task 2 Soil Sampling within the Discharge Area
Task 2.1 Discharge Area Soil Sampling
Two soil borings will be advanced to a total depth of 50 feet below ground surface (bgs) and four shallow soil borings will be advanced to a total depth of 5-feet bgs within the sludge drying bed. Deep soil samples will be collected at 0.5, 2, 5, 10, 20, 30, 40, and 50 feet bgs (i.e., 16 total samples) and observed geologic conditions will be logged. Samples will be collected from 0.5, 2, and 5-feet bgs at each of the shallow soil sampling locations (i.e., 12 total shallow soil samples). A total of three field duplicate samples will be collected.
Redlands Regular Meeting of 09-02-25 1047 of 1096
8 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms Soil samples will be collected using United States Environmental Protection Agency (EPA) Method 5035, placed into volatile organic analysis glass vials, and submitted to the analytical laboratory to be analyzed for VOCs. All other soil samples will be placed in the laboratory supplied sampling containers specific to the requested laboratory analytical method, as described in the revised Work Plan. The soil boring locations will be recorded using a portable GPS receiver capable of submeter accuracy.
Task 2.2 Discharge Area Soil Sampling Laboratory Analytical The soil samples collected from the sludge drying bed (i.e., 28 total soil samples plus three field blank samples) will be analyzed for the following constituents:
• Title 22 Metals by EPA Method 6010B/7470A/7471A
• Volatile organic compounds (VOCs) by EPA Method 8260B • Semi-volatile organic compounds (SVOCs) by EPA Method 8270C • Chlorinated pesticides by EPA Method 8081
• Total petroleum hydrocarbons (full carbon chain) by EPA Method 8015B • Chlorinated herbicides by EPA Method 8151
• Perchlorate by EPA Method 314.0
• Per- and polyfluoroalkyl substances (PFAS) by Department of Defense (DoD) Quality Systems Manual (QSM) Version 5.1 or later.
Task 3 Groundwater Monitoring Well Installation, Sampling, and Laboratory Analytical Task 3.1 Drilling Oversight
In accordance with the revised Work Plan, Consultant proposes to oversee the installation of a total of one groundwater monitoring well at the Wastewater Treatment Plant (WWTP) adjacent to the sludge drying bed (MW-01). The groundwater monitoring well will be installed using a sonic drill rig to an estimated target total depth of 250 feet below grade. If a sonic drill rig is not available when subsurface investigation activities are scheduled, an air rotary casing hammer (ARCH) drill rig may be used. In this case, continuous coring will not be conducted
A 4-inch diameter Schedule 80 polyvinyl chloride (PVC) well will be installed in the borehole; the bottom 30 foot well screen will be slotted Schedule 80 PVC pipe, with
0.010-inch slots, and solid Schedule 80 PVC pipe (riser) will be placed from the top of the well screen to the land surface. The annulus between the groundwater monitoring well and the borehole will be backfilled with Monterey No. 3 sand from the total borehole depth to 5 feet above the top of the well screen. A 3-foot thick (minimum) hydrated bentonite seal will be installed above the sand pack. Hydrated bentonite grout will be installed from the top of the bentonite seal of the shallow sand zone filter pack to 2 feet below grade. Concrete will be placed from 0 to 2 feet below grade. A traffic-rated vault will be installed around the groundwater monitoring well and completed at grade. A locking cap will be placed on top of the PVC riser at grade and a bottom PVC cap will either be screwed on or secured with stainless steel screws for each groundwater monitoring well. Construction details will be evaluated during well boring activities and the final well construction information will be presented in the assessment report.
Redlands Regular Meeting of 09-02-25 1048 of 1096
9 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms Following installation of the groundwater monitoring well, well development activities will be conducted. Well development activities will be initiated at least 48 hours after groundwater monitoring well installation. The monitoring well will be developed by pumping, surging, and bailing until sediments in the bottom of the groundwater monitoring well are removed, the extracted water becomes clear. The groundwater monitoring well will be developed until water quality parameters (i.e.,pH, temperature, conductivity, and turbidity) stabilize. The water quality field parameters will be collected and recorded throughout the development process.
Task 3.2 Laboratory Analytical of Groundwater Installation Soil Sampling Soil samples will be collected at 100, 150, 200, and 250 feet bgs during the boring activities associated with the installation of the groundwater monitoring well at MW-01.
Consultant estimates that the soil samples collected (four total soil samples) will be analyzed for the COCs listed in Task 2.2.
Task 3.3 Well Surveying
The newly installed groundwater monitoring well will be surveyed by a State of California Licensed Land Surveyor. The elevation and the latitude and longitude of the top of well casing will be surveyed for the groundwater monitoring well.
Task 3.4 Groundwater Sampling
The newly installed monitoring well will be developed prior to groundwater sampling. A minimum of 3 days following well development, one groundwater sample will be collected from the newly installed groundwater monitoring well (i.e., MW-01). In addition, two of the existing wells will be sampled including one upgradient well (i.e., B1C) and one downgradient well (i.e., B-4R).
In addition, one groundwater duplicate sample will be collected from the groundwater monitoring well MW-01. One equipment blank sample will be collected by pumping PFAS-free water through the sampling pump prior to collection of the groundwater samples from MW-01.
Prior to groundwater sampling, a PFAS free dedicated pump will be installed at the groundwater monitoring well. Groundwater sampling will be conducted using a bladder pump equipped with high density tubing. New tubing will be used to sample each groundwater monitoring well. Groundwater samples will be stored in a cooler chilled to 4 degrees Celsius and will be couriered to a state- certified analytical laboratory using chain-of-custody protocol. Precautions will be taken to follow the California State Water Quality Control Board (SWRCB) sampling guidelines for PFAS outlined in SWRCB (2020), as outlined in Appendix D of the revised Work Plan.
Task 3.5 Groundwater Laboratory Analytical
Consultant estimates that the three groundwater samples plus one field duplicate and one equipment blank sample will be analyzed for COCs including:
• Title 22 Metals by EPA Method 6010B/7471A/7471A
• VOCs by EPA Method 8260B
Redlands Regular Meeting of 09-02-25 1049 of 1096
10 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms • SVOCs by EPA Method 8270C
• Chlorinated pesticides by EPA Method 8081
• Total petroleum hydrocarbons (full carbon chain) by EPA Method 8015B • Chlorinated herbicides by EPA Method 8151
• Perchlorate by EPA Method 314.0
• PFAS by DoD QSM Version 5.1 or later.
• Specific conductance by SM 2510B.
In addition, groundwater samples will be analyzed for general chemistry parameters (i.e., total organic halides, total phenolics, fluoride, chloride, nitrogen as nitrate, sulfate, hardness as calcium carbonate, phosphate, phosphorus, orthophosphates, pH, temperature, total organic carbon, bicarbonate, carbonate, hydroxide, alkalinity, total dissolved solids, and chemical oxygen demand) as described in the revised Work Plan.
Task 4 Drilling Services
This task budget was developed to reflect the drilling services and general management of the drilling subcontractor for the drilling and well development services described in Task 2 and Task 3.
Task 5 Investigation Derived Waste Management
Upon completion of sampling at each boring location within the sludge drying bed, the boring will be backfilled with hydrated granular bentonite using a tremie pipe and capped to match the pre-existing ground surface. Investigation derived waste (IDW) such as soil cuttings, water removed during well development, and decontamination water will be stored in US Department of Transportation (USDOT) approved containers (i.e., drums or a roll-off bin), pending laboratory analytical results for offsite disposal at an appropriate receiving facility. One composite soil sample will be collected from the containers used to dispose of the soil cuttings from the installation of the groundwater monitoring well.
Similarly, one composite water sample will be collected from the containers used to dispose of the water removed during well development (three total water samples). One composite soil sample will be collected from the containers used to dispose of the soil cuttings from the deep and shallow soil sampling within the sludge drying bed.
All USDOT-approved containers will be stored in a pre-determined location onsite, pending laboratory analytical results for waste characterization and disposal. The two soil samples and one water samples collected from the IDW drums will be analyzed for the full suite of analytes as described in Tasks 2.2 and 3.5.
Task 6 Reporting
Task 6.1 Well Completion Report
Consultant will submit a Well Completion Report to the County within 30 days of well installation.
Task 6.2 Draft Leachate Investigation Report
Consultant will prepare a report describing the results of the landfill leachate investigation. The report will present the analytical data and boring logs to characterize Redlands Regular Meeting of 09-02-25 1050 of 1096
11 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms the likely extent of environmental impacts associated with the leachate disposal, and provide recommendations for next steps (e.g., options for remediation, or additional assessment, if warranted).
Task 6.3 Final Leachate Investigation Report
Rincon will respond to comments received from the SA RWQCB to finalize the Leachate Investigation Report.
Task 6.4 Response to Comments and RWQCB Coordination
This task will only be used on an as-needed basis to respond to any comments from the RWQCB and to coordinate with the RWQCB during any report revisions.
Task 7 Project Management, Meetings, and Administration Project management and administration task will cover ongoing correspondence with the City and the SA RWQCB, invoicing, and administrative project management cost, including coordination with field staff and coordination with subcontractors including the analytical laboratory, drilling subcontractor, and land surveyor.
Assumptions
Consultant has made the following assumptions in the preparation of this proposal:
Task 1
• Consultant is not responsible for any damages to underground improvements not clearly or accurately marked by the City. Consultant will contact DigAlert for utility mark-outs; however, it should be noted that DigAlert often does not mark the location of subsurface utilities located on private property. If Consultant damages any subsurface utility or structure that is not identified by the City, then the City will assume the cost and all liability related to repair and injury that may occur as a result of such an occurrence. • Consultant understands that the processing of the well permits will require approximately 6- weeks by the County and that schedules will be developed accordingly. • The geophysical survey will be completed within 1 day if required by the City of Redlands.
Task 2
• Laboratory analytical costs included in this proposal assume a standard turnaround time of 7 to 10 days for all analytes with the exception of PFAS. Turnaround times for PFAS analytical results are anticipated to be approximately 3 to 6 weeks. Laboratory analysis may be expedited for an additional fee.
• Consultant assumes that 20 percent of the soil samples will undergo Soluble Threshold Limit Concentration (STLC) testing for up to two metals (i.e., 14 total STLC tests), and that an additional 10 percent of the samples will undergo Total Threshold Limit Concentration (TCLP) testing for up to two metals (i.e., 7 total TCLP tests) to characterize the pond material for potential disposal purposes.
• Costs include the assumption that each sample will be analyzed for all target analytes; however, consistent with the Work Plan, if constituents are not detected in shallow soil samples applicable screening levels, deeper samples will not be analyzed for that particular analyte. • Collection of deep and shallow soil samples is expected to take 3 days to complete. • Task 2 will be completed following the completion of the pre-field activities described in Task
3. Redlands Regular Meeting of 09-02-25 1051 of 1096
12 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms Task 3
• Consultant assumes that 20 percent of the soil samples will undergo STLC testing for up to two metals (i.e., 2 total STLC test), and that an additional 10 percent of the samples will undergo TCLP testing for up to two metals (i.e., 1 total TCLP test) to characterize the pond material for potential disposal purposes.
• Task 3 includes the phased installation of a total of one groundwater monitoring well. • Installation of the one groundwater monitoring well and well development is expected to take up to 6 days to complete.
• Time and effort associated with soil sampling during groundwater well installation is included in the 6 days to complete the one groundwater monitoring well. • Laboratory analytical costs included in this proposal assume a standard turnaround time of 7 to 10 days for all analytes with the exception of PFAS. Turnaround times for PFAS analytical results are anticipated to be approximately 3 to 6 weeks. Laboratory analysis may be expedited for an additional fee.
•The costs described herein assume groundwater monitoring wells will be installed using a Sonic drill rig. Use of another type of drill rig may incur additional costs • It is assumed that groundwater will be encountered at approximately 250 feet bgs. Should groundwater be encountered at shallower depths, a California Certified Professional Geologist will make recommendations for well construction given shallower groundwater. • Groundwater sampling activities are assumed to be completed within 1 day for the well initially installed at MW-01, and an additional day to sample the two existing groundwater monitoring wells and the newly installed groundwater monitoring well, following development. • Well surveying will be completed within one mobilization. • A 4-inch diameter Schedule 80 PVC well will be installed in the borehole, and the bottom 30 foot well screen will be slotted Schedule 80 PVC pipe, with 0.010-inch slots. The solid Schedule 80 PVC pipe (riser) will be placed from the top of the well screen to land surface. • The annulus between the groundwater monitoring well and borehole will be backfilled with Monterey No.3 sand from the total borehole depth to 5 feet above the top of the well screen. • A 3-foot thick (minimum) hydrated bentonite seal will be installed above the sand pack.
Hydrated bentonite grout will be installed from the top of the bentonite seal of the shallow sand zone filter pack to 2 feet below grade.
• Concrete will be placed from 0 to 2 feet below grade. A traffic-rated vault will be installed around the groundwater monitoring well and completed at grade. A locking cap will be placed on top of the PVC riser at grade and a bottom PVC cap will either be screwed on or secured with stainless steel screws for the groundwater monitoring well. • Consultant’s labor costs include oversight and management from a California Certified Professional Geologist throughout groundwater monitoring well installation. • The drilling subcontractor will use a City-provided water meter to obtain PFAS-free water to be used during well development activities.
Task 5
• Costs for IDW include STLC or TCLP analysis. If metal concentrations do not require additional analysis to determine whether disposal as hazardous waste is required, these costs will not be incurred.
• Rincon assumes up to 35 drums of soil material and 17 drums of water to be stored on-site for up to 90 days during the well installation activities.
Redlands Regular Meeting of 09-02-25 1052 of 1096
13 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms • Consultant assumes soil waste generated during soil boring activities within the Discharge Area will be characterized as hazardous waste due to the potential for PFAS impacts, and therefore will be disposed of separately as hazardous waste. However, the waste soil will be sampled and characterization will occur following the review of analytical results. If waste soil is characterized as non-hazardous, the waste generated during soil boring activities will be disposed of with the waste generated during groundwater well installation activities. • Soil and water waste generated during groundwater well installation and development activities are assumed to be non-hazardous; however, Rincon will collect one waste sample per drum for waste characterization. If the waste generated during groundwater well installation and development activities is found to be hazardous, additional disposal fees will be incurred.
Task 6
Rincon assumes that the effort required to prepare the Leachate Investigation Report will include one round of revisions following review by the SA RWQCB.
Task 7
• Administration costs were prepared assuming up to 1 hour of invoice preparation per month, for up to 12 months of project administration.
• An assistant Project Manager will review invoices, prepare invoices for the City, and provide updates for the City via phone and email on a regular basis. • Prior to each mobilization, the Rincon field program manager will spend up to 3 hours in coordination with the driller, analytical laboratory, land surveyor, and geophysical surveyor, for a total of up to 12 hours of coordination throughout the Project. • Consultant assumes up to two meetings with the SA RWQCB and the City staff. • Consultant will hold one kick-off meeting prior to each field mobilization, which will include each of the relevant subcontractors for each mobilization, for a total of up to four 30-minute kick-off meetings. The City will be included in these meetings General
• The subsurface is amenable to sampling using the methods described in this proposal and the sampling can be completed in the specified time frame. Consultant will advise the City of any necessary revisions to the work scope as well as additional costs, if required. • All areas of the site are accessible, and access will be secured by the City. • Consultant has prepared this proposal in an effort to meet the most stringent requirements set forth by the SARWQCB; however, Consultant will make every effort to minimize costs throughout the process.
Deliverables
The following deliverables will be prepared during the activities associated with the respective task.
Task 1
• DigAlert results will be shared with the City of Redlands upon request; • The final well permit will be submitted to the City of Redlands for recordkeeping purposes; and • The results of the geophysical survey will be shared with the City of Redlands.
Task 2
• Boring logs from the deep soil borings; and
• Laboratory analytical reports for deep and shallow soil samples.
Redlands Regular Meeting of 09-02-25 1053 of 1096
14 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms Task 3
• Well survey documentation;
• As-built well construction diagram; and
• Groundwater laboratory analytical reports.
Task 5
• Analytical results for IDW; and
• Waste manifests.
Task 6
• Well Completion Report
• Draft Leachate Investigation Report; and
• Final Leachate Investigation Report.
Redlands Regular Meeting of 09-02-25 1054 of 1096
15 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms Map 1; Site Location
Redlands Regular Meeting of 09-02-25 1055 of 1096
16 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms Map 2; Proposed Sampling and Monitoring Locations (MW-01) Redlands Regular Meeting of 09-02-25 1056 of 1096
17 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms EXHIBIT "B"
PROJECT SCHEDULE
Tasks
Estimated
Duration
Estimated Start
Date
Estimated
Completion Date
Task 1: Pre-Field Activities 1 month September 2025 September 2025 Task 2: Soil Sampling within the Sludge Drying
Beds
2 months October 2025 November 2025
Task 3: Groundwater Monitoring Well Installation,
Sampling, and Analytical Laboratory
2 months October 2025 November 2025
Task 5: Investigation Derived Waste 1 month December 2025 December 2025 Task 6: Leachate Investigation Report 1 months January 2026 January 2026 Task 7: Project Management, Meetings and
Administration
6 months September 2025 March 2026
*Schedule is subject to change due to permitting, site conditions, and coordination needs; therefore, an agreement term of 18 months is proposed.
Redlands Regular Meeting of 09-02-25 1057 of 1096
18 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms EXHIBIT "C"
FEE SCHEDULE
Professional, Technical and Support Personnel*
Senior Principal $330
Principal $318
Director $318
Senior Supervisor II $302
Supervisor I $282
Senior Professional II $264
Senior Professional I $246
Professional IV $218
Professional III $203
Professional II $180
Professional I $160
Associate III $135
Associate II $121
Associate I $113
Field Technician $97
Technical Editor $152
Project Accountant $129
Billing Specialist $111
Publishing Specialist $124
Clerical $111
* Professional classifications include environmental scientists, urban planners, biologists, geologists, marine scientists, GHG verifiers, sustainability experts, cultural resources experts, data technology experts, and other professionals.
Equipment Rate
Environmental Site Assessment
Soil Vapor Extraction Monitoring Equipment $160
Four Gas Monitor $137
Flame Ionization Detector $110
Photo Ionization Detector $82
Hand Auger Sampler $62
Water Level Indicator, DC Purge Pump $46
CAPDash $7,500
Natural Resources Field Equipment
UAS Drone $300
Spotting or Fiberoptic Scope $170
Pettersson Bat Ultrasound Detector/Recording Equipment $170 Sound Level Metering Field Package (Anemometer, Tripod and Digital Camera) $113 GPS (Submeter Accuracy) $67
Redlands Regular Meeting of 09-02-25 1058 of 1096
19 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms Infrared Sensor Digital Camera or Computer Field Equipment $57 Scent Station $23
Laser Rangefinder/Altitude $11
Pitfall Traps, Spotlights, Anemometer, GPS Units, Sterilized Sample Jar $9 Mammal Trap, Large/Small $1.55/$0.55
Water and Marine Resources Equipment
Boat (20-foot Boston Whaler or Similar) $800
Multiparameter Sonde (Temperature, Conductivity, Turbidity, DO, pH) with GPS $170 Water Quality Equipment (DO, pH, Turbidity, Refractometer, Temperature) $62 Refractometer (Salinity) or Turbidity Meter $38
Large Block Nets $114
Minnow Trap $98
Net, Hand/Large Seine $57
Field Equipment Packages
Standard Field Package (Digital Camera, GPS, Thermometer, Binoculars, Tablet, Safety Equipment, and Botanic Collecting Equipment)
$114
Remote Field Package (Digital Camera, GPS, Thermometer, Binoculars, Tablet and Mifi, Delorme Satellite Beacon, 24‐Hour Safety Phone)
$144
Amphibian/Vernal Pool Field Package (Digital Camera, GPS, Thermometer, Decon Chlorine, Waders, Float Tube, Hand Net, Field Microscope)
$170
Fisheries Equipment Package (Waders, Wetsuits, Dip Nets, Seine Nets, Bubblers, Buckets) $57 Underwater and Marine Sampling Gear (Photo/Video Camera, Scuba Equipment [Tanks, BCD, Regulators, Wetsuits, etc.])
$57/diver
Marine Field Package (Personal Flotation Devices, 100-foot Reel Tapes with Stainless Carabiners, Pelican Floats, Underwater Slates, Thermometer, Refractometer, Anemometer, Various Field Guides)
$100
Insurance, Hazard, and Fees
Historic Research Fees $55
L&H Dive Insurance $57/diver
Level C Health and Safety $70/person
Direct Costs. Other direct costs associated with the execution of a project, that are not included in the hourly rates above, are billed at cost. These may include, but are not limited to, laboratory and drilling services, subcontractor services, authorized travel expenses, permit charges and filing fees, mailings and postage, performance bonds, sample handling and shipment, rental equipment, and vehicles other than covered by the above charges.
Payment Terms. All fees will be billed to Client monthly and shall be due and payable upon receipt or as indicated in the contract provisions for the assignment.
Redlands Regular Meeting of 09-02-25 1059 of 1096
20 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms Task Cost
Task 1 Pre-field Activities $20,700
Task 2 Soil Sampling within the Discharge Area $61,885
Task 3 Groundwater Monitoring Well Installation ,
Sampling, and Laboratory Analytical $64,419
Task 4 Drilling Services $146,740
Task 5 Investigative Derived Waste Management
$30,166
Task 6 Reporting $23,705
Task 7 Project Management, Meetings, and
Administration $22,162
Total Project Budget $369,750
Redlands Regular Meeting of 09-02-25 1060 of 1096
21 I:\cmo\Agreements\Rincon Consultants, Inc. (Landfill Leachate Environmental Site Assessment) FY2526-016.docx-ms EXHIBIT “D”
WORKERS’ COMPENSATION INSURANCE CERTIFICATION
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 self-insure, 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.
RINCON CONSULTANTS, INC.
By: Date: ___________________
Ryan Thatcher, Director
Redlands Regular Meeting of 09-02-25 1061 of 1096
Redlands Regular Meeting of 09-02-25 1062 of 1096
Redlands Regular Meeting of 09-02-25 1063 of 1096
Redlands Regular Meeting of 09-02-25 1064 of 1096
Redlands Regular Meeting of 09-02-25 1065 of 1096
City Council Meeting K. 4.
DATE: 09/02/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Consideration of a Non-Professional Services Agreement with Synagro-WWT, Inc. for wastewater biosolids hauling and disposal services with an initial one-year term not to exceed $500,000 and options to extend for two additional years for a total potential amount not-to-exceed $1,500,000, and determination 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)
MOTION(S):
If City Council determines the staff recommendation is appropriate, the following motions are provided:
I move that City Council determine that approval of the Non-Professional Services Agreement with Synagro-WWT, Inc. is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act; and
1. I move City Council approval of the Non-Professional Services Agreement with Synagro-WWT, Inc. for wastewater biosolids hauling and disposal services, with an initial one-year term value not to exceed $500,000 and options to extend for two additional years.
2. RECOMMENDATION:
Staff recommends City Council determine that approval of a Non-Professional Services Agreement for wastewater biosolids hauling and disposal services is exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act and approve a Non-Professional Agreement with Synagro-WWT, Inc. with an initial one-year term value not-to-exceed $500,000 and options to extend for two additional years for a total potential amount not-to-exceed $1,500,000.
Redlands Regular Meeting of 09-02-25 1066 of 1096
DISCUSSION:
The City's Wastewater Treatment Plant (WWTP) process includes three (3) primary digesters and one (1) secondary digester to treat municipal wastewater.
Organic solids are separated from the liquid stream and transferred to the anaerobic digesters, where physical and chemical breakdown occurs. This process produces a nutrient-rich product known as biosolids, that are processed into compost and used to improve soil health and support carbon sequestration.
The WWTP Biosolids Management Program produces Class B biosolids that meet U.S. EPA guidelines for land application as fertilizer.
In accordance with the City's purchasing policy, staff developed a Request for Bid (RFB) for wastewater biosolids hauling and disposal services. The RFB scope of services requires the selected contractor to provide daily biosolids hauling and comply with all applicable federal, state, and local regulations governing the transport and beneficial reuse of biosolids. Based on operational data, the WWTP produces between 470 and 535 wet tons of biosolids monthly, with an average daily output of 15 to 20 wet tons. Although monthly production has historically remained below 550 wet tons, the contractor must be prepared to handle surges of up to 900 wet tons in any given month due to operational fluctuations or emergency conditions.
The RFB was competitively advertised, and the City Clerk conducted a public bid opening on June 18, 2025. Bids were evaluated by City staff, and Synagro-WWT, Inc. submitted the lowest responsive and responsible bid.
Bid Opening Report:
Plan Holder's
Name
Bid Certification
Signed
Total Bid
Amount
Synagro-WWT, Inc. Yes $79.44/Wet Ton
Rust Logistics Yes $92.00/Wet Ton
Staff recommends approval of a Non-Professional Services Agreement with Synagro-WWT, Inc. for wastewater biosolids hauling and disposal service. This agreement includes an initial one-year term value not-to-exceed $500,000 and options to extend for two (2) additional years for a total potential amount not-to-exceed $1,500,000. Approval of the agreement is categorically exempt from environmental review pursuant to Section 15061(b)(3) of the State's guidelines implementing the California Environmental Quality Act since it may be seen with certainty that doing so will not negatively impact the environment.
Redlands Regular Meeting of 09-02-25 1067 of 1096
ALTERNATIVES:
City Council may deny the staff recommendation and provide alternate direction.
STRATEGIC PLAN:
N/A
SUBMITTED BY:
John R. Harris, Municipal Utilities and Engineering Director RECOMMENDED BY:
Charles M. Duggan Jr., City Manager
REVIEWED BY:
Yvette M. Abich Garcia, City Attorney
Janice McConnell, Assistant City Manager
Danielle Garcia, Management Services/Finance Director
Dana Abramovitz-Daniel, Procurement Manager
PREPARED BY:
Fernando Mata, Wastewater Utility Manager
Fiscal Impact
Fiscal Year: FY 25/26
Revenue Generating: No
Appropriation Required Y/N: No
Amount: $500,000
Budgeted Y/N: Yes
Account No.: 521900
Discussion:
There is no fiscal impact associated with approval of this Agreement. Funding for this service is included in the FY 2025-26 Wastewater Service Fund, and will be included in future fiscal year budgets if the Agreement is extended.
Attachments
Bid Report
Biosolids Hauling NPS Agreement
Redlands Regular Meeting of 09-02-25 1068 of 1096
Redlands Regular Meeting of 09-02-25 1069 of 1096
I:\cmo\Agreements\Synagro-WWT, Inc. FY2526-015.docx-ms
1 AGREEMENT TO PERFORM NON-PROFESSIONAL SERVICES
FOR IMPROVEMENT TO PUBLIC BUILDINGS AND GROUNDS
This agreement for the provision of wastewater biosolids hailing and disposal services (“Agreement”) is made and entered in this 2
nd day of September, 2025 (“Effective Date”), by and
between the City of Redlands, a municipal corporation (“City”) and Synagro-WWT, Inc. (“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:
ARTICLE 1 – ENGAGEMENT OF CONTRACTOR
1.1 City hereby engages Contractor to perform wastewater biosolids hauling and disposal services for City (the “Services”). The Services that Contractor shall perform are more particularly described in Exhibit “A,” titled “Scope of Services,” which is attached hereto and incorporated herein by this reference.
1.2 The Services shall be performed by Contractor in a professional manner, and Contractor 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 Contractors in the industry providing like and similar types of Services.
ARTICLE 2 – RESPONSIBILITIES OF CONTRACTOR
2.1 Contractor shall comply with all applicable federal, state and local laws and regulations in the performance of the Services including, but not limited, to all applicable Labor Code and prevailing wage laws and non-discrimination laws, including the Americans with Disabilities Act. Pursuant to Labor Code section 1773.2, copies of the prevailing rates of per diem wages as determined by the Director of the California Department of Industrial Relations for each craft, classification or type of worker needed to undertake the Services are on file at City’s Municipal Utilities and Engineering Department, located at the Civic Center, 35 Cajon Street, Suite 15A (Mailing: P.O. Box 3005), Redlands, California 92373.
2.2 Contractor acknowledges that if it violates the Labor Code provisions relating to prevailing wages that City may enforce such provisions by withholding payments to Contractor or its subcontractors pursuant to Labor Code section 1771.6.
2.3 If Contractor executes an agreement with a subcontractor to perform any portion of the Services, Contractor shall comply with Labor Code sections 1775 and 1777.7, and shall provide the subcontractor with copies of the provisions of Labor Code sections 1771, 1775, 1776, 1777.5, 1813 and 1815. Contractor acknowledges that the statutory provisions establishing penalties for failure to comply with state wage and hour laws and to pay prevailing wages may be enforced by City pursuant to Labor Code sections 1775 and 1813.
2.4 Contractor and its subcontractors shall comply with the provisions of Labor Code section 1776 regarding payroll records maintenance, certifications, retention and inspection.
Redlands Regular Meeting of 09-02-25 1070 of 1096
I:\cmo\Agreements\Synagro-WWT, Inc. FY2526-015.docx-ms
2 2.5 Contractor acknowledges that eight (8) hours constitutes a legal day’s work pursuant to Labor Code section 1810.
2.6 Contractor shall comply with the provisions of Labor Code section 1777.5 as to apprenticeships, and Labor Code sections 1771, 1775, 1776, 1777.5, 1813 and 1815.
2.7 Pursuant to Public Contract Code section 7103.5(b), Contractor offers and agrees to assign to City all rights, title and interest in and to all causes of action it may have under section 4 of the Clayton Act (15 U.S.C. section 15) or under the Cartwright Act (Chapter 2 (commencing with section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, goods or materials pursuant to this Agreement.
ARTICLE 3 – RESPONSIBILITIES OF CITY
3.1 City shall make available to Contractor information in its possession that may reasonably assist Contractor in performing the Services.
3.2 City designates John R. Harris, Municipal Utilities & Engineering Director, as City’s representative with respect to performance of the 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 The term of this Agreement shall be for a period of one (1) year from the Effective Date of this Agreement (the “Initial Term”). The City shall have the option to extend the Initial Term of this Agreement by two (2) additional one-year terms (each, an “Extended Term”), on the same terms and conditions, by providing written notice to Contractor at least thirty (30) days prior to the expiration of the Initial Term or any Extended Term. The Initial Term and the Extended Terms are hereby collectively, referred to herein as the “Term” of this Agreement.
4.2 Contractor shall furnish a faithful performance bond in the form attached hereto as Exhibit “B,” which is attached hereto and incorporated herein by this reference, in an amount equal to one hundred percent (100%) of the total compensation to be paid to Contractor pursuant to this Agreement.
ARTICLE 5 – PAYMENTS TO CONTRACTOR
5.1 The compensation for Contractor’s performance of the Services shall not exceed the amount of Five Hundred Thousand Dollars ($500,000) for the Services provided during the Initial Term. Should this Agreement be renewed, the compensation for Contractor’s performance for the Services shall not exceed the amount of Five Hundred Thousand Dollars ($500,000) for the first Extended Term; and Five Hundred Thousand Dollars ($500,000) for the second Extended Term, bringing the total possible amount of compensation to a not-to-exceed amount of One Million Five Hundred Thousand Dollars ($1,500,000). For the Initial Term and each Extended Term, City shall pay Contractor on a time and materials basis up to the not to not-to-exceed amount in accordance with the Redlands Regular Meeting of 09-02-25 1071 of 1096
I:\cmo\Agreements\Synagro-WWT, Inc. FY2526-015.docx-ms
3 rates specified in Exhibit “C,” titled “Price and Fee Bid,” which is attached hereto and incorporated herein by reference.
5.2 Contractor shall submit monthly invoices to City describing the Services performed during the preceding month. Contractor’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.
City shall pay the Contractor no later than thirty (30) days after receipt and approval by City of Contractor’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 CONTRACTOR
City Clerk Emil Kneis, Sales Support Manager
City of Redlands Synagro-WWT, Inc.
35 Cajon Street 435 Williams Court, Suite 100
P.O. Box 3005 (mailing) Baltimore, MD 21220
Redlands, CA 92373 [email protected]
[email protected] (410) 688-4438
(909) 798-7531 (410) 779-3558
ARTICLE 6 – INSURANCE AND INDEMNIFICATION
6.1 The following insurance coverage required by this Agreement shall be maintained by Contractor for the duration of its performance of the Services. Contractor shall not perform any Services unless and until the required insurance listed below is obtained by Contractor.
Contractor shall provide City with certificates of insurance and endorsements evidencing such insurance prior to commencement of the Services. Insurance policies shall include a 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 Contractor is self-insured or exempt from the workers’ compensation laws of the State of California. Contractor shall execute and provide City with Exhibit “D,” titled “Workers’ Compensation Insurance Certification,” which is attached hereto and incorporated herein by this reference, prior to performance of the Services.
Redlands Regular Meeting of 09-02-25 1072 of 1096
I:\cmo\Agreements\Synagro-WWT, Inc. FY2526-015.docx-ms
4 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. 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 Contractor owned vehicles used in connection with Contractor’s provision of the 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.
6.2 Contractor shall defend, indemnify, and hold harmless City and its elected and appointed officials, employees and agents from and against any and all claims, losses and 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, Contractor, or its officers, employees and agents in performing the Services.
ARTICLE 7 – FORCE MAJEURE
7.1 “Force Majeure” is defined as an event beyond the reasonable control, and attributable to the negligence or willful misconduct, of the Party affected, including but not limited to the following: flood, earthquake, storm, lightning, fire, explosion, war, riot, civil disturbance, strike, sabotage, or electrical outage, provided, however that Force Majeure shall not include any equipment failure due to normal wear and tear or due to neglected maintenance or repair.
7.2 If either Party shall be unable to carry out any obligation under this Agreement due to Force Majeure, this Agreement shall remain in effect, but such obligation shall be suspended for the period necessary as a result of the Force Majeure, provided that:
A. The non-performing Party gives the other Party written notice no later than seventytwo (72) hours after the occurrence of the Force Majeure describing the particulars of the Force Majeure, including but not limited to the nature of the occurrence and the expected duration of the disability; and regular reports with respect thereto during the period of Force Majeure and the disability; and B. The suspension of performance is of no greater scope and of no longer duration that is required by the Force Majeure; and
C. The non-performing Party uses its best efforts to remedy its inability to perform.
7.3 Notwithstanding the foregoing, the settlement of strikes, lockouts, and other labor disputes shall be entirely within the discretion of the affected Party, and such Party shall not be required to settle any strike, lockout, or other labor dispute on terms which it deems inadvisable.
Redlands Regular Meeting of 09-02-25 1073 of 1096
I:\cmo\Agreements\Synagro-WWT, Inc. FY2526-015.docx-ms
5 ARTICLE 8 – CONFLICTS OF INTEREST
8.1 Contractor agrees it is not a designated employee within the meaning of the Political Reform Act because Contractor:
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.
8.2 In the event City determines that Contractor must disclose its financial interests, Contractor 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.
9 ARTICLE 9 – GENERAL CONSIDERATIONS
9.1 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.
9.2 Contractor 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, results in City’s immediate termination of this Agreement.
9.3 Contractor is for all purposes under this Agreement an independent contractor and shall perform the Services as an independent contractor. Neither City nor any of its agents shall have control over the conduct of Contractor or Contractor’s employees, except as herein Redlands Regular Meeting of 09-02-25 1074 of 1096
I:\cmo\Agreements\Synagro-WWT, Inc. FY2526-015.docx-ms
6 set forth. Contractor shall supply all necessary tools and instrumentalities required to perform the Services. Assigned personnel employed by Contractor are for its account only, and in no event shall Contractor 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. Contractor shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent, nor shall Contractor have any authority, express or implied, to bind City to any obligation.
9.4 This Agreement may be terminated by City, in its sole discretion, by providing not less than five (5) days prior written notice to Contractor of City’s intent to terminate. If this Agreement is terminated by City, an adjustment to Contractor’s compensation shall be made, but (i) no amount shall be allowed for anticipated profit or unperformed Services, and (ii) any payment due Contractor at the time of termination may be adjusted to the extent of any additional costs to City occasioned by any default by Contractor. Upon receipt of a termination notice, Contractor 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 Contractor in performing the Services. Contractor shall be compensated on a pro-rata basis for Services completed up to the date of termination.
9.5 Contractor 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 of final payment to Contractor pursuant to this Agreement. Such books shall be available at reasonable times for examination by City at the office of Contractor.
9.6 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 Contractor.
9.7 This Agreement shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflicts of laws 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.
9.8 If one or more of the sentences, clauses, paragraphs or sections contained in this Agreement is declared invalid, void or unenforceable by a court of competent jurisdiction, the same 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.
Redlands Regular Meeting of 09-02-25 1075 of 1096
I:\cmo\Agreements\Synagro-WWT, Inc. FY2526-015.docx-ms
7 IN WITNESS WHEREOF, duly authorized representatives of City and Contractor have signed in confirmation of this Agreement.
CITY OF REDLANDS SYNAGRO-WWT, INC.
By: ___________________________ By: _________________________ Mario Saucedo, Mayor Emil Kneis, Sales Support Manager
ATTEST:
__________________________
Jeanne Donaldson, City Clerk
Redlands Regular Meeting of 09-02-25 1076 of 1096
I:\cmo\Agreements\Synagro-WWT, Inc. FY2526-015.docx-ms
8 EXHIBIT "A"
SCOPE OF SERVICES
Project Overview:
The City of Redlands owns and operates a Wastewater Treatment Facility (WWTF), located at 1950 Nevada Street, Redlands, CA 92374, under the management of the Municipal Utilities and Engineering Department. The Contractor shall provide biosolids hauling services in accordance with all applicable federal, state, and local regulations governing the removal, transportation, and beneficial reuse of biosolids.
Based on 2024 operational data, the facility generates approximately 470 to 535 wet tons of biosolids per month, with an average daily output of 15 to 20 wet tons, assuming daily hauling operations. Historical production has remained below 550 wet tons per month; the Contractor must be capable of accommodating up to 900 wet tons in any given month to account for potential surges in production or emergency conditions.
The Contractor will be responsible for furnishing trailers, delivering empty units, and hauling full trailers to an off-site, permitted composting facility. Services are typically required seven (7) days a week, although frequency may vary based on operational needs.
The Contractor shall also provide and maintain a yard tractor (commonly referred to as a “goat”) or equivalent vehicle to move trailers within the WWTF. The Contractor is responsible for the operation, maintenance, and safety of the equipment during its own use. WWTF staff may occasionally use the Contractor’s yard truck for operational purposes; when doing so, the City assumes responsibility for its own use of the equipment. Both parties shall ensure that only trained and authorized personnel operate the vehicle in accordance with site safety protocols.
Each party shall be solely responsible for any damage, liability, or claims arising from its respective use of the yard truck. The Contractor shall indemnify and hold harmless the City of Redlands, its officers, employees, and agents from any claims, damages, or liabilities resulting from the Contractor’s operation of the equipment.
The WWTF operates 365 days per year; however, City-observed holidays may not require hauling and disposal services, depending on operational conditions. Whether services is required on a holiday will be at the sole discretion of the City and will be communicated to the Contractor at least 72 hours in advance.
Redlands Regular Meeting of 09-02-25 1077 of 1096
I:\cmo\Agreements\Synagro-WWT, Inc. FY2526-015.docx-ms
9 City-observed holidays include:
The Contractor shall be responsible for ensuring that all vehicles and equipment used in the performance of this contract comply with applicable regulations issued by the California Air Resources Board (CARB), including but not limited to Title 13, California Code of Regulations, Division 3, Chapter 9, effective January 1, 2024. The City of Redlands will not be responsible for any penalties, delays, or enforcement actions resulting from non-compliant vehicles or fuel usage.
Scope of Services:
-Contractor shall supply a yard tractor and trailer seven days per week to support daily biosolids hauling. Services are expected to be provided 365 days per year, including all holidays, unless the City provides written notice of service delay at least 72 hours in advance. Site address: 1950 Nevada St., Redlands, CA 92374. -The biosolids to be hauled are classified as Class B under 40 CFR Part 503 and must be transported and disposed of in accordance with all applicable federal, state, and local regulations governing Class B biosolids.
-Biosolids hauling shall occur only between 6:00 a.m. and 2:30 p.m. PST, unless alternative arrangements are approved in advance by City staff. -If the Contractor anticipates any difficulty in meeting the scheduled service window, they shall notify the City’s staff at least three (3) hours in advance. -Annual Documentation: The Contractor shall provide an Annual Operations Summary for each calendar year, detailing biosolids hauling and disposal activity. The summary shall include total wet tons, dry tons, and dry metric tons hauled per month, site location, and receiving site information. The Contractor shall also submit current Class A Exceptional Quality (EQ) Compost Certifications from the receiving facility, verifying that the end product complies with EPA Class A EQ standards. All documentation shall Redlands Regular Meeting of 09-02-25 1078 of 1096
I:\cmo\Agreements\Synagro-WWT, Inc. FY2526-015.docx-ms
10 be submitted to the City no later than January 31 of the following calendar year or upon request.
-The Contractor must provide a yard tractor and trailer compatible with the City’s loading bay platform structure, as shown in the reference image below. Each hauling event shall involve the delivery of one empty trailer and the removal of one full trailer. The yard tractor (goat/mule) must remain onsite and shall be provided by the Contractor. The Contractor is solely responsible for the safe parking, alignment, and departure of equipment from the loading area. The Contractor shall provide sufficient personnel who are properly licensed, certified, and trained to perform all work described in the Scope of Services.
-The Contractor shall be solely responsible for researching, understanding, and complying with all applicable federal, state, regional, and local laws, codes, ordinances, and regulations that govern or affect the performance of the Work. This includes, but is not limited to, regulations imposed by the California Air Resources Board (CARB), South Coast AQMD, the State Water Resources Control Board, and local transportation or environmental agencies.
-The Contractor shall assume full title to, and complete responsibility for, all biosolids upon loading onto the Contractor’s transport trailer at the WWTF. This includes responsibility for transportation, regulatory compliance, and proper disposal at a permitted facility in accordance with all applicable laws and regulations. -The Contractor shall provide documentation for each load of biosolids removed from the site at the time of removal. This may include chronologically numbered load tickets or other equivalent tracking forms that identify the date, time, and load details. All documentation shall be submitted with the corresponding invoice and maintained in a manner acceptable to the City.
-Each load hauled off-site shall be weighed at a certified weigh station that complies with applicable weights and measures regulations. A valid weight ticket or equivalent record shall be provided with the invoice and retained by the Contractor for verification upon request.
Redlands Regular Meeting of 09-02-25 1079 of 1096
I:\cmo\Agreements\Synagro-WWT, Inc. FY2526-015.docx-ms
11 -Pricing shall be all-inclusive and cover all charges associated with the Scope of Services, including but not limited to personnel, tipping fees, weights and measures, equipment, insurance, fuel, mileage, and supplies.
Redlands Regular Meeting of 09-02-25 1080 of 1096
I:\cmo\Agreements\Synagro-WWT, Inc. FY2526-015.docx-ms
12 EXHIBIT "B"
FAITHFUL PERFORMANCE BOND
Whereas, the City of Redlands (“City”), State of California, and Synagro-WWT, Inc. , a Maryland corporation, (hereinafter designated as "Principal") have entered into an agreement dated July 02 , 2025 (“Agreement), which is hereby referred to and made a part hereof whereby Principal agrees to install and complete certain designated public improvements (the “Work”); and Whereas, under the terms of the Agreement, Principal is required before commencing the performance of the Work, to furnish a good and sufficient Faithful Performance bond with the City for the faithful performance of the Agreement;
Now, therefore, we, Principal and the undersigned, as corporate Surety, are held and firmly bound unto the City in the penal sum of Five Hundred Thousand Dollars ($500,000) 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 therefore, 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 Agreement, 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 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 Principal remains.
Whenever 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 Agreement in accordance with its terms and conditions; or Redlands Regular Meeting of 09-02-25 1081 of 1096
I:\cmo\Agreements\Synagro-WWT, Inc. FY2526-015.docx-ms
13 2. Obtain a bid or bids for completing the Agreement 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 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 Principal by the City under the Agreement and any modifications thereto, less the amount previously properly paid by the City to 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 Principal.
Surety shall not utilize Principal in completing the Work nor shall Surety accept a bid from Principal for completion of the Work if the City, when declaring Principal in default, notifies Surety of the City’s objection to 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.
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 Principal shall abridge the right of any beneficiary hereunder whose claim may be unsatisfied.
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. [Signatures on following page]
Redlands Regular Meeting of 09-02-25 1082 of 1096
I:\cmo\Agreements\Synagro-WWT, Inc. FY2526-015.docx-ms
14 In witness whereof, this instrument has been duly executed by Principal and Surety above named, on , 2025.
(SEAL) (SEAL)
Developer
(Principal) (Surety)
BY:
(Signature) Name, Title (Signature)
Address:___________________________________
__________________________________________
(Seal and Notarial Acknowledgment of
Surety)
Telephone ( )___________________________
Redlands Regular Meeting of 09-02-25 1083 of 1096
I:\cmo\Agreements\Synagro-WWT, Inc. FY2526-015.docx-ms
15 EXHIBIT “C”
PRICE AND FEE BID
Item Description Unit Price
(Per Wet Ton)
1. Price shall include, but is not limited to, hauling, disposal, permits, regulatory fees, fuel surcharges, and any other fee associated with the hauling and disposal services of biosolids from the City of Redlands Wastewater Treatment Facility
$79.44
Redlands Regular Meeting of 09-02-25 1084 of 1096
I:\cmo\Agreements\Synagro-WWT, Inc. FY2526-015.docx-ms
16 EXHIBIT “D”
WORKERS’ COMPENSATION INSURANCE CERTIFICATION
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 self-insure, 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.
SYNAGRO-WWT, INC.
By: Date: _______ __________
Emil Kneis, Sales Support Manager
Redlands Regular Meeting of 09-02-25 1085 of 1096
City Council Meeting K. 5.
DATE: 09/02/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Consideration of a sole source purchase order modification with Clean Energy to increase the total compensation to an amount not-to-exceed $700,000 for upgrades, parts, and repair services for the City's LNG/CNG fuel island (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 approve a sole source purchase order modification with Clean Energy to increase the total compensation to an amount not-to-exceed $700,000.
1. RECOMMENDATION:
Staff recommends that the City Council approve a sole source purchase order modification with Clean Energy to increase the total compensation to an amount not-to-exceed $700,000 for upgrades, parts, and repair services for the City's LNG/CNG fuel island.
DISCUSSION:
The City of Redlands Corporate Yard has operated as a key provider of alternative fuels specifically Renewable Liquefied Natural Gas (RLNG) and Compressed Natural Gas (CNG), since 2003. These fuels support the City's commitment to sustainable fleet operations and generate substantial revenue through external sales, averaging approximately $1.1 million annually. In addition to LNG and CNG, the City's fuel island supplies unleaded and diesel fuels for the City's fleet, making the station an essential component of both operational efficiency and revenue generation.
Redlands Regular Meeting of 09-02-25 1086 of 1096
Over the past two decades, the LNG/CNG fuel island has supported a steady increase in external customer usage. While the station has continued to meet demand, the original infrastructure, including essential hardware and software systems, is now significantly outdated and approaching the end of its serviceable life. A key component of concern is the Programmable Logic Controller (PLC), which is no longer supported by the manufacturer and cannot be repaired or replaced due to discontinued parts. To ensure continued operational efficiency, system compatibility, and long-term service reliability, critical updates and repairs are now necessary.
To address this issue, Clean Energy proposes to replace the outdated PLC with a modern Siemens PLC and Human-Machine Interface (HMI), thereby restoring the reliability and performance of the system. Clean Energy, the original equipment provider and the only vendor with the technical expertise to maintain this proprietary system, has submitted a proposal totaling $516,375.00 for the required upgrade. Clean Energy has consistently provided maintenance and support for the LNG/CNG island since its inception, demonstrating a unique capability and established track record with the City’s infrastructure.
On July 1, 2025, the City Council approved a sole source purchase order with Clean Energy for an amount not to exceed $400,000 for fuel island maintenance services and parts. Of that amount, approximately $200,000 was allocated for routine maintenance, with the remaining balance reserved for a scheduled infrastructure upgrade. As the station continues to require regular operational support in addition to the proposed hardware improvements, staff recommends amending the existing purchase order by increasing the not-to-exceed amount from $400,000 to $700,000 to accommodate both the planned upgrade and ongoing service needs and to ensure uninterrupted operation of this critical facility.
ALTERNATIVES:
City Council may elect not to approve the sole source purchase order modification. However, this action will adversely affect the Division's ability to service the City's equipment.
STRATEGIC PLAN:
Not Applicable.
Redlands Regular Meeting of 09-02-25 1087 of 1096
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
Fiscal Impact
Fiscal Year: FY 2025-26
Revenue Generating: Yes
Appropriation Required Y/N: No
Amount: $700,000
Budgeted Y/N: Y
Account No.: 607900
Discussion:
Sufficient funding for these services is included in the Equipment Maintenance Division's (607900) budget for Fiscal Year 2025-26 as approved by the City Council.
Attachments
A. Clean Energy Sole Source
B. Clean Energy Proprietary Letter
C. Station Upgrade Proposal
Redlands Regular Meeting of 09-02-25 1088 of 1096
Sole Source/ Single Source/ Standardization Form
For procurement of supplies, equipment and services valued at $5,000 and over NOTE: Every question must be answered with appropriate documentation attached; incomplete forms will be immediately rejected by Purchasing.
Date:_______________________
TO: Purchasing Division
FROM: ________________________________
Purchase Requisition # ___________________
Estimated Total Cost: $_________________
Proposed Vendor: ______________________
Request Term: _________________
This form must accompany the purchase document whenever an exception to the competitive process is requested. Requests for goods and/or services from a specific vendor or limited to a specific brand, where substitutes to the recommended vendor or brand are unacceptable, must be accompanied by a written justification explaining the circumstances that make alternatives unacceptable.
The City Manager will determine whether the justification is appropriate. Requests for exception must be supported by factual statements that will pass an audit.
Clean Energy Crynogenics FY 2025-26 8/1/25 FCS - Equipment Maintenance 12600408 700,000 Redlands Regular Meeting of 09-02-25 1089 of 1096
EXCEPTION TO BIDDING AND DISCLOSURE STATEMENT Page
Rev 1.31.19
2 INSTRUCTIONS
1. Please check all applicable categories (a. through i.) below and provide additional information where indicated.
a. The requested product is an integral repair part or accessory compatible with existing equipment.
Existing Equipment:
Manufacturer/Model Number:
Age:
Current Estimated Value:
b. The requested product has unique design/performance specifications or quality requirements that are not available in comparable products. c. I have standardized the requested product and the use of another brand/model would require considerable time and funding to evaluate.
d. The requested product is one in which I (and/or my staff) have specialized training and/or extensive expertise. Retraining would incur substantial cost in time and/or funding.
e. The requested product is used or demonstration equipment available at a lower-thannew cost. f. Repair/Maintenance service is available only from manufacturer or designated service representative.
g. Upgrade to or enhancement of existing software is available only from manufacturer. h. Service proposed by vendor is unique; therefore, competitive bids are not available or applicable.
i. Other factors (provide detailed explanation in #2 below).
2. Provide a detailed explanation and pertinent documentation for each category checked in item 1 above. Attach additional sheets if necessary:
LNG Station Northstar Inc. 22 Years N/A
B - See attached proprietary letter
F - See response #5
Redlands Regular Meeting of 09-02-25 1090 of 1096
EXCEPTION TO BIDDING AND DISCLOSURE STATEMENT Page
Rev 1.31.19
3 3. Was an evaluation of other equipment, products, or services performed? Yes No
If yes, please explain the type of evaluation performed and provide all supporting documentation:
4. List below the name of each individual who was involved in the evaluation, if conducted, and in making the recommendation to procure this product or service. Attach additional information, if necessary.
5. Explain what action(s) the department would take if the sole/single source services were no longer available
6. I certify that the above information is accurate to the best of my knowledge, and a signed copy of this document will be kept on file and available for audit in my department _________________________________________________________ Prepared by Date
_________________________________________________________ Department Director Date
Purchasing Approvals
______________________________________________________
Purchasing Agent Approval Date
_______________________________________________________ City Manager Approval Date
Larry Alms 8/1/2025 Digitally signed by Larry Alms
Date: 2025.04.14 14:10:38 -07'00'
Clean Energy is the primary source for technicians, equipment and supplies to provide maintenance and repairs to the City's LNG station. While there are other companies that offer technicians who are experience the specific equipment that was installed in 2003, using another company would cause delays in repairs and substantially higher rates for technicians and parts.
Redlands Regular Meeting of 09-02-25 1091 of 1096
April 14, 2025
Tricia Swope
Manager, Facilities & Community Service
City of Redlands
1270 West Park Ave
Redlands, California 92373
Dear Ms. Swope:
Clean Energy, through its subsidiary, Clean Energy Cryogenics, has been providing maintenance repair services on the City of Redland’s (“City”) Liquefied Compressed Natural Gas (“LCNG”) fueling facility since the completion of the station in 2003. This sound business partnership has been the result of Clean Energy’s unparalleled LCNG experience and knowledge of the City’s fueling facility.
The City’s LCNG fueling facility was constructed with proprietary equipment including Cryogenics’ Station Operating Software, which controls the operations of the entire station. Clean Energy’s unique ability to service the station was demonstrated several years back when a competitor was selected to complete station repairs but was unable to restore fueling operations.
Clean Energy recommends quarterly site inspections and routine maintenance to ensure all LCNG fueling equipment is operating properly. The quarterly site visit fee is $5,224. Callouts for corrective services will be billed at R&M Rates of $150 from 8am-5pm M-F and $225 from 5pm-8am M-F, Weekends & Holidays.
Clean Energy looks forward to continuing to service the City’s station. Thank you in advance for your consideration.
Sincerely,
Candice Kenyon
Candice Kenyon
Senior Account Sales Analyst
Redlands Regular Meeting of 09-02-25 1092 of 1096
June 5, 2025
Andy Madiedo
Fleet Services Supervisor
City of Redlands
[email protected]
1270 W. Park Avenue, Redlands, CA 92373
Subject: City of Redlands Controls Upgrade
Clean Energy is pleased to submit this proposal for a controls upgrade at the City of Redlands LNG/LCNG station. Also included is a quote to add a second LCNG pump for redundancy.
1.0 Scope of Work:
1. Replace the existing PLC with a Siemens PLC and HMI
a. If the equipment can fit into the existing cabinet, that will be the preferred route. Otherwise, CE will provide a new, larger cabinet. i. If a larger cabinet is required, the controls area will need to be expanded, taking one parking space from
the adjacent parking area.
2. Wire existing equipment into new PLC
3. Provide programming to operate equipment using the new PLC
4. Provide on-site commissioning services for the new PLC
1.1 Optional Equipment:
1. Additional 15 GPM LCNG pump to add redundancy.
2. Vaporizer for new LCNG pump.
3. Pull wire for new pump, temperature and pressure transmitters and terminate in PLC cabinet
4. Incorporate new equipment in PLC
5. Provide on-site commissioning services for the new LCNG pump
6. Remove existing stairs on site and replace with aluminum ladder style found on other Clean Energy sites. This will allow room for the new equipment.
Redlands Regular Meeting of 09-02-25 1093 of 1096
2.0Cost:
Budgetary Cost
Item Description Qty Unit Total
1 Base Scope:
Controls upgrade
1 LS $ 172,683
1.1 Installation 1 LS $ 70,084
Base Scope Subtotal $ 242,767
2 Alternate Scope:
2nd LCNG pump
1 LS $ 218,881
2.1 Installation 1 LS $ 54,727
Alternate Scope Subtotal $ 273,608
TOTAL $ 516,375
3.0 Additional Notes, Conditions, and Exclusions:
1. Shipping is not included in this cost. All equipment will be FOB Evanston, WY.
2. This price does not include taxes (if applicable).
3. Cost for installation is budgetary.
4. Any civil work that is required should the Alternate be approved) (ie. Moving the fence and extending the electrical pad to accommodate larger panel) is excluded from CE scope.
5. Cost for 2nd LCNG pump assumes that open conduits are available for wire pulls.
6. Cost assumes that all wiring currently installed on site is operational and reusable.
If you have any questions about this proposal or need any additional information, please feel free to contact me.
Sincerely,
Candice Kenyon Candice Kenyon
[email protected]
Senior Account Sales Analyst
Redlands Regular Meeting of 09-02-25 1094 of 1096
City Council Meeting L. 1.
DATE: 09/02/2025
TO: Honorable Mayor and City Council Members
SUBJECT: Individual Council Member Report on Activities for July and August 2025 from Mayor Pro Tem Shaw (City Clerk Donaldson)
DISCUSSION:
Mayor Pro Tem Shaw has requested to include this report on the agenda for recording purposes. The report does not require City Council approval.
Attachments
July & August 2025 Council Activities
Redlands Regular Meeting of 09-02-25 1095 of 1096
July & August 2025 Council Activities
Mayor Pro Tem Marc Shaw
o Attended Redlands Emergency Services Academy graduation ceremony o Attended “Bowling with a Cop” event at Empire Bowl
o Attended several Chamber of Commerce Ribbon Cutting ceremonies o Attended Fire Station 262 Grand Reopening event
o Attended Redlands Airport Association event celebrating National Aviation Day
o Attended Back to School Jam hosted by Micah House
o Met with Plymouth Village Resident Association
o Attended Redlands East Valley High School Stadium Grand Opening o Met with RUSD Superintendent Juan Cabral
o Meeting with City Manager to discuss ongoing issues
Redlands Regular Meeting of 09-02-25 1096 of 1096