Agenda packet — Roseville City Council, February 15, 2023 (part 1 of 3)

AGENDA
February 15, 2023

CITY COUNCIL
6:00 p.m.

Council Chambers
311 Vernon Street
Roseville, California
www.roseville.ca.us
The meeting may be viewed on Comcast channel 14, Consolidated Communications channel 73, and AT&T U-Verse. City Council meetings are also video streamed live on the City’s website at roseville.ca.us/watch and roseville.ca.us/agenda, and the City’s YouTube channel at youtube.com/CityofRosevilleCa.

If you need a disability-related modification or accommodation to participate in this meeting, please contact Voice: 916-774-5200, TDD: 916-774-5220. Requests must be made as early as possible.

THE CITY OF ROSEVILLE WELCOMES YOUR PARTICIPATION
If an agenda item is open to public comment, such public comment shall be addressed to the chair of the meeting.

Public Comment
- Speakers have three minutes under Public Comment to speak on issues that
are not listed on the agenda and are within the City's jurisdiction. The Brown Act does not permit any action or discussion on items not listed on the agenda.

Consent Calendar
- If applicable, the Consent Calendar consists of routine items that may be approved by one motion. Any person can remove an item from the Consent Calendar to be discussed separately.

Agenda Items
- Speakers have five minutes to address items that are listed on the agenda.

Americans with Disabilities Act
- Notify the City Clerk or Secretary at least 72 hours in advance if special assistance is required to participate in a meeting including the need of auxiliary aids or services.

Audio/Visual Presentations
- If making a presentation regarding an agenda item, audio/visual materials must be submitted to the City Clerk or Secretary at least 72 hours in advance.

Security procedures are in place to attend Roseville City Council meetings.

All attendees must
successfully pass through a security metal detector.

Any person with a prohibited item will not be
allowed entry.

Prohibited items include, but are not limited to: firearms (even with valid CCW), knives, pepper spray/mace, explosives of any kind/ any weapons and/or dangerous devices of any kind, illegal drugs and alcohol.

Roseville City Clerk 311 Vernon Street, Roseville, CA 916-774-5200 TDD 916-774-5220

1. CALL TO ORDER

2. ROLL CALL

3. PLEDGE OF ALLEGIANCE

4. MEETING PROCEDURES

5. PRESENTATIONS

5.1. Resolution - Senator Jim Nielsen
Commend Senator Jim Nielsen for his more than 44 years of remarkable service and dedication to the people of California and to his 10 years of unwavering service and support for the City of Roseville. We congratulate Senator Jim Nielsen for all his accomplishments and wish him a long, healthy and joyous retirement.

CONTACT:

Blair Hutchison 916-774-5266 [email protected]

6. PUBLIC COMMENTS

7. CONSENT CALENDAR

BEGINNING OF CONSENT CALENDAR
Minutes

7.1. Minutes of Prior Meetings
Memo from Assistant City Clerk Helen Dreyer and City Clerk Carmen Avalos recommending the City Council approve the minutes of the January 11, 2023 Special Meeting City Council Legislative Platform Workshop, January 18, 2023 City Council Closed Session, January 18, 2023 City Council Meeting, February 1, 2023 City Council Closed Session, and February 1, 2023 City Council meeting.

CC #:
2551
File #:
0102-03
CONTACT:

Helen Dreyer 916-774-5356 [email protected]

Bids / Purchases / Services

7.2. Centrifuge Repair Parts and Replacement Equipment - Sole Source Purchase Order
Memo from Preventative Maintenance Coordinator Blaine Wiegel and Environmental Utilities Director Richard Plecker recommending the City Council adopt RESOLUTION NO. 23-052 APPROVING A SOLE SOURCE

PURCHASE ORDER FOR CENTRIFUGE REPAIR PARTS AND
REPLACEMENT EQUIPMENT. Staff requests Council approval of a sole source purchase order with GEA Westfalia in the amount of $300,000 for the purchase of repair parts and replacement equipment of three GEA Westfalia separators for the three centrifuges in service at the Pleasant Grove Wastewater Treatment Plant. Funding will be provided from the Wastewater Operations Fund budget. This agreement would allow four optional renewal years at one- year intervals. Staff also requests authorization to utilize the optional renewal years of the contract without further Council approval, provided that the applicable budget is approved by the City Council each year, or until City staff determines that continuing with the same vendor is not in the City's best interest.

CC #:
2529
File #:
0203-09
CONTACT:

Blaine Wiegel 916-746-1833 [email protected]

7.3. Outage Management System - Contract Purchase Agreement Amendment Memo from Senior Electric Business Analyst Steve Hancock and Electric Utility Director Dan Beans recommending the City Council adopt RESOLUTION NO. 23-067 APPROVING AMENDMENT #2 TO CONTRACT PURCHASE

AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND
DATAVOICE INTERNATIONAL INC., AND AUTHORIZING THE CITY

MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE (3000172).

Staff requests Council approve an amendment to the contract purchase agreement with Outage Management System and Interactive Voice Response to extend the end date to December 31, 2024 and increase the contract amount by $20,000. The amendment will allow for integration with the Advanced Metering Infrastructure solutions. The total cost of services will not exceed $460,429. Funding is included in the Electric Fund operating budget for FY2022-23.

CC #:
2547
File #:
0203-07
CONTACT:

Steve Hancock 916-774-5631
[email protected]

Resolutions

7.4. 2023 Citywide Records Retention Schedule Update
Memo from Paralegal Gretchen Hakala and City Attorney Michelle Sheidenberger recommending the City Council adopt RESOLUTION NO. 23- 068 ADOPTING THE 2023 CITYWIDE RECORDS RETENTION
SCHEDULE. The Citywide Records Retention Schedule is updated and maintained by the City Attorney's office to direct City staff with regards to the retention of both physical and electronic records. California Government Code Section 34090 provides that certain City records, instruments or documents may be destroyed with the approval of the City Council by resolution and written consent of the City Attorney. This year's updates are routine in nature. There is no fiscal impact to the General Fund.

CC #:
2548
File #:
0504-01
CONTACT:

Gretchen Hakala 916-774-5325 [email protected]

7.5. Electric Generation Cooling Tower Maintenance and Rehabilitation - Northern California Power Agency Support Services Program Agreement Memo from Power Generation Superintendent Matthew Garner and Electric Utility Director Dan Beans recommending the City Council adopt RESOLUTION NO. 23-053 APPROVING A CONFIRMATION UNDER THE

SUPPORT SERVICES PROGRAM AGREEMENT WITH NORTHERN

CALIFORNIA POWER AGENCY, AND AUTHORIZING THE ELECTRIC

UTILITY DIRECTOR AND CITY ATTORNEY TO EXECUTE IT ON
BEHALF OF THE CITY OF ROSEVILLE. Staff requests Council approve a Confirmation under the Support Services Program Agreement with the Northern California Power Agency for EvapTech, Inc. to perform cooling tower maintenance and rehabilitation at the Roseville Energy Park.

The total cost of
services will not exceed $282,320. Funding is included in the Electric Fund budget for FY2022-23.

CC #:
2530
File #:
0902-01-01
CONTACT:

Matt Garner 916-746-1691 [email protected]

7.6. Advanced Metering Infrastructure Consulting - Professional Services Agreement Amendment
Memo from Advanced Metering Infrastructure Project Manager Caitlin Ornelas and Electric Utility Director Daniel Beans recommending the City Council adopt RESOLUTION NO. 23-058 APPROVING A FIFTH

AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT, BY AND

BETWEEN THE CITY OF ROSEVILLE AND E SOURCE COMPANIES,

LLC, AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON
BEHALF OF THE CITY OF ROSEVILLE. Staff requests Council approve an
amendment to the professional services agreement with E Source, formerly UtiliWorks Consulting, LLC, for Advanced Metering Infrastructure support, development and implementation services. The total cost of this amendment is $695,101. This project is funded by the Electric and Environmental Utilities’ Advanced Metering Infrastructure capital improvement project budgets in the Electric Fund and Water Fund, respectively.

CC #:
2537
File #:
0800-03
CONTACT:

Caitlin Ornelas 916-774-5178 [email protected]

7.7. International Swap and Derivatives Association - Master Agreement Amendment
Memo from Electric Business Analyst Long Zhang and Electric Utility Director Dan Beans recommending the City Council adopt RESOLUTION NO. 23-060

APPROVING THE THIRD AMENDMENT TO THE INTERNATIONAL
SWAP AND DERIVATIVES ASSOCIATION, INC. 2011 MASTER

AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND

MACQUARIE ENERGY LLC AND AUTHORIZING THE CITY MANAGER
TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE. Staff requests Council approve the Third Amendment to the International Swap and Derivatives Association Master Agreement with Power and Gas Annexes with Macquarie Energy LLC. The amendment aims to provide more flexibility with credit support and meet new regulatory reporting requirements. There is no fiscal impact associated with the execution of the Third Amendment as it is only an amendment to an enabling agreement.

CC #:
2540
File #:
0800-03
CONTACT:

Long Zhang 916-774-5652 [email protected]

7.8. Roseville Parkway Extension Project - Purchase of Real Property Memo from Associate Engineer Jesse Khatkar and Public Works Director Jason Shykowski recommending the City Council adopt
RESOLUTION NO.
23-065

APPROVING AN AGREEMENT FOR SALE OF REAL
PROPERTY, BY AND BETWEEN THE CITY OF ROSEVILLE AND 8501

ROSEVILLE PROPERTIES, LLC, AND AUTHORIZING THE CITY

MANAGER TO EXECUTE IT AND ALL RELATED ESCROW
DOCUMENTS ON BEHALF OF THE CITY OF ROSEVILLE.

Staff
requests Council approve an agreement for Sale of Real Property for the purchase of property for the Roseville Parkway Extension project with 8501 Roseville Properties, LLC in the amount of $175,000. The project will construct a new four-lane roadway and bridge connecting Roseville Parkway between Foothills Blvd and Washington Blvd. Construction of the Roseville Parkway Extension project is anticipated to begin in late spring/early summer of 2023. No General Fund resources will be used to complete the project.

CC #:
2545
File #:
0900-04-02
CONTACT:

Jesse Khatkar 916-774-5434 [email protected]

7.9. On-Call Architectural Services - Professional Design Services Agreement Memo from Design & Construction Project Manager Rjahja Canlas and Public Works Director Jason Shykowski recommending the City Council adopt RESOLUTION NO. 23-055 APPROVING AN ON-CALL PROFESSIONAL

DESIGN SERVICES AGREEMENT, BY AND BETWEEN THE CITY OF

ROSEVILLE AND MONIZ ARCHITECTURE, AND AUTHORIZING THE

CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF
ROSEVILLE. Staff requests Council approve a professional design services agreement for on-call architectural services with Moniz Architecture for architectural design services to meet project demands. Additionally, staff requests Council approve three additional one-year renewals without further City Council approval, provided that the applicable budget is approved by the City Council each year, or until City staff determines that continuing with the same vendor is not in the City’s best interest. The initial term (approximately 18 months) commences on the date of award and runs through June 30, 2024. The authorization for the initial term is a not-to-exceed amount of $50,000. The authorization for the optional one-year renewals is a not-to-exceed amount of $50,000 per year. Work performed under this agreement will utilize capital rehabilitation funds and/or capital improvement projects in the approved City budget.

CC #:
2532
File #:
0800-04
CONTACT:

Rjahja Canlas 916-774-5740 [email protected]

7.10. Environmental Planning Services - On-Call Professional Services Agreement Memo from Management Analyst Stacie Marchetti and Development Services Director Mike Isom recommending the City Council adopt RESOLUTION NO. 23-059 APPROVING AN ON-CALL PROFESSIONAL SERVICES

AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND
ECORP CONSULTING, INC., AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE.

Staff
requests Council approval of an on-call professional services agreement with ECORP Consulting, Inc. for environmental planning services related to California Environmental Quality Act compliance and environmental permitting.

The total cost of the service is $150,000 over three years; $50,000 annually.

The cost of these services are generally billable to full-cost development projects, and the various City enterprise funds and capital improvement projects requiring environmental permitting and CEQA compliance.

CC #:
2538
File #:
0800-06
CONTACT:

Stacie Marchetti 916-774-5278 [email protected]

7.11. Placer Parkway Phase 1 - Funding Agreement
Memo from Senior Engineer Mark Johnson and Development Services Director Mike Isom recommending the City Council adopt RESOLUTION NO. 23-069

AUTHORIZING THE CITY MANAGER TO EXECUTE THE PROPOSED

SOUTH PLACER REGIONAL TRANPORTATION AUTHORITY (SPRTA)
UPDATED “TIER 2 FUNDING COMMITMENT AGREEMENT” TO ALLOW

ADVANCE FUNDING FROM PLACER COUNTY AND THE UNITED

AUBURN INDIAN COMMUNITY FOR CONSTRUCTION OF PLACER
PARKWAY PHASE 1 IMPROVEMENTS, WITH PORTIONS OF THE

ADVANCED FUNDING TO BE REIMBURSED FROM ONGOING
COLLECTION OF THE SPRTA TIER II DEVELOPER IMPACT FEE. The South Placer Traffic Model, developed in the 1990’s and used by all jurisdictions in South Placer County, requires the construction of a limited access expressway from State Route 65 in Placer County to Highway 99 in Sutter County to relieve the general plan buildout conditions of Lincoln, Rocklin, Roseville and Placer County. The proposed agreement would allow Placer County to borrow funding for the first phase of the construction, from Highway 65 to Foothills Boulevard, and then be reimbursed by the South Placer Regional Transportation Authority (SPRTA) Tier 2 fee program. A similar request for authorization was approved by City Council on October 21, 2020. Due to project delays, the previous agreement was not executed by the SPRTA member agencies. The agreement language has been updated to reflect current cost estimates and authorization for the City Manager to execute the updated document. There is no fiscal impact to the City’s General Fund.

CC #:
2549
File #:
0800-06
CONTACT:

Marc Stout 916-774-5482 [email protected]
Mark Johnson 916-774-5481 [email protected]

7.12. West Roseville Specific Plan Parcel F-31 – Lot 7 and Lot 8 - Summary Vacation
Memo from Associate Planner Kinarik Shallow and Development Services Director Mike Isom recommending the City Council adopt RESOLUTION NO. 23-066 ORDERING SUMMARY VACATION OF A PORTION OF A PUBLIC UTILITY EASEMENT AND PEDESTRIAN EASEMENT AT 1950 BLUE
OAKS BOULEVARD. Staff requests Council approval of the summary vacation for a 10-foot-wide portion of the Public Utility Easement and a 10-foot-wide portion of the 35-foot-wide Pedestrian Easement for a retail development at 1950 Blue Oaks Boulevard. There will be no fiscal impact to the City.

CC #:
2546
File #:
1001-02 & 0400-04-09-1
CONTACT:

Kinarik Shallow 916-746-1309 [email protected]

7.13. On-Call Building Plan Review and Inspection Services - Professional Services Agreement
Memo from Management Analyst Stacie Marchetti and Development Services Director Mike Isom recommending the City Council adopt RESOLUTION NO. 23-056 APPROVING AN ON-CALL PROFESSIONAL SERVICES

AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND BPR

CONSULTING, AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE. Staff requests Council approve a professional services agreement with BPR Consulting Group, LLC for on-call Building Plan Check and Inspection Services. The total cost of the service is $350,000 annually. Funding is included in the Development Service's budget in the General Fund. The full cost of these services is offset by administrative and building permit fees paid by the applicant of the building permit.

There is no net General Fund impact associated with this request.

CC #:
2534
File #:
0800-06
CONTACT:

Stacie Marchetti 916-774-5278 [email protected]

7.14. Public Outreach for Public Works Projects - On-Call Professional Services Agreement
Memo from Public Information Officer Helen Dyda and Deputy City Manager Megan Scheid recommending the City Council adopt RESOLUTION NO. 23- 071 APPROVING AN ON-CALL PROFESSIONAL SERVICES

AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND

PROSIO COMMUNICATIONS, AND AUTHORIZING THE CITY

MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF
ROSEVILLE. Staff requests Council approve an On-Call Professional Services Agreement with Prosio Communications to provide on-call public outreach for public works projects. The initial contract is for three years, with a not-to-exceed amount of $250,000, with two optional one-year renewals, not to exceed $100,000 for each optional year.

Staff also requests authorization to utilize
the optional renewal years of the contract without further Council approval, provided that the applicable budget is approved by the City Council each year, or until City staff determines that continuing with the same vendor is not in the City's best interest.

Funding for this agreement is included in Public Works capital improvement project budgets in various funds.

CC #:
2533
File #:
0800-04
CONTACT:

Helen Dyda 916-774-5443 [email protected]

Ordinances (for introduction and adoption - appropriation/urgency measures)

7.15. Creekview Bike Trail Open Space Parcels C-50 and C-51 - Reimbursement Agreement and Budget Adjustment
Memo from Assistant Transportation Planner Suzanne Engelke and Public Works Director Jason Shykowski recommending the City Council adopt RESOLUTION NO. 23-063 APPROVING A REIMBURSEMENT

AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND

ANTHEM UNITED CREEKVIEW DEVELOPMENTS LIMITED

PARTNERSHIP, AND AUTHORIZING THE CITY MANAGER TO
EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE; and adopt ORDINANCE NO. 6616 AUTHORIZING CERTAIN AMENDMENTS TO
THE FISCAL YEAR 2022-23 BUDGET AND DECLARING THIS

ORDINANCE TO BE IMMEDIATELY EFFECTIVE AS AN
APPROPRIATION MEASURE. Staff request Council approve the Reimbursement Agreement for the Creekview Benchmark Post and Cable project between the City and Anthem United Creekwood Developments Limited Partnerships and approve a
budget adjustment in the amount of $31,850 to
install post and cable fencing in Creekview Open Space parcels C50 and C51.

The developer, Anthem United Creekview Developments Limited Partnerships, will pay up front costs for the fencing of the trail at an estimated cost of $31,850. Reimbursement will be provided through bike trail development fees collected for Creekview Specific Plan. There is no fiscal impact to the General Fund.

CC #:
2543
File #:
0721-05 & 0201-01
CONTACT:

Suzanne Engelke 916-746-1289 [email protected]

7.16. Fiscal Year 2022-23 - Budget Adjustments
Memo from
Assistant Finance Director
Scott Pettingell and Assistant City
Manager/Chief Financial Officer Dennis Kauffman recommending the City Council adopt ORDINANCE NO. 6615 AUTHORIZING CERTAIN
AMENDMENTS TO THE FISCAL YEAR 2022-23 BUDGET AND

DECLARING THIS ORDINANCE TO BE IMMEDIATELY EFFECTIVE AS AN APPROPRIATION MEASURE.

Staff recommends that the City Council
approve budget adjustments to the FY2022-23 budget. The recommended adjustments include a transfer of $134,880 from the Community Facilities District 3 Municipal Services Fund to the General Fund, a transfer of $46,039 from the Youth Sports Coalition Fund to the Citywide Park Fund, a transfer of $876,144 from the General Capital Projects Fund to various funds as part of the closure of the Enterprise Resource Planning and Timekeeping projects, an $210,000 revenue increase in the Traffic Safety Fund, and an $85,871 expenditure decrease to the Vernon St. Roundabout Project in the Highway Users Tax Fund. The adjustments also include a $6,277 increase to the Maidu Sports Complex Turf Conversion project in the Parks, Recreation, and Library Capital Projects Fund and the transfer of $49,876 from the General Capital Projects Fund to the Parks, Recreation and Library Capital Projects Fund to prepare this project for closure.

There are adequate resources available within
all of the impacted funds. Combined, the recommended budget adjustments will increase available resources in the General Fund by $528,850.

CC #:
2539
File #:
0201 & 0201-01
CONTACT:

Scott Pettingell 916-746-1306 [email protected]

7.17. Sacramento Urban Area Security Initiative - Grant Award, Budget Adjustment and Sole Source Purchase Order
Memo from Management Analyst Mark Peinado and Police Chief Troy Bergstrom recommending the City Council adopt RESOLUTION NO. 23-070

ACCEPTING A GRANT AWARD FROM THE SACRAMENTO URBAN

AREA SECURITY INITIATIVE (UASI), APPROVING THE CITY OF

SACRAMENTO SUBAWARD AGREEMENT, AND AUTHORIZING THE

CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF
ROSEVILLE; adopt ORDINANCE NO. 6618 AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2022-23 BUDGET AND

DECLARING THIS ORDINANCE TO BE IMMEDIATELY EFFECTIVE AS AN APPROPRIATION MEASURE, and approve a sole source purchase order to Meridian Rapid Defense Group for 16 anti-vehicle barriers and barrier trailer kit. Staff requests Council approve the City of Sacramento Subaward
Agreement through the Fiscal Year 2020 Homeland Security Grant Program - Urban Area Security Initiative in the amount of $152,940 to purchase 16 anti-vehicle barriers and barrier trailer kit to transport the barriers. The anti-vehicle barriers will be an essential tool to protect the community during the numerous events that are scheduled throughout the city every year. Staff also requests approval of a budget adjustment to appropriate $25,855 of the funds into the Fleet Replacement Fund.

CC #:
2550
File #:
0323 & 0214 & 0201-01
CONTACT:

Mark Peinado 916-774-5021 [email protected]
Jeff Kool 916-746-1096 [email protected]

7.18. United States Department of Homeland Security - Grant Award and Budget Adjustment
Memo from Division Chief Ryan Harrigan and Fire Chief Rick Bartee recommending the City Council adopt RESOLUTION NO. 23-
057 ACCEPTING GRANT AWARDS FROM THE UNITED STATES
DEPARTMENT OF HOMELAND SECURITY; and adopt ORDINANCE NO. 6614 AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR
2022-23 BUDGET AND DECLARING THIS ORDINANCE TO BE
IMMEDIATELY EFFECTIVE AS AN APPROPRIATION MEASURE. Staff requests Council accept two grant awards from the United States Department of Homeland Security through the Placer County Office of Emergency Services in the amount of $40,000 (FY2019-20) and $41,000 (FY2020-21) for a total of $81,000 and approve the associated budget adjustment for the purchase of a hazardous materials instrument. On May 18, 2022 City Council approved a $76,000 and $21,000 appropriation for the replacement of two separate chemical detectors currently used by the Fire Department that are no longer supported by the manufacturer. These funds will be reallocated to the purchase of this instrument which meets and exceeds the capability of the two instruments being replaced. The remainder of the $187,395 total purchase cost will be paid through a combination of $81,000 in grants awarded by Placer County Office of Emergency Services and $9,395 in existing allocated funds within the Fire Department budget, with no net impact to the General Fund.

CC #:
2536
File #:
0324 & 0214 & 0201-01
CONTACT:

Ryan Harrigan 916-774-5820 [email protected]

7.19. Lead and Copper Rule Regulatory and Technical Assistance Project - Professional Services Agreement and Budget Adjustment
Memo from Process Engineer Jason Marks and Environmental Utilities Director Richard Plecker recommending the City Council adopt RESOLUTION NO. 23- 054 APPROVING A PROFESSIONAL SERVICES AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND HDR ENGINEERING, INC.,

AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON
BEHALF OF THE CITY OF ROSEVILLE; and adopt ORDINANCE NO. 6613 AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR
2022-23 BUDGET AND DECLARING THIS ORDINANCE TO BE
IMMEDIATELY EFFECTIVE AS AN APPROPRIATION MEASURE.

Staff
requests Council approval of a professional services agreement to HDR Engineering, Inc. in the amount of $100,646 for the Lead and Copper Rule Regulatory and Technical Assistance project. Staff also requests approval of a budget adjustment in the amount of $120,646 from available resources in the Water Operations Fund to fully fund this project.

CC #:
2531
File #:
0800-02 & 0201-01
CONTACT:

Jason Marks 916-342-9573 [email protected]

7.20. 30-Inch Recycled Water Main Repair and Relocation Project - Budget Adjustment
Memo from Process Engineer Jason Marks and Environmental Utilities Director Richard Plecker recommending the City Council adopt ORDINANCE NO. 6612 AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR
2022-23 BUDGET AND DECLARING THIS ORDINANCE TO BE
IMMEDIATELY EFFECTIVE AS AN APPROPRIATION MEASURE. Staff requests Council adopt an ordinance to approve a budget adjustment initiating the 30-inch Recycled Water Main Repair and Relocation Project to repair a currently inaccessible portion of a pipeline, along Woodcreek Oaks near the Pleasant Grove Creek (north of Blue Oaks Blvd.), with a budget of $500,000 using available resources in the Wastewater Rehabilitation Fund.

CC #:
2528
File #:
0900-02 & 0201-01
CONTACT:

Jason Marks 916-342-9573 [email protected]

END OF CONSENT CALENDAR

8. ORDINANCES

8.1. Regional Transportation Funding and Financing Plan for South Placer and South Sutter Region - Memorandum of Understanding Amendment, Funding Agreement and Budget Adjustment
Memo from Administrative Assistant Lainie Anderson and Public Works Director Jason Shykowski recommending the City Council adopt RESOLUTION NO. 23-064 APPROVING AMENDMENT NO 1. TO MEMORANDUM OF

UNDERSTANDING, BY AND BETWEEN PLACER COUNTY

TRANSPORTATION PLANNING AGENCY, THE COUNTY OF PLACER,

THE CITY OF ROSEVILLE, AND THE COUNTY OF SUTTER, AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF

THE CITY OF ROSEVILLE
; and adopt ORDINANCE NO. 6617
AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2022-23

BUDGET AND DECLARING THIS ORDINANCE TO BE IMMEDIATELY

EFFECTIVE AS AN APPROPRIATION MEASURE
. Staff requests Council
approve an amendment to the Memorandum of Understanding regarding the development of a Regional Transportation Funding and Financing Plan and an Implementation Plan for Riego/Baseline Road and authorizing the City Manager or his designee to execute the Funding Letter of Agreement with Placer County Transportation Planning Agency (PCPTA). The total contribution by each participating agency shall not exceed $166,182. Staff also requests approval of a budget adjustment in the amount of $166,182 from the City/County Mitigation Fee Fund to reimburse the PCTPA. There is no impact to the General Fund.

CC #:
2544
File #:
0900-04-01 & 0201-01
CONTACT:

Lainie Anderson 916-774-5331 [email protected]
Daniel Leonardich 916-774-5341 [email protected]

9. SPECIAL REQUESTS/REPORTS/PRESENTATION

9.1. Fiscal Year 2022-23 First Quarter Financial Report and FY2023-24 Budget Development Calendar
Memo from Assistant Finance Director Scott Pettingell and Assistant City Manager/Chief Financial Officer Dennis Kauffman recommending the City Council accept a presentation on the Fiscal Year (FY) 2022-23 First Quarter Financial Report and the budget development schedule for the FY2023-24 budget.

CC #:
2542
File #:
0201
CONTACT:

Scott Pettingell 916-746-1306 [email protected]

10. PUBLIC HEARING

NOTICE TO THE PUBLIC
City Council, when considering the matter scheduled for hearing, will take the following actions:

1. 2.

3. 4.

5. 6.

7. 8.

Open the Public Hearing
Presentation by Staff
Presentation by applicant or Appellant
Accept Public Testimony
Appellant or Applicant Rebuttal Period
Close the Public Hearing
City Council Comments and Questions
City Council Action

In the future, if you wish to challenge in court any of the matters on this agenda for which a public hearing is to be conducted, you may be limited to raising only those issues, which you, or someone else raised orally at the Public Hearing or in written correspondence received by the City on or before the hearing.

Public Hearings listed for continuance will be continued as noted and posting of this agenda serves as notice of continuation.

10.1. North Central Roseville Specific Plan Parcel 42A (572 Gibson Drive) – Shea Properties Apartments Rezone Project
Memo from Associate Planner Escarlet Mar and Development Services Director Mike Isom recommending the City Council consider the Addendum t o
the 2035 General Plan Environmental Impact Report (SCH #2019080418, certified on August 5, 2020) and 2021 Housing Element Addendum ; and adopt
RESOLUTION NO. 23-061 AMENDING THE GENERAL PLAN TO

CHANGE THE GENERAL PLAN LAND USE DESIGNATION ON
CERTAIN REAL PROPERTY IN THE CITY OF ROSEVILLE; and adopt RESOLUTION NO. 23-062 AMENDING THE GENERAL PLAN TO

CHANGE THE LAND USE DESIGNATION ON CERTAIN REAL
PROPERTY IN THE CITY OF ROSEVILLE; and adopt the two (2) findings of fact and introduce for first reading an ORDINANCE OF THE COUNCIL OF

THE CITY OF ROSEVILLE CHANGING THE ZONING OF CERTAIN
REAL PROPERTY LOCATED WITHIN THE CITY OF ROSEVILLE; and adopt the five (5) findings of fact and introduce for first reading an

ORDINANCE OF THE COUNCIL OF THE CITY OF ROSEVILLE

ADOPTING THE DEVELOPMENT AGREEMENT BY AND BETWEEN

THE CITY OF ROSEVILLE AND ROSEVILLE LAND HOLDINGS, LLC

AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON
BEHALF OF THE CITY OF ROSEVILLE. The project entitlements will facilitate the eventual construction of a 360 affordable multi-family apartment complex on the project site. The project includes a request for a General Plan Amendment (Land Use Map only) and a Specific Plan Amendment (text and land use map only) to the North Central Roseville Specific Plan to reflect the changes to Parcel 42A, include 360 multi-family dwelling units to the plan area, and add two (2) new land uses to the list of permitted land uses within the Community Commercial and Business Professional land use designations; a Rezone from Business Professional/Special Area North Central (BP/SA-NC) to Multi-Family Housing/Special Area North Central (R3/SA-NC), and a Development Agreement by and between the City and Roseville Land Holdings, LLC to reflect the change in land use and document the requirements related to the provision of affordable housing units. The proposed project is not anticipated to result in any negative impacts to the City’s General Fund.

CC #:
2541
File #:
0400-04-04-2
CONTACT:

Escarlet Mar 916-774-5247 [email protected]

11. COUNCIL REPORTS / PUBLIC COMMENTS

12. ADJOURNMENT

COUNCIL COMMUNICATION
CC #:
2535
File #: 0102-10
Title:

Resolution - Senator Jim Nielsen
Contact:

Blair Hutchison 916-774-5266 [email protected]

Meeting Date: 2/15/2023
Item #: 5.1.

RECOMMENDATION TO COUNCIL
Commend Senator Jim Nielsen for his more than 44 years of remarkable service and dedication to the people of California and to his 10 years of unwavering service and support for the City of Roseville. We congratulate Senator Jim Nielsen for all his accomplishments and wish him a long, healthy and joyous retirement.

BACKGROUND
Not applicable.

FISCAL IMPACT
Not applicable.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. Ceremonial documents meet the above criteria and are not subject to CEQA. No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Not applicable.

Respectfully Submitted,
Blair Hutchison, City Clerk Technician
Carmen Avalos, City Clerk

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution-Senator Jim Nielsen

COUNCIL COMMUNICATION
CC #:

File #:

Title:

Consent Calendar
Contact:

Meeting Date: 2/15/2023
Item #:

COUNCIL COMMUNICATION
CC #:
2551
File #:
0102-03
Title:

Minutes of Prior Meetings
Contact:

Helen Dreyer 916-774-5356 [email protected]

Meeting Date: 2/15/2023
Item #: 7.1.

RECOMMENDATION TO COUNCIL
Approve the minutes of the January 11, 2023 Special Meeting City Council Legislative Platform Workshop, January 18, 2023 City Council Closed Session, January 18, 2023 City Council meeting, February 1, 2023 Closed Session, and February 1, 2023 City Council meeting.

BACKGROUND
Not applicable.

FISCAL IMPACT
There is no fiscal impact associated with this request.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. The City Council minutes are not subject to CEQA. No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal B - Support community engagement and advocacy

Respectfully Submitted,
Helen Dreyer, Assistant City Clerk
Carmen Avalos, City Clerk

_____________________________
Dominick Casey, City Manager

ATTACHMENTS:

Description
January 11, 2023 Special Meeting City Council Legislative Platform Workshop January 18, 2023 Closed Session
January 18, 2023
February 1, 2023 Closed Session
February 1, 2023

MINUTES
February 1, 2023

CLOSED SESSION
5:00 p.m.

City Council Chambers
311 Vernon Street
Roseville, California
www.roseville.ca.us

CLOSED SESSION CALL TO ORDER
Mayor Bruce Houdesheldt called the meeting to order at 5:00 p.m.

CLOSED SESSION ROLL CALL

Present: Alvord, Bernasconi, Mendonsa, Roccucci, Houdesheldt C.

CLOSED SESSION PUBLIC COMMENTS
No public comment received.

CLOSED SESSION
D.1.

Conference with Legal Counsel – Existing Litigation
Pursuant to Government Code Section 54956.9(d)(1)
Nina Easton v. City of Roseville
Placer County Superior Court, Case Number: S-CV-0046742 CONTACT:

M. Sheidenberger 916-774-5325 [email protected]

Closed Session Disclosure: No reportable action taken.

CLOSED SESSION ADJOURNMENT
Mayor Bruce Houdesheldt adjourned the meeting at 5:34 p.m.

MINUTES
February 1, 2023

CITY COUNCIL
6:00 p.m.

If you need a disability-related modification or accommodation to participate in this meeting, please contact Voice: 916-774-5200, TDD: 916-774-5220. Requests must be made as early as possible.

1. CALL TO ORDER
Mayor Bruce Houdesheldt called the meeting to order at 6:00 p.m.

2. ROLL CALL

Present: Alvord, Bernasconi, Mendonsa, Roccucci, Houdesheldt

3. PLEDGE OF ALLEGIANCE
Grants Advisory Commission Vice Chair Renee Perez led the Pledge of Allegiance.

4. MEETING PROCEDURES
City Clerk Carmen Avalos announced the procedures for addressing the City Council.

5. PRESENTATIONS

Page 1 of 10 ends

5.1. Resolution - Denio's 75th Anniversary
Congratulate Denio’s Roseville Farmers Market on the celebration of their 75th anniversary and extended best wishes for continued success in the future.

CONTACT:

Blair Hutchison 916-774-5266 [email protected]

Mayor Bruce Houdesheldt presented the resolution to Eric Denio, Tracie Denio, and Kevin Hernandez, who responded.

6. PUBLIC COMMENTS
No public comment received.

7. CONSENT CALENDAR

BEGINNING OF CONSENT CALENDAR
Motion by Krista Bernasconi, seconded by Pauline Roccucci, to approve the Consent Calendar as presented. The Motion Passed.

Roll call vote:

Ayes: Alvord, Bernasconi, Houdesheldt, Mendonsa, Roccucci Bids / Purchases / Services

7.1. Barton Road Water Treatment Plant Fiber Optic Network Upgrade Project - Contract Purchase Agreement
Memo from Preventative Maintenance Supervisor Jeremy Snyder and Environmental Utilities Director Richard Plecker recommending the City Council adopt RESOLUTION NO. 23-040

APPROVING A CONTRACT PURCHASE

AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND K S TELECOM, INC., AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE (3002666). Staff requests Council approve
a contract purchase agreement with KS Telecom, Inc. to provide fiber optic cabling services in the amount of $98,790 for the Water Treatment Plant Fiber Optic Facilities Rehabilitation project. Funding for this agreement is provided by the project’s approved budget which is funded from the Water Rehabilitation Fund.

CC #:
2510
File #: 0203-09
CONTACT:

Jeremy Snyder 916-774-1
829
[email protected]

7.2. Regional Pump Station 26 Force Main and Capacity Improvement Project - Approval of Plans and Specifications and Authorization to Call for Bids Memo from Associate Engineer Rana Moore and Environmental Utilities Director Richard Plecker recommending the City Council approve the project’s construction plans and specifications and authorize staff to advertise the Regional Pump Station 26 Force Main and Capacity Improvement Project and accept bids from

Page 2 of 10 ends

prospective bidders. The estimated construction cost of the project is $2,940,000.

Funding is provided by the South Placer Wastewater Authority and can be accommodated within the existing project budget.

CC #:
2513
File #:
0203-09
CONTACT:

Rana Moore 916-774-5581 [email protected]

7.3. Advanced Metering Infrastructure Project - Sole Source Contract Purchase Agreement
Memo from Advanced Metering Infrastructure Project Manager Caitlin Ornelas and Electric Utility Director Daniel Beans recommending the City Council adopt RESOLUTION NO. 23-045 APPROVING A SOLE SOURCE CONTRACT

PURCHASE AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND CONCORD ENVIRONMENTAL ENERGY, INC. DBA CONCORD

UTILITY SERVICES, AND AUTHORIZING THE CITY MANAGER TO
EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE (3002674). Staff requests Council approve a sole source contract purchase agreement with Concord Environmental Energy, Inc. dba Concord Utility Services to perform both
the electric and water meter installation and exchanges for Advanced Metering Infrastructure
project support, development and implementation services. The total cost of this agreement is $5,612,677.78 with authorization for contract change orders that could increase the agreement amount by no more than 10%, or $561,267.78, for a not-to-exceed value of $6,173,945.56. This project is funded by the Electric and Environmental Utilities’ capital improvement project budgets in the Electric and Water Operations funds.

CC #:
2518
File #:
0203-07
CONTACT:

Caitlin Ornelas 916-774-5178 [email protected]

7.4. Fleet Vehicle and Truck Purchases – Purchase Orders Memo from Fleet Manager Brandy LeBeau and Public Works Director Jason Shykowski recommending the City Council approve a purchase order to Knight Sacramento CD Inc. dba Elk Grove Dodge for two (2) Subaru Ascent SUVs utilizing RFQ 10-3339 in the amount of $86,325; and approve a purchase order to Dobbs Heavy Duty Holdings, LLC dba Western Truck Center for two (2) Autocar CNG trucks with Wittke Starlight front-end loading bodies utilizing Sourcewell contract # 060920-ATC for the Autocar chassis and Sourcewell contract # 091219- LEG for the Wittke body in the amount of $1,001,797; and approve a purchase order to Dobbs Heavy Duty Holdings, LLC dba Western Truck Center for two (2) Autocar CNG trucks with New Way Mammoth front-end loading bodies utilizing Sourcewell contract # 060920-ATC for the Autocar chassis and Sourcewell contract # 091219-NWY for the New Way body in the amount of $939,102. The funding for these purchases is included in the FY2022-23 Fleet Replacement budget.

CC #:
2512
File #:
0203-01

Page 3 of 10 ends

CONTACT:

Brandy LeBeau 916-774-5531 [email protected]

7.5. Flooring Repair and Installation Services – Contract Purchase Agreement Memo from Administrative Technician Darci Carpenter and Public Works Director Jason Shykowski recommending the City Council adopt RESOLUTION NO. 23- 049 APPROVING A CONTRACT PURCHASE AGREEMENT, BY AND

BETWEEN THE CITY OF ROSEVILLE AND SIMAS FLOOR COMPANY,
INC. DBA SIMAS FLOOR & DESIGN COMPANY, INC., AND AUTHORIZING

THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE (3002660). Staff requests Council approve a contract purchase agreement with Simas Floor & Design Company Inc., for flooring repair and installation. This is the first year with four optional renewal years on this contract. Funding for this agreement is available in the adopted FY2022-23 budget and will be included in the proposed FY2023-24 budget for the Facility
Rehabilitation Fund
.

CC #:
2522
File #:
0203-04
CONTACT:

Darci Carpenter 916-727-5702 [email protected]

7.6. Johnson Pool House Renovation Project - Reject all Bids, Approve Plans and Specifications, and Authorize Staff to Call for Bids
Memo from Park Development Project Manager Heather Buck and Parks, Recreation & Libraries Director Jill Geller recommending the City Council adopt RESOLUTION NO. 23-043 REJECTING ALL BIDS FOR THE JOHNSON POOL HOUSE RENOVATION PROJECT, and approve the plans and specifications for the Johnson Pool House Renovation Project (re-bid), and authorize staff to call for bids. Staff requests Council approve the rejection of all bids for the Johnson Poolhouse Renovation Project due to bid results coming in well above the project budget and authorize staff to call for bids. Johnson Pool is located on .47 acres at the intersection of Vernon and D Streets in the Cherry Glen/Theiles Manor neighborhood. This project is the first phase of the Johnson Pool Vision Plan implementation and upgrades will provide needed accessibility improvements and code required upgrades focused on the building entrance and interior. Initial funding ($150,000) for the first phase of the project was approved in the FY2020-21 budget. Additional grant funds ($280,000) were awarded from the Department of Housing and Urban Development’s Community Development Block Grant in August 2022 for a total first phase budget of $430,000 for soft and hard costs. Ongoing maintenance costs are funded through the Parks, Recreation & Libraries operating budget in the General Fund. There will be no additional maintenance cost as a result of this project.

CC #:
2515
File #:
0707 & 0203-21
CONTACT:

Heather Buck 916-774-5254 [email protected]

Resolutions

Page 4 of 10 ends

7.7. City Council Law and Regulation Committee - Meeting Amendment Memo from Government Relations Administrator Mark Wolinski and Deputy City Manager Megan Scheid recommending the City Council adopt RESOLUTION NO. 23-048 ESTABLISHING A REGULAR MEETING DAY AND TIME FOR THE LAW AND REGULATION COMMITTEE. Staff requests Council approve
the fourth Thursday of the month at 9:00 a.m. as the regular meeting day and time for the City Council Law and Regulation Committee.

The City’s
Council/Boards, Commissions, & Committees Administrative Standards defines that the regular day and time for meetings for the Law and Regulation Committee shall be established by resolution adopted by the City Council.

CC #:
2521
File #:
0103-32
CONTACT:

Mark Wolinski 916-774-5179 [email protected]

7.8. Four Corners Park Project - Notice of Completion
Memo from Park Development Project Manager Joel De Jong and Parks, Recreation & Libraries Director Jill Geller recommending the City Council adopt RESOLUTION NO. 23-041 ACCEPTING THE PUBLIC WORK KNOWN AS THE FOUR CORNERS PARK PROJECT, APPROVING THE “NOTICE OF COMPLETION”, AND AUTHORIZING THE PARKS, RECREATION AND

LIBRARIES DIRECTOR TO EXECUTE SAID NOTICE ON BEHALF OF
THE CITY OF ROSEVILLE. The Parks, Recreation & Libraries Department has made a final inspection of the Four Corners Park Project and has found that all contract work has been completed in accordance with the approved plans and specifications. The project is now ready for acceptance. Funding for the project was provided through the West Roseville Neighborhood Park Fund and was allocated in the FY2020-21 budget. Maintenance of the park is funded from the Westpark Community Facilities District No. 2 (Public Services). There is no impact to the General Fund.

CC #:
2514
File #:
0704-01
CONTACT:

Joel De Jong 916-774-5924 [email protected]

7.9. 2018 Parks Bond Act Per Capita Grant Program - Grant Award Memo from Park Planning & Development Manager Tara Gee and Parks, Recreation & Libraries Director Jill Geller recommending the City Council adopt RESOLUTION NO. 23-044 ACCEPTING A 2018 PARKS BOND ACT PER CAPITA GRANT AWARD FROM THE STATE OF CALIFORNIA – NATURAL RESOURCES AGENCY, DEPARTMENT OF PARKS AND RECREATION’S
OFFICE OF GRANTS AND LOCAL SERVICES. The per capita amount for the City is $177,952 and is being applied to the replacement and upgrade of the Royer Park play structure. While the grant award contract was executed in October 2021, City procedure requires the Council to formally accept the grant. The grant will be applied to the Royer Park play structure replacement associated improvements surrounding the play area. This includes offsets to the play structure, rubber surfacing to ensure Americans with Disabilities Act access and an expanded picnic

Page 5 of 10 ends

area with shade. There will be no additional maintenance costs since costs to maintain the play area are already accounted for in the Parks, Recreation and Libraries operations budget in the General Fund.

CC #:
2517
File #:
0704 & 0214
CONTACT:

Tara Gee 916-774-5253 [email protected]

7.10. Sierra Vista Specific Plan Baseline Road Segment 3 and a Portion of Segment 2 - Reimbursement Agreement
Memo from Principal Engineer Matthew Todd and Development Services Director Mike Isom recommending the City Council adopt RESOLUTION NO. 23-051

APPROVING A REIMBURSEMENT AGREEMENT, BY AND BETWEEN THE

CITY OF ROSEVILLE AND LENNAR HOMES OF CALIFORNIA, LLC, AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE. Staff requests Council approve a reimbursement agreement with Lennar Homes of California, LLC in the amount of $1,506,322 for roadway infrastructure improvements along Baseline Road, that are within the Sierra Vista Specific Plan and beyond the developer's obligations. The funding source is the City/County Traffic Mitigation Fund, resulting in no impact to the City General Fund.

CC #:
2524
File #:
0400-04-12-1 & 0800-06
CONTACT:

Matthew Todd 916-774-5562 [email protected]

7.11. Communication Software Maintenance - License Agreement Amendment Memo from Management Analyst Mark Peinado and Police Chief Troy Bergstrom recommending the City Council adopt RESOLUTION NO. 23-046 APPROVING

A LICENSE AGREEMENT AMENDMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND TYLER TECHNOLOGIES INC. Staff requests Council approve an amendment to an existing agreement with Tyler Technologies to provide 4 years of software maintenance for Brazos software, which is used to
issue electronic citations and to help store demographic information as required by the Racial & Identity Profiling Act.

The total amount over 4 years is $140,957.56.

Funding to cover the FY2022-23 cost of $33,692.67 has been approved in the Information Technology Operations Fund budget.

CC #:
2519
File #:
0323
CONTACT:

Claudia Harlan 916-774-5003 [email protected]
Mark Peinado 916-774-5021 [email protected]

Ordinances (for introduction and adoption - appropriation/urgency measures)

7.12. Sierra Vista Solaire Phase 6, Village 5 Bike Trail Project - Reimbursement Agreement and Budget Adjustment
Memo from Transportation Grants Analyst Cameron Schreiter and Public Works

Page 6 of 10 ends

Director Jason Shykowski recommending the City Council adopt

RESOLUTION
NO. 23-050 APPROVING A REIMBURSEMENT AGREEMENT, BY AND

BETWEEN THE CITY OF ROSEVILLE AND PULTE HOME COMPANY, LLC,

AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE; and adopt
ORDINANCE NO. 6609
AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2022-23

BUDGET AND DECLARING THIS ORDINANCE TO BE IMMEDIATELY
EFFECTIVE AS AN APPROPRIATION MEASURE.

Staff requests Council
approve the Reimbursement Agreement for Sierra Vista Solaire Phase 6, Village 5 Bike Trail project between the City and Pulte Home Company LLC. The developer, Pulte Home Company LLC, will pay upfront costs for the construction of the trail at an estimated cost of $282,613.

Staff also requests Council approve a budget
adjustment in the amount of $282,613 to cover costs to construct the Sierra Vista Solaire Phase 6, Village 5 Bike Trail project within Parcels FD-85, FD-84 and LOT G of FD-5 of the Sierra Vista Specific Plan (SVSP). Reimbursement will be provided through bike trail development fees collected for SVSP. There is no fiscal impact to the General Fund.

CC #:
2523
File #:
0721-05 & 0201-01
CONTACT:

Cameron Schreiter 916-746-1302 [email protected]

7.13. Edward Byrne Memorial Justice Assistance Grant Program - Grant Award and Budget Adjustment
Memo from Management Analyst Mark Peinado and Police Chief Troy Bergstrom recommending the City Council adopt RESOLUTION NO. 23-047 ACCEPTING

A GRANT AWARD FROM THE UNITED STATES DEPARTMENT OF

JUSTICE, OFFICE OF JUSTICE PROGRAMS AND AUTHORIZING THE

MAYOR TO EXECUTE THE REQUIRED DOCUMENTS ON BEHALF OF
THE CITY OF ROSEVILLE; and adopt ORDINANCE NO. 6607
AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2022-23

BUDGET AND DECLARING THIS ORDINANCE TO BE IMMEDIATELY
EFFECTIVE AS AN APPROPRIATION MEASURE. Staff requests Council accept a grant award from the United States Department of Justice, Office of Justice Programs and authorize the Mayor to execute the grant award document on behalf of the City. The Roseville Police Department has been awarded a grant in the amount of $21,343 from the U.S. Department of Justice, Office of Justice Programs. The grant will be used to support the department's crime prevention, marketing, and public outreach programs.

The recommended budget adjustment
will appropriate $21,343 of grant funding in the City's Grants Fund. The budget adjustment will have no net impact on the City's General Fund.

CC #:
2520
File #:
0214 & 0201-01
CONTACT:

Mark Peinado 916-774-5021 [email protected]

Ordinances (for second reading and adoption)

7.14. Second Reading - 2022 Speed Limit Ordinance Update

Page 7 of 10 ends

ORDINANCE NO. 6610 AMENDING SECTION 11.28.010 OF CHAPTER

11.28 OF TITLE 11 OF THE ROSEVILLE MUNICIPAL CODE REGARDING SPEED LIMITS, for second reading and adoption.

CC #:
2525
File #:
0316-04
CONTACT:

Jana Cervantes 916-774-5498 [email protected]

7.15. Second Reading - Advanced Metering Infrastructure - Roseville Municipal Code Amendment
ORDINANCE NO. 6611 OF THE COUNCIL OF THE CITY OF ROSEVILLE ADDING SECTION 14.24.053 TO CHAPTER 14.24 OF TITLE 14 OF THE ROSEVILLE MUNICIPAL CODE REGARDING ELECTRICAL ENERGY, for second reading and adoption.

CC #:
2526
File #:
0800-03
CONTACT:

Joanna Cucchi 916-746-1609 [email protected]

END OF CONSENT CALENDAR

8. ORDINANCES

8.1. Royer Park Play Area Expansion Project - Award of Contract and Budget Adjustment
Memo from Park Development Project Manager Heather Buck and Parks, Recreation & Libraries Director Jill Geller recommending the City Council adopt RESOLUTION NO. 23-043 APPROVING AN AGREEMENT, BY AND

BETWEEN THE CITY OF ROSEVILLE AND SITEWISE CONSTRUCTION, INC., AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE; and adopt ORDINANCE NO. 6608 AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2022-23

BUDGET AND DECLARING THIS ORDINANCE TO BE IMMEDIATELY
EFFECTIVE AS AN APPROPRIATION MEASURE. Staff requests Council award an agreement in the amount of $216,600 with change order authority in an amount not to exceed 10% for the contracted amount to Sitewise Construction, Inc. for rubber surfacing for increased accessibility into and around the play area and expansion of the adjacent picnic area with additional picnic tables, a shade shelter, and landscape planting. Staff also requests approval of a budget adjustment to redirect $128,000 from the Royer Park Maintenance Building Upgrades Project to the Royer Park Play Structure Replacement Project for the Americans with Disabilities Act (ADA) access within the play area and an added shade structure, both of which were included to address public outreach requests for a more accessible playground. The budget adjustment also includes allocation of $177,952 from the Per Capita State Grant Program (Prop 68) for a total project budget of $728,952. The project was approved in FY2020-21 using funds from the Parks, Recreation & Libraries Capital Fund. The school-aged play structure at Royer Park has reached the end of its useful life, as it is 24 years old. Ongoing

Page 8 of 10 ends

maintenance costs are anticipated to remain the same and are already included in the Parks, Recreation & Libraries budget in the General Fund.

CC #:
2516
File #:
0704 & 0201-01
CONTACT:

Heather Buck 916-774-5254
[email protected]

Parks, Recreation & Libraries Director Jill Geller introduced Park Planning & Development Superintendant Tara Gee.

Park Planning & Development Superintendant Tara Gee made the presentation to the City Council.

No public comment received.

Motion by Scott Alvord, seconded by Krista Bernasconi, to adopt RESOLUTION NO. 23-043 APPROVING AN AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND SITEWISE CONTRUCTION, INC., AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE; and adopt ORDINANCE NO. 6608
AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2022-23

BUDGET AND DECLARING THIS ORDINANCE TO BE IMMEDIATELY
EFFECTIVE AS AN APPROPRIATION MEASURE. The Motion Passed.

Roll call vote:

Ayes: Alvord, Bernasconi, Houdesheldt, Mendonsa, Roccucci

8.2. Cash for Grass Program - Budget Adjustment
Memo from Water Conservation Administrator Bobby Alvarez and Environmental Utilities Director Richard Plecker recommending the City Council adopt ORDINANCE NO. 6606

AUTHORIZING CERTAIN AMENDMENTS TO THE
FISCAL YEAR 2022-23

BUDGET AND DECLARING THIS ORDINANCE TO

BE IMMEDIATELY
EFFECTIVE AS AN APPROPRIATION MEASURE.

Staff
requests Council approve a budget adjustment in the amount of $200,000 for the Cash for Grass Program rebates. Funding for this budget adjustment is available in the Water Operations Fund.

CC #:
2511
File #:
0800-02 & 0201-01
CONTACT:

Bobby Alvarez 916-746-1710 [email protected]

Assistant Environmental Utilities Director Sean Bigley introduced Water Conservation Administrator Bobby Alvarez.

Water Conservation Administrator Bobby Alvarez made the presentation to the City Council.

No public comment received.

Page 9 of 10 ends

Motion by Scott Alvord, seconded by Pauline Roccucci, to adopt ORDINANCE NO. 6606 AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2022-23 BUDGET AND DECLARING THIS ORDINANCE TO BE
IMMEDIATELY EFFECTIVE AS AN APPROPRIATION MEASURE. The Motion Passed.

Roll call vote:

Ayes: Alvord, Bernasconi, Houdesheldt, Mendonsa, Roccucci

9. COUNCIL REPORTS / PUBLIC COMMENTS
No public comment received.

South Placer Wastewater Authority Meeting
- Councilmember Pauline
Roccucci reported.

Westpark High School Aquatic Center Polar Plunge Fundraising Event -
Councilmember Scott Alvord reported on attendance.

Building Industry Association
- Vice Mayor Krista Bernasconi reported on
accepting an award on behalf of the City.

Placer Regional Homelessness Project
Task Force
- Vice Mayor Krista
Bernasconi reported on attendance.

Placer County Association of Realtors Lunch and Learn - Mayor Bruce
Houdesheldt reported on speaking at the event.

10. ADJOURNMENT
Mayor Bruce Houdesheldt adjourned the meeting at 6:45 p.m.

Page 10 of 10 ends

COUNCIL COMMUNICATION
CC #:
2529
File #:
0203-09
Title:

Centrifuge Repair Parts and Replacement Equipment - Sole Source Purchase Order
Contact:

Blaine Wiegel 916-746-1833 [email protected]

Meeting Date: 2/15/2023
Item #: 7.2.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council approve a sole source purchase order with GEA Westfalia for the purchase of repair parts and replacement equipment for the three centrifuges at the Pleasant Grove Wastewater Treatment Plant.

Additionally, staff requests that the City Council adopt a resolution authorizing the City Manager or his designee to
execute four (4) additional one (1) year renewals without further City Council approval, provided that the applicable budget is approved by the City Council each year, or until City staff determines that continuing with the same vendor is not in the City’s best interest.

BACKGROUND
The Wastewater Utility operates and maintains three GEA Westfalia Separator Centrifuges for the dewatering of biosolids. Dewatering biosolids significantly reduces the cost of disposal, or beneficial use by reducing the weight before hauling. These centrifuges have been in service for 20 years and require annual maintenance and periodic significant rehabilitation. Maintenance records and the manufacturer’s recommended rehabilitation schedule are used to estimate current and future parts needed for this effort. GEA Mechanical Equipment US, Inc. is the sole source distributor and manufactured parts provider for Westfalia Centrifuges and their subcomponents manufactured by GEA Westfalia Separator.

FISCAL IMPACT
The estimated annual cost is $300,000 for FY2022-23; $300,000 for FY2023-24; $300,000 for FY2024-25; $300,000 for FY2025-26; and $300,000 for FY2026-27. The total not-to-exceed cost is $1,500,000 over five years. Funding will be provided from the Wastewater Operations Fund budget.

ENVIRONMENTAL REVIEW
Goal C - Maintain a safe and healthy community
Goal E - Deliver exceptional city services
Goal F - Invest in well-planned infrastructure and growth

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
The California Environmental Quality Act (CEQA) only applies to projects which have the potential to cause a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. (CEQA Guidelines §15061(b)(3)).

Respectfully Submitted,
Blaine Wiegel, Preventative Maintenance Coordintor
Richard Plecker, Environmental Utilities Director

_____________________________
Dominick Casey, City Manager

ATTACHMENTS:

Description
Resolution 23-052
RESOLUTION NO. 23-052

APPROVING A SOLE SOURCE PURCHASE ORDER FOR CENTRIFUGE REPAIR PARTS

AND REPLACEMENT EQUIPMENT

WHEREAS, a sole source purchase order for the purchase of centrifuge repair parts and replacement equipment, between the City of Roseville and GEA Westfalia, has been reviewed by the Council; and

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said purchase order is hereby approved and the City Manager or his designee is authorized to execute four (4) additional one (1) year renewals without further City Council approval, provided that the applicable budget is approved by the City Council each year, or until City staff determines that continuing with the same vendor is not in the City’s best interest.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR

ATTEST:

City Clerk

COUNCIL COMMUNICATION
CC #:
2547
File #:
0203-07
Title:

Outage Management System - Contract Purchase Agreement Amendment Contact:

Steve Hancock 916-774-5631
[email protected]

Meeting Date: 2/15/2023
Item #: 7.3.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution to approve Amendment #2 to Contract Purchase Agreement 3000172 amending the Outage Management System and Interactive Voice Response contract to extend the end date to December 31, 2024 and increase the contract amount by $20,000, and authorize the City Manager to execute it.

BACKGROUND
Roseville Electric implemented an Outage Management System (OMS) and Interactive Voice Response (IVR) solution in 2020. The OMS solution requires integration with the Advanced Metering Infrastructure (AMI) solution. The original contract specified the AMI / OMS integration as part of Phase 2 for the OMS implementation. Since the AMI solution was still in the initial implementation phase when the OMS Phase 1 solution was completed, the OMS contractor was unable to provide the integration during the initial implementation of the OMS solution. The integration of these systems will allow for real time communications between OMS and AMI allowing dispatchers to ping the new AMI meters for current meter status. Due to the changes in the AMI project timeline and scope, the OMS and IVR contract requires an extension to the original contract time and increase the contract amount to implement the AMI / OMS integration.

FISCAL IMPACT
The total cost of services will not exceed $460,429. Funding is included in the Electric Fund operating budget for FY2022-23.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. The increase in spending authority on these purchase orders meets the above criteria and is not subject to CEQA. No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal E - Deliver exceptional city services
Goal F - Invest in well-planned infrastructure and growth

Respectfully Submitted,
Steve Hancock, Senior Electric Business Analyst
Dan Beans, Electric Utility Director

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 23-067
3000172 Amendment 2
RESOLUTION NO. 23-067

APPROVING AMENDMENT #2 TO CONTRACT PURCHASE AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND DATAVOICE INTERNATIONAL INC., AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF

THE CITY OF ROSEVILLE

WHEREAS, Amendment #2 to Contract Purchase Agreement (3000172) for the Outage Management System, by and between the City of Roseville and DataVoice International Inc., has been reviewed by the City Council.

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said contract purchase agreement amendment is approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR

ATTEST:

City Clerk
Contract Purchase Agreement 3000172
Supplier Details:

Company DataVoice International Inc
Contact Denna Sandoval
Address 2220 Bush Drive
McKinney, TX 75070
Submit your response to:

Company City of Roseville
Contact "Becky" Rebecca Philipp
Address Purchasing Division
311 Vernon St
Roseville, CA 95678
Phone (916) 746-1110
Fax (916) 746-1115
E-mail [email protected]
This Contract Purchase Agreement is sent for your review and acceptance. Notify the Buyer via email of any needed changes to the company name, address, and contact information. The Buyer will update the agreement prior to you signing the document.

Return signed copies of the agreement to the Buyer noted on the agreement. Alterations or modifications to the agreement are not allowed. Upon receipt of all necessary documents, the City will sign the agreement and return a fully executed copy to you. Receipt of the signed copy will be your notice to proceed with the work in accordance with the terms and conditions of the agreement. Work must not begin until the contract has been fully executed.

The following guidelines must be followed for the signature block on the agreement:

Sole proprietorship - By owner
Partnership - Any general partner
Corporation - Two options:
(1) A signature from the President and the corporate seal; OR (2) One signature from the Chairman of the Board, President, or any Vice President AND one signature from the Secretary, any Assistant Secretary, Chief Financial Officer, or any Treasurer or Assistant Treasurer of the corporation
*General Manager, Office Manager and/or Sales Manager are not corporate officer titles. The agreement will be rejected if not signed in accordance with these guidelines.

Insurance requirements:

The City's insurance requirements are referenced on Attachment A of the agreement. By signing the agreement, you are confirming that your company has the minimum insurance limits required. 1 Contract Purchase Agreement 3000172
Agreement 3000172
Agreement Date 18-DEC-2019
Change Order 5
Change Order Date 02-DEC-2022
Revision 2
Agreement Amount 460,429.00 USD
Invoice To City of Roseville
Accounts Payable
311 Vernon St
ROSEVILLE CA 95678
Supplier DataVoice International Inc
2220 Bush Drive
McKinney, TX 75070
Phone:

Fax:

Email:
(916) 774-5488
(916) 784-3796
[email protected]
Phone:

Fax:

Email:
(972) 390-8808
()
[email protected]
Description of
Labor,
equipment
and/or materials
AMENDMENT #2
CONTRACT PURCHASE AGREEMENT 3000172, WHICH WAS EXECUTED ON 2/5/20, IS HEREBY MODIFIED AS FOLLOWS:

THE TERM OF THE AGREEMENT IS INCREASED BY 22 MONTHS AND 25 DAYS AND THE EXPIRATION OF THE AGREEMENT IS CHANGED FROM 2/5/23 TO 12/31/24.

THE AGREEMENT AMOUNT IS MODIFIED FROM $440,429.00 TO $460,429.00. THE

MODIFICATION IS TO SUPPORT THE INTEGRATION BETWEEN AMI AND OCS DUE TO THE CHANGES TO THE AMI SCHEDULE. BASED ON THE FINAL

IMPLEMENTED AMI SOLUTION, THERE IS A NEED FOR THE ADDITIONAL

CONSULTING HOURS TO MAKE SURE WE CAN PROPERLY BUILD OUT THE CUSTOM INTEGRATION. THE ADDITIONAL PROFESSIONAL SERVICES TIME IS IN

ACCORDANCE WITH THE ATTACHED DATAVOICE INTERNATIONAL PROPOSAL DATED 10/26/22.

ALL OTHER PROVISIONS OF THE AGREEMENT SHALL REMAIN UNCHANGED

AND IN FULL FORCE AND EFFECT
Please contact Jason Grace in the Electric Department at (916)774-5643 for questions regarding this agreement.

Customer # Supplier # Payment Terms Freight Terms FOB Shipping Method 14501 Net 30 Freight on Board at the destination Destination Best Method Start Date End Date Confirm To
"Becky" Rebecca Philipp Phone 1-916-746-1110
Attention: Total Cost not to exceed the agreement amount without prior approval of the Purchasing office. 2 Contract Purchase Agreement 300172
COR Signature-Purchase Manager
3 Jeff Bender
CEO
Todd Richardson
CFO

Proposal
To provide:
80 hours of PS time
For:

Roseville, City of
Roseville, CA
Presented to:

Sage Armstrong
Issued:

Wednesday 26th of October 2022 01:30:46 PM
Contact:

Kendra Banton
Account Manager
dataVoice International
760 N. Watters Road, Ste 100
Allen, TX 75013
(972)390-8808
dataVoice International Page 1/6
Roseville, City of - Quote #15900
Wednesday 26th of October 2022 01:30:46 PM
Statement of Work:
dataVoice will install and configure the product modules pursuant to the scope set forth in the Product Description section of the proposal. Products listed as Optional at the time of signing are not included in any installation and configuration until they are purchased by the customer. Any material changes or deviations from the standard configuration may, in dataVoice’s sole discretion, result in additional fee(s). It is specifically understood that non-disclosed or misrepresented material facts and issues revealed during the discovery process may require additional fees.

The City of Roseville is purchasing 80 hours of Professional Services time. This time will be available to the City of Roseville to use as they need.

Project Management fees for a 90 day project implementation have been included. If the project delays beyond the 90 period, dataVoice reserves the right to submit a change order for additional project management fees as necessary.
dataVoice International Page 2/6
Roseville, City of - Quote #15900
Wednesday 26th of October 2022 01:30:46 PM

QUOTATION COST SUMMARY

NON-RECURRING, INITIAL COSTS
Users Units Per Unit Total
OMS
License Fees: $0.00
Professional Services: $20,000.00
Subtotal: $20,000.00
Total non-recurring costs $20,000.00

RECURRING FEES, ANNUAL COST
Total annual cost of recurring fees $0.00
dataVoice International Page 3/6
Roseville, City of - Quote #15900
Wednesday 26th of October 2022 01:30:46 PM
Product Descriptions
The OMS portion of the proposal includes the following modules:

Custom Software OMS - Price: $20,000.00 Qty: 80
dataVoice International Page 4/6
Roseville, City of - Quote #15900
Wednesday 26th of October 2022 01:30:46 PM

2. PAYMENT AND TERMS
this quote is performed pursuant to the Terms and Conditions signed between dataVoice and the City of Roseville dated 12/5/20
Milestone Contingent On Terms Amount
Contract Signing None $0.00
Start Project - Project Kickoff
Meeting
None $0.00
Installation Complete None 50% $10,000.00
Project Completed -Final Billing None $0.00
Project Completed Ready for
final testing
None 50% $10,000.00
Training None $0.00
Go Live None $0.00
dataVoice International Page 5/6
Roseville, City of - Quote #15900
Wednesday 26th of October 2022 01:30:46 PM

ACCEPTANCE OF AGREEMENT
Customer warrants and represents that the price and conditions are satisfactory and are hereby accepted through Customer's authorized signature below.

Customer's authorized signature below is authorization for dataVoice International, Inc. to perform under the conditions contained herein and expressly made a part of this agreement. This Agreement may be executed in counterparts.

Customer Signature:

Roseville, City of
By:________________________________________
Printed Name:________________________________________
Title:________________________________________
Date:________________________________________
dataVoice International
By:________________________________________
Printed Name: Denna Sandoval
Title: Vice President
Date:________________________________________
Powered by TCPDF (www.tcpdf.org)
dataVoice International Page 6/6

COUNCIL COMMUNICATION
CC #:
2548
File #:
0504-01
Title:
2023 Citywide Records Retention Schedule Update
Contact:

Gretchen Hakala 916-774-5325 [email protected]

Meeting Date: 2/15/2023
Item #: 7.4.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution approving the 2023 Citywide Records Retention Schedule.

BACKGROUND
California Government Code Section 34090 provides that certain City records, instruments or documents may be destroyed with the approval of the City Council by resolution and written consent of the City Attorney. The Citywide Records Retention Schedule is updated and maintained by the City Attorney's office to direct City staff with regards to the retention of both physical and electronic records. This year's updates are routine in nature and include changes to statutory references, eliminating documents from the schedule that the City no longer creates, and adding new documents to the schedule.

FISCAL IMPACT
Maintaining a records retention schedule which allows for the destruction of specified types of documents after a certain period of time will likely result in unspecified reductions to document storage and retrieval costs. There is no fiscal impact to the General Fund.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. Adoption of an updated Citywide Records Retention Schedule meets the above criteria and is not subject to CEQA. No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal A - Remain fiscally responsible in a changing world

Respectfully Submitted,
Gretchen Hakala, Paralegal
Michelle Sheidenberger, City Attorney

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 23-068
2023 Records Retention Schedule (REDLINE)
2023 Records Retention FINAL
RESOLUTION NO. 23-068

ADOPTING THE 2023 CITYWIDE RECORDS RETENTION SCHEDULE

WHEREAS, Government Code Section 34090 provides that certain City records, documents, or instruments may be destroyed with the approval of the City Council by resolution and with the written consent of the City Attorney; and

WHEREAS, staff desires to update the current Citywide Records Retention Schedule to supersede the 2022 Citywide Records Retention Schedule; and

WHEREAS, the City Council has reviewed the revised 2023 Citywide Records Retention Schedule.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Roseville that the 2023 Citywide Records Retention Schedule is hereby adopted.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR

ATTEST:

City Clerk

2/15/2301/25/22 C = closed CU = current year P= permanent S = until supersceded T = terminated

1 CITY OF ROSEVILLE
2023 Records Retention Schedule
(For both paper and electronic records)

DEPARTMENT /

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS

CITY-WIDE

100 001 Accident Reports C + 7 2 29CFR
1904.2;
29CFR 1904.6
Not Fire or Police
100 002

Administration Files With Dept.
2 GC 34090
100 003 Administrative Regulations City Mgr.

S + 2
S GC 34090
100 004 Agreements – Executed City Clerk
P
C CCP 337;
GC 34090
CCP 337 – 4 years
100 005 Audio Tapes – Board &
Commission Meetings
1 1 GC 34090.7
100 006 City Brochures & Publications 2 GC 34090 Templates are considered preliminary drafts exempt
from disclosure (GC
7927.5006254(a))
100 007 CEQA Documentation City Clerk
P
C+2

GC 34090(a);
CEQA
Guidelines

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

2 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
100 008 Chron Files 2 GC 34090 Chronological files - correspondence
100 009 Consent for Medical Treatment 5 GC 34090
100 010 Conflict of Interest Statements
(includes FPPC Annual Filing)
City Clerk
8 S GC 34090
100 011 Construction Standards P GC 34090
100 012 Council & Commission Agendas 3 2 GC 34090
100 013 Council & Commission Approved
Minutes
City Clerk
P
2 GC 34090 (d);
36814, 40801
34090 (d) – records less
than 2 years
100 014 Council Communications

Land Development
City Clerk
10 20P
2 GC 34090

For research purposes
100 015 Department/Division Files –
General
2 2 GC 34090
100 016 Department History/Historical
Files
P 2 GC 34090
100 017 Disaster Plan S GC 34090
100 018 Employee Work Calendars or
Diaries
2 2
100 019 Fee Schedules S + 2 GC 34090
100 020 General Correspondence 2 2 GC 34090
100 021 General Information Memos City Mgr.
3 2 GC 34090(d)
100 022 Grant Files C + 7 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

3 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
100 023 Incident Reports 2 29CFR
1904.2;
29CFR
1904.6

100 024 Intergovernmental Meetings &
Projects
5 2 GC 34090
100 025 Maintenance Records 2 2 GC 34090
100 026 Memberships T GC 34090
100 027 Meeting Procedures S S GC 34090
100 028 Monthly/Quarterly Performance
or Status Reports
Finance
4 2 GC 34090
100 029 MSDS Sheets Purchasing
or By
Dept. P
GC 34090
100 030 Payment
Requests/Reimbursement/
Invoice
Documents (including Petty
Cash)
Finance
5 2 GC 34090
100 031 Policies & Procedures (includes
individual departments)
S + 2 S + 2 GC 34090
100 032 Press Releases 2 GC 34090
100 033 RFP’s, RFQ’s, Bids:

Successful
Unsuccessful

C + 5
C + 2
GC 34090;
CCP 337;
GC 25105.1

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

4 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
100 034 Security video footage moved
into Case Management
(portions of routine, automated
security video identified for
retention rather than
automatically overwritten or
deleted
1 GC 34090.6
100 035 Security video footage not
moved into Case Management
3 days ,
full
recording;
30 days
motion
only
GC 34090.3 For uneventful, routine
video recordings. Full
recording is stored for 3
days; transitions to
motion only retained for
30 days.
100 036 Subject files 3 GC 34090(d)
100 037 Vehicle files (includes Pool Car) S + 2 2 GC 34090 100 038 Workplace Safety Inspections 2 2 GC 34090
CITY

ATTORNEY

300 001 Boards and Commissions 25 GC 34090
300 002 Bonds 10 GC 34090 City Clerk keeps C + 2
300 003 City Attorney personnel files C + 2 GC 34090
300 004 City owned facilities/properties
files
10 GC 34090
300 005 Claims / Potential Claims 25 GC 34090 City Clerk keeps 5 years

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

5 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
300 006 Code Enforcement
 Administrative citations
 Compliance documents
 Appeal Hearings
2 CL+25
10 5
GC 34090(d)
300 007 Conflict of interest – documents
and opinions
25 GC 34090
300 008 Districts – PBID C + 5 GC 34090
300 009 Easements 10 GC 34090
300 010 Employee disciplinary actions,
grievances, complaints and
investigations
C + 2 GC 34090
300 011 Grand Jury 10 PC 933(c)0 et
seq.

Must be kept a minimum
of 5 years
300 012 Legal Service Agreements 10 GC 34090
300 013 Litigation Files
(includes Pitchess Motions and
Administrative)
City
Attorney P
CL+2P
GC 34090
300 014 Ordinance Ffiles 10 GC 34090
300 015 Railroad 5 GC 34090
300 016 Project Files 10 GC 34090
300 017 Property Acquisitions P GC 34090(a)
300 018 Small Claims C + 2 GC 34090
300 019 Stop Payment Notices C + 24 GC 34090 City Clerk retains for C + 2 300 020 Subpoenas 5 GC
525434090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

6 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
300 021 Taxes 5 GC 34090

CITY CLERK
400 001 AB1234 Certificates T + 1
400 002 Agreements – Executed P GC 34090;
CCP 337;
CCP 343
At least 4 years
400 003 Bids / RFQ’s (over council limit)
• Successful
Unsuccessful

7 2
GC 34090;
CCP 337

400 004 Applications, Boards,
Commissions, Committees
CU + 2 2 GC 34090;
GC 34090(e)
for minutes,
bylaws and
resolutions

400 005 Bonds and Securities C + 2 GC 53921;
GC 43900;
CCP 337.5

400 006 Ceremonial Resolutions and
Proclamations
2 GC 34090
400 007 Charter Files P 10 GC 34090(e);
GC 34458-60

400 008 Council Appointment Process P GC 34090
400 009 Council Salary Amendments P GC 34090
400 010 Elections 7 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

7 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
400 011 Elections: Certificates of
Election, Oaths of Office and
Applications
5 GC 34090
400 012 Grand Jury 10 2 GC 34090 PC
933(c)
Must be kept a minimum
of 5 years
400 013 Municipal Code Revisions and
Updates
P
400 014 Notice of Adjournment 2 GC 34090
400 015 Passport Transmittal Receipts C + 2 GC 34090 400 016 Records Management:

Retention Schedules
S + 4 GC 34090;
CCP 343

400 017 Authorization to Destroy
Certificates
P 2 GC 34090.5
400 018 Stored Records Lists S S GC 34090
400 019 Public Records Requests C + 2 GC 34090
400 020 Resolutions & Ordinances P GC 34090(e)
400 021 Stop Notices and Preliminary
Notices
C + 2 GC 34090
400 022 Tort Claims / Liability Claims C + 5 2 GC 34090; GC 25105.5

400 023 Video Tape – City Council and
Commission Meetings
3 3 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

8 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
CITY

MANAGER

500 002 Environmental Review C + 2 C + 2 GC 34090 Moved to Development Services
500 003 Fee Estimate Files 5 1 GC 34090
500 004 Grant Applications 2 GC 34090
500 005 Nexus Studies P GC 34090
500 006 REACH Fund – Private
Donation Record
City
Clerk
P
2 GC 34090

DEVELOPMENT

SERVICES

Building
600 001 All Construction Finals P GC 34090
600 002 Building Permits w/Inspections P H&S 19850; GC 34090

600 003 Building Permits without
Inspections
C + 2 H&S 19850;
GC 34090

600 004 Code Enforcement C + 5 GC 34090
600 005 Construction Permit Files P GC 34090 Electronic files 600 006 Daily Inspection List 3 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

9 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
600 007 Encroachment Permits and
Grading Permits (temporary in
Nature)
C + 2 GC 34090
600 008 Encroachment Permits
(permanent)
P GC 34090
600 008.5 Environmental Review C + 2 C + 2 GC 34090
600 009 Plan Checks, Expired –
Application & Expiration
Notification Letter
C+2 GC 34090
600 010 Plans – Commercial P GC 34090(a);
H&S 19850

600 011 Plans, Customer Residential C + 1 GC 34090 600 012 Plans – Production Residential C + 180
days
GC 34090
600 013 Tenant Improvement Inspections P GC 34090 Engineering
600 014 Construction / Design Standards P GC 34090 600 015 Grant Files C + 7 GC 34090
600 016 Improvement Plans P GC 34090
600 017 Leases 10 GC 34090
600 018 Project Files including: GC 34090
600 019(a)  Drainage Studies &
Watershed Maps
P GC 34090 Microfilm after 2 years
019(b)  Pad Certification P GC 34090 Microfilm after 2 years

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

10 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
019(c)  Permits (Encroachment,
Grading, Trench Cut)
P GC 34090 Microfilm after 2 years
019(d)  Conditions P GC 34090 Microfilm after 2 years 019(e)  Submittals and
Correspondence related
C GC 34090 Microfilm after 2 years
019(f)  Revisions &
Correspondence related
C GC 34090 Microfilm after 2 years
019(g)  Punch List C GC 34090 Microfilm after 2 years 019(h)  COC Package P GC 34090 Microfilm after 2 years 019(i)  Soil Reports P GC 34090(d);
CCP 338.1
CCP 337.1 - 5 years
019(j)  As Built Plans P GC 34090 Microfilm after 2 years 600 020 Property Acquisitions P GC 34090(a);
GC
7928.7056254(
h);
CCP 337.2

600 021 Recorded Maps and
Improvement Plans
P GC 34090
600 022 Roseville Community Hospital P GC 34090
600 023 Stormwater Inspection Data C + 3 GC 34090 Planning Administrative draft reports are
destroyed upon approval of final
reports

600 024 Annexations / Detachment P 10 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

11 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
600 025 Development Agreements City Clerk
P
GC 34090
600 026 Easements P GC 34090
600 027 General Plan Files City Clerk
P
GC 34090
600 028 Grading Plan P GC 34090
600 029 Home Occupation P GC 34090
600 030 Lot Line Adjustments P GC 34090
600 031 Parcel Maps P 10 GC 34090
600 032 Permits P GC 34090
600 033 Project Files (includes special
projects)
P GC 34090
600 034 Sign Files P GC 34090
600 035 Specific Plan Files P 20 GC 34090
600 036 Standard Sign Permits P C + 2 GC 34090
600 037 Subdivision Files P 10 GC 34090
600 038 Variance P GC 34090
600 039 Voluntary Merger P GC 34090
600 040 Zoning / Rezone P 5 GC 34090

ECONOMIC

DEVELOPMENT

Housing
700 001 Affordable Purchase Client Files C + 3 GC 34090 700 002 Affordable Rental Agreement
Files – Active – General
Correspondence
3 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

12 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
700 003 Affordable Rental Agreement
Files – Expired
C + 3 GC 34090
700 004 Affordable Rental Agreements C Scanned
copy 15
years
GC 34090
700 005 CDBG Program Files C + 3 GC 34090
24 CFR 570,
503

700 006 First Time Homebuyer Client Files C + 3 GC 34090 700 007 First Time Homebuyer Wait List
Files
3 GC 34090
700 007.1 Grant Applications 2 GC 34090
700 008 HCV Program – Housing
Assistance Payments/Check
Stubs
2 GC 34090
700 009 HCV Program Participant &
Applicant
3 GC 34090
700 010 HOME Applications &
Agreements
C + 5 GC 34090
700 011 HOME Program Client Files C + 5 GC 34090 700 012 Housing Authority City Clerk
P
GC 34090
700 013 Housing Authority – Housing
Assistance Payment Check Stubs
2 GC 34090
700 014 Housing Rehabilitation Client
Files
C + 3 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

13 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
700 015 Housing Rehabilitation Wait List
Files
3 GC 34090

Redevelopment
and Successor
Agency

700 017 Bank Statements P GC 34090
700 018 Bond Documents P GC 34090
700 019 Financial Statements and Audit
Reports
P GC 34090
700 020 Oversight Board Resolutions P GC 34090
700 021 Railroad files P GC 34090
700 022 Redevelopment Projects – Bond
Financed
P GC 34090
700 023 Redevelopment Projects – Tax
Increment Financed
10 GC 34090

ELECTRIC

Electric / Risk &
Compliance

800 001 AB32 GHG Emissions Verification
Opinions and Inventory Reports
10 GC 34090
800 002 CEC reports and filings P GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

14 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
800 003 Compliance filings and reports S + 10 GC 34090 800 004 GHG Management Plan 10 GC 34090
800 005 NERC Reliability Standards
Evidence
S GC 34090 Current information is
kept until a new audit is
performed
800 006 Standard Operating Procedures P10 GC 34090 Electric /
Construction

800 007 General Order Inspections
(G095/128)
P GC 34090 Stored in Maximo
800 008 Construction Maintenance
Inspection Reports (G0165)
P GC 34090 Stored in Maximo
Electric / Dispatch
800 009 Audio Recordings – Dispatch
Phone and Radio
1 Corp Yard
GC 34090 Stored by IT
800 010 Daily Dispatch Reports P GC 34090
800 011 Dispatch Service Requests P GC 34090 Stored in Maximo 800 012 Outage Reports P GC 34090
Electric /
Engineering

800 013 Data Logs P GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

15 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
800 014 Drawings P GC 34090
800 015 Project Files – Engineering P GC 34090
800 016 Technical Files P GC 34090
Electric /
Generation

800 017 Construction Drawings P GC 34090
800 018 Equipment Drawings P GC 34090
800 019 Equipment Maintenance
Records
P GC 34090
800 020 Equipment manuals and
specifications
P GC 34090
800 021 Generation compliance records
and communications
P GC 34090
800 021.1 Hazard Materials Records P GC 34090
800 022 J Log P GC 34090
800 022.1 Maintenance Work Orders P GC 34090
800 023 MSDS sheets P GC 34090
800 023.1 Project Files - Engineering P2 GC 34090
800 023.2 SPCC/HMPB – Spill Prevention P GC 34090
800 024 Video Access Log 90 days GC 34090
Electric /
Metering

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

16 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
800 025 Customer Requested Meter Test
Data
P GC 34090 Stored in Maximo
800 026 Historical Address Locations &
Test Data
P GC 34090 Stored in Access DB
800 027 Power Quality Recordings P GC 34090 Sent to engineering and stored in electric shared
drive
800 028 Meter Test Results P GC 34090 Stored in Maximo 800 029 Tenant Improvement Plan
Checks and Inspections
C
Planning
Dept.

GC 34090 Accela – storage of data
handled by Development
Services
Electric / New
Services

800 030 Project Job Files – New Services P GC 34090 Electric /
Operations

800 031 Department of Transportation
Driver Proficiency
P GC 34090 Stored by Risk
Management
800 032 Hazard Materials Records P GC 34090 Stored in Maximno and electric shared storage
drive
800 033 Maintenance Work Orders P GC 34090 Stored in Maximo

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

17 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
800 035 MSDS Sheets P GC 34090 Stored in REU
warehouse and/or ops
admin building –
electronic MSDS files as
well
800 036 SPCC/HMPB – Spill Prevention P GC 34090 Stored in REU Warehouse and/or ops
admin building
800 037 Tree Maintenance Inspections P GC 34090 Stored in ops admin building
800 038 Vehicle Inspection Forms 90 days GC 34090 Stored in ops admin building and/or
electronically through
Zonar
Electric / Power
Supply

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

18 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
800 044 Outside Reports generated for
outside agencies or Council
P GC 34090

800 046 Power and Natural Gas
Transaction
Confirmations
P GC 34090
800 047 Renewable Transaction
Confirmations
P GC 34090
800 048 Scheduling Data /
Documentation
P GC 34090
800 049 Settlement Invoices – ALL P GC 34090
800 050 Settlements – Power Bills –
Wire Requests
11 Accts
Payable
GC 34090
800 051 SQL Server Data Warehouse P GC 34090
Electric / Finance
800 052 Annual financial reporting for
bond issues – continuing
disclosure
3 years
past bond
maturity
GC 34090
800 053 Cost of Service Study P GC 34090
800 054 Customer Counts P GC 34090
800 055 NOAA Weather P GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

19 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
800 056 Official Statements 3 years
past bond
maturity
GC 34090
800 057 Quarterly Letter of Credit 3 years
past bond
maturity
GC 34090
800 058 Revenue Reports P GC 34090
Electric / Retail
800 059 EPBI Solar Rebates:
- paper applications
- electronic files

35 P
GC 34090
800 060 Grant Programs – Commercial
Rebate documents for auditing
purposes:
paper applications
electronic files

35 P
GC 34090
800 061 PBI solar rebates:
- paper applications
- electronic files

15 P
GC 34090 Delete record – no
longer exists
800 062 Public Benefits rebates:
paper applications (non-solar)
electronic files

35 P
GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

20 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
800 063 Shade Tree rebates:
- paper applications
- electronic files

6 P
GC 34090 Delete record - no
longer exists
Electric /
Substation

800 064 HMPB/SPCC for each substation
with more than 1320 gallons of
oil
P GC 34090 Stored at each
substation facility
800 065 MSDS & Hazard Information
sign
P GC 34090 Located at each
substation facility
800 066 SF6 Gas for each substation P GC 34090 Stores in ops admin building and/or
substation facility
800 067 Substation Entry Log Books 10 GC 34090 Stored in ops admin building and/or
substation facility
800 068 Substation Maintenance
Records
P GC 34090 Stored in Maximo –
Legacy stored on electric
shared drive
Utility Billing

800 069 Bad Debt Accounts – electronic
information
5 5 GC 34090
800 069.1 Customer Deposit Listing T GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

21 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
800 070 Monthly Revenue Summary
Report
3 GC 34090

800 072 Payments from Credit Bureau 35 GC 34090(c)
800 073 Referred to Credit Bureau 5 GC 34090(c)
800 074 Remittance Stub 3 GC 34090
800 075 Utility Bills Archives 3 GC 34090
800 076 Utility Customer
correspondence
53 GC 34090
800 077 Utility Service Orders 2 GC 34090
Utility Billing
800 078 Billing Reports – Abrd & Upload
reports
2 GC 34090(c) Delete record – no
longer exists
800 079 Meter Reading Audit report 2 GC 34090(c) Delete record – no longer exists
Utility Customer
Service

800 080 Abd – Automatic Bank Draft
requests
3 GC 34090(c)
800 081 Cash Receipt – Utility Payments 3 GC 34090(c) 800

082 ERAP/Med Applications (Electric
Rate Assist Applications)
3 GC 34090
800

083 Payment Agreements
information
3 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

22 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
800

084 Returned Checks information 3 GC 34090
800

085 Vouchers – Project GO / HEAP /
Salvation Army
3 GC 34090
Electric/Energy
Systems

800 086 Department File Shares
(electronic record)
P GC 34090
800 087 Security camera records (Hilltop
and REP)
90 days GC 34090

ENVIRONMENTAL

UTILITIES

900 001 Landfill / Solid Waste (including
MRF)
10 10 GC 34090
900 002 Water Service 5 5 GC 34090
900 003 Water Treatment Plant Files 5 5 GC 34090
900 004 Water Waste Notice 1 1 GC 34090
900 005 Wastewater Treatment Plant
Files
5 5 GC 34090
Business
Services

900 006 Annual Financial Reporting for
Bond Issues – Continuing
Disclosures
10 yrs. Past
bond
maturity
GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

23 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
900 007 Bond Documents 10 yrs. Past
bond
maturity
GC 34090
900 008 Budget Documents CU + 6 GC 34090
900 009 Official Statements 10 yrs. Past
bond
maturity

900 010 Policies and Procedures S + 5 GC 34090
900 011 Prop. 218 Protests CL + 2 GC 53755 Written protests should be kept for two years
following the date of the
public hearing
900 012 Rates CU + 4 GC 34090
900 012.5 CIP Final Document Project Files P P GC 34090 South Placer
Wastewater
Authority JPA

900 013 SPWA Board Meeting Files P GC 34090
900 014 SPWA Minutes & Resolutions P GC 34090

FINANCE

Accounts Payable
1000 001 1099 5 41 CFR 50
201.501
Records must be kept at
least 3 years
1000 002 Paid Invoices & Related Reports CU + 5 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

24 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1000 004 Quarterly Reports 5 GC 34090
Budget
1000 009 Adopted Annual Budget P GC 34090 Hard copy budget document, including five
year capital improvement
plan and data in City
financial system
1000 010 Annual CIP’s P GC 34090
1000 011 Budget Adjustments P GC 34090 Effective FY2022-23 all budget documents will be
saved in electronic format
only
1000 012 CIP’s Carry Over CU + 4 GC 34090 Effective FY2020-21 budget the City no longer
conducts an annual CIP
carry over. Current
financial system allows for
the tracking of CIPs over
multiple fiscal years
1000 013 Indirect Cost Study (Cost
Allocation Plan)
P GC 34090
1000 014 Annual City Manager Budget
Review MaterialsManagers
Review Annual Budget
S GC 34090
1000 015 Quarterly Reports C + 11 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

25 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1000 016 Proposed Annual Budget CU + 2 GC 34090 Hard copy budget document including five
year capital improvement
plan
Cash Management
1000 017 AR Paid Invoices 3 GC 34090
1000 018 AR Reports 3 GC 34090
1000 019 Assessment Districts – Formation P
1000 020 Bank Reconciliation CU + 5 GC 34090
1000 021 Bank Statements 5 GC 34090
1000 022 Cash Receipts – Daily Cash 3 GC 34090
1000 023 Credit Card & Class Credit Card 3 GC 34090 1000 024 Daily Cash Summary 3 GC 34090
1000 024.1 Grant Files C + 3
1000 025 Investment Report P GC 34090;
CCP 337;
GC 53607
No less than 4 years
1000 026 Wire Transfers CU
+ 5
GC 34090
General
Accounting

1000 026 Documentation for Audits P GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

26 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1000 027 Bonds – Long Term Debt C + 30 GC34090(e); CCP 337.5;
GC 53921

1000 029 Community Facilities District P GC 34090 1000 029.1 Cable Documentation P GC34090 Formerly with City Mgr. 1000 030 FEMA CU + 5 GC 34090
1000 031 Cal EMA CU + 5 GC 34090
1000 032 Audited Financial Statements P GC 34090
1000 033 Fixed Assets 5 GC34090(e);
26 CFR 301
65-1(f)

1000 034 Franchises P GC 34090
1000 035 Trial Balance CU + 5 GC 34090
1000 036 Grant Files C + 3 GC 34090
1000 037 Fund Transfers CU + 5 GC 34090
1000 038 Journal Entries CU + 5 GC 34090
1000 039 Landscape & Lighting Districts 20 GC 34090 1000 039.1 Petty Cash Custodian Forms C + 1 GC 34090
1000 040 State Mandated Costs CU + 5 GC 34090
1000 041 Taxes (Other) 5 GC 34090
1000 041.1 Vehicle Inventory CU + 1 GC 34090
Licensing
1000 042 Licenses (includes applications) T + 4 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

27 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1000 043 So. Placer County Tourism –
Quarterly Assessment Collection
5 GC 34090
1000 044 Transient Occupancy Tax
Collection
5 GC 34090
Payroll GC 34090
1000 045 Payroll Adjustment listing 7 GC 34090
1000 048 Deferred Compensation Report P GC 34090 1000 049 Garnishments CU + 3 GC 34090
1000 050 Leave Liability /Compensated
Absence Reports
5 2 GC 34090
1000 051 Payroll Check and EFT Registers 5 GC 34090 1000 052 Payroll pay, deductions and
contribution detail
7 GC 34090;
GC 37207

1000 053 PERS Report P GC 34090
1000 054 Secondary Labor 10 GC 34090
1000 055 Time Sheets 7 GC 34090(c);
CFR 516.2

1000 056 Year End – W2 Quarterlys, Back-
up
7 2 GC 34090
Purchasing

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

28 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1000 056.1 Bid/Quotations City Clerk
Audit + 5
C PC 273.5;
PC 273.6;
PC 646.9
PC 273.5 amended by SB
1005 (2016)
1000 056.2 Price Lists/Catalogs/Brochures 2 2 GC 34090
1000 056.3 Purchasing Records C + 5 2 GC 34090
1000 056.4 RFQ’s C + 5 C + 4 GC 34090
1000 056.5 Contract Purchase
Agreements/Purchase
Orders/Requisitions
C + 5 2 GC 34090
1000 056.6 Central Stores purchase orders C + 2 1 GC 34090 1000 056.7 Central Stores stock requisition
forms
C + 2

GC 34090
1000 056.8 Asset transfer and retirement
form
C + 2 GC 34090
1000 056.9 Shipment memo records
(Federal Express)
C + 2 GC 34090
FIRE

1100

001 Ambulance 7 GC 34090
1100

002 Arson Investigation Files 6 PC 800; PC
801
Bodily Injury – 6 years
Structure – 3 years
1100

003 Cost Recovery (DUI, HazMat) C + 2 GC 34090
1100

004 EKG Reports 4 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

29 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1100

005 EMS Strips 7 GC 34090
1100

006 Fire Inspection Reports 2 2 GC 34090
1100

007 Fire Prevention Inspection Files P GC 34090
1100 007.1 First Responder Fee 2 GC 34090

1100

008 Hazardous Materials Files P 2 GC 34090
1100

009 Juvenile Firesetter Files P GC 34090
1100

010 Patient Care Reports 7 GC 34090
1100

011 Refusal Forms 4 GC 34090
1100

012 Reports – Incident Reports /
Dispatch Calls
5 GC 34090
1100

013 Weed Abatement 5 GC 34090
HUMAN

RESOURCES

1200 001 Benefits Files 5 2 GC 34090
1200 002 Bargaining Units 10 5 GC 34090
1200 003 Classification / Salary Plan S + 2 S GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

30 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1200 0
0 4
004 Consumer Price Index 2 GC 34090
1200 005 EDD Notices 4 GC 34090
1200 006 Employee Medical Files P GC 34090
1200 007 Employee Personnel Files P C + 4 GC 34090 GC 12946
LC 432.3
(SB 807)
(SB 1162)

Where litigation has been
filed, such records must
be maintained until the
applicable statute of
limitations has run, or
until the conclusion of the
litigation, whichever
occurs first.
1200 008 Labor Relations P 2 GC 34090
1200 009 Memoranda of Understanding P 2 GC 34090
1200 010 Personnel Board Findings /
Opinions / Decisions
P 2 GC 34090
1200 011 Personnel Board Documents 5 2 GC 34090
1200 012 Personnel Rules P 2 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

31 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1200 013 Recruitment C + 4 2 GC 34090
GC 12946
(SB 807)
Where litigation has been
filed, such records must
be maintained until the
applicable statute of
limitations has run, or
until the conclusion of the
litigation, whichever
occurs first.
1200 014 Unemployment Records T + 3 GC 34090
1200 015 Volunteer Files 2 2 GC 34090
Risk Management
1200 016 Accident / Incident Reports 2 2 GC 34090 1200 017 CAL OSHA Inspection & Citations P GC 34090 1200 018 Claims C + 5 GC 25105.5
1200 019 Employee Training Records 10 GC 34090
1200 020 FEMA Disaster Claims 10 GC 34090
1200 021 Insurance Certificates C + 10 GC 34090
1200 022 Safety Inspections / Reports /
Manuals
2 2 GC 34090
1200 023 Subrogation Files C + 5 GC 34090
1200 024 Workers Compensation P GC 34090

INFORMATION

TECHNOLOGY

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

32 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

1300 006 Digital Voicemail / Digital Fax /
Radio Communications Recording
(non-emergency)
100 days GC 34090
1300 006.1 Non-emergency radio and phone
communications recordings
1 GC 34090
1300 007 Disaster Preparedness and
Recovery plans
2 2 GC 34090
1300 008 IT Inventory Records Life of
equipment
+ 2 years
GC 34090
1300 009 Programming Source Code C + 2 GC 34090
1300 010 Service Requests / Response
records
P GC 34090
1300 011 Standard Operating Procedures ,
TRGs, Knowledge Articles
3 GC 34090
1300 012 System Backup Files / Tape
Library / Digital Snapshot
3 months GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

33 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1300 013 System Log File (Mission Critical /
External Agencies)
2 GC 34090
1300 014 Telecommunication / Cell Phone
Billing Records
1 GC 34090
1300 015 Telephone / Voicemail Log 960 days GC 34090 60 day maximum system capability
1300 016 Test System (Program /
Database)
No
retention
GC 34090
1300 017 Website Contents / Records No
retention
GC 34090
1300 018 Office365 – Teams Chat 30 days
PARKS,

RECREATION &

LIBRARIES

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

34 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1400 007 Park and Playground
Maintenance Records
P GC 34090
Adventure Club
1400 008 Behavior Reports 5 GC 34090
1400 009 Check Stubs from the State or
County Office of Education
5 GC 34090
1400 010 Child Care Grant Files C + 5 GC 34090
1400 011 Licensing Staff Files C + 3 GC 34090
1400 012 Sign In / Out Sheets, Schedule
Agreements
C + 5 GC 34090
1400 013 Student Files 5 GC 34090
1400 014 Tuition Agreements C + 5 GC 34090
Library
1400 015 California Public Library Report 5 GC 34090 1400 016 CLSA Direct Loan Files 5 GC 34090
1400 017 Library Card Records T + 2 GC 34090
1400 018 Log Books / Security Guard
Documents
5 2 GC 34090
1400 019 Public Library Fund Report 5 GC 34090
1400 020 Reconsideration of Material
Forms
P GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

35 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1400 021 Survey Forms 2 GC 34090
1400 022 Statistical Reports 5 GC 34090
Open Space GC 34090
1400 023 Arborist Reports P GC 34090
1400 024 Annual Biological Monitoring
Reports
P GC 34090
1400 025 Open Space Preserve records P 2 GC 34090
1400 026 Tree Maintenance Inspections P GC 34090
POLICE

1500 000 Abandoned Vehicles 2 GC 34090
1500 001 Accident Review Board
Investigations
- Preventable collisions
 Resulting in discipline
- Non-preventable collisions

2 5
2 GC 34090
1500 002 Animal Control Documents
Bite Reports / Quarantine /
Cites
3 GC 34090
1500 003 Arrest Files of Deceased
Persons
2 GC 34090
1500 004 Asset Seizure Records CL + 2 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

36 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1500 005 AVL (Auto Vehicle Location) 1 GC 34090
1500 006 Audio Recordings
• 911 Calls
Emergency Radio
100 days
2 2
GC 34090.6
1500 007.1 Audits 5 GC 34090 Quarterly and Annual
audits of property with PD
property.
1500 007 Background files for City
applicants not hired
5 GC 34090
1500 008 Background Request with no
history
2 GC 34090
1500 009 Background Request with history 5 GC 34090 1500 009.1 Body Worn Camera Footage

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

37 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1500 013 Complaints and any reports or
finding related to the
complaints– External (citizen
complaints, allegations of
misconduct)
- Resulting in internal
investigation
- NOT resulting in internal
investigation (inquiries,
etc)No sustained finding of
misconduct
- Sustained finding of
misconduct
Complaints – Internal inquiry
- Resulting in internal
investigation
NOT resulting in internal
investigation

5 2

5 15

2 5

2 GC 34090

PC 832.5

GC 34090

1500 014 Court Transmittals 2 GC 34090
1500 015 DA Rosters 2 GC 34090
1500 016 - Death Investigation Reports 10 GC 34090
1500 017 Dispatch / Telephone / 911 calls
printout
2 GC 34090
1500 018 DMV, Suspended, Revoked
Notices
3 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

38 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1500 018.1 Employee sick leave, leave
request and overtime forms
2 GC 34090
1500 019 Equipment citations 3 GC 34090
1500 020 Field Interrogation Cards C + 2 GC 34090 1500 021 Gang Validation forms (not
enough info to qualify OR the
person had no gang contacts for
5 years)
5 GC 34090
1500 022 Juvenile Disposition Forms/
Sealings
5 GC
3409068152(e
)(1)

1500 022.1 License Plate Reader Data 60 days CVC 2413(b) Auto purge set within the LPR system to match this
1500 023 LIDAR Enforcement Logs 2 GC 34090
1500 024 Marijuana Filings 2 GC 34090
1500 025 Officer’s Daily Activity Sheets 2
1500 026 Parking violation citations /
Reviews
2 GC 34090; GC
40215

1500 027 Pawn Slips 3 B&P 21628;
GC 34090

1500 028 Permit files – Expired 5 GC 34090
1500 029 Personnel Files (no longer
employed)
5 GC 34090
1500 030 Pistol Sales Reports 2 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

39 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1500 031 Police Surveillance Videos
moved into Case Management
(portions of routine, automated
security video identified for
retention rather than
automatically overwritten or
deleted)
1 GC 34090.7 In general, the police
facility falls into the IT
security footage. Items
booked into PD Case
Management are treated
as evidence and purged
accordingly.
1500 032 Police Surveillance Videos not
moved into Case Management
3 days ,
full
recording;
30 days
motion
only
GC 34090.3 For uneventful, routine
video recordings. Full
recording is stored for 3
days; transitions to
motion only retained for
30 days.
1500 033 Property Logs 7 GC 34090
1500 034 Radio Logs 7 GC 34090
1500 035 Reports:
 Stored/Impounded
Vehicle Reports
 Injury Attempt Suicide
Reports
 Lost and Found Reports
 Missing Persons Reports
Services (Incident) Reports
5 2 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

40 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1500 036 Reports:
• Non-Injury Accident
Report
• Injury Accident Reports
• Felony Crime
Monthly Statistic
7 2 GC 34090
1500 037 Repossession Reports 2 GC 34090
1500 038 Retraining Orders C PC 273.5;
PC 273.6;
PC 646.9
PC 273.5 amended by SB
1005 (2016)
1500 039  Subpoena Records 3 GC 34090
1500 040 • Swap Meet Seller forms 3 GC 34090
1500 040.1 Sex and Arson Registrant
Documentation
P GC 34090

GC
68152(c)(2)
Department of Justice
guidelines require
permanent retention of
the paperwork
associated with the
registration.

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

41 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1500 041 Use of Force
- Resulting in
disciplineSustained Finding
of misconduct as defined in
SB16
- NOT resulting in
disciplineSustained Finding
of misconduct as defined in
SB16

15 15

SB 16PC
832.5
Every incident involving
use of force, sustained
findings of unlawful
arrests and unlawful
searches, and incidents
where a peace officer of
custodial officer engaged
in conduct involving
prejudice or
discrimination on the
basis of specified
protected classes to be
subject to disclosure,
require indefinite
retention of all
complaints and related
reports or findings
currently in the
possession of a
department or agency
1500 042 Vehicle Pursuit Reviews
- Resulting in discipline
NOT resulting in discipline

5 2
GC 34090

PUBLIC
WORKS

Alternative
Transportation

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

42 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1600 001 ADA Para Transit Files C + 1 GC 34090
1600 002 Bicycle Path Files 10 2 GC 34090
1600 003 Bus Shelter C + 3 2 GC 34090
1600 004 Customer Complaints, Reports,
Findings
FTA
Review
Period + 3
GC 34090
1600 005 Discount Photo Card
Applications
3 GC 34090
1600 FTA Audit Materials S + 1 GC 34090
1600 006 Grant Files C + 3 GC 34090
1600 007 Grants – Proposition 1B C + 35 GC 34090 1600 008 Bus Video (moved into Case
Management
2 GC 34090
1600 009 Bus Video (not moved into Case
Management
30 days GC 34090
1600 010 National Transit Database
Report Files
FTA
Review
Period + 3
GC 34090
1600 011 Passenger Incident Report FTA
Review
Period + 3
GC 34090
1600 013 Roseville Transit Boarding &
Alighting Sheets
FTA
Review
Period + 3
GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

43 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1600 016 Transit Contractors Monthly
Reports
FTA Review
Period + 3
GC 34090
1600 017 Transit Pass Purchase Requests 2 GC 34090 1600 018 Transportation Development Act
Files
C + 3 GC 34090
1600 019 Transportation Planning Files S + 2 GC 34090 1600 020 Transportation Project Files C + 10 GC 34090 1600 021 TSM Files – no TSM Plan, No
Bikeway Issues and no Transit
Issues
3 2 GC 34090
1600 022 TSM Files – with TSM Plan,
Bikeway Issues or Transit Issues
P 2 GC 34090
1600 023 TSM Survey 6 2 GC 34090
1600 024 Daily Bus Reports 2 2 GC 34090
Engineering
1600 025 CIP C + 2
________
For
Federally
Funded
Projects
C + 3
C + 2 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

44 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1600 026 Contract Administration Files C + 2
________
For
Federally
Funded
Projects
C + 3
GC 34090

1600 027 Flood Control 20 GC 34090
1600 027.1 REACH Fund – Private Donation
Record
City Clerk
P
2 GC 34090
1600 028 Sidewalks & Curbs C + 2 GC 34090
1600 029 Soil Reports P GC 34090
1600 030 Specifications P GC 34090
1600 031 Streets Projects/Assignments to
Street Maintenance &
Contractors
P 5 GC 34090
1600 032 Traffic Files 5 GC 34090

1600 034 Traffic Signals (Warrants &
Timing)
5 GC 34090
035 Traffic Studies 10 GC 34090
1600 036 USA’s 2 GC 34090
037 Traffic Control Plans 2 GC 34090
Facilities

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

45 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1600 037.1 Asset Transfer and Inventory
forms
2 2 GC 34090
1600 037.2 Cardkey Records 1 1 GC 34090
1600 037.3 Facilities 10 GC 34090
1600 037.4 Air Pollution Control District 2 2 GC 34090
1600 037.5 Alarm Information 3 GC 34090
1600 037.6 Fire Damage Repair Reports 3 GC 34090
1600 037.7 Fire Inspection Reports C + 3 UFC 103.3..4; GC 34090

1600 037.8 Fire Sprinkler Tests 5 2 UFC 103.3.4;
GC 34090

1600 037.9 Invoice Copies 2 GC 34090
1600 037.10 Hazardous Materials manifests P GC 34090
1600 037.11 Project Files P GC 34090
1600 037.12 SPCC – Spill Prevention P GC 34090
1600 037.13 Tailgate Safety Meeting – sign in
sheet
P GC 34090
Fleet Services
1600 037.14 BIT Inspections (B,C,N,O,W & Y) C + 2 GC 34090 1600 037.15 Equipment Auction Records 2 GC 34090
1600 037.16 Equipment Sale/Trade Records
(non-auction)
10 GC 34090
1600 037.17 Equipment Title & Registration CL GC 34090 1600 037.18 Fuel Tank Records 5 GC 34090

01/25/222/15/23 C = closed CU = current year P= permanent S = until supersceded T = terminated

46 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
Street
Maintenance

1600 038 Daily Worksheets, Stand-By
Worksheets
2 2 GC 34090
1600 039 Engineering Project Requests 2 2 GC 34090
1600 040 Oversize Load Transportation
Permits
2 2 GC 34090
1600 041 Service Requests & Work Orders
for Street Maintenance Assets
P GC 34090
1600 042 Traffic Control Plans 2 2 GC 34090

2/15/2301/25/22 C = closed CU = current year P= permanent S = until supersceded T = terminated

47 NON RECORDS
No Retention Schedule

DESCRIPTION OF RECORDS COMMENTS

Instant Messaging / Text Messaging

Reference San Jose Ruling
Library Materials

Non City Posters, Brochures and Flyers

Non City Press Releases

Price Lists, Catalogs, Brochures

Publications from outside sources

Testing and Development System

Transitory Records/Drafts

Website Contents & Records

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

1 CITY OF ROSEVILLE
2023 Records Retention Schedule
(For both paper and electronic records)

DEPARTMENT /

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS

CITY-WIDE

100 001 Accident Reports C + 7 2 29CFR
1904.2;
29CFR 1904.6
Not Fire or Police
100 002

Administration Files With Dept.
2 GC 34090
100 003 Administrative Regulations City Mgr.

GC 34090(a);
CEQA
Guidelines

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

2 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

City Clerk
P
GC 34090
100 015 Department/Division Files –
General
2 2 GC 34090
100 016 Department History/Historical
Files
P 2 GC 34090
100 017 Disaster Plan S GC 34090
100 018 Employee Work Calendars or
Diaries
2 2
100 019 Fee Schedules S + 2 GC 34090
100 020 General Correspondence 2 2 GC 34090
100 021 General Information Memos City Mgr.
3 2 GC 34090(d)
100 022 Grant Files C + 7 GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

3 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
100 023 Incident Reports 2 29CFR
1904.2;
29CFR
1904.6

Successful
Unsuccessful

C + 5
C + 2
GC 34090;
CCP 337;
GC 25105.1

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

4 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

ATTORNEY

300 001 Boards and Commissions 2 GC 34090
300 003 City Attorney personnel files C + 2 GC 34090
300 004 City owned facilities/properties
files
10 GC 34090
300 005 Potential Claims 2 GC 34090 City Clerk keeps 5 years

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

5 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
300 006 Code Enforcement
 Administrative citations
 Compliance documents
 Appeal Hearings
2 CL+2
10 5
GC 34090
300 007 Conflict of interest – documents
and opinions
2 GC 34090
300 008 Districts – PBID C + 5 GC 34090
300 009 Easements 10 GC 34090
300 010 Employee disciplinary actions,
grievances, complaints and
investigations
C + 2 GC 34090
300 011 Grand Jury 10 PC 933(c) Must be kept a minimum of 5 years
300 012 Legal Service Agreements 10 GC 34090
300 013 Litigation Files
Pitchess Motions
P
CL+2
GC 34090
300 014 Ordinance Files 10 GC 34090
300 015 Railroad 5 GC 34090
300 016 Project Files 10 GC 34090
300 017 Property Acquisitions P GC 34090(a)
300 018 Small Claims C + 2 GC 34090
300 019 Stop Payment Notices C + 2 GC 34090 City Clerk retains for C + 2 300 020 Subpoenas 5 GC 34090
300 021 Taxes 5 GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

6 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS

CITY CLERK
400 001 AB1234 Certificates T + 1
400 002 Agreements – Executed P GC 34090;
CCP 337;
CCP 343
At least 4 years
400 003 Bids / RFQ’s (over council limit)
• Successful
Unsuccessful

7 2
GC 34090;
CCP 337

400 004 Applications, Boards,
Commissions, Committees
CU + 2 2 GC 34090;
GC 34090(e)
for minutes,
bylaws and
resolutions

400 005 Bonds and Securities C + 2 GC 53921;
GC 43900;
CCP 337.5

400 006 Ceremonial Resolutions and
Proclamations
2 GC 34090
400 007 Charter Files P 10 GC 34090(e);
GC 34458-60

400 008 Council Appointment Process P GC 34090
400 009 Council Salary Amendments P GC 34090
400 010 Elections 7 GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

7 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
400 011 Elections: Certificates of
Election, Oaths of Office and
Applications
5 GC 34090
400 012 Grand Jury 10 2 PC 933(c) Must be kept a minimum of 5 years
400 013 Municipal Code Revisions and
Updates
P
400 014 Notice of Adjournment 2 GC 34090
400 015 Passport Transmittal Receipts C + 2 GC 34090 400 016 Records Management:

Retention Schedules
S + 4 GC 34090;
CCP 343

400 023 Video Tape – City Council and
Commission Meetings
3 3 GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

8 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
CITY

MANAGER

500 003 Fee Estimate Files 5 1 GC 34090
500 004 Grant Applications 2 GC 34090
500 005 Nexus Studies P GC 34090
500 006 REACH Fund – Private
Donation Record
City
Clerk
P
2 GC 34090

DEVELOPMENT

SERVICES

Building
600 001 All Construction Finals P GC 34090
600 002 Building Permits w/Inspections P H&S 19850; GC 34090

600 003 Building Permits without
Inspections
C + 2 H&S 19850;
GC 34090

600 004 Code Enforcement C + 5 GC 34090
600 005 Construction Permit Files P GC 34090 Electronic files 600 006 Daily Inspection List 3 GC 34090
600 007 Encroachment Permits and
Grading Permits (temporary in
Nature)
C + 2 GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

9 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
600 008 Encroachment Permits
(permanent)
P GC 34090
600 008.5 Environmental Review C + 2 C + 2 GC 34090
600 009 Plan Checks, Expired –
Application & Expiration
Notification Letter
C+2 GC 34090
600 010 Plans – Commercial P GC 34090(a);
H&S 19850

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

10 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
019(d)  Conditions P GC 34090 Microfilm after 2 years 019(e)  Submittals and
Correspondence related
C GC 34090 Microfilm after 2 years
019(f)  Revisions &
Correspondence related
C GC 34090 Microfilm after 2 years
019(g)  Punch List C GC 34090 Microfilm after 2 years 019(h)  COC Package P GC 34090 Microfilm after 2 years 019(i)  Soil Reports P GC 34090(d);
CCP 338.1
CCP 337.1 - 5 years
019(j)  As Built Plans P GC 34090 Microfilm after 2 years 600 020 Property Acquisitions P GC 34090(a);
GC 7928.705;
CCP 337.2

600 024 Annexations / Detachment P 10 GC 34090
600 025 Development Agreements City Clerk
P
GC 34090
600 026 Easements P GC 34090
600 027 General Plan Files City Clerk
P
GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

11 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
600 028 Grading Plan P GC 34090
600 029 Home Occupation P GC 34090
600 030 Lot Line Adjustments P GC 34090
600 031 Parcel Maps P 10 GC 34090
600 032 Permits P GC 34090
600 033 Project Files (includes special
projects)
P GC 34090
600 034 Sign Files P GC 34090
600 035 Specific Plan Files P 20 GC 34090
600 036 Standard Sign Permits P C + 2 GC 34090
600 037 Subdivision Files P 10 GC 34090
600 038 Variance P GC 34090
600 039 Voluntary Merger P GC 34090
600 040 Zoning / Rezone P 5 GC 34090

ECONOMIC

DEVELOPMENT

Housing
700 001 Affordable Purchase Client Files C + 3 GC 34090 700 002 Affordable Rental Agreement
Files – Active – General
Correspondence
3 GC 34090
700 003 Affordable Rental Agreement
Files – Expired
C + 3 GC 34090
700 004 Affordable Rental Agreements C Scanned
copy 15
years
GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

12 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
700 005 CDBG Program Files C + 3 GC 34090
24 CFR 570,
503

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

13 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
Redevelopment
and Successor
Agency

ELECTRIC

Electric / Risk &
Compliance

800 001 AB32 GHG Emissions Verification
Opinions and Inventory Reports
10 GC 34090
800 002 CEC reports and filings P GC 34090
800 003 Compliance filings and reports S + 10 GC 34090 800 004 GHG Management Plan 10 GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

14 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
800 005 NERC Reliability Standards
Evidence
S GC 34090 Current information is
kept until a new audit is
performed
800 006 Standard Operating Procedures P10 GC 34090 Electric /
Construction

800 013 Data Logs P GC 34090
800 014 Drawings P GC 34090
800 015 Project Files – Engineering P GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

15 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
800 016 Technical Files P GC 34090
Electric /
Generation

800 017 Construction Drawings P GC 34090
800 018 Equipment Drawings P GC 34090
800 019 Equipment Maintenance
Records
P GC 34090
800 020 Equipment manuals and
specifications
P GC 34090
800 021 Generation compliance records
and communications
P GC 34090
800 021.1 Hazard Materials Records P GC 34090
800 022 J Log P GC 34090
800 022.1 Maintenance Work Orders P GC 34090
800 023 MSDS sheets P GC 34090
800 023.1 Project Files - Engineering P GC 34090
800 023.2 SPCC/HMPB – Spill Prevention P GC 34090
800 024 Video Access Log 90 days GC 34090
Electric /
Metering

800 025 Customer Requested Meter Test
Data
P GC 34090 Stored in Maximo

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

16 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
800 026 Historical Address Locations &
Test Data
P GC 34090 Stored in Access DB
800 027 Power Quality Recordings P GC 34090 Sent to engineering and stored in electric shared
drive
800 028 Meter Test Results P GC 34090 Stored in Maximo 800 029 Tenant Improvement Plan
Checks and Inspections
C
Planning
Dept.

GC 34090 Accela – storage of data
handled by Development
Services
Electric / New
Services

800 030 Project Job Files – New Services P GC 34090 Electric /
Operations

800 031 Department of Transportation
Driver Proficiency
P GC 34090 Stored by Risk
Management
800 032 Hazard Materials Records P GC 34090 Stored in Maximo and electric shared storage
drive
800 033 Maintenance Work Orders P GC 34090 Stored in Maximo 800 035 MSDS Sheets P GC 34090 Stored in REU
warehouse and/or ops
admin building –
electronic MSDS files as
well

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

17 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
800 036 SPCC/HMPB – Spill Prevention P GC 34090 Stored in REU Warehouse and/or ops
admin building
800 037 Tree Maintenance Inspections P GC 34090 Stored in ops admin building
800 038 Vehicle Inspection Forms 90 days GC 34090 Stored in ops admin building and/or
electronically through
Zonar
Electric / Power
Supply

800 039 AB32 Invoices P GC 34090
800 040 AB32 Emission Instrument
Transaction Confirmations
P GC 34090
800 041 Corporate Guarantees P GC 34090
800 042 Greenhouse Gas Verification
Documents
P GC 34090
800 043 Master Contracts / Agreement P
City Clerk
GC 34090
800 044 Outside Reports generated for
outside agencies or Council
P GC 34090
800 046 Power and Natural Gas
Transaction
Confirmations
P GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

18 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
800 047 Renewable Transaction
Confirmations
P GC 34090
800 048 Scheduling Data /
Documentation
P GC 34090
800 049 Settlement Invoices – ALL P GC 34090
800 050 Settlements – Power Bills –
Wire Requests
11 Accts
Payable
GC 34090
800 051 SQL Server Data Warehouse P GC 34090
Electric / Finance
800 052 Annual financial reporting for
bond issues – continuing
disclosure
3 years
past bond
maturity
GC 34090
800 053 Cost of Service Study P GC 34090
800 054 Customer Counts P GC 34090
800 055 NOAA Weather P GC 34090
800 056 Official Statements 3 years
past bond
maturity
GC 34090
800 057 Quarterly Letter of Credit 3 years
past bond
maturity
GC 34090
800 058 Revenue Reports P GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

19 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
Electric / Retail
800 059 EPBI Solar Rebates:
-

3 GC 34090
800 060 Grant Programs – Commercial
Rebate documents for auditing
purposes:

3 GC 34090
800 062 Public Benefits rebates:

3 GC 34090
Electric /
Substation

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

20 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
800 068 Substation Maintenance
Records
P GC 34090 Stored in Maximo –
Legacy stored on electric
shared drive
Utility Billing

800 069 Bad Debt Accounts – electronic
information
5 5 GC 34090
800 069.1 Customer Deposit Listing T GC 34090

800 070 Monthly Revenue Summary
Report
3 GC 34090
800 072 Payments from Credit Bureau 3 GC 34090(c)
800 073 Referred to Credit Bureau 5 GC 34090(c)
800 074 Remittance Stub 3 GC 34090
800 075 Utility Bills Archives 3 GC 34090
800 076 Utility Customer
correspondence
5 GC 34090
800 077 Utility Service Orders 2 GC 34090
Utility Customer
Service

800 080 Abd – Automatic Bank Draft
requests
3 GC 34090(c)
800 081 Cash Receipt – Utility Payments 3 GC 34090(c) 800

082 ERAP/Med Applications (Electric
Rate Assist Applications)
3 GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

21 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
800

083 Payment Agreements
information
3 GC 34090
800

084 Returned Checks information 3 GC 34090
800

085 Vouchers – Project GO / HEAP /
Salvation Army
3 GC 34090
Electric/Energy
Systems

800 086 Department File Shares
(electronic record)
P GC 34090
800 087 Security camera records (Hilltop
and REP)
90 days GC 34090

ENVIRONMENTAL

UTILITIES

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

22 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
900 006 Annual Financial Reporting for
Bond Issues – Continuing
Disclosures
10 yrs. Past
bond
maturity
GC 34090
900 007 Bond Documents 10 yrs. Past
bond
maturity
GC 34090
900 008 Budget Documents CU + 6 GC 34090
900 009 Official Statements 10 yrs. Past
bond
maturity

900 013 SPWA Board Meeting Files P GC 34090
900 014 SPWA Minutes & Resolutions P GC 34090

FINANCE

Accounts Payable

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

23 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1000 001 1099 5 41 CFR 50
201.501
Records must be kept at
least 3 years
1000 002 Paid Invoices & Related Reports CU + 5 GC 34090 1000 004 Quarterly Reports 5 GC 34090
Budget
1000 009 Adopted Annual Budget P GC 34090 Hard copy budget document, including five
year capital improvement
plan and data in City
financial system
1000 011 Budget Adjustments P GC 34090 Effective FY2022-23 all budget documents will be
saved in electronic format
only
1000 012 CIP’s Carry Over CU + 4 GC 34090 Effective FY2020-21 budget the City no longer
conducts an annual CIP
carry over. Current
financial system allows for
the tracking of CIPs over
multiple fiscal years
1000 013 Indirect Cost Study (Cost
Allocation Plan)
P GC 34090
1000 014 Annual City Manager Budget
Review Materials
S GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

24 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1000 015 Quarterly Reports C + 11 GC 34090
1000 016 Proposed Annual Budget CU + 2 GC 34090 Hard copy budget document including five
year capital improvement
plan
Cash Management
1000 017 AR Paid Invoices 3 GC 34090
1000 018 AR Reports 3 GC 34090
1000 019 Assessment Districts – Formation P
1000 020 Bank Reconciliation CU + 5 GC 34090
1000 021 Bank Statements 5 GC 34090
1000 022 Cash Receipts – Daily Cash 3 GC 34090
1000 023 Credit Card & Class Credit Card 3 GC 34090 1000 024 Daily Cash Summary 3 GC 34090
1000 024.1 Grant Files C + 3
1000 025 Investment Report P GC 34090;
CCP 337;
GC 53607
No less than 4 years
1000 026 Wire Transfers CU
+ 5
GC 34090
General
Accounting

1000 026 Documentation for Audits P GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

25 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1000 027 Bonds – Long Term Debt C + 30 GC34090(e); CCP 337.5;
GC 53921

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

26 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

1000 053 PERS Report P GC 34090
1000 054 Secondary Labor 10 GC 34090
1000 055 Time Sheets 7 GC 34090(c);
CFR 516.2

1000 056 Year End – W2 Quarterlys, Back-
up
7 2 GC 34090
Purchasing

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

27 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

GC 34090
1000 056.8 Asset transfer and retirement
form
C + 2 GC 34090
1000 056.9 Shipment memo records
(Federal Express)
C + 2 GC 34090
FIRE

1100

001 Ambulance 7 GC 34090
1100

002 Arson Investigation Files 6 PC 800; PC
801
Bodily Injury – 6 years
Structure – 3 years
1100

003 Cost Recovery (DUI, HazMat) C + 2 GC 34090
1100

004 EKG Reports 4 GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

28 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1100

005 EMS Strips 7 GC 34090
1100

006 Fire Inspection Reports 2 2 GC 34090
1100

007 Fire Prevention Inspection Files P GC 34090
1100 007.1 First Responder Fee 2 GC 34090

1100

008 Hazardous Materials Files P 2 GC 34090
1100

009 Juvenile Firesetter Files P GC 34090
1100

010 Patient Care Reports 7 GC 34090
1100

011 Refusal Forms 4 GC 34090
1100

012 Reports – Incident Reports /
Dispatch Calls
5 GC 34090
1100

013 Weed Abatement 5 GC 34090
HUMAN

RESOURCES

1200 001 Benefits Files 5 2 GC 34090
1200 002 Bargaining Units 10 5 GC 34090
1200 003 Classification / Salary Plan S + 2 S GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

29 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

30 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

INFORMATION

TECHNOLOGY

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

31 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1300 001.1 Call Accounting (individual logs) 550 days GC 34090 1300 001.2 Call Center (group) 550 days GC 34090
1300 001 Citywide, GIS Aerial Photography P GC 34090 1300 002 Citywide, GIS Datasets (active) C + 2 GC 34090 1300 003 Citywide, GIS Datasets (inactive) C + 2 GC 34090 1300 006 Digital Voicemail / Digital Fax / 100 days GC 34090 1300 006.1 Non-emergency radio and phone
communications recordings
1 GC 34090
1300 007 Disaster Preparedness and
Recovery plans
2 2 GC 34090
1300 008 IT Inventory Records Life of
equipment
+ 2 years
GC 34090
1300 009 Programming Source Code C + 2 GC 34090
1300 010 Service Requests / Response
records
P GC 34090
1300 011 Standard Operating Procedures ,
TRGs, Knowledge Articles
3 GC 34090
1300 012 System Backup Files / Tape
Library / Digital Snapshot
3 months GC 34090
1300 013 System Log File (Mission Critical /
External Agencies)
2 GC 34090
1300 014 Telecommunication / Cell Phone
Billing Records
1 GC 34090
1300 015 Voicemail Log 60 days GC 34090 60 day maximum system capability

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

32 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1300 016 Test System (Program /
Database)
No
retention
GC 34090
1300 017 Website Contents / Records No
retention
GC 34090
1300 018 Office365 – Teams Chat 30 days
PARKS,

RECREATION &

LIBRARIES

1400 001 Department Timecards 3 GC 34090
1400 002 Facility Rental Applications and
Special Event Applications,
Contract and Packet
2 GC 34090
1400 003 Golf Course Files 10 GC 34090
1400 004 Liability Waivers / Registration or
Membership Forms
5 GC 34090
1400 005 Low Income Applications 2 GC 34090
1400 006 Park, Facility and Golf Course
Construction Folders
P GC 34090
1400 007 Park and Playground
Maintenance Records
P GC 34090
Adventure Club
1400 008 Behavior Reports 5 GC 34090
1400 009 Check Stubs from the State or
County Office of Education
5 GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

33 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1400 010 Child Care Grant Files C + 5 GC 34090
1400 011 Licensing Staff Files C + 3 GC 34090
1400 012 Sign In / Out Sheets, Schedule
Agreements
C + 5 GC 34090
1400 013 Student Files 5 GC 34090
1400 014 Tuition Agreements C + 5 GC 34090
Library
1400 015 California Public Library Report 5 GC 34090 1400 016 CLSA Direct Loan Files 5 GC 34090
1400 017 Library Card Records T + 2 GC 34090
1400 018 Log Books / Security Guard
Documents
5 2 GC 34090
1400 019 Public Library Fund Report 5 GC 34090
1400 020 Reconsideration of Material
Forms
P GC 34090
1400 021 Survey Forms 2 GC 34090
1400 022 Statistical Reports 5 GC 34090
Open Space GC 34090
1400 023 Arborist Reports P GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

34 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1400 024 Annual Biological Monitoring
Reports
P GC 34090
1400 025 Open Space Preserve records P 2 GC 34090
1400 026 Tree Maintenance Inspections P GC 34090
POLICE

1500 000 Abandoned Vehicles 2 GC 34090
1500 001 Accident Review Board
Investigations
- Preventable collisions
 Resulting in discipline
- Non-preventable collisions

2 5
2 GC 34090
1500 002 Animal Control Documents
Bite Reports / Quarantine /
Cites
3 GC 34090
1500 003 Arrest Files of Deceased
Persons
2 GC 34090
1500 004 Asset Seizure Records CL + 2 GC 34090
1500 005 AVL (Auto Vehicle Location) 1 GC 34090
1500 006 Audio Recordings
• 911 Calls
Emergency Radio
100 days
2 2
GC 34090.6

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

35 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1500 007.1 Audits 5 GC 34090 Quarterly and Annual
audits of property with PD
property.
1500 007 Background files for City
applicants not hired
5 GC 34090
1500 008 Background Request with no
history
2 GC 34090
1500 009 Background Request with history 5 GC 34090 1500 009.1 Body Worn Camera Footage

Body Worn Camera Footage
access and deletion records
2 P
PC 832.18 Recordings containing
evidence that may be
relevant to criminal
prosecution or other
litigation should be
retained for any
additional period as
required by law.
1500 010 Encampment Debris Cleanups 2 GC 34090
1500 012 Citations 5 GC 34090
1500 013 Complaints and any reports or
finding related to the complaints
- No sustained finding of
misconduct
- Sustained finding of
misconduct
Internal inquiry

5 15

2 PC 832.5

GC 34090

1500 014 Court Transmittals 2 GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

36 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1500 015 DA Rosters 2 GC 34090
1500 016 - Death Investigation Reports 10 GC 34090
1500 017 Dispatch / Telephone / 911 calls
printout
2 GC 34090
1500 018 DMV, Suspended, Revoked
Notices
3 GC 34090
1500 018.1 Employee sick leave, leave
request and overtime forms
2 GC 34090
1500 019 Equipment citations 3 GC 34090
1500 020 Field Interrogation Cards C + 2 GC 34090 1500 021 Gang Validation forms (not
enough info to qualify OR the
person had no gang contacts for
5 years)
5 GC 34090
1500 022 Juvenile Disposition Forms/
Sealings
5 GC
68152(e)(1)

1500 027 Pawn Slips 3 B&P 21628;
GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

37 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1500 028 Permit files – Expired 5 GC 34090
1500 029 Personnel Files (no longer
employed)
5 GC 34090
1500 030 Pistol Sales Reports 2 GC 34090
1500 031 Police Surveillance Videos
moved into Case Management
(portions of routine, automated
security video identified for
retention rather than
automatically overwritten or
deleted)
1 GC 34090.7 In general, the police
facility falls into the IT
security footage. Items
booked into PD Case
Management are treated
as evidence and purged
accordingly.
1500 032 Police Surveillance Videos not
moved into Case Management
3 days ,
full
recording;
30 days
motion
only
GC 34090.3 For uneventful, routine
video recordings. Full
recording is stored for 3
days; transitions to
motion only retained for
30 days.
1500 033 Property Logs 7 GC 34090
1500 034 Radio Logs 7 GC 34090
1500 035 Reports:
 Stored/Impounded
Vehicle Reports
 Injury Attempt Suicide
Reports
 Lost and Found Reports
 Missing Persons Reports
Services (Incident) Reports
5 2 GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

38 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

GC
68152(c)(2)
Department of Justice
guidelines require
permanent retention of
the paperwork
associated with the
registration.
1500 041 Use of Force
- Resulting in Sustained
Finding of misconduct as
defined in SB16
- NOT resulting in Sustained
Finding of misconduct as
defined in SB16

15 5

PC 832.5

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

39 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1500 042 Vehicle Pursuit Reviews
- Resulting in discipline
NOT resulting in discipline

5 2
GC 34090

PUBLIC
WORKS

Alternative
Transportation

1600 001 ADA Para Transit Files C + 1 GC 34090
1600 002 Bicycle Path Files 10 2 GC 34090
1600 003 Bus Shelter C + 3 2 GC 34090
1600 004 Customer Complaints, Reports,
Findings
FTA
Review
Period + 3
GC 34090
1600 005 Discount Photo Card
Applications
3 GC 34090
1600 FTA Audit Materials S + 1 GC 34090
1600 006 Grant Files C + 3 GC 34090
1600 007 Grants – Proposition 1B C + 35 GC 34090 1600 008 Bus Video (moved into Case
Management
2 GC 34090
1600 009 Bus Video (not moved into Case
Management
30 days GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

40 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1600 010 National Transit Database
Report Files
FTA
Review
Period + 3
GC 34090
1600 011 Passenger Incident Report FTA
Review
Period + 3
GC 34090
1600 013 Roseville Transit Boarding &
Alighting Sheets
FTA
Review
Period + 3
GC 34090
1600 016 Transit Contractors Monthly
Reports
FTA Review
Period + 3
GC 34090
1600 017 Transit Pass Purchase Requests 2 GC 34090 1600 018 Transportation Development Act
Files
C + 3 GC 34090
1600 019 Transportation Planning Files S + 2 GC 34090 1600 020 Transportation Project Files C + 10 GC 34090 1600 021 TSM Files – no TSM Plan, No
Bikeway Issues and no Transit
Issues
3 2 GC 34090
1600 022 TSM Files – with TSM Plan,
Bikeway Issues or Transit Issues
P 2 GC 34090
1600 023 TSM Survey 6 2 GC 34090
1600 024 Daily Bus Reports 2 2 GC 34090
Engineering

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

41 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1600 025 CIP C + 2
________
For
Federally
Funded
Projects
C + 3
C + 2 GC 34090
1600 026 Contract Administration Files C + 2
________
For
Federally
Funded
Projects
C + 3
GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

42 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1600 034 Traffic Signals (Warrants &
Timing)
5 GC 34090
035 Traffic Studies 10 GC 34090
1600 036 USA’s 2 GC 34090
037 Traffic Control Plans 2 GC 34090
Facilities
1600 037.1 Asset Transfer and Inventory
forms
2 2 GC 34090
1600 037.2 Cardkey Records 1 1 GC 34090
1600 037.3 Facilities 10 GC 34090
1600 037.4 Air Pollution Control District 2 2 GC 34090
1600 037.5 Alarm Information 3 GC 34090
1600 037.6 Fire Damage Repair Reports 3 GC 34090
1600 037.7 Fire Inspection Reports C + 3 UFC 103.3..4; GC 34090

1600 037.8 Fire Sprinkler Tests 5 2 UFC 103.3.4;
GC 34090

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

43 DEPARTMENT/

DIVISION

CODE RECORDS ORIGINAL

RETENTION

DUPLICATE

RETENTION

CITATION REMARKS
1600 037.15 Equipment Auction Records 2 GC 34090
1600 037.16 Equipment Sale/Trade Records
(non-auction)
10 GC 34090
1600 037.17 Equipment Title & Registration CL GC 34090 1600 037.18 Fuel Tank Records 5 GC 34090
Street
Maintenance

2/15/23 C = closed CU = current year P= permanent S = until superseded T = terminated

44 NON RECORDS
No Retention Schedule

DESCRIPTION OF RECORDS COMMENTS

Instant Messaging / Text Messaging

Reference San Jose Ruling
Library Materials

Non City Posters, Brochures and Flyers

Non City Press Releases

Price Lists, Catalogs, Brochures

Publications from outside sources

Testing and Development System

Transitory Records/Drafts

Website Contents & Records

COUNCIL COMMUNICATION
CC #:
2530
File #:
0902-01-01
Title:

Electric Generation Cooling Tower Maintenance and Rehabilitation - Northern California Power Agency Support Services Program Agreement Contact:

Matt Garner 916-746-1691 [email protected]

Meeting Date: 2/15/2023
Item #: 7.5.

RECOMMENDATION TO COUNCIL
Staff recommends City Council adopt a resolution authorizing the Electric Utility Director and the City Attorney to execute a Confirmation under the Support Services Program Agreement (SSPA) with the Northern California Power Agency (NCPA) for EvapTech, Inc. to perform cooling tower maintenance and rehabilitation at the Roseville Energy Park (REP).

BACKGROUND
On May 5, 2021, the City Council adopted Resolution 21-194 which authorized the City Manager to execute the SSPA with NCPA, and appointed the Electric Utility Director and the City Attorney as designated representatives of the SSPA with authority to authorize Confirmations. City Council approval is needed in this instance because the recommended Confirmation exceeds the City Council delegated spending limit of $74,999 under the SSPA.

In combined cycle power plants like the REP, periodic cooling tower maintenance and rehabilitation work is needed to maintain safe, efficient and reliable operation of the unit. This work includes repair or replacement of worn fan components, evaporative media, structural components, and internal piping. This maintenance requires the use of specialized equipment that the electric utility does not provide as part of our regular maintenance work activities.

EvapTech, Inc. was selected in May 2021 through a competitively bid process managed by NCPA to perform cooling tower services for the benefit of its members, including Roseville Electric Utility.

FISCAL IMPACT
The total cost of services will not exceed $282,320. Funding is included in the Electric Fund budget for FY2022-23.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) only applies to projects which have the potential to cause a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. (CEQA Guidelines §15061(b)(3).

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal F: Invest in well-planned infrastructure and growth Goal E: Deliver exceptional city services

Respectfully Submitted,
Matt Garner, Power Generation Superintendent
Dan Beans, Electric Utility Director

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 23-053
NCPA SSPA Confirmation - EvapTech
RESOLUTION NO. 23-053

APPROVING A CONFIRMATION UNDER THE SUPPORT SERVICES PROGRAM

AGREEMENT WITH NORTHERN CALIFORNIA POWER AGENCY, AND AUTHORIZING

THE ELECTRIC UTILITY DIRECTOR AND CITY ATTORNEY TO EXECUTE IT ON

BEHALF OF THE CITY OF ROSEVILLE

WHEREAS, on May 5, 2021, Council adopted Resolution No. 21-194 which authorized the City Manager to execute the Support Services Program Agreement (SSPA) with the Northern California Power Agency (NCPA), and appointed the Electric Utility Director and the City Attorney as designated representatives of the SSPA with authority to execute confirmations of $74,999 or less; and

WHEREAS, City Council approval is required for any Confirmation under the NCPA Support Services Program Agreement over $74,999; and

WHEREAS, in combined cycle power plants like the Roseville Energy Park, periodic cooling tower maintenance and rehabilitation work is needed to maintain safe, efficient and reliable operation of the unit; and

WHEREAS, EvapTech, Inc. was selected in May 2021 through a competitively bid process managed by NCPA to perform cooling tower maintenance and rehabilitation work for the benefit of its members, including Roseville Electric Utility; and

WHEREAS, Confirmation No. 0280 under the NCPA Support Services Program Agreement with EvapTech, Inc. in the amount of $282,320, has been reviewed by the City Council.

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that Confirmation No. 0280 under the NCPA Support Services Program Agreement is hereby approved and the Electric Utility Director and City Attorney are hereby authorized to execute it on behalf of the City of Roseville.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 20 , by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk
ES-AGY-2016-001 Confirmation No. 0280

CONFIRMATION UNDER THE NCPA SUPPORT SERVICES PROGRAM AGREEMENT

1. This is a Confirmation pursuant to the Support Services Program Agreement and subject to the terms and conditions of that agreement, except as expressly provided in this Confirmation. All capitalized terms have the meaning given to them in the Support Services Program Agreement.

2. The Participating Member for this Confirmation is the CITY OF ROSEVILLE in the amount of not-to-exceed $280,645.00 for the EvapTech, Inc. work described in paragraph 3. The amount includes the proposal amount of $260,645.00, plus a $20,000.00 contingency. The dollar amount is not a guarantee that the full amount will be paid to EvapTech, Inc. but is merely a limit of potential expenditures under this Confirmation.

3. The Participating Member requests the following described Support Services in the dollar amount specified. NCPA agrees to provide the following Support Services to the Participating Member:

EvapTech, Inc. shall provide cooling tower maintenance, rehabilitation, and parts supply services for the Roseville Energy Park generation facilities located at Phillip Road, as more fully detailed in the revised proposal dated January 12, 2023, copy attached as Exhibit “A”.

4. The Participating Member executing this Confirmation agrees to pay for the Support Services in the not-to-exceed amount specified in paragraph 2 above; plus, the Administrative Cost of not to exceed $1,675.00 ($685.00 to develop the Confirmation and first month of administration, plus $165 per month for six additional months) to be billed as costs are actually incurred, in accordance with the provisions of the Support Services Program Agreement.

The total amount expended under this
Confirmation will not exceed $282,320.00.

5. A Security Account deposit is not required for this Confirmation.

Date: ______________________ Date: _____________________

Participating Member:

CITY OF ROSEVILLE NORTHERN CALIFORNIA POWER AGENCY
By its Designated Representatives:

___________________________ ______________________________ Daniel Beans, Electric Utility Director Randy S. Howard, General Manager

And

___________________________ ______________________________ Michelle Sheidenberger, City Attorney Assistant Secretary to Commission

Approved as to form:

_______________________________
Jane E. Luckhardt, NCPA General Counsel

Roseville Fan & Gearbox Replacement
EQ22-0738.5 January 12, 2023
Prepared by Chris Bickerstaff
[email protected]
(913)322-5165

Page 1 ends

Evapjet, Opti-Bar, Opti-Pak, Techclean, are registered trademarks of EVAPCO, Inc.

Franklin Fill, Franklin Eliminators, SafeWall, FireStop are trademarks of EvapTech, Inc.

Roseville Energy Park
5120 Phillip Road, Roseville, California 95747
Submitted by
EvapTech, Inc.
2644 South 96th Street, Edwardsville, Kansas 66111
www.evaptech.com (o) 913-322-5165 (f) 913-322-5166
Joe Padilla
Business Development Manager - West, EvapTech
[email protected] (c) 530-957-4793

EXHIBIT "A"
Roseville Fan & Gearbox Replacement
EQ22-0738.5 January 12, 2023
Prepared by Chris Bickerstaff
[email protected]
(913)322-5165

Page 2 ends

Cooling Tower Data
Marley 4-cell wood-structure counterflow cooling tower, each cell m easuring approximately 48’ long × 48’ wide with a 28’ diameter, 10-bladed fan and a 250hp motor.

Scope of Work
Prior to August 2023 pending lead times and crew availability, perform the following scope of work , working one cell at a time:
• Remove the four fans and replace with a new Marley HP7336-10 fans on the existing gearboxes. • Provide a spare Addax driveshaft, model LRA850_625-SS-128.500. • Perform a basic inspection and detailed mechanical inspection as defined on page 9 of this proposal.

Price Details
Prevailing Wage Labor, Supervision, & Equipment (includes hardware & consumables) - $90,765 Four HP7336-10 Fan Assemblies - $128,435
LRA850_625-SS-128.500 (materials only) - $5,800
Estimated Freight (Actual Invoiced at PPA+10%) - $8,600 Basic & Detailed Mechanical Inspection - $8,295
Estimated Sales Tax (7.75% of Material & Labor) - $18,750 TOTAL - $260,645
Customer and EvapTech Responsibilities Summary
EvapTech will furnish the proposed labor & construction requirements on the following basis:

Description Responsible Party
Supervision, Labor (Non-Union) & Small Tools EvapTech
Equipment – Material Handling (forklift) EvapTech
Equipment – Access (MEWP - mobile elevated work platform) Not Required Equipment – Lifting (crane) Others
Sanitary facilities with disposal & Potable Water EvapTech Receive, unload, and store material deliveries EvapTech Electrical Wiring, if applicable Not Required
Dumpsters & disposal for non-hazardous materials Others Hazardous or asbestos material abatement w/disposal Not Required Protection of cold-water basin water from falling debris Not Required Isolate cooling tower (or cell) water and power Others
Provide electrical power for hand tool use (3 to 4 outlets, GFI 30 amps, 110 V, within 10’ of tower) Others Permit-required confined space (Hole watch, Respirators, Monitoring, etc.) Not Required Building permits, certificates, special licenses and/or PE stamps Not Required Offsite training, drug testing, background checks, etc. Not Required Site-Specific Dedicated Safety Manager (in lieu of safety management by superintendent) Not Required Roseville Fan & Gearbox Replacement
EQ22-0738.5 January 12, 2023
Prepared by Chris Bickerstaff
[email protected]
(913)322-5165

Page 3 ends

Pricing Notes
a) Proposal Validity
o Pricing Validity – February 28, 2023
❖ NOTE: Though in normal market conditions, significant leeway can often be assumed, the present market conditions require that the proposal validity date be considered firm and final.

After this date, price – and often significant schedule adjustments – may be required. o Schedule Validity – February 28, 2023
b) Schedule:
o Mobilization: 12 – 16 weeks ARO
o Schedule: 5 – 6 persons @ 4 – 5 days / 10 hours per day / 6 days per week c) Freight & Taxes:
o Freight prepaid and added at cost plus 10%.
o EvapTech proposal prices do not include the costs of sales tax or use tax unless explicitly stated and identified with a dedicated line item. Sales tax will be billed unless a n exemption certificate or direct pay permit is provided. If use tax is applicable as determined by project location and contract type, then a change order will be required to adjust the material portion of the contract by the applicable use tax rate. Note that payroll taxes are always included in the proposal price. d) Contract Terms:

Per 2021 NCPA MTGSA ESA Agreement.
e) Comments:
o Any subdivision of pricing is for reference only and assume purchase of the total scope. o EvapTech reserves the right to subcontract any or all portions of the work to be performed, but such subcontracting shall not relieve EvapTech of any of its liabilities. o All quoted delivery schedules are based upon EvapTech’s receipt of customer’s written purchase order, in good form, within two weeks after receipt of notice to proceed. o The schedule includes an estimated crew size, work -day, and work-week. EvapTech may adjust these aspects of the work plan to complete the scope of work within schedule in the safest and most cost-effective way. Lump sum prices will not be adjusted unless the scope is modified. o Price includes two hours per employee for badging, permitting, lockout/tagout, etc. Additional delays due to site procedures or to tower inaccessibility caused by concurrent work will be billed as T&M. Superintendents are available for a maximum of one hour per week for site meetings. o EvapTech’s standard practice is to send extra materials to cover unforese ens of shipment or emergent work. Any materials remaining at demobilization is considered property of EvapTech. o Any material testing for disposal is to be performed by others prior to EvapTech’s mobilization to site and all manifesting of disposed materials is by others. o See EvapTech Construction Standards below for scope execution assumptions. o Standard qualification documents including W9 & Trade References can be found here. o EvapTech’s standard assumption is that fan hub removal will require up to 10 labor hours and the use of a 5000lb puller. If the hub and/or shaft condition prevents this method, the additional time to remove the fan and gearbox to grade and apply heat (provided by others) for removal or send the gearbox to a local shop for removal will be billed as T&M.

Roseville Fan & Gearbox Replacement
EQ22-0738.5 January 12, 2023
Prepared by Chris Bickerstaff
[email protected]
(913)322-5165

Page 4 ends

EvapTech Safety
EvapTech field services approach all projects with a focus on safety, efficiency, and quality. Our safety programs are updated annually to include industry best practices and maintain a stellar rating with multiple contractor management services.

Avetta ID#: 3467 ISNetworld ID#: 400-142642
EvapTech’s 2022/2023 EMR is 0.81and has never been higher than 1.0! EvapTech will execute the project using EvapTech staff trained to execute our projects as designed using the most advanced erection techniques to assure on-time performance, a quality product, and an impeccable safety record. A review of our enclosed safety statistics reveals the dedication to safe site erection labor.

Please note that EvapTech provides our safety information on third -party letterhead and with the original OSHA documentation. This ensures that EvapTech is providing current, fully accurate representation of our safety performance.

Year OSHA Recordable Rate EMR
2022 TBD 0.81
2021 0.95 0.72
2020 0.98 0.62
2019 0.80 0.58

Roseville Fan & Gearbox Replacement
EQ22-0738.5 January 12, 2023
Prepared by Chris Bickerstaff
[email protected]
(913)322-5165

Page 5 ends

EvapTech Construction Standards
Please review the below comments describing EvapTech’s minimum standards. If EvapTech is aware of additional project/facility-specific requirements, the comment will be amended to include it. If a project/facility -specific requirement is not addressed, then additional costs may apply in order to meet those requirements. • Screening – EvapTech’s standard drug testing policy includes at least a 5 -panel urine test at hire with a 10% random chance of a 10 -panel urine test each month. EvapTech’s standard background check policy includes E -Verify social security number confirmation at hire and a criminal records check (up to $150/employee) as required. • Training – EvapTech includes 15 -minutes per employee for customer -provided site-specific training and two hours per employee for EvapTech’s site -specific safety orientation. In addition, e ach day includes a 15 -minute morning safety meeting held prior to that day’s work. All established EvapTech field employees are OSHA 10 card holders. All established EvapTech supervising personnel are OSHA 30 card holders with three-year-or-better recency. • Dedicated Personnel – EvapTech assumes that on-site safety, QAQC, and mobile-elevated-work-platform monitoring (as defined by ANSI A92) is the superintendent’s responsibility to perform directly or, if desired, by delegation. If the crew size is 25 persons or more, then a dedicated on-site safety coordinator will be designated. Equipment in use, or groups of like equipment if operating in close proximity, will have a single dedicated spotter. • Personal Protective Equipment – EvapTech’s standard PPE includes safety glasses, hardhat, safety-toed boots, full leg covering, long-sleeves, hi-vis shirts/vests, fall protection per OSHA code 1926 and – as required – gloves. • Site Conditions – EvapTech assumes open and unobstructed area for a distance equal to the height of the fan deck above grade on all four sides of the cold-water basin, material laydown area within 100’, stable ground for equipment, crew parking within ¼ mile , rest & office area within 150’, and that approved work areas are appropriate for equipment, storage, and construction traffic without the need for site restoration. The tower surroundings will be maintained or returned to mobilization conditions. If events outside of EvapTech control such as adverse weather or work by others contributes to degraded conditions, then site restoration will be performed on a T&M basis. • Basin Conditions – EvapTech assumes the basin curb is no more than 5’ above grade and that the collection basin drained and substantially clean prior to EvapTech’s arrival on site. If the basin was free of mud prior to mobilization, EvapTech will broom sweep the basin if required during cleanup. For muddy basin, cleaning will be limited to removal of any debris larger than 4” square.
• Deliveries – Material and dumpster delivery may require unrestricted or timely access for trucks to enter the property to reach the tower. Mobilization and/or demolition may require as many as ten delivery/pickups per day. • Weather – EvapTech’s standard practice is to add one day per ten days of the schedule as non -work weather days.

Non-work weather days include adverse weather days, weather preparation days, and weather recovery days which impact at least 50% of the scheduled work hours. Adverse weather days are assumed to be any d ay with more than

0.1” of precipitation, heat index above 100°F, wind chill below 0°F, and/or winds in excess of 20mph. Weather recovery days are those in which prior adverse weather days have made the site conditions unworkable. In the event additional non-work weather days are experienced, the schedule will be extended one day per non-work weather day. EvapTech may choose to bill labor per diem and equipment rental for excess non-work weather days. • Lockout/Tagout – EvapTech-supplied locks will be placed on equipment prior to work being performed in a cell. • Confined Space – EvapTech assumes that the tower is a non -permitted confined space with no atmospheric or engulfing hazards. As such no rescue teams, dedicated hole watch, respirators, or air testing/monitoring is required. • Reporting – EvapTech can provide daily reports summarizing the day’s activities. If schedule updates or progress reporting are required, such will be developed in Excel or Project for import into preferred software by others.

Roseville Fan & Gearbox Replacement
EQ22-0738.5 January 12, 2023
Prepared by Chris Bickerstaff
[email protected]
(913)322-5165

Page 6 ends

EvapTech Financial Strengths
EvapTech, Inc. is a wholly owned subsidiary of Evapco, Inc. Unlike some suppliers in the field erected cooling tower industry, EvapTech operates from a position of financial strength that provides our customers peace of mind when executing large contracts. We highly recommend a thorough review of all bidders’ financial risk and would like to proactively offer the information below detailing EvapTech’s strong financial position.
• Payment Term Flexibility - Within the context of mutually agreeable contract terms, because of Evapco’s strong cash position, EvapTech can accept payment terms beyond Net 30 on a case-by- case basis if this is of benefit to our customers and is open to other flexible payment arrangements. • Bonding & Insurance – Because of the strong history mentioned above, EvapTech can satisfy nearly any project bonding or insurance requirements. Please contact EvapTech for specifics if required. • Financial References – Evapco has long standing relationships with our surety (RCM&D/Travelers) and bank (Bank of America), and a good faith letter is always available if requested. Additionally, EvapTech has a long history of strong supplier relationships based on prompt payment available for reference:
o Amarillo Gear Company: Amarillo, TX (806) 622-1273
o Hudson Products Corporation: Beasley, TX (281) 396-8165 o Infinity Fasteners: Lenexa, KS (913) 438-2252
o Ryan Transportation Services: Overland Park, KS (913) 310-2204 • Established History – EvapTech has been in business as an Evapco subsidiary since 2005, while Evapco has been in business since 1976.
• Employee Owned – Evapco is a participating ESOP company since 1984, with all employees receiving Evapco stock after just one year of service. This fosters a culture of financial responsibility and a long-term outlook among all employee-owners.
• Diversification – Evapco provides & manufactures a full spectrum of heat transfer products for several industries, allowing our company to maintain its strong financial position through downturns in any particular industry or product type.
• Private Company – Evapco is a private organization and does not publish financial statements, but we are happy to share this information when required via conference call. Please contact EvapTech’s Controller, Laura Chilcote, at (410)756-2600x3446 or [email protected] if a financial statement review is beneficial.

FEIN 20-2114254 52-1059673
DUNS# 186712662 080546625

Roseville Fan & Gearbox Replacement
EQ22-0738.5 January 12, 2023
Prepared by Chris Bickerstaff
[email protected]
(913)322-5165

Page 7 ends

Hudson Ranch Power I Geothermal Fill Replacement
Calipatria, California
Owner: Hudson Ranch Energy Service (Energy Source Minerals) Contact: Paul Hanson – Sr. Process Engineer
Phone: (760) 693-2275
Email: [email protected]
Replaced extremely fouled fill in seven large cooling tower cells with new EvapTech VertiClean anti-fouling film fill, as well as new drift eliminators, during a 20-day outage. (21004398)
Bonanza Power Plant
Vernal, Utah
Owner: Deseret Power Electric Cooperative
Contact: Colin Lewis – Project Manager
Phone: (435) 781-5716
Email: [email protected]
Structural rebuild and fiberglass material conversion for a 16-cell wood counterflow cooling tower during two-time sensitive consecutive outages.

Scope also included fill, drift eliminators, partition walls and fan deck. (19003353) Lawrence Livermore National Laboratory ECFM Project
Livermore, California
Owner: Lawrence Livermore National Laboratory
Contact: Roy Bayani – Contract Analysis
Phone: (925) 424-5322
Email: [email protected]
New 6-cell fiberglass counterflow FM approved cooling tower for the Exascale Computing Facility Modernization (ECFM) Project. This cooling tower helps enable supercomputers that are capable of one quintillion calculations per second to the NNSA laboratories including LLNL, Los Alamos, and Sandia. (20003913) Calpine Geysers Unit 14 Rebuild
Middletown, California
Owner: Calpine
Contact: Ryne Pearce – Project Manager
Phone: (707) 431-6140
Email: [email protected]
Structural rebuild for a fire damaged 10-cell wood crossflow cooling tower.

Scope also included fill, drift eliminators, & distribution basins. Passed thermal performance test at 103%. This project was just one of four major cooling tower refurbishments that Evaptech safely completed at the Geysers facility. (20003816)

Roseville Fan & Gearbox Replacement
EQ22-0738.5 January 12, 2023
Prepared by Chris Bickerstaff
[email protected]
(913)322-5165

Page 8 ends

INSPECTION SERVICES
Cooling tower inspections are a vital part of proper maintenance. However, the scope can vary both in delivery and expectation. EvapTech offers the following standard inspection services for consideration.

Any maintenance or repair work is not included with a standard inspection scope; discovery work will performed during inspection will be performed on a T&M basis. The inspection crew sent will be minimal and often not sufficient for significant discovery work without additional mobilization costs.

Standard inspections assume access to at least one cell at a time with no more than one hour of LOTO time between cells and that the tower is a non-permitted confined space without known atmospheric or engulfing hazards. If facility requirements include a dedicated hole watch, this will incur an additional cost. Otherwise, EvapTech’s lockout/tagout and confined space procedures will be followed.

Summary Inspection
The tower will be visually evaluated – even during operation – by representatives & regional managers who will provide recommended action items in consideration of budget, schedule, & criticality.

Basic Inspection
The cooling tower inspection will be pe rformed by experienced construction personnel to provide an overview of structure, fill media, drift eliminators, distribution piping & nozzles, fan stacks, and mechanical equipment. A preliminary report will be provided within 1 – 3 days with initial recommendations and a formal inspection report with photos will follow within 3 – 4 weeks. A sample report can be found here.

Inspections will be scheduled for execution within a two-week window with the exact date of inspection coordinated one week before mobilization. Additional costs will apply if an exact date is required during the months of March, April, May, September, October, or November. In addition, the formal report may require up to 4 – 6 weeks to complete, though the preliminary report will be provided within 1 -3 days.

Detailed Mechanical Inspection
In addition to the basic inspection, the mechanical equipment – fan assemblies, motor, and gear reducer – will be inspected in accordance with the EvapTech 18-Point Maintenance. This inspection includes documenting settings such as blade tracking, tip clearance & pitch angle and motor & gearbox alignment.

Detailed Structural Inspection
In addition to the basic inspection, particular attention will be paid to the condition of all accessible structural members. Any members found to be in poor condition will be marked for replacement on a sketch of the tower structure which will be provided with the inspection report. More thorough stuctural inspections using laboratory testing or engineer evaluation is available, if required.

Detailed Fill Inspection
In addition to the basic inspection, the fill will be inspected throughly and weighed. A full depth of fill will be removed from one bay in each cell and each removed pack will be weighed. The removed fill will be replaced and the fill weights will be provided in a table included with the inspection report.

Roseville Fan & Gearbox Replacement
EQ22-0738.5 January 12, 2023
Prepared by Chris Bickerstaff
[email protected]
(913)322-5165

Page 9 ends

COOLING TOWER 18 POINT MECHANICAL INSPECTION CHECKLIST

MECHANICAL EQUIPMENT SUPPORT SYSTEM

1. Inspect mechanical equipment support and drive shaft guards.

FAN ASSEMBLY

2. Check fan blade pitch for uniformity.

3. Check fan blade tip track and tip clearance.

4. Check fan blade for loose or corroded hardware.

GEARBOX

5. Check gearbox pinion shaft backlash.

6. Check gearbox pinion shaft for leaks.

7. Check gearbox fan shaft for leaks.

8. Check pinion and fan shaft bearings for smooth operation.

9. Inspect Oil line and fittings for leaks or corrosion.

10. Check gearbox oil level at the gear

11. Check adjustment of dip stick or sight glass placard.

12. Inspect gearbox hold -down bolts for signs of loose hardware. Check if gearbox is dowelled down.

DRIVESHAFT

13. Inspect driveshaft grommets or flex elements.

14. Check driveshaft for loose or missing hardware.

15. Check driveshaft alignment.

MOTOR

16. Check for smooth operation.

17. Check shaft for radial movement.

18. Check hold-down bolts for loose or missing hardware.

NOTE: Pricing does not include blade correction, realignment of driveshaft, or replacement of gear oil or motor grease. These scopes can be completed on a T&M basis when the mobilized crew and available material allows.

Roseville Fan & Gearbox Replacement
EQ22-0738.5 January 12, 2023
Prepared by Chris Bickerstaff
[email protected]
(913)322-5165

Page 10 ends

TIME & MATERIAL RATE SCHEDULE
Labor Type: Open Shop (prevailing wage Carpenter – Plater County) Expiration Date: 12/31/2023 Classification
Hourly Rates
Per DiemStraight Time Overtime Holiday
Superintendent $176.61 $244.24 $311.88 $160.00
Foreperson $140.38 $189.89 $239.40 $125.00
Carpenter $129.00 $172.83 $216.65 $105.00
1) Labor rates are inclusive of base wages, payroll taxes, workers’ compensation insurance, tools, consumables, overhead and profit.
2) Overtime rates are applicable to all hours worked in excess of 40 hours for the work week Monday through Friday. Saturday and Sunday are overtime days.
3) Holiday rates apply on all federal holidays plus the fourth Friday of November and December 24 th. 4) Workers mobilized from outside the area will be paid living expenses for each day worked, travelled and on standby. Travel time will be paid hourly at the straight time rate plus per diem. Standby time for unworked weekdays will be paid two hours at the straight time rate plus per diem. 5) Field Safety will be billed at Foreperson hourly rates and per diem rates. Site Project Manager will be billed at Superintendent hourly rates and per diem rates.
6) Emergency work (defined as work requiring ≤ 4 business days for mobilization) will be billed with a 1.1 multiplier on hourly rates and a 2.0 multiplier on per diem rates. 7) Overtime and per di em will be calculated differently when both T&M and lump sum work is performed. The percentage of total hours for the week worked as overtime will be applied to the total T&M hours to determine the overtime T&M hours. The percentage of total hours which were T&M hours will be applied to the total per diem to determine the T&M per diem.
8) If lodging cannot be found within 10 miles from site for less than $100/night, then per diem may be increased to cover the difference.
9) Some scopes may require rental facilities or tool shipments which would be billed at the rates below. 10) Office support will be billed at the following hourly rates when applicable: Staff ($100), Designer ($150), Safety Manager ($150), Engineer ($200).
• Materials incorporated into the work will be billed at invoiced cost plus 15%. • All third-party equipment rentals (including fuel and disposal fees, if applicable) and subcontracted trades will be billed at invoiced cost plus 10%.
• Freight will be billed at cost plus 10%.
• Sales & use taxes are not included.

COUNCIL COMMUNICATION
CC #:
2537
File #:
0800-03
Title:

Advanced Metering Infrastructure Consulting - Professional Services Agreement Amendment
Contact:

Caitlin Ornelas 916-774-5178 [email protected]

Meeting Date: 2/15/2023
Item #: 7.6.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute an amendment
to the professional services agreement with E Source, formerly UtiliWorks Consulting, LLC, for Advanced Metering Infrastructure support, development and implementation services.

BACKGROUND
Advanced Metering Infrastructure (AMI) is an integrated system of meters, communications networks, and data management systems that enables two-way communication between utilities and customers. AMI provides customers greater control over their energy and water use. AMI provides the utilities with information about energy and water usage at different times of the day, which provides customers tools to manage their usage proactively. Additionally, AMI provides utilities with the means to optimize electricity and water flows on the distribution systems, improve customer service, and respond to outages, leaks and theft reports faster. Due to regulatory requirements and operational efficiencies provided by AMI technology, over 90% of California residents and businesses currently have utility-installed AMI meters in use.

On November 4, 2015, Roseville Electric Utility and Environmental Utilities entered into an agreement with E Source, formerly UtiliWorks Consulting, LLC, to provide consulting services for the assessment and procurement phase of the AMI project. A second phase of the professional services RFP included the following key project implementation and deployment tasks: proof of concept project management, business process re-engineering, implementation planning and documentation, business intelligence preparation and reporting, awareness and education campaign, and full deployment project management. A second amendment to the agreement with E Source, formerly UtiliWorks Consulting, LLC
, was approved on December 20, 2017 to provide
these additional professional services.

This resolution authorizes a final amendment to the professional services agreement with E Source, formerly UtiliWorks Consulting, LLC, to provide infrastructure support, development and implementation services for the beta and final meter deployment phases of the project.

FISCAL IMPACT
The cost of this amendment is $695,101 for a total not-to-exceed cost of $2,998,650. This project is funded by the Electric and Environmental Utilities’
Advanced Metering Infrastructure
capital
improvement project budgets in the Electric Fund and Water Fund, respectively.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal A - Remain fiscally responsible in a changing world Goal E - Deliver exceptional city services

Respectfully Submitted,
Caitlin Ornelas, AMI Project Manager
Daniel Beans, Electric Utility Director

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 23-058
Signed PSA Amendment
RESOLUTION NO. 23-058

APPROVING A FIFTH AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT, BY

AND BETWEEN THE CITY OF ROSEVILLE AND E SOURCE COMPANIES, LLC, AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF

THE CITY OF ROSEVILLE

WHEREAS, a fifth amendment to professional services agreement for Advanced Metering Infrastructure consulting, by and between the City of Roseville and E Source Companies, LLC, has been reviewed by the City Council; and

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said fifth amendment is hereby approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 20 , by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR

ATTEST:

City Clerk

Certificate Of Completion
Envelope Id: 16B0CEE120F540D7A57A6513F4E6C64F
Status: Completed
Subject: Complete with DocuSign: Fifth Amendment to PSA Advanced Metering Consulting.pdf Source Envelope:

Document Pages: 9
Signatures: 3
Envelope Originator:

Certificate Pages: 5
Initials: 0
Kathleen Perrone
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
1745 38th Street
Boulder, CO 80301
[email protected]
IP Address: 107.77.196.213
Record Tracking
Status: Original
1/27/2023 9:12:05 AM
Holder: Kathleen Perrone
[email protected]
Location: DocuSign
Signer Events
Signature
Timestamp
David Perotti
[email protected]
President SS
Security Level: Email, Account Authentication
(None)

Signature Adoption: Pre-selected Style
Using IP Address: 107.201.234.33
Sent: 1/27/2023 9:40:15 AM
Viewed: 1/27/2023 11:23:28 AM
Signed: 1/27/2023 11:24:54 AM
Electronic Record and Signature Disclosure:

Accepted: 1/27/2023 11:23:28 AM
ID: cf9c9915-b0a7-4aac-8b06-40d43bb21696
Matthew Burks
[email protected]
Chief Strategy Officer
E Source Companies LLC
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 73.243.1.235
Sent: 1/27/2023 11:24:57 AM
Viewed: 1/27/2023 11:40:06 AM
Signed: 1/27/2023 11:42:27 AM
Electronic Record and Signature Disclosure:

Accepted: 1/27/2023 11:40:06 AM
ID: 49269f01-bf85-4a9d-8f9f-e16075a5cb04
Ted Schultz
[email protected]
President
Security Level: Email, Account Authentication
(None)

Signature Adoption: Pre-selected Style
Using IP Address: 107.200.178.142
Sent: 1/27/2023 11:42:30 AM
Viewed: 1/27/2023 11:51:10 AM
Signed: 1/27/2023 11:55:35 AM
Electronic Record and Signature Disclosure:

Accepted: 1/27/2023 11:51:10 AM
ID: b7c1ca12-2cbc-4ddb-8746-d10eb9f7a96a
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ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, E Source Companies Llc (we, us or Company) may be required by law to provide to you certain written notices or disclosures. Described below are the terms and conditions for providing to you such notices and disclosures electronically through the DocuSign system. Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to this Electronic Record and Signature Disclosure (ERSD), please confirm your agreement by selecting the check-box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system.

Getting paper copies
At any time, you may request from us a paper copy of any record provided or made available electronically to you by us. You will have the ability to download and print documents we send to you through the DocuSign system during and immediately after the signing session and, if you elect to create a DocuSign account, you may access the documents for a limited period of time (usually 30 days) after such documents are first sent to you. After such time, if you wish for us to send you paper copies of any such documents from our office to you, you will be charged a $-

1.00 per-page fee. You may request delivery of such paper copies from us by following the procedure described below.

Withdrawing your consent
If you decide to receive notices and disclosures from us electronically, you may at any time change your mind and tell us that thereafter you want to receive required notices and disclosures only in paper format. How you must inform us of your decision to receive future notices and disclosure in paper format and withdraw your consent to receive notices and disclosures electronically is described below.

Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the speed at which we can complete certain steps in transactions with you and delivering services to you because we will need first to send the required notices or disclosures to you in paper format, and then wait until we receive back from you your acknowledgment of your receipt of such paper notices or disclosures. Further, you will no longer be able to use the DocuSign system to receive required notices and consents electronically from us or to sign electronically documents from us.

All notices and disclosures will be sent to you electronically Electronic Record and Signature Disclosure created on: 7/22/2022 8:16:30 AM Parties agreed to: David Perotti, Matthew Burks, Ted Schultz Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us.

How to contact E Source Companies Llc:

You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows:

To contact us by email send messages to: [email protected]

To advise E Source Companies Llc of your new email address To let us know of a change in your email address where we should send notices and disclosures electronically to you, you must send an email message to us at [email protected] and in the body of such request you must state: your previous email address, your new email address. We do not require any other information from you to change your email address.

If you created a DocuSign account, you may update it with your new email address through your account preferences.

To request paper copies from E Source Companies Llc
To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically, you must send us an email to [email protected] and in the body of such request you must state your email address, full name, mailing address, and telephone number. We will bill you for any fees at that time, if any.

To withdraw your consent with E Source Companies Llc
To inform us that you no longer wish to receive future notices and disclosures in electronic format you may:
i. decline to sign a document from within your signing session, and on the subsequent page, select the check-box indicating you wish to withdraw your consent, or you may; ii. send us an email to [email protected] and in the body of such request you must state your email, full name, mailing address, and telephone number. We do not need any other information from you to withdraw consent.. The consequences of your withdrawing consent for online documents will be that transactions may take a longer time to process..

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Acknowledging your access and consent to receive and sign documents electronically To confirm to us that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please confirm that you have read this ERSD, and (i) that you are able to print on paper or electronically save this ERSD for your future reference and access; or (ii) that you are able to email this ERSD to an email address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receiving notices and disclosures exclusively in electronic format as described herein, then select the check-box next to ‘I agree to use electronic records and signatures’ before clicking ‘CONTINUE’ within the DocuSign system.

By selecting the check-box next to ‘I agree to use electronic records and signatures’, you confirm that:
 You can access and read this Electronic Record and Signature Disclosure; and  You can print on paper this Electronic Record and Signature Disclosure, or save or send this Electronic Record and Disclosure to a location where you can print it, for future reference and access; and
 Until or unless you notify E Source Companies Llc as described above, you consent to receive exclusively through electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you by E Source Companies Llc during the course of your relationship with E Source Companies Llc.

COUNCIL COMMUNICATION
CC #:
2540
File #:
0800-03
Title:

International Swap and Derivatives Association - Master Agreement Amendment Contact:

Long Zhang 916-774-5652 [email protected]

Meeting Date: 2/15/2023
Item #: 7.7.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute the Third Amendment to the International Swap and Derivatives (ISDA) Master Agreement with Power and Gas Annexes with Macquarie to provide more flexibility with credit support and meet new regulatory reporting requirements.

BACKGROUND
Council approved updated Electric Utility Risk Management Policies in March 2022. As part of those policies, Roseville Electric is required to limit the cost exposure of providing electricity over a three-year period by purchasing specific amounts of fixed price energy as either electricity or natural gas. Roseville Electric has historically used financial swaps to hedge natural gas and electricity market price risk. ISDA agreements provide an industry standard contractual framework for executing financial transactions for electricity and natural gas, and provide significant credit and other protections to the City.

Council approved the ISDA Master Agreement with Power Annex dated August 31, 2011, Gas Annex dated June 5, 2013, and California AB32 Product Annex dated May 22, 2019 with Macquarie. The Third Amendment would make the following changes to the current agreement:

1. The Cross Default Amount associated with Macquarie is increasing from $50 million to $100 million.

2. Credit Support Provider for Macquarie is changing from Macquarie Bank Limited to Macquarie International Finance Limited.

3. The “ISDA 2013 Reporting Protocol” is included to ensure reporting of trade information is in compliance with reformed regulatory requirements.

FISCAL IMPACT
There is no fiscal impact associated with the execution of the Third Amendment to the ISDA Agreement as it is only an amendment to an enabling agreement. Transactions facilitated by the attached agreement will conform to the Roseville Energy Risk Management Policies.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. Approval of the Third Amendment to the ISDA Agreement meets the above criteria and is not subject to CEQA. No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal A - Remain fiscally responsible in a changing world

Respectfully Submitted,
Long Zhang, Electric Business Analyst
Daniel Beans, Electric Utility Director

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 23-060
Third Amendment to the International Swaps and Derivatives Association Master Agreement with Macquarie Energy LLC RESOLUTION NO. 23-060

APPROVING THE THIRD AMENDMENT TO THE INTERNATIONAL SWAP AND DERIVATIVES ASSOCIATION, INC. 2011 MASTER AGREEMENT, BY AND BETWEEN

THE CITY OF ROSEVILLE AND MACQUARIE ENERGY LLC, AND AUTHORIZING THE

CITY MANAGER TO EXECUTE IT ON BEHALF OF THE CITY OF ROSEVILLE

WHEREAS, a Third Amendment to the International Swap and Derivatives Association, Inc. (ISDA) 2011 Master Agreement, by and between the City of Roseville and Macquarie Energy LLC, has been reviewed by the City Council; and

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said Third Amendment to the ISDA Master Agreement is hereby approved and that the City Manager is authorized to execute it on behalf of the City of Roseville.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 20 , by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR

ATTEST:

City Clerk
ISDA
International Swap and Derivatives Association, Inc.

THIRD AMENDMENT

dated as of January 11, 2023

to the

ISDA MASTER AGREEMENT

dated as of August 31, 2011

between

City of Roseville (“Party A”)

And

Macquarie Energy LLC (“Party B”)

WHEREAS the parties have previously entered into that certain 1992 ISDA Master Agreement dated August 31, 2011 (collectively with the Schedule and Credit Support Annex thereto, the “Master Agreement”), and the Amendments to the ISDA Master Agreement, dated as of June 5, 2013 (the “First Amendment”) and May 22, 2019 (the “Second Amendment”), (the Master Agreement, First Amendment and Second Amendment), collectively, the “Agreement”); and

WHEREAS, the parties wish to amend the Agreement as set forth in this Third Amendment (the “Third Amendment”).

Accordingly, in consideration of the mutual agreements contained in herein, the parties agree as follows:

1. Amendment to the Agreement

With effect on and from the date of this Third Amendment, the Agreement is amended as follows:

(a) Part 1(e). With respect to Party B only, Part 1(e) of the Schedule is amended by deleting “$50,000,000” and replacing it with “$100,000,000”.

(b) Part 4(i). Part 4(i) of the Schedule is amended by:
a. Deleting the first sentence and replacing it with “Section 3 is amended by adding the following paragraphs 3 (g), (h), (i), (j), (k), and (l)”.
b. The following is added to Part 4(i):

(l) Changes to IBORs. In respect of a Transaction that references one or more IBORs:

(A) each party acknowledges that:
(i) the relevant reference may become subject to amendment or replacement during the term of that Transaction as a result of changes in market conventions or a requirement or request of a market regulator; (ii) it enters into the Transaction having first satisfied itself of any amendment or replacement that may be required to be made to such reference and any terms related thereto, including the possibility that a spread may be added to or subtracted from, or other adjustm ents applied to, the terms of the Transaction;
(iii) Party B is not responsible for the event or circumstance giving rise to the amendment or replacement referred to in paragraphs (i) and (ii) above or liable to Party A for any loss or damage arising as a result of or in connection with that event or circumstance; and
(B) Party A and Party B each agree to act in good faith to facilitate any required amendment of the relevant terms of the Transaction to accommodate the changes or requirement or request referred to in this Part 4(i).

“IBOR” refers generally to any reference rate or benchmark rate that is an “interbank offered rate” intended to reflect, measure or estimate the average cost to certain banks of borrowing or obtaining unsecured short-term funds in the interbank market in the relevant currency and maturity, based on quotations or other information submitted by such banks to a recognized sponsor or administrator that publishes such reference rate or, as the case may be, as may be provided by one or more reference banks to a calculation agent or determining party pursuant to interest rate setting or fallback provisions or otherwise. It includes any of the Sterling London Interbank Offered Rate, the Swiss Franc London Interbank Offered Rate, the US Dollar L ondon Interbank Offered Rate, the Euro London Interbank Offered Rate, the Japanese Yen London Interbank Offered Rate, the Euro Interbank Offered Rate, the Japanese Yen Tokyo Interbank Offered Rate, the Euroyen Tokyo Interbank Offered Rate, the Bank Bill Swap Rate, the Canadian Dollar Offered Rate and the Hong Kong Interbank Offered Rate, in each case, howsoever defined or described in the relevant Transaction.”

(c) Part 4(r). With respect to Party B only, Part 4(r) of the Schedule is deleted in its entirety and replaced with the following:

“Address: One Allen Center, 500 Dallas Street
Suite 3300
Houston, TX 77002

Attention: CGM Legal

Telephone No: (713) 275-6100 Facsimile No.: (713) 275-8978

E-mail: for Section 5 and 6 Notices only: [email protected]”

(d) Part 4(y). With respect to Party B only, Part 4(y) of the Schedule is amended by deleting “Macquarie Bank Limited” and replacing it with “Macquarie International Finance Limited”.

(e) Part 4(dd). The following is added as a new Part 4(dd):

“(dd) ISDA 2013 Reporting Protocol. Notwithstanding anything to the contrary in this Agreement or in any non-disclosure, confidentiality or other agreement between the parties, each party hereby consents to the disclosure of information:

(a) to the extent required by any applicable law, rule or regulation which mandates reporting and/or retention of transaction and similar information or to the extent required by any order or directive regarding reporting and/or retention of transaction and similar information issued by any authority or body or agency in accordance with which the other party is required to act (“Reporting Requirements”); or

(b) to and between the other party’s head office, branches or affiliates, or any persons or entities who provide services to such other party or its head office, branches or affiliates, in each case, in connection with such Reporting Requirements.

Each party acknowledges that pursuant to global regulatory reform initiatives, regulators require reporting of trade data to increase market transparency and enable regulators to monitor systemic risk to ensure safeguards are implemented globally.

Each party further acknowledges that disclosures made pursuant hereto may include, without limitation, the disclosure of trade information including a party’s identity (by name, address, corporate affiliation, identifier or otherwise) to any swap or trade data repository or one or more systems or services operated by any trade repository (“TR”) and any relevant regulators (including without limitation, the U.S. Commodity Futures Trading Commission or other U.S. regulators in the case of trade reporting under applicable U.S. laws, and the European Securities and Markets Authority and national regulators in the E.U. under the E.U.

Regulation No. 648/2012 on OTC derivatives, central counterparties and trade repositories in the case of trade reporting under applicable E.U. laws) and that such disclosures could result in certain anonymous swap transaction and pricing data becoming available to the public. Each party further acknowledges that, for purposes of complying with regulatory reporting obligations, a party may use a third party service provider to transfer trade information into a TR and that a TR may engage the services of a global trade repository regulated by one or more governmental regulators. For the avoidance of doubt, (i) to the extent that applicable non-disclosure, confidentiality, bank secrecy, data privacy or other law imposes non- disclosure requirements on transaction and similar information required or permitted to be disclosed as contemplated herein but permits a party to waive such requirements by consent, the consent and acknowledgements provided herein shall be a consent by each party for purposes of such law; (ii) any agreement between the parties to maintain confidentiality of information contained in this Agreement or in any non-disclosure, confidentiality or other agreement shall continue to apply to the extent that such agreement is not inconsistent with the disclosure of information in connection with the Reporting Requirements as set out herein; and (iii) nothing herein is intended to limit the scope of any other consent to disclosure separately given by each party to the other party.

2. Representations

Each party represents to the other party in respect of the Agreement, as amended pursuant to this Third Amendment, that all representations made by it pursuant to the Agreement are true and accurate as of the date of this Third Amendment.

3. Miscellaneous

(a) Entire Agreement; Restatement.

(i) This Third Amendment constitute s the entire agreement and understanding of the parties with respect to its subject matter and supersedes all oral communication and prior writings (except as otherwise provided herein) with respect thereto.

(ii) Except for any amendment to the Agreement made pursuant to this Third Amendment, all terms and conditions of the Agreement will continue in full force and effect in accordance with its provision on the date of this Third Amendment. References to the Agreement will be to the Agreement, as amended by this Third Amendment.

(b) Amendments. No amendment, modification or waiver in respect of the matters contemplated by this Third Amendment will be effective unless made in accorda nce with the terms of the Agreement. All other provisions of the Agreement not expressly amended herein shall remain in full force and effect.

(c) Counterparts. This Third Amendment may be executed and delivered in counterparts, each of which will be deemed an original.

(d) Headings. The headings used in this Third Amendment are for convenience of reference only and are not to affect the construction of or to be taken into consideration in interpreting this Third Amendment.

(e) Governing Law. This Third Amendment will be governed by and construed in accordance with the laws of the State of New York (without reference to choice of law doctrine).

IN WITNESS WHEREOF the parties have executed this document as set forth below with effect from the date specified on the first page of this document.

Party A: City of Roseville Party B: Macquarie Energy LLC By: _______________________________ By: _________________________________ Name: ____________________________ Name:

Title:______________________________ Title:

By: ______________________________
Name:

Title:

COUNCIL COMMUNICATION
CC #:
2545
File #:
0900-04-02
Title:

Roseville Parkway Extension Project - Purchase of Real Property Contact:

Jesse Khatkar 916-774-5434 [email protected]

Meeting Date: 2/15/2023
Item #: 7.8.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution to approve an Agreement for Sale of Real Property for the purchase of real property for the Roseville Parkway Extension project with 8501 Roseville Properties, LLC in the amount of $175,000.

BACKGROUND
Roseville Parkway is a multi-lane arterial roadway providing a connection from Northwest Roseville to East Roseville and Granite Bay. The roadway is continuous except for a 0.75 mile segment between Foothills Boulevard and Washington Boulevard. The project scope includes the construction of:

Four vehicle travel lanes (two in each direction);
Curb, gutter and sidewalk;
On-street bike lanes;
Separated multi-use path;
Street lights;
Street landscaping; and
An overpass spanning the Union Pacific Railroad (UPRR) tracks and Industrial Avenue

At their December 19, 2019 meeting, City Council approved a Professional Design Service agreement with Mark Thomas to complete the design and environmental document for the Project. Mark Thomas identified the need to procure property rights from 4 properties.

The City of
Roseville obtained the services of Interwest Consulting Group to prepare the valuations that determined the fair market value for the acquisitions, and to negotiate the acquisition agreements on the City's behalf with the four property owners for easements and/or real property rights required to construct the project. Negotiations are still ongoing with two of these owners.

The property acquisition included in this action is from 8501 Roseville Properties, LLC and consists of approximately 10,400 square feet of Right of Way and 14,357 square feet of drainage and slope easement for a purchase amount of $175,000.

Contingent on resolution of the remaining Right of Way acquisitions, construction of the Roseville Parkway Extension project is anticipated to begin in late spring/early summer of 2023, and be completed in 2024.

Public Outreach:

Since 2019, the Roseville Parkway Extension Project has been driven by robust public participation including a virtual community open house, stakeholder representative group meetings, online surveys, and email and social media updates. Details about the project can be found at roseville.ca.us/ParkwayExtension. Staff will continue to engage with the community as the project moves forward.

FISCAL IMPACT
The project is anticipated to cost approximately $27.4 million and be entirely funded by the Traffic Mitigation Fund (TMF). Staff will return to Council with a budget adjustment to fund construction once the bids are received and actual construction costs are determined. There are adequate funds in the project for the subject property acquisition. No General Fund resources will be used for the project.

ENVIRONMENTAL REVIEW
Project level CEQA compliance for the Roseville Parkway Extension project was accomplished with preparation of the Roseville Parkway Extension Project Final Initial Study and Mitigated Negative Declaration (Adopted: September 16, 2020). Because the Roseville Parkway Extension project is consistent with the project evaluated in the Roseville Parkway Extension Project Final Initial Study and Mitigated Negative Declaration, no new effects would be expected to occur and all applicable mitigation measures from the Roseville Parkway Extension Project Final Initial Study and Mitigated Negative Declaration will be implemented. As such, no additional CEQA action is required at this time.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal F - Invest in well-planned infrastructure and growth

Respectfully Submitted,
Jesse Khatkar, Associate Engineer
Jason Shykowski, Public Works Director

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Project Location Map
Resolution 23-065
Sale Agreement

FOOTHILLS BOULEVARD

FOOTHILL

COMMERCE
CENTER

INDUSTRIAL AVENUE

WASHINGTON BOULEVARD

BRIDGE OVER INDUSTRIAL AVENUE

AND UNION PACIFIC RAILROAD

PROJECT BEGINS

PROJECT ENDS

PROJECT LIMITS

BLUE OAKS BL

FOOTHILLS BLVD

PLEASANT GROVE BL

GALLERIA BL

BASELINE RD

WOODCREEK OAKS BL

WASHINGTON BL

PLEASANTGROVE BL
HWY 65
I-80

ROSEVILLE

PARKWAY

PROJECT
ENDS

PROJECT
LIMITS

PROJECT BEGINSINDUSTRIAL AVE

EXHIBIT A

PROJECT AREA MAP

LOCATION MAP

NO SCALE
RESOLUTION NO. 23-065

APPROVING AN AGREEMENT FOR SALE OF REAL PROPERTY, BY AND BETWEEN THE CITY OF ROSEVILLE AND 8501 ROSEVILLE PROPERTIES, LLC, AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT AND ALL RELATED ESCROW

DOCUMENTS ON BEHALF OF THE CITY OF ROSEVILLE

WHEREAS, an Agreement for Sale of Real Property and for the purchase of approximately 10,400 square feet of Right of Way and 14,357 square feet of drainage and slope easement for the Roseville Parkway Extension project, by and between the City of Roseville and 8501 Roseville Properties, LLC, has been reviewed by the City Council; and

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said agreement is hereby approved and that the City Manager is authorized to execute it and all related escrow documents on behalf of the City of Roseville; and

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR

ATTEST:

City Clerk

COUNCIL COMMUNICATION
CC #:
2532
File #:
0800-04
Title:

On-Call Architectural Services - Professional Design Services Agreement Contact:

Rjahja Canlas 916-774-5740 [email protected]

Meeting Date: 2/15/2023
Item #: 7.9.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution to approve an on-call professional design services agreement for on-call architectural services with Moniz Architecture, and authorize the City Manager to execute it on behalf of the City of Roseville. Additionally, staff requests authorization for the City Manager or his designee to execute three additional one-year renewals without further City Council approval, provided that the applicable budget is approved by the City Council each year, or until City staff determines that continuing with the same vendor is not in the City’s best interest.

BACKGROUND
The Public Works Department's Facilities Division maintains, repairs, and rehabilitates 1.35 million square feet of City facilities. A majority of the City's capital rehabilitation and capital improvement projects require design services from either licensed architects or professional engineers. The intent is to use a professional design services agreement for architectural design services to meet project demands. The on-call agreement will allow for more responsiveness to the City’s needs along with greater quality control. The on-call agreement does not guarantee an annual amount of work and is in place on an “as-needed” basis. The initial term (approximately 18 months) commences on the date of award and runs through June 30, 2024.

FISCAL IMPACT
The authorization for the initial term is a not-to exceed amount of $50,000. The authorization for the optional one-year renewals is a not-to-exceed amount of $50,000 per year. Work performed under these agreements will use capital rehabilitation funds and/or capital improvement projects in the approved City budget.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal F - Invest in well-planned infrastructure and growth

Respectfully Submitted,
Rjahja Canlas, Design & Construction Project Manager
Jason Shykowski, Public Works Director

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 23-055
Moniz Architecture
RESOLUTION NO. 23-055

APPROVING AN ON-CALL PROFESSIONAL DESIGN SERVICES AGREEMENT, BY

AND BETWEEN THE CITY OF ROSEVILLE AND MONIZ ARCHITECTURE, AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF

THE CITY OF ROSEVILLE

WHEREAS, an on-call professional design services agreement for on-call architectural services, by and between the City of Roseville and Moniz Architecture, has been reviewed by the City Council; and

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said on-call agreement is hereby approved and the City Manager is authorized to execute it on behalf of the City of Roseville.

BE IT FURTHER RESOLVED, that the City Manager or his or her designee is authorized to execute three (3) additional one (1) year renewals without further City Council approval, provided that the applicable budget is approved by the City Council, or until staff determines that continuing with this consultant is not in the best interest of the City.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 20 , by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR

ATTEST:

City Clerk

COUNCIL COMMUNICATION
CC #:
2538
File #:
0800-06
Title:

Environmental Planning Services - On-Call Professional Services Agreement Contact:

Stacie Marchetti 916-774-5278 [email protected]

Meeting Date: 2/15/2023
Item #: 7.10.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution approving an On-Call Professional Services Agreement with ECORP Consulting, Inc. for environmental planning services related to California Environmental Quality Act (CEQA) compliance and environmental permitting and authorize the City Manager to execute it on behalf of the City of Roseville.

Staff additionally requests authorization for the City Manager to execute two (2) additional one (1) year renewals without further City Council approval, provided that the applicable budget is approved by the City Council each year, or until City staff determines that continuing with the same vendor is not in the City's best interest.

BACKGROUND
Due to the pending retirement of the City's Environmental Coordinator, the Development Services Department is in need
of an Environmental Consultant to assist with California Environmental Quality Act (CEQA) compliance, environmental permitting and other technical and natural resource-related services as needed.

This service is critical to ensure efficient permitting of City utility and capital improvement projects, as well as ongoing compliance with federal, state, regional and local environmental regulations. The purpose of the contract is to help bridge the gap while the City completes the recruitment process, and to provide on-call assistance while the new Environmental Coordinator comes up to speed. Strict compliance with state and federal environmental law and regulations is critical to avoid significant fines and legal action against the City.

FISCAL IMPACT
The one-year base term of the On-Call Professional Services Agreement, with the option of two additional one-year extensions, will be billed on a time and materials basis not to exceed $50,000 annually, for a total not to exceed contract amount of $150,000. The cost of these services are generally billable to full-cost development projects, and the various City enterprise funds and capital improvement projects requiring environmental permitting and CEQA compliance.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal C - Maintain a safe and healthy community
Goal E - Deliver exceptional city services

Respectfully Submitted,
Stacie Marchetti, Management Analyst
Mike Isom, Development Services Director

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 23-059
Professional Services Agreement
RESOLUTION NO. 23-059

APPROVING AN ON-CALL PROFESSIONAL SERVICES AGREEMENT, BY AND BETWEEN THE CITY OF ROSEVILLE AND ECORP CONSULTING, INC., AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF

THE CITY OF ROSEVILLE

WHEREAS, an on-call professional services agreement to provide environmental planning services related to California Environmental Quality Act compliance and environmental permitting, by and between the City of Roseville and ECORP Consulting, Inc., has been reviewed by the City Council; and

BE IT FURTHER RESOLVED that the City Manager or his designee is authorized to execute two (2) additional one (1) year renewals without further City Council approval, provided that the applicable budget is approved by the City Council each year, or until City staff determines that continuing with the same vendor is not in the City’s best interest.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR

ATTEST:

City Clerk
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D019\P005\00074589.DOCX ;01/20/2023]

ON-CALL PROFESSIONAL SERVICES AGREEMENT
Environmental Planning Services

THIS AGREEMENT is made and entered into this ___ day of ________________, 20__, by and between the City of Roseville, a municipal corporation (“CITY”), and ECORP Consulting, Inc., a California corporation (“CONSULTANT”); and

W I T N E S S E T H:

WHEREAS, CITY desires professional services consisting of general technical assistance related to California Environmental Quality Act (CEQA) compliance, environmental permitting, and other technical and resource related services as needed; and WHEREAS, CONSULTANT is qualified and experienced to provide such professional services on an on-call basis.

NOW, THEREFORE, the parties agree as follows:

1. Term. The term of this Agreement shall commence upon execution and expire on January 31, 2024. The City Manager may, in his or her discretion, elect to extend the Agreement in one (1) year increments for up to an additional two (2) years by giving CONSULTANT thirty (30) days advance written notice of each optional one (1) year renewal. Such extensions shall be memorialized by a written amendment to this Agreement.

2. Services. CONSULTANT shall perform, at the direction of CITY, the scope of the on-call services as described in EXHIBIT “A,” attached hereto and incorporated herein by [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D019\P005\00074589.DOCX; 01/20/2023] 2 this reference. Individual tasks will be awarded by CITY on an as-needed basis. CITY may assign work to one, or more than one consultant from an approved qualified list. CITY reserves the right to unilaterally assign work to any consultant as it deems prudent or, if no services are required, no work. CITY makes no specific guarantee of a minimum or maximum number of hours or amount of tasks or services, which shall be required of any single consultant. In addition, the inclusion of any consultant on any qualified list, if so utilized by CITY, shall in no way be considered an exclusive agreement to provide service for CITY.

3. Compensation. For its services provided hereunder, CONSULTANT shall be compensated on a time and expense basis in accordance with the hourly rates as described in EXHIBIT “A,” attached hereto and incorporated herein by reference. Any proposed increase in the effective rates for future services must be preceded by at least a 90-day written notice to the contracting department. Total compensation shall not exceed fifty thousand dollars ($50,000) per year for an overall total compensation for the initial term not to exceed fifty thousand dollars ($50,000). Total compensation for optional renewal years of this Agreement shall not exceed fifty thousand dollars ($50,000) per year. Adjustment to the total compensation per year shall require a written amendment to this Agreement, subject to approval by the City Council.

CONSULTANT shall submit one monthly invoice for its services. Such invoices shall be delineated by task, the person performing the services, and the hourly rate, which shall be stated in time increments of not greater than one tenth (1/10) hours. CITY shall pay invoices within thirty (30) days after receipt, if the services specified in the invoice have been satisfactorily completed.

4. Indemnification. To the fullest extent allowed by law, CONSULTANT shall defend, indemnify, and save and hold harmless CITY, its officers, agents, employees and [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D019\P005\00074589.DOCX; 01/20/2023] 3 volunteers from any claims, suits or actions of every name, kind and description brought forth, or on account of, injuries to or death of any person (including but not limited to workers and the public), or damage to property, resulting from or arising out of CONSULTANT's willful misconduct or negligent act or omission while engaged in the performance of obligations or exercise of rights created by this Agreement, except those matters arising from CITY's sole negligence or willful misconduct. The parties intend that this provision shall be broadly construed.

CONSULTANT agrees to defend and indemnify CITY if, despite the parties intent and practice, any venue, agency, or court with competent jurisdiction determines that CONSULTANT and/or any of its agents, officers, employees, volunteers, independent contractors, or subcontractors, are characterized as employee(s) of CITY.

CONSULTANT’s responsibility for such defense and indemnity obligations shall survive the termination or completion of this Agreement for the full period of time allowed by law. The defense and indemnity obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement.

5. Insurance. CONSULTANT agrees to continuously maintain, in full force and effect, the following minimum policies of insurance during the term of this Agreement.

COVERAGE LIMITS OF LIABILITY

Workers’ Compensation Statutory

Commercial General Liability $1,000,000 each occurrence $2,000,000 aggregate
Personal Injury:
$1,000,000 each occurrence
$2,000,000 aggregate

[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D019\P005\00074589.DOCX; 01/20/2023] 4 Automobile Liability $1,000,000 combined single limit

Professional Liability (errors and $1,000,000 per claim omissions) $2,000,000 aggregate

a. Form. CONSULTANT shall submit a certificate evidencing such coverage for the period covered by this Agreement in a form satisfactory to Risk Management and the City Attorney, prior to undertaking any work hereunder. Any insurance written on a claims made basis is subject to the approval of Risk Management and the City Attorney. b. Additional Insureds. CONSULTANT shall also provide a separate endorsement form or section of the policy showing CITY, its officers, agents, employees and volunteers as additional insureds for each type of coverage, except for Workers’ Compensation and Professional Liability. Such insurance shall specifically cover the contractual liability of CONSULTANT. The additional insured coverage under the CONSULTANT’s policy shall be primary and noncontributory, as evidenced by a separate endorsement or section of the policy, and shall not seek contribution from CITY’s insurance or self-insurance. In addition, the additional insured coverage shall be at least as broad as the Insurance Services Office (“ISO”) CG 20 01 Endorsement. Any available insurance proceeds in excess of the specified minimum insurance coverage requirements and limits shall be available to the additional insureds.

Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the full coverage and maximum limits of any insurance proceeds available to the named insureds, whichever is greater. c. Cancellation/Modification. CONSULTANT shall provide ten (10) days written notice to CITY prior to cancellation or modification of any insurance required by this Agreement.
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D019\P005\00074589.DOCX; 01/20/2023] 5 d. Umbrella/Excess Insurance. The limits of insurance required in this Agreement may be satisfied by a combination of primary and excess insurance. Any excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract) before CITY’s own insurance shall be called upon to protect it as a named insured. e. Subcontractors. CONSULTANT agrees to include in its contracts with all subcontractors the same requirements and provisions of this Agreement, including the indemnity and insurance requirements, to the extent they apply to the scope of the subcontractor’s work.

Furthermore, CONSULTANT shall require its subcontractors to agree to be bound to CONSULTANT and CITY in the same manner and to the same extent as CONSULTANT is bound to CITY under this Agreement. Additionally, CONSULTANT shall obligate its subcontractors to comply with these same provisions with respect to any tertiary subcontractor, regardless of tier. A copy of CITY’s indemnity and insurance provisions will be furnished to the subcontractor or tertiary subcontractor upon request.
f. Self-Insured Retentions. All self-insured retentions (“SIR”) must be disclosed to Risk Management for approval and shall not reduce the limits of liability.

Policies containing any SIR provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements. The failure to exercise this right shall not constitute a waiver of such right.
g. Waiver of Subrogation. CONSULTANT hereby agrees to waive subrogation which any insurer of CONSULTANT may acquire from CONSULTANT by virtue of the payment of any loss under a Workers Compensation, Commercial General Liability or [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D019\P005\00074589.DOCX; 01/20/2023] 6 Automobile Liability policy. All Workers Compensation, Commercial General Liability and Automobile Liability policies shall be endorsed with a waiver of subrogation in favor of CITY, its officers, agents, employees and volunteers for all worked performed by CONSULTANT, its employees, agents and subcontractors.
h. Liability/Remedies. Insurance coverage in the minimum amounts set forth herein shall not be construed to relieve CONSULTANT of liability in excess of such coverage, nor shall it preclude CITY from taking such other actions as are available to it under any other provisions of this Agreement or law.

6. Records. CONSULTANT and its subcontractors shall maintain all files and records relating to the services performed hereunder during the term of this Agreement and for a period of not less than one (1) year after the date of termination or expiration. Provided, however, that in the event of litigation or settlement of claims arising from the performance of this Agreement, CONSULTANT and its subcontractors shall maintain all files and records until such litigation, appeals or claims are resolved. Duly authorized representatives of CITY shall have right of access during normal business hours and after reasonable notice to CONSULTANT’s and subcontractors’ files and records relating to the services performed hereunder, and may review and copy the files and records at appropriate stages during performance of the services and during the one (1) year period following termination or expiration of this Agreement. CONSULTANT shall include this provisions in its contracts with all subcontractors.

7. Prevailing Wages. When applicable, for purposes of this Agreement, CONSULTANT and its subcontractors shall comply with all applicable prevailing wage laws, e.g., but not limited to, California Labor Code Sections 1770 et seq. In accordance with said [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D019\P005\00074589.DOCX; 01/20/2023] 7 Section 1775, CONSULTANT shall forfeit as a penalty to the City two hundred dollars ($200) for each calendar day or portion thereof for each worker paid less than the prevailing rates for such work or craft in which such worker is employed for any work done on-site under the Agreement by CONSULTANT or by any subcontractor in violation of the provisions of the Labor Code and in particular, Labor Code Sections 1770 to 1780, inclusive. In addition to said penalty and pursuant to said Section 1775, the difference between such stipulated prevailing wage rates and the amount paid to each worker for each calendar day or portion thereof for which each worker was paid less than the stipulated prevailing wage shall be paid to each worker by CONSULTANT or the applicable subcontractor.

Pursuant to the provisions of California Labor Code Section 1773, the contracting department has identified the source, stated below, of the general prevailing rate of wages applicable to the site to be done, for straight time, overtime, and holiday work. The holiday wage rate listed shall be applicable to all holidays recognized in the collective bargaining agreement of the particular craft, classification or type of worker concerned. These wage rates may be obtained from the State Department of Industrial Relations and/or the following website address: http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm.

Pursuant to Labor Code Section 1773.2, general prevailing wage rates set forth above, which forms a part of this Agreement, shall be posted by CONSULTANT at a prominent place at the work site. Prevailing wage rates to be posted at the work site will be furnished by the contracting department. The possibility of wage increases is one of the elements to be considered by CONSULTANT in determining its proposal, and will not under any circumstances be considered as the basis of a claim against CITY or the Agreement.

8. Contractor Registration. No contractor or subcontractor may work on a public [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D019\P005\00074589.DOCX; 01/20/2023] 8 works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. During the performance of this Agreement, CONSULTANT and its subcontractors shall have a continuing legal obligation to maintain current registration with the Department of Industrial Relations. CONSULTANT is hereby notified that this Agreement is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

9. Time is of the Essence. Time is of the essence of this Agreement.

10. Compliance with Laws. CONSULTANT shall comply with all federal, state and local laws, ordinances and policies as may be applicable to the performance of services under this Agreement.

11. Ability to Perform. CONSULTANT agrees and represents that it has the time, ability and professional expertise to perform the services required under this Agreement.

12. Governing Agreement. In the event of any conflict between this Agreement and its EXHIBITS, the provisions of this Agreement shall govern. In the event of any conflict between any of the EXHIBITS, the provisions of the first in order of attachment shall govern.

13. Assignment. CONSULTANT is employed to perform unique personal services.

CONSULTANT shall not assign this Agreement without the prior written consent of CITY.

CONSULTANT shall not employ or otherwise incur any obligation to pay other specialists or experts for services in connection with this Agreement, without prior written consent of CITY.

14. Independent Contractor. CONSULTANT, inclusive of its agents, officers, employees, volunteers, independent contractors, and subcontractors, shall act as an independent contractor, and covenants and agrees that it will conduct itself consistent with such status, that it will neither hold itself out as, nor claim to be, an officer or employee of CITY by reason of this Agreement.
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D019\P005\00074589.DOCX; 01/20/2023] 9 CONSULTANT and CITY agree that: (a) CONSULTANT is free from the control and direction of CITY in connection with the performance of the work; (b) CONSULTANT is providing services directly to CITY; (c) CONSULTANT has and will maintain at all relevant times a business license; (d) CONSULTANT maintains a business location that is separate from CITY; (e) CONSULTANT is customarily engaged in an independently established business of the same nature as that involved in the work performed hereunder; (f) CONSULTANT actually contracts with other businesses to provide the same or similar services and maintains a clientele without restrictions from CITY; (g) CONSULTANT advertises and holds itself out to the public as available to provide the same or similar services; (h) CONSULTANT provides its own tools, vehicles, and equipment to perform the services; (i) CONSULTANT has negotiated its own rates; (j) CONSULTANT set its own hours and location of work in accomplishing CITY’s on-call needs; and (k) CONSULTANT has the right to control the manner and means of accomplishing the result desired and exercises its own expert independent judgement.

15. Representations and Warranties. CONSULTANT warrants that it has not employed or retained any company or person, other than a bona fide employee working for CONSULTANT, to solicit or secure this Agreement, and that it has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other consideration, contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, CITY shall have the right to terminate as void this Agreement, without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee.
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D019\P005\00074589.DOCX; 01/20/2023] 10 16. Successors in Interest. This Agreement shall be binding upon the heirs, successors, executors, administrators and assigns of the respective parties hereto.

17. Copyright, Ownership and Use of Materials. All tangible material (“Material”) created or delivered pursuant to this Agreement is considered a work made for hire under the Copyright Act. To the extent such Material does not qualify as a work made for hire, CONSULTANT hereby assigns to CITY all right, title, and interest, including but not limited to all copyrights, in all Material created by CONSULTANT in its performance under this Agreement. Material constitutes the scope of work outlined in Exhibit A and attached hereto, and all written and other tangible expressions, including but not limited to, drawings (including computer aided drawings), papers, documents, reports, surveys, renderings, exhibits, sketches, maps, models, prints, paintings or photographs, in any and all media or formats in which such materials have been created or are maintained. All Material furnished by CONSULTANT is, and shall remain, the property of CITY.

CONSULTANT shall execute any documents necessary to effectuate such assignment.

In the event that CONSULTANT uses, employs, designates, or retains any person or entity who is not an employee of CONSULTANT, to perform any work required of it pursuant to this Agreement, CONSULTANT shall require said person or entity to execute an agreement containing the preceding paragraph.

18. Termination of Agreement. CITY may terminate this Agreement without cause by giving CONSULTANT ten (10) days advance written notice from the City Manager.

CONSULTANT may terminate this Agreement without cause by giving CITY thirty (30) days advance written notice. CONSULTANT understands that continuation of this Agreement past June 30th of any given year is contingent upon appropriation of funds for such purpose in the [\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D019\P005\00074589.DOCX; 01/20/2023] 11 budget of the City of Roseville in the sole discretion of the City Council. In the event of termination through no fault of CONSULTANT, CITY shall compensate CONSULTANT for services performed as of the date of termination, upon the release to CITY of all Material hereunder, in any and all media or formats in which such materials have been created or are maintained. CITY retains the right to receive and use any MATERIAL, notwithstanding any termination or any dispute regarding the amount to be paid.

19. Attorney’s Fees; Venue; Governing Law. If either party commences any legal action against the other party arising out of this Agreement or the performance hereof, the prevailing party in such action shall be entitled to recover its reasonable litigation expenses, including but not limited to, court costs, expert witness fees, discovery expenses, and attorney’s fees. Any action arising out of this Agreement shall be brought in Placer County, California, regardless of where else venue may lie. This Agreement shall be governed by and construed in accordance with the laws of the State of California.

20. Modification. This Agreement and each provision contained herein may be waived, amended, supplemented or eliminated only by mutual written agreement of the parties.

21. Severability. If any of the provisions contained in this Agreement are for any reason held invalid or unenforceable, such holding shall not affect the remaining provisions or the validity and enforceability of the Agreement as a whole.

22. Notices. Any notices to parties required by this Agreement shall be delivered personally or mailed, U.S. first class postage prepaid, addressed as follows:
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D019\P005\00074589.DOCX; 01/20/2023] 12 CITY OF ROSEVILLE CONSULTANT

Stacie Marchetti Mark Morse
Development Services Management Senior Environmental Planner/ Analyst Project Manager
311 Vernon Street 2525 Warren Drive
Roseville, CA 95678 Rocklin, CA 95677

Either party may amend its address for notice by giving notice to the other party in writing.

23. Integrated Agreement. This is an integrated agreement and contains all of the terms, considerations, understanding and promises of the parties. It shall be read as a whole.

IN WITNESS WHEREOF, the City of Roseville, a municipal corporation, has authorized the execution of this Agreement in duplicate by its City Manager and attested to by its City Clerk under the authority of Resolution No. ______, adopted by the Council of the City of Roseville on the ___ day of ____________, 20__, and CONSULTANT has caused this Agreement to be executed.

CITY OF ROSEVILLE, a ECORP CONSULTING, INC., a
municipal corporation California corporation

BY:_______________________________ BY: _______________________________ DOMINICK CASEY its: _______________________________ City Manager
and
ATTEST:

BY: _______________________________
its: _______________________________

BY:_______________________________

CARMEN AVALOS
City Clerk

(SIGNATURES CONTINUED ON NEXT PAGE)
[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D019\P005\00074589.DOCX; 01/20/2023] 13 APPROVED AS TO FORM:

BY: _______________________________

MICHELLE SHEIDENBERGER
City Attorney

APPROVED AS TO SUBSTANCE:

BY: _______________________________

MIKE ISOM
Development Services Director

[\\Rosenet\rosenetdfs\CITY ATTORNEY\CYCOM\WPDOCS\D019\P005\00074589.DOCX; 01/20/2023]

EXHIBIT “A”

2525 Warren Drive ● Rocklin, CA 95677 ● Tel: (916) 782-9100 ● Fax: (916) 782-9134 ● www.ecorpconsulting.com January 10, 2023
(P23-023.00)
Greg Bitter, Planning Manager
City of Roseville
Development Services Department
311 Vernon Street
Roseville, CA 95678
Email: [email protected]

Subject: Proposal to Provide As-Needed On-Call Environmental Planning Services to the City of Roseville, Placer County, California

Dear Mr. Bitter:

ECORP Consulting, Inc. (ECORP) is pleased to provide this proposal for as-needed on-call environmental planning services to the City of Roseville. It is our understanding that the City requests general technical assistance related to California Env ironmental Quality Act (CEQA) compliance, environmental permitting, and other technical and resource related services as needed.

ECORP CONSULTING, INC.

ECORP has assisted public and private landowners with environmental regulation compliance since 1987. We offer full-service capability, from initial baseline environmental studies to CEQA documents including Categorical Exemptions, Initial Studies and EIRs. ECORP can also assist with permitting negotiation, liaison to obtain legal agreements, mitigation des ign, construction monitoring and compliance reporting. We bring together an experienced team of environmental analysts, biologists, regulatory permitting specialists, archaeologists, air quality and noise analysts, and geographic information system special ists. ECORP holds a federal GSA Worldwide Federal Supply Schedule for Environmental Advisory Services and is a California Small Business for Public Works (SB-PW).

ECORP has established professional working relationships with federal and state regulatory agencies, based on technical excellence and a thorough understanding of regulatory processes. We are experienced with the California Environmental Quality Act (CEQA); California Fish and Game Code, Section 1600; the regulatory requirements of the federal Cl ean Water Act (CWA), Sections 401, 402, and 404; the National Environmental Policy Act (NEPA); the National Historic Preservation Act (NHPA), Sections 106 and 110; the federal Endangered Species Act (ESA), Sections 7 and 10; and the California Endangered Species Act (CESA). A partial list of ECORP’s services is provided on the next page.

Mr. Greg Bitter
January 10, 2023

Page 2 of 4 ends

2525 Warren Drive ● Rocklin, CA 95677 ● Tel: (916) 782-9100 ● Fax: (916) 782-9134 ● www.ecorpconsulting.com Biological Resources
♦ Threatened, Endangered, and Special-Status Species Surveys and Permitting
♦ Wetland Delineations
♦ Terrestrial and Aquatic Species Surveys and Habitat Assessments ♦ Botanical Services
♦ Bat Surveys and Bat Exclusion Management
♦ Stream Bioassessment Studies (including Benthic
Macroinvertebrate Sampling)
♦ Preparation and Implementation of Natural Community
Conservation Plans (NCCPs) and Habitat Conservation Plans (HCPs)
♦ Support of Informal and Formal Consultation under Section 7 of the Endangered Species Act
♦ California Rapid Assessment Method (CRAM) for Wetland, Riparian, and Stream Habitats
Cultural Resources
♦ Cultural Resources Management
♦ Archaeological Services
♦ Architectural History Services
♦ Cultural Resources Consultation and Agreement Documents ♦ Native American Consultation
♦ Memoranda of Agreement/Programmatic Agreements
♦ Geoarchaeology
Paleontology
♦ Paleontological Assessments
♦ Paleontological Mitigation Plans
♦ Paleontological Construction Monitoring
♦ Fossil Recovery
Construction Monitoring
♦ Mitigation Development and Monitoring
♦ Preconstruction Surveys
♦ Biological Resources Monitoring
♦ Cultural Resources Monitoring
♦ Coordination with Native American Monitors
♦ English-Spanish Translation of Worker Education Materials Water Resources
♦ Storm Water Pollution Prevention Plans (SWPPP)
♦ Stream Surveys and Monitoring
♦ Water Resources Management
♦ Watershed Planning and Management
Land Use Planning
♦ Land Use Entitlement Planning
♦ Development Feasibility Studies
♦ Agency Staffing/Contract Planning Services
♦ Policy and Strategic Planning
♦ LAFCO Services (Annexations; Municipal Service Reviews; Sphere of Influence Plans)
Interpretation and Aesthetics
♦ Visual Impact Analysis
♦ Interpretive and Educational Projects
♦ Native Habitat Interpretive Centers
CEQA and NEPA Documentation
♦ Preliminary Project Assessments/Constraints Analyses
♦ CEQA Review and Compliance (Categorical Exemptions, Initial Studies, Mitigated Negative Declarations, Environmental Impact Reports) ♦ NEPA Review and Compliance (Categorical Exclusions, Environmental Assessments, Environmental Impact Studies)
♦ Third-Party Review of Applicant-Prepared Documents
♦ Public Participation, Including English-Spanish Translation of Public Notices and Public Information Materials
♦ Environmental Justice
Permitting, Restoration, and Land Management
♦ Wetland Assessment and Delineation
♦ Environmental Permits under Clean Water Act Sections 401, 402, and 404; Fish and Game Code Section 1602; and Porter-Cologne Act ♦ Federal Energy Regulatory Commission Licensing Support ♦ Mitigation and Compensation Planning
♦ Mitigation Banking Support
♦ Habitat Restoration, Planning, and Design
♦ Open Space Management
♦ Long-term Monitoring and Management
Geographic Information Systems and Cartography
♦ Project-Specific and Regional Resource Mapping Services ♦ Geographic Information Systems (GIS) Data Capture and Spatial Analysis ♦ Lidar Data Acquisition and Analysis
♦ Image Processing and Land Cover Analysis
♦ Computer-Based Cartography
Unmanned Aerial Systems (UAS) Services
♦ Rapid Collection of Aerial Photographs
♦ Repeated Site Visits for Monitoring and Change Detection ♦ Development of Digital Surface Models, 3D Data, and Other Topographic Information
♦ Aerial Videography
Noise Monitoring and Analysis
♦ Noise Impact Modeling
♦ CEQA/NEPA Noise Analysis
♦ Baseline Noise Establishment
♦ Groundborne Vibration Assessments
♦ Event Noise Monitoring
♦ Mobile- and Stationary-Source Projections
Air Quality and Greenhouse Gas Emissions Modeling
♦ Emissions Modeling Services (CalEEMod)
♦ Health Risk Assessments
♦ EMFAC 2014 Analysis (Mobile Emissions Modeling)
♦ Dispersion Modeling (AERMOD)
♦ CEQA/NEPA Air Quality/GHG Support Services
♦ SB/AB32, Newhall Ranch, CAP Analysis, and Reduction Support ♦ Air Basin Compliance Analysis
Arboricultural Services
♦ Tree Surveys
♦ Tree Tagging
♦ Planting Recommendations
♦ Development Plan Review Services (Trees)
Mr. Greg Bitter
January 10, 2023

Page 3 of 4 ends

2525 Warren Drive ● Rocklin, CA 95677 ● Tel: (916) 782-9100 ● Fax: (916) 782-9134 ● www.ecorpconsulting.com

SCOPE OF WORK
ECORP will provide on -call consulting services related to CEQA, environmental permitting, and miscellaneous other services at the City’s request on an as-needed basis. Work will be as requested by the City. The exact scope of work and level of effort for each request will be determined at the time of the request. Mr. Mark Morse, Senior Environmental Planner, will provide the majority of the services and will engage other ECORP technical experts as needed if requested by the City.

COST ESTIMATE
The cost will be billed monthly on a TIME AND MATERIALS basis using ECORP’s rate sheet attached to this proposal. Mr. Morse’s hourly billing rate is $165.

Thank you for the opportunity to submit this proposal. If you have any questions regarding this proposal, please contact Mark Morse at [email protected] or me at [email protected].

Sincerely,
ECORP Consulting, Inc.

Dave Krolick
Vice President

Attachment: Fee Schedule

Mr. Greg Bitter
January 10, 2023

Page 4 of 4 ends

2525 Warren Drive ● Rocklin, CA 95677 ● Tel: (916) 782-9100 ● Fax: (916) 782-9134 ● www.ecorpconsulting.com FEE SCHEDULE FOR PROFESSIONAL SERVICES1
ECORP Consulting, Inc. – 2023 Rates
Principal I-IV ........................................................................................................................................................................ $225-$315 Senior I-IV ............................................................................................................................................................................. $160-$210 Staff I-III ................................................................................................................................................................................. $135-$150 Associate I-III ....................................................................................................................................................................... $105-$125 Assistant I-III .......................................................................................................................................................................... $85-$100 Technician I-III .......................................................................................................................................................................... $65-$85 GIS Specialist I-III ............................................................................................................................................................... $120-$165 GIS Technician ................................................................................................................................................................................$100 Technical Editor ..............................................................................................................................................................................$155 Publications Specialist I-II .............................................................................................................................................. $100-$120 Accountant I-III ................................................................................................................................................................... $115-$160 Clerical ................................................................................................................................................................................................. $90 Technical classification includes biologists, regulatory permitting specialists, archaeologists, architectural historians, paleontologists, air quality/greenhouse gas specialists, noise specialists, planners, CEQA/NEPA specialists, UAS pilots, and other technical professionals.

Expense Reimbursement/Other:

1. Computer, facsimile, and telephone are included in the billing rates, and there is no additional charge.

2. Reproduction, equipment and other direct expenses are reimbursed at cost plus a 14% administrative handling charge (excluding mileage).

3. Mileage will be billed at the current IRS rate, adjusted annually.

4. Per Diem, depending upon location, may be charged where overnight stays are required.

5. Expert Witness Testimony, including Depositions, is billed at time and a half.

6. Non-standard invoicing will be billed at the hourly rates for support personnel.

7. ECORP will review our hourly rates annually and may choose to escalate our rate sheet depending on changes to the cost -of- living index and other factors.

1 Rates effective January 2023 and are subject to change. Depending on the project requirements, titles may vary from this general list.

COUNCIL COMMUNICATION
CC #:
2549
File #:
0800-06
Title:

Placer Parkway Phase 1 - Funding Agreement
Contact:

Marc Stout 916-774-5482 [email protected]
Mark Johnson 916-774-5481 [email protected]

Meeting Date: 2/15/2023
Item #: 7.11.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute the updated South Placer Regional Transportation Authority (SPRTA) Tier 2 Funding Commitment Agreement enabling Placer County to advance fund and construct the first phase of Placer Parkway from State Route 65 to Foothills Boulevard.

BACKGROUND
Placer Parkway is a new regional limited-access expressway approved by SPRTA in 2009 to relieve congestion in South Placer County. The Parkway is ultimately planned to connect Hwy-65 to Hwy-99 through Placer and Sutter counties to relieve congestion on Hwy-65, I-80, and the I- 80/Hwy-65 interchange and is a necessary roadway improvement to avoid having to widen Interstate 80 and Highway 65 beyond existing in-place right-of-way which is constrained by residential and commercial developments constructed to the right-of-way boundaries.

Environmental analyses completed for the general plans and specific plans of each of the South Placer communities include mitigation measures to relieve traffic congestion, including construction of Placer Parkway, over the next 25 to 40 years. Without the Parkway, existing developed properties would need to be acquired, and potentially condemned, in order to expand Interstate 80 or Highway 65 to meet mitigation requirements.

This would come at a much higher
cost and risk of significant disruption to Roseville residents and businesses and neighboring communities.

SPRTA adopted an alignment for Placer Parkway in 2009 following an extensive planning effort, environmental review, and public outreach meetings.

The Parkway is designed to be built in
phases as adjacent development areas build out.

It is anticipated that each development area will
likely build more than its “fair share” of the roadway and would be entitled to reimbursement through the SPRTA Tier 2 fee program which was specifically established to fund Placer Parkway.

The proposed reimbursement agreement would allow the County and the United Auburn Indian Community (UAIC) to jointly fund construction of the $81,900,000 (previously $58,000,000) Phase 1 roadway project. If approved, the UAIC will contribute up to $9,000,000 in non-reimbursable funds and up to $27,745,250 (previously $15,000,000) in reimbursable funds toward the cost of the Phase 1 improvements.

The agreement also calls for the UAIC to pay the
remaining balance of $8,409,500 in fair share contributions to County roadway improvements.

Placer County will advance the $8,409,500 fair share contribution received from the UAIC plus the remaining balance of $36,745,250 (previously $24,000,000) as reimbursable funding.

The
project will be managed by Placer County. The UAIC and the County will receive repayment for their reimbursable contributions over time through fees collected via the SPRTA Tier 2 fee program, and the advanced funding will be repaid with interest based on the “20-City average” and the “San Francisco” construction cost index (CCI) as reported by the Engineering News-Record (ENR) publication. A similar request for authorization to execute a Tier 2 Funding Commitment Agreement was approved by City Council on October 21, 2020, but due to project delays, the previous agreement was not executed by the SPRTA member agencies. The agreement language has been updated to reflect current cost estimates.

The Placer Parkway Phase 1 improvements include completion of the Whitney Ranch Interchange, an overcrossing over the Union Pacific Railroad and Industrial Avenue, and roadway construction to Foothills Boulevard. Construction is anticipated to begin within 18 months.

FISCAL IMPACT
There is no fiscal impact to the City’s General Fund by the proposed action. Placer Parkway is funded through the SPRTA Tier 2 developer impact fee program. Funds normally collected through the fee program would be used to repay Placer County and the UAIC over time with interest equivalent to the annual CCI inflationary adjustment typically adopted by the SPRTA Board on an annual basis and applied to the SPRTA Tier 2 fee.

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA Guidelines §15060(c)(3) and §15378. The proposed agreement meets the above criteria and is not subject to CEQA. No additional environmental review is necessary.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal A - Remain fiscally responsible in a changing world

Respectfully Submitted,
Mark Johnson, Senior Engineer
Mike Isom, Development Services Director

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 23-069
Tier 2 Funding Commitment Agreement
RESOLUTION NO. 23-069

AUTHORIZING THE CITY MANAGER TO EXECUTE THE PROPOSED SOUTH PLACER REGIONAL TRANPORTATION AUTHORITY (SPRTA) UPDATED “TIER 2 FUNDING COMMITMENT AGREEMENT” TO ALLOW ADVANCE FUNDING FROM PLACER

COUNTY AND THE UNITED AUBURN INDIAN COMMUNITY FOR CONSTRUCTION OF PLACER PARKWAY PHASE 1 IMPROVEMENTS, WITH PORTIONS OF THE

ADVANCED FUNDING TO BE REIMBURSED FROM ONGOING COLLECTION OF THE

SPRTA TIER II DEVELOPER IMPACT FEE

WHEREAS, Placer County and the United Auburn Indian Communities (UAIC) have entered or will enter into a Funding and Reimbursement Agreement (FARA) to work cooperatively to design, finance, and construct Phase 1 of the Placer Parkway Project (Project); and

WHEREAS, in the FARA UAIC has committed to advance to Placer County up to Nine Million Dollars ($9,000,000) on a non-reimbursable basis for use on the Project; and

WHEREAS, in the FARA, UAIC has agreed to advance to Placer County up to Twenty Seven Million Seven Hundred Forty Five Thousand Two Hundred and Fifty Dollars ($27,745,250) for use on the Project, reimbursable to the UAIC; and

WHEREAS, in the FARA, UAIC has agreed to remit to Placer County Eight Million Four Hundred Nine Thousand Five Hundred Dollars ($8,409,500) for payment of UAIC’s obligation of fair share contributions for Athens Avenue/UPRR/Industrial Avenue grade separation improvements and such remittance shall fully satisfy the required obligation, and Placer County has agreed to advance this funding for use on the Project, reimbursable to Placer County; and

WHEREAS, in the FARA, Placer County has agreed to advance an additional Thirty Six Million Seven Hundred Forty Five Thousand Two Hundred and Fifty Dollars ($36,745,250) for use on the Project, reimbursable to Placer County; and

WHEREAS, Placer County and UAIC will be reimbursed with interest equal to the Engineer News-Record (ENR) annual construction cost indices (CCI) for the “20-city” average and “San Francisco” from the SPRTA Tier 2 Fee Program as permit fees are collected from development within the SPRTA Tier 2 Fee Area on an ongoing basis; and

WHEREAS, the Council of the City of Roseville passed and adopted a similar resolution #20-421 on October 21, 2020 authorizing the City Manager to execute a Tier 2 Funding Commitment Agreement on behalf of the City of Roseville; and

WHEREAS, the previous Tier 2 Funding Commitment Agreement was not executed by SPRTA and estimated project costs and reimbursements established in that previous agreement have now been updated to reflect Eighty One Million Nine Hundred Thousand Dollars ($81,900,000) (previously Fifty Eight Million Dollars $58,000,000) in total funding, to include up to Twenty Seven Million Seven Hundred Forty Five Thousand Two Hundred and Fifty Dollars
($27,745,250) (previously Fifteen Million Dollars ($15,000,000)) in reimbursable advance funding from the UAIC, and up to Thirty Six Million Seven Hundred Forty Five Thousand Two Hundred and Fifty Dollars ($36,745,250) (previously Twenty Four Million Dollars ($24,000,000)) in reimbursable advance funding from Placer County; and

WHEREAS, the updated Tier 2 Funding Commitment Agreement requires authorized signatures from each of the SPRTA member agencies and SPRTA Board approval to be binding, those member agencies which include the City of Lincoln, the City of Rocklin, the City of Roseville, and Placer County;

NOW, THEREFORE, BE IT RESOLVED that the Council of the City of Roseville authorizes the City Manager to execute the updated Tier 2 Funding Commitment Agreement on behalf of the City of Roseville and is authorized to execute, submit, file, sign, communicate, and otherwise do whatever else is necessary to effectuate this agreement and actions reasonably contemplated herein.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 20 , by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR

ATTEST:

City Clerk
1 TIER 2 FUNDING COMMITMENT AGREEMENT
THIS TIER 2 FUNDING COMMITMENT AGREEME NT (“Agreement”) is made as of the day of , 20__ , by and among and the County of Placer, a political subdivision of the State of California, (“County”), the City of Lincoln, a municipal corporation (“Lincoln”), the City of Rocklin, a municipal corporation (“Rocklin”), and the City of Roseville, a municipal corporation (“Roseville”).

RECITALS
WHEREAS, the County and the United Aubur n Indian Community (“Tribe”) have entered into a Funding and Reimbursement Agreement (“FARA”) to work cooperatively to design, finance, and construct the initial phase of the regional transportation project known as Placer Parkway, as such initial phase is depicted on Exhibit A attached hereto. (the “Placer Parkway Phase 1 Improvement Project”, or “Phase 1 Project”).

WHEREAS, the Phase 1 Project consists of transportation facilities extending generally from California State Route 65 west to Foothills Boulevard North in unincorporated Placer County.

WHEREAS, the FARA establishes a funding mechanism, based on a combination of reimbursable and non-
reimbursable County and Tribe contributions, to facilitate construction of the Phase 1 Project, with reimbursement where applicable provided by future traffic impact fees paid pursuant to the South Placer Regional Transportation Authority’s Tier 2 Traffic Fee program. (“Tier 2 Fees.”) WHEREAS, on September 1, 2015, the Placer County Board of Supervisors adopted Resolution 2015-189 approving an Initial Study/Mitigated Negative Declaration (SCH 2015052032), with required findings and mitigations and adopting a mitigation monitoring plan, for the Phase I Project.

WHEREAS, on March 21, 2017, the Placer County Board of Supervisors adopted Resolution 2017-065 approving the design contract for the Phase 1 Project. 2 WHEREAS, the FARA includes a commitment by the Tribe to advance to the County a total of up to Nine Million Dollars ($9,000,000) on a non-reimbursable basis, for use on the Phase 1 Project as more fully described in the FARA.

WHEREAS, in the FARA, the Tribe agreed to advance to the County a total of up to Twenty Seven Million Seven Hundred Forty Five Thousand Two Hundred and Fifty Dollars ($27,745,250) on a reimbursable basis, for use on the Phase 1 Project as more fully described therein.

WHEREAS, the County has to date agreed to fund the design contract for the Phase 1 Project in the amount of Six Million Dollars ($6,000,000) (the “Design Costs”).

WHEREAS, a Memorandum of Understanding between the County and the Tribe calls for the Tribe to pay its fair share of a potential grade separation or equivalent project at Athens Avenue and the Union Pacific railroad tracks, as more fully described the in the FARA, and the County and Tribe have agreed that Tribe’s Remaining Grade Separation Project Fair Share Contribution is Eight Million Four Hundred Nine Thousand Five Hundred dollars ($8,409,500).

WHEREAS, the County estimates the cost of the Phase 1 Project in 2022 dollars is Eighty One Million Nine Hundred Thousand Dollars ($81,900,000) with funding shown on attached Exhibit D.

WHEREAS, in the FARA, the County agreed to advance a total of Thirty Six Million Seven Hundred Forty Five Thousand Two Hundred and Fifty Dollars ($36,745,250) on a reimbursable basis, for use on the Phase 1 Project, which consists of the Design Costs identified above and Thirty Million Seven Hundred Forty Five Thousand Two Hundred and Fifty Dollars ($30,745,250) in additional funds, as more fully described in the FARA.

WHEREAS, Lincoln, Rocklin, and Roseville are referred to herein as the “City Parties.” WHEREAS, Section 7 of the Tier II Development Fee Memorandum of Agreement between the County and the City Parties provides a mechanism for reimbursement to a party or developer that constructs subject improvements as identified in that agreement.

WHEREAS, in order to provide an ongoing revenue source for the reimbursable amounts identified in the FARA, the County has requested the City Parties commit, as a first priority and with interest equal to the Tier 2 CCI identified herein, future Tier 2 revenues collected within the City Parties’ respective jurisdictions to repay the County

3 and Tribe for the moneys the County and Tribe advanced pursuant to the FARA for construction of the Phase 1 Project.

WHEREAS, recognizing the need for the Phase 1 Project and the opportunity to advance construction of the Phase 1 Project that is provided by the FARA, the City Parties have each agreed to commit Tier 2 revenues as identified herein.

WHEREAS the County and City Parties each desire to address the potential future application of Tier 2 Fees to Tribe-owned lands located in the County’s Sunset Area Plan area.

WHEREAS, the parties agree that there is funding cont
ained in the SPRTA budgeting
process designated for planning of future phases of Placer Parkway and that this Agreement is not intended to restrict or otherwise affect the use of such planning funds.

WHERAS, a copy of the FARA is attached as Exhibit B to this Agreement.

WHEREAS, the Parties wish to enter into an agreement to memorialize their understanding on the matters identified above.

AGREEMENT
NOW THEREFORE, the Parties hereto agree as follows:

1. Definitions. Words and phrases used in this Agreement shall have the following meanings:

Connector Roadway means the proposed roadway connection between the Phase 1 Project and the Athens Ave. as more fully depicted on attached Exhibit C.

Effective Date means the date that this Agreement is executed by all parties.

MOU means the Amended and Restated Memorandum of Understanding between the County and Tribe dated July 10, 2018, as such memorandum may be amended and/or restated from time to time.
4 SPRTA means the South Placer Regional Transportation Authority.

Tier 2 CCI means the annual construction cost index adjustment more fully described in amended Section 3 of the Tier 2 Agreement, whether or not formally adopted by SPRTA in any given year.

Tier 2 Agreement means that certain “Tier II Development Fee Memorandum of Agreement” entered into by the County and the City Parties on May 27, 2009, and amended in 2013 and 2017, as such agreement may be amended from time to time.

2. Purpose and Intent of Agreement. The purpose and intent of this Agreement is to provide for the memorialization of the understanding between the Parties regarding each party’s obligation to contribute future Tier 2 revenues to reimburse the County and Tribe for Phase 1 Project and related costs incurred by the County and Tribe, accounting therefore, and acknowledgement of reimbursement rights relating to such revenues.

3. Term and Termination. This Agreement shall be effective as of the date first above written and shall remain in effect for thirty (30) years, or until such time as the Parties agree to extend, terminate and/or supersede this Agreement.

4. City Parties’ Obligations Regarding Tier 2 Fees. The City Parties, and each of them, agree, for the term of this Agreement, to:
a. Continue to collect Tier 2 Fees as provided for in the Tier 2 Agreement, including the Tier 2
CCI.
b. Forward to SPRTA all Tier 2 Fees collected, including the Tier 2 CCI.
c. Consent to SPRTA distributing Tier 2 Fees, i ncluding the Tier 2 CCI, to the County for the purposes of reimbursing the County and Tribe for costs of the Phase 1 Project as provided for in the FARA. The City Parties each agree that collection and distribution of the Tier 2 CCI to the 5 County as provided for herein will provide County a source of funds to pay to the County and Tribe, as the case may be, interest on reimbursable amounts based on the Construction Cost Index as identified in the Tier 2 Agreement. By executing its consent hereto, SPRTA agrees to Tier 2 Fees to the County until the entire Reimbursement Maximum, including Tier 2 CCI amounts, is reimbursed.
d. Take such measures as necessary to ensure that Tier 2 Fees and the Tier 2 CCI will continue to be collected and distributed as provided for herein, whether such fees are renamed and/or modified or replaced by a functionally equivalent fee, including, without limitation, one or more regional fees involving one or more public entities.
e. Nothing in this Agreement shall be construed to create an obligation of, or be attri
butable to, the City Parties’ general or special funds
or any other funds in the possession or control of the City Parties or their accounts now or in the future.

5. Connector Roadway. The City Parties each agree and
acknowledge as follows:
a. In the FARA, the County agreed to review and process in accordanc
e with established County practices any applications for encroachment, grading and/or other permits that the Tribe may determine advisable or necessary to build and connect the Tribe’s proposed Connector Roadway, either as such Connector Roadway is described in attached Exhibit C (including right turn in/right turn out components) or as may otherwise be requested by the Tribe, to the Phase 1 Project and to Athens Ave., with the Tribe responsible for all costs of environmental compliance, permitting and building the Connector Roadway, including such traffic control devices as may be reasonably required by the County.

Any material changes to the proposed Connector Roadway from that shown on attached Exhibit C shall be presented to SPRTA for its review and concurrence.
b. That the Connector Roadway, if constructed, shall be property of the Tribe and shall not be part of the County’s maintained mileage system 6 of roadways.
c. That the intent of the cooperating agencies is for the Placer Parkway to be a limited access expressway, and that, although intersections may start as at-grade signalized intersections, the goal is that grade-separated interchanges would eventually be constructed.

6. Tribe Non-Reimbursable Contribution.
a. The City Parties agree and acknowledge that the Tribe agreed in the FARA t
o remit to the County a total of up to Nine Million
Dollars ($9,000,000) as a non-reimbursable contribution for use on the Phase 1 Project (collectively, the “Tribe Non-Reimbursable Contribution”).
b. The County agrees to deposit the Tribe Non-Reimbursable Contribution for sole and exclusive use on the Phase 1 Project.

7. Tribe Reimbursable Contribution
a. The City Parties agree and acknowledge that the Tribe agreed in the FARA to remit to the County a total of up to Twenty Seven Million Seven Hundred Forty Five Thous
and Two Hundred and Fifty Dollars
($27,745,250) as a reimbursable contribution for use on the Phase 1 Project (collectively, the “Tribe Reimbursable Contribution”). b. The County agrees to deposit the Tribe Reimbursable
Contribution for sole and exc
lusive use on the Phase 1 Project.
c. The City Parties agree and acknowledge that Tier 2 Fees and Tier 2 CCI collected and forwarded to SPRTA will subsequently be forwarded to the County for reimbursement to the Tribe of reimbursable Tribe contributions, with interest at the Tier 2 CCI amount, pursuant to the FARA.

8. Remaining Phase 1 Project Costs
a. The parties agree and acknow ledge that the County agreed in the FARA to be responsible for all other Phase 1 Project Costs above
7 and beyond the Remaining Grade Separation Project Fair Share Contribution, the Tribe Non-Reimbursable Contribution and the Tribe Reimbursable Contribution (such County obligations, including Design Costs, are collectively the “County Contributions”.)
b. The City Parties agree and acknowledge that Tier 2 Fees and Tier 2 CCI collected and forwarded to SPRTA will subsequently be forwarded to the County for reimbursement of the County Contributions and the Remaining Grade Separation Project Fair Share Contribution, with interest at the Tier 2 CCI amount.

9. County Obligation to Construct Phase 1 Project. The Parties agree that the County shall have the obligation to reasonably prosecute construction and completion of the Phase 1 Project to the extent permitted by law. County agrees to notify the City Parties in writing at least twice per year regarding construction progress.

10. Reimbursement Maximum. The parties agree that the maximum reimbursement amount subject to this Agreement shall be, adjusting for the Tier 2 CCI, the total of the Tribe Reimbursable Contribution, the County Contributions, the Remaining Grade Separation Project Fair Share Contribution, and any deficiency amounts paid by the County to the Tribe pursuant to Section 9(d) of FARA.

11. Tribe-Owned Lands Located in County’s Sunset Area Plan Area. The parties agree and acknowledge that that the Tribe owns land within the County’s Sunset Area Plan Area as such area is identified in the “Sunset Area Plan Public Review Draft” dated December 2018 and, further, that Tier 2 Fees are not currently collected in the Sunset Area Plan Area. The parties agree that should Tier 2 Fees, or equivalent, be collected in the future in the Sunset Area Plan Area, the Tribe shall be eligible for a credit on Tier 2 Fees in the amount of up to Nine Million Dollars ($9,000,000) in recognition of the Tribe Non-Reimbursable Contribution.

12. General Provisions. Except to the extent specifically addressed herein, this Agreement shall be governed by the provisions of the Tier 2 Agreement. Each party shall also comply with all other agreements, if any, 8 made by the Parties in furtherance of the Phase 1 Project.

13. Rocklin Obligations. Notwithstanding any contrary terms herein, any and all obligations of the City of Rocklin to date pertaining to Tier 2 Fees for the Placer Parkway were satisfied by the City’s prior SR65/Whitney Ranch Parkway interchange improvements. This Tier 2 Funding Commitment Agreement does not require the City of Rocklin to administer or collect Tier 2 Fees for the Placer Parkway. The City will continue to be subject to the terms of the Tier 2 Agreement regarding the imposition of Tier 2 Fees on new development located within any areas annexed into the City’s jurisdiction after the effective date of this Agreement, and on any new development over and above the total densities or intensities approved in the Northwest Rocklin Annexation Area General Development Plan after the effective date of this Agreement. . The parties agree that this Agreement shall apply to any such new development(s).

14. 2020-2021 SPRTA Travel Demand Model/Tier 1& Tier 2 Fee Update. The parties agree and acknowledge that the Placer County Transportation Planning Agency (PCTPA) and its member agencies, including the County and the City Parties, will hire a qualified consultant team to provide traffic modeling services to update the SPRTA Regional Transportation and Air Quality Mitigation Fee program. The services will specifically include 1) Updating the existing SPRTA travel demand forecasting model, with the goal that projects that are evaluated with the model are SB 743 compliant, and 2) Updating the Tier I and Tier II SPRTA Regional Impact Fee Programs, including the purpose of facilitating the establishment of a reasonable nexus between impacts and the fees included in the fee program.

15. Notices. Any notices to Parties required by this Agreement shall be delivered or mailed, U.S. first class, postage prepaid, addressed as follows:

If to County:

County of Placer With a copy to:

Director of Public Works Placer County Counsel
3091 County Center Drive 175 Fulweiler Avenue
Auburn, CA 95603 Auburn, CA 95603
9 If to Lincoln: With a copy to:

If to Rocklin: With a copy to:
_
If to Roseville: With a copy to:

If to SPRTA: With a copy to:

Notices under this Agreement shall be deemed given and receiv ed at the earlier of actual receipt, or the second business day following deposit in the United States mail, as required above. Any party may amend its address for notice by notifying the other Parties. The parties agree that this agreement notice page and signature pages may be completed in counterparts.
10 IN WITNESS WHEREOF, the Parties have each caused their duly authorized officers to exec
ute this Agreement effective as of the date first
written above.

COUNTY OF PLACER
By:

Print Name:

Its:

Date:

APPROVED AS TO FORM:

By:

County Counsel

CITY OF LINCOLN
By:

Print Name:

Its:

Date:

APPROVED AS TO FORM:

By:

City Attorney
[Signatur
es continued on following pages]
11 CITY OF ROCKLIN
By:

Print Name:

Its:

Date:

APPROVED AS TO FORM:

BY:

City Attorney

CITY OF ROSEVILLE
By:

Print Name:

Its:

Date:

APPROVED AS TO FORM:

By:

City Attorney
[Signatures continued on following page]
12 CONSENT OF SPRTA
The South Placer Regional Transportation Authority hereby consents to the provisions of this Agreement and agrees to be bound hereby. SPRTA agrees to pay to C
ounty accrued revenues, including Tier 2 CCI amounts, as provided for herein no less than semi-annually. SPRTA further agrees and acknowledges that Tier 2 CCI amounts are being forwarded to the County for payment of interest to the County and Tribe on reimbursable amounts in a percentage equivalent to the Tier 2 CCI amount.

By:

Print Name:

Its:

Date:

APPROVED AS TO FORM:

By:

SPRTA Counsel
Exhibit List:

Exhibit A - Placer Par
kway Phase 1 Improvement Project Description
Exhibit B - Funding and Reimbursement Agreement
Exhibit C - Connector Road Project Description
Exhibit D - Placer Parkway Phase 1 Improvement Project Funding Summary
13 EXHIBIT A
Placer Parkway Phase 1 Improvement Project Description
The Placer Parkway Phase 1 Improvements Project (Phase 1 Project) is the initial necessary phase of the planne
d Placer Parkway corridor, which will ultimately be a 15- mile, high-speed transportation facility that will connect State Route (SR) 65 in western Placer County to SR 70/99 in south Sutter County. The Placer Parkway is an opportunity to implement infrastructure improvements that will benefit a wide range of individuals, businesses and communities in rural and suburban western Placer County and eastern Sutter County. The Parkway will link rural areas and provide a connection to and from existing and planned development near some of the region's fastest growing communities and job centers. The Placer Parkway project was planned to respond to increased travel demand and congestion related to anticipated population and jobs growth as well as to improve goods movement. It was also planned to address the lack of alternative routes between SR 99/70 and SR 65, two busy regional highways. The Parkway provides additional east-west access parallel facility to I-80 that will reduce congestion, allowing for better movement of goods on the interstate freight corridor. The Parkway will improve access from rural and suburban areas to the I-80 and I-5 corridors, high tech industry in the SR 65 corridor, job centers in downtown Sacramento, and airports in Lincoln and Sacramento. It will also provide access to the planned commercial, industrial, entertainment, education and residential development in the Sunset Area, which encompasses 8,497 acres located in unincorporated south Placer County.

Phase 1 of the Parkway is proposed to be built as a four-lane roadway from S R
65 to Foothills Boulevard North. The Phase 1 Project begins at SR 65 in Placer County at the existing SR 65/Whitney Ranch Parkway between Sunset Boulevard and Twelve Bridges Drive and terminates 1.5 miles to the southwest at Foothills Boulevard North. Phase I establishes full freeway access at SR 65 with the completion of the interchange and construction of a new roadway connection west to Foothills Boulevard North. It will provide alternative connections to Foothills Boulevard North to relieve congestion along SR 65 at Sunset Boulevard and Twelve Bridges Drive and along Industrial Avenue and Sunset Boulevard.

Phase 1 also includes an overhead grade separation at the Union Pacific Railroad (UPRR) tracks parallel to Industrial Avenue. This provides vehicles a safe crossing of the railroad tracks and will reduce the number of vehicles using the 14 existing UPRR at-grade crossing at Athens Avenue and Industrial Avenue. This will also have benefits for UPRR operations.
15 EXHIBIT B
Funding and Reimbursement Agreement

EXHIBIT C
Connector Road Project Description

39 1003415.5

53 EXHIBIT D
Placer Parkway Phase 1 Improvement Project Funding Summary

Estimated Project Cost: $81,900,000
UAIC Non-Reimbursable $9,000,000
UAIC Reimbursable $27,745,250
UAIC Athens Grade Separation $8,409,500
Reimbursable to County
County Reimbursable $36,745,250

COUNCIL COMMUNICATION
CC #:
2546
File #:
1001-02 & 0400-04-09-1
Title:

West Roseville Specific Plan Parcel F-31 – Lot 7 and Lot 8 - Summary Vacation Contact:

Kinarik Shallow 916-746-1309 [email protected]

Meeting Date: 2/15/2023
Item #: 7.12.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution to summarily vacate a 10-foot wide portion of the existing 35-foot-wide Public Utility Easement and Pedestrian Easement on Lot 7 and Lot 8 of West Roseville Specific Plan Parcel F-31.

BACKGROUND
The project site is located at 1950 Blue Oaks Boulevard, on Parcel F-31 in the West Roseville Specific Plan.

The site is located at the northeast intersection of Fiddyment Road and Blue Oaks Boulevard (see Attachment 1 – Vicinity Map).

The site consists of the Plaza at Blue Oaks, which
is a retail center anchored by Raley’s.

The project site has a Community Commercial (CC) zoning designation and a Community Commercial (CC) land use designation.

Surrounding uses include
an undeveloped High Density Residential (HDR) parcel to the north across Harvey Way, Fiddyment Ranch Apartments to the east across Oak Meadow Drive, single-family residences to the south across Blue Oaks Boulevard, and a medical office building to the east across Fiddyment Road.

The Plaza at Blue Oaks project was approved by City Council in August 2020 (file #PL17-0368).

The project entitlements included a Design Review Permit (DRP) to allow the construction of the approximately 82,100-square-foot shopping center, a Tentative Subdivision Map to subdivide the

13.35-acre parcel into eight (8) lots, and a Tree Permit to remove several native oak trees on the westerly portion of the site.

The subject parcels (Lot 7 and Lot 8) are a result of the approved subdivision map that was ultimately recorded in 2021.

As part of the original DRP for the Plaza at Blue Oaks Center, a 6,600-square-foot building (“Pad 4”) was approved on Lot 8. On August 8, 2022, the Planning Division approved a Design Review Permit Modification to increase the size of the Pad 4 building to approximately 7,400 square feet in order to accommodate AutoZone, a retail automotive parts store. The increased building size resulted in a 10-foot encroachment into the 35-foot-wide Public Utility Easement (PUE) and Pedestrian Easement (PE) along the western boundary of Lot 8 along Fiddyment Road. The proposed design of the project was found to provide ample space for utilities as well as sidewalks and pathways for pedestrians despite the reduced easement widths.

The current request includes the abandonment of those 10-foot-wide portions of the easements along the western boundary due to conflicts with the proposed building on Pad 4 (see Exhibit A - Easement Abandonment).

Streets and Highways Code Section 8300 et. seq. states that an easement may be terminated (vacated) by adopting a resolution of vacation. There are two pathways for vacation:
summary or
general. An abandonment request for a public utility or pedestrian easement is eligible for the simpler summary vacation when any one of the three potential conditions applies:

1 .

The easement has not been used for the purpose for which it was dedicated or acquired for five consecutive years immediately preceding the proposed abandonment. 2 .

The easement has been in place for less than five years (making it ineligible for condition 1 above), but has been in place for at least a year and has not been used for the purpose for which it was dedicated or acquired.
3 .

The need for the easement has been superseded by relocation, and there are no other public facilities in the easement.

The PUE and PE were originally recorded with the large lot parcel map for Parcel F-31 in 2007, but there are no utilities currently within the easement, nor have there been utilities within the easement for the past five years.

Pedestrian facilities have been constructed and will not be affected by the abandonment.

The proposed easement vacation was routed to all utilities and departments which could be affected by the project, and no objections were received.

For these
reasons, staff concludes that condition 1 (as described above) for a summary vacation applies, and recommends approval of the vacation request.

FISCAL IMPACT
There will be no fiscal impact to the City.

ENVIRONMENTAL REVIEW
An Initial Study leading to a Mitigated Negative Declaration was prepared for the Plaza at Blue Oaks project, which was adopted by the City Council on August 5, 2020.

The summary vacation
is consistent with the prior project, and is exempt from the provisions of CEQA pursuant to Section 15305 for Minor Alterations in Land Use Limitations.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal F - Invest in well-planned infrastructure and growth

Respectfully Submitted,
Kinarik Shallow, Associate Planner
Mike Isom, Development Services Director

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Attachment 1 - Vicinity Map
Resolution 23-066
Exhibit A & B - Easement Abandonment
Vicinity Map
Maxar, Microsoft, City of Roseville, Nearmap
Roseville Parcel
Roseville Street Label
1/23/2023, 3:26:04 PM
0 0.04 0.080.02 mi
0 0.07 0.130.03 km
1:2,257
City of Roseville - Development Services
City of Roseville | Development Services
CC ATTACHMENT 1
RESOLUTION NO. 23-066

ORDERING SUMMARY VACATION OF A PORTION OF A PUBLIC UTILITY EASEMENT AND PEDESTRIAN EASEMENT AT 1950 BLUE OAKS BOULEVARD

BE IT RESOLVED by the City Council of the City of Roseville as follows:

WHEREAS, in accordance with the provisions of section 8333, et seq., of the Streets and Highways Code (Chapter 4, Summary Vacation), it is hereby found that a portion of a public utility easement and pedestrian easement at 1950 Blue Oaks Boulevard, described in Exhibit A and depicted in Exhibit B, attached hereto and incorporated herein by reference, is no longer needed, and there are no other public facilities in the easements; and

WHEREAS, the easements have not been used for the purpose for which they were dedicated or acquired for five consecutive years immediately preceding the proposed vacation; and

IT IS HEREBY ORDERED:

1. That the portion of the public utility easement and pedestrian easement at 1950 Blue Oaks Boulevard described in Exhibit “A” and depicted in Exhibit “B” is hereby vacated pursuant to Streets and Highways Code Section 8335, and shall, as of the date of adoption of this resolution, no longer constitute a public utility easement and pedestrian easement; and

2. The City Manager is hereby authorized to execute any other documents required to effectuate the conveyance of the abandoned/vacated easements to the respective property owners; and

3. The City Clerk is hereby directed to cause a certified copy of this Resolution and Order, attested to by said Clerk under the seal of the City of Roseville, to be recorded in the Office of the County Recorder, and take any other actions necessary to effectuate the intent of this Resolution and Order.

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk

DESCRIPTION OF

PUBLIC UTILITY AND PEDESTRIAN

EASEMENT ABANDONMENT
That certain real property situated in the State of California, County of Placer, City of Roseville, located in Section 19, Township 11 North, Range 6 East, M.D.M., being more particularly described as follows:

All that portion of that certain Public Utility and Pedestrian Easement described in the Grant of Easement to the City of Roseville, recorded on March 28, 2007 as Document Number 2007-0031325, Official Records of Placer County located within Parcels 7 and 8, as said parcels are shown on the Parcel Map of "The Plaza at Blue Oaks", filed on March 1, 2021 in Book 36 of Parcel Maps, at Page 49, Placer County Records, described as follows:

Beginning at the most southerly corner of said easement located in said Parcels 7 and 8; thence from said POINT OF BEGINNING, along the westerly line of said easement, the following two (2) courses: (1) North 01 °35'4311 West, 224.03 feet; and (2) North 00°26'5811 West, 119.20 feet to a point located twelve and one-half (12.50) feet southerly of the South line of Harvey Way, as shown on said Parcel Map; thence, parallel with said South line, the following two (2) courses: (1) along a non-tangent curve to the right, having a radius of 18.50 feet, through a central angle of 19°22'2611 , with an arc length of

6.26 feet, said arc being subtended by a chord bearing North 80°18'4611 East, 6.23 feet; and (2) North 89°59'5911 East, 3.86 feet to the easterly line of said easement; thence, along said easterly line, the following three (3) courses: (1) South 00°26'5811 East, 120.07 feet; (2) South 01 °35'4311 East, 103.93 feet; and (3) South 03°10'0611 West, 120.42 feet to the POINT OF BEGINNING; containing 2,839 square feet, more or less.

End of description

EXHIBIT A
Cl
I-
Cl Cl
H
LL
R=1 s.so· tF19·22•25" L=6.26' sso·1 s· 46"W 6.23'
Ns9·59•59"E 3.86' HARVEY WAY
/ -Hh-- 10· P.U.E. & P.E. PER DOC-2007-0031325, OR TOREMAIN-� ,- (
- 7_ _J ______
I
I
I
I
1------lc:yf----P.U.E. & P.E. PER BOOK AA OF MAPS, AT PAGE 10 I
I
I
I
\
I
I
I_
I
I
I
I
PARCEL 8
"THE PLAZA AT BLUE OAKS"
36 P.M. 49

PUBLIC UTILITY AND PEDESTRIAN EASEMENT PER
.,_..;::,� DoC-2007-0031325, O.R. TO BE ABANDONED
9 0
2,839± SQUARE FEET
PARCEL 7
"THE PLAZA AT BLUE OAKS"
36 P.M. 49

POINT OF BEGINNING
LEGEND:

PEDESTRIAN EAS EMENT .......... P.E.

PU BLIC UTILITY EASEMENT ........ P.U.E.

P.U.E. & P.E. BEING ABANDONED .... �
EXHIBIT "B"
'
I
, - _J
I
L 7
s
0 25' 50'
, .. = 50'
SCALE:

PLAT TO ACCOMPANY DESCRIPTION

EASEMENT ABANDONMENT
PORTION OF PARCELS 7 AND 8, 36 P.M. 49

CITY OF ROSEVILLE, CA
j�i� 785 Orchard Drive, Suite #110
1,,_50,
•
Folsom, CA 95630 -
Phone: (916) 608-0707
DATE·
06/06/2022
Fax: (916) 608-0701
1------11
expect more. PAGETSD ENGINEERING, INC.
1 OF 1

COUNCIL COMMUNICATION
CC #:
2534
File #:
0800-06
Title:

On-Call Building Plan Review and Inspection Services - Professional Services Agreement
Contact:

Stacie Marchetti 916-774-5278 [email protected]

Meeting Date: 2/15/2023
Item #: 7.13.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt a resolution to approve a professional services agreement for on-call building plan review and inspection services with BPR Consulting, and authorize the City Manager to execute it on behalf of the City of Roseville.

BACKGROUND
The Development Services Department is required to perform plan review and inspection of all residential and commercial building construction within the City. During periods of significant development activity, the Department outsources much of its building plan review to qualified consulting firms in order to maintain targeted turnaround times. The Department also relies on contract inspectors from time to time when experiencing prolonged vacancies or responding to peak demand. In addition to assisting with peak workloads, these firms also provide specialty plan check and inspection services sometimes required for more complex development projects, or where specialized licenses are required. The use of consultants strengthens the Department's ability to handle large peak workloads while maintaining a high level of customer service to its customers.

Consistent with the City’s contracting requirements, staff issued a Request for Proposals (RFP) for building plan review and inspection services on October 28, 2022 to augment the services provided by existing contracted consultants. Six firms submitted proposals in response to the RFP. BPR Consulting ranked highest in terms of experience and qualifications of firm and proposed staff, understanding of the services requested and proposed costs. Consistent with best practices, Development Services will now have a total of five firms engaged to eliminate any possible conflicts of interest that may arise as a result of one or more firms' existing or future contracts with other private entities. For consistency and to ensure the City's customer service expectations are met, staff will meet with the consultant firms on a quarterly basis throughout the duration of the contracts.

The term of the contract would commence on February 16, 2023 and expire on June 30, 2023.

The contract authorizes the City Manager to extend the agreement in one-year increments for up to an additional three years, through June 2026.

FISCAL IMPACT
The contract shall not exceed $350,000 in any one fiscal year, unless approved by the City Council via contract amendment. The Building Division accounts for these professional services as part of the annual budget process. Budget adjustments are proposed as-needed to reflect any increase or decrease in workload and corresponding costs. The full cost of these services is paid by the applicant via administrative and building permit fees paid at the time services are rendered. There is no net General Fund impact associated with this request.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal E - Deliver exceptional city services

Respectfully Submitted,
Stacie Marchetti, Management Analyst
Mike Isom, Development Services Director

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 23-056
Professional Services Agreement - BPR Consulting
RESOLUTION NO. 23-056

APPROVING AN ON-CALL PROFESSIONAL SERVICES AGREEMENT, BY AND

BETWEEN THE CITY OF ROSEVILLE AND BPR CONSULTING GROUP LLC, AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF

THE CITY OF ROSEVILLE

WHEREAS, an on -call pr ofessional services agreement for on -call building plan review and inspection services , by and between the City of Roseville and BPR Consulting Group LLC, has been reviewed by the City Council; and

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 20 , by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR

ATTEST:

City Clerk

COUNCIL COMMUNICATION
CC #:
2533
File #:
0800-04
Title:

Public Outreach for Public Works Projects - On-Call Professional Services Agreement
Contact:

Helen Dyda 916-774-5443 [email protected]

Meeting Date: 2/15/2023
Item #: 7.14.

RECOMMENDATION TO COUNCIL
Staff requests that the City Council adopt a resolution to approve an On-Call Professional Services Agreement with Prosio Communications to provide on-call public outreach for public works projects, and authorize the City Manager to execute it.

Staff also requests authorization to utilize the optional renewal years of the contract without further Council approval, provided that the applicable budget is approved by the City Council each year, or until City staff determines that continuing with the same vendor is not in the City's best interest.

BACKGROUND
Public Affairs & Communications is hiring an on-call consultant to provide supplemental support for Public Works projects requiring more robust public engagement.

FISCAL IMPACT
The initial agreement is for three (3) years, not to exceed $250,000 the first year, with two (2) optional one (1) year renewals, not to exceed $100,000 for each of the renewal years. This umbrella contract is designed to replace the per project contract system for communications outreach for CIP, Alternative Transportation, and other Public Works projects. The resources that would have been normally budgeted for the per project contracts will instead be allocated to this contract. Because of this, there will be no increase to the funds already budgeted or to be budgeted for this communications purpose. Funding for this agreement is included in Public Works capital improvement project budgets in various funds.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal B - Support community engagement and advocacy
Goal F - Invest in well-planned infrastructure and growth

Respectfully Submitted,
Helen Dyda, Public Information Officer
Megan Scheid, Deputy City Manager

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 23-071
On-Call Agreement
RESOLUTION NO. 23-071

APPROVING AN ON-CALL PROFESSIONAL SERVICES AGREEMENT, BY AND

BETWEEN THE CITY OF ROSEVILLE AND PROSIO COMMUNICATIONS, AND

AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON BEHALF OF

THE CITY OF ROSEVILLE

WHEREAS, an on-call professional services agreement to provide public outreach for public works projects, by and between the City of Roseville and Prosio Communications, has been reviewed by the City Council; and

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 20 , by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR

ATTEST:

City Clerk

COUNCIL COMMUNICATION
CC #:
2543
File #:
0721-05 & 0201-01
Title:

Creekview Bike Trail Open Space Parcels C-50 and C-51 - Reimbursement Agreement and Budget Adjustment
Contact:

Suzanne Engelke 916-746-1289 [email protected]

Meeting Date: 2/15/2023
Item #: 7.15.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council:

1) Adopt a resolution authorizing the City Manager to execute a Reimbursement Agreement for the Creekview Benchmark Post and Cable project between the City and Anthem United Creekwood Developments Limited Partnerships; and
2) Adopt an o
rdinance to approve a budget adjustment in the amount of $31,850 to install post and cable fencing in Creekview Open Space parcels C50 and C51.

BACKGROUND
Pursuant to the Creekview Specific Plan and Development Agreement, the developer Anthem United Creekwood Developments Limited Partnerships is responsible for installing a Class I trail Project within Parcels C50 and C51. Although the bike trail is not expected to be constructed for a few more years, post and cable fencing is needed at this time to protect the open space in these parcels. Anthem United Creekwood Developments Limited Partnerships will install post and cable fencing where the trail will go along the open space as required. The developer is requesting reimbursement for this improvement, also pursuant to the Development Agreement.

FISCAL IMPACT
The developer, Anthem United Creekview Developments Limited Partnerships, will pay up-front costs for the fencing of the trail at an estimated cost of $31,850. Reimbursement will be provided through bike trail development fees collected for Creekview Specific Plan. There is no fiscal impact to the General Fund.

ENVIRONMENTAL REVIEW
Development of the multi-use trail was previously evaluated in the Creekview Specific Plan EIR certified on September 19, 2012 and SCH NO - 2008032017, and identified in the associated Creekview Specific Plan. Based on results of an initial study, construction of the bike trail is found to be within the scope of the project covered by the Creekview Specific Plan Final EIR. As discussed in the Specific Plan EIR, the EIR provides environmental analysis of community infrastructure and facilities, including parks, pedestrian bridges, and bike trails, to the extent applicable. Because the project is consistent with the Creekview Specific Plan Final EIR and Specific Plan, no new effects would be expected to occur and all applicable mitigation measures from the Creekview Specific Plan EIR will be implemented during the design and construction of the Creekview Specific Plan multi-use trail. Because the proposed project meets the requirements identified in the State CEQA Guidelines Section 15183, no additional CEQA review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal A - Remain fiscally responsible in a changing world Goal C - Maintain a safe and healthy community
Goal F - Invest in well-planned infrastructure and growth

Respectfully Submitted,
Suzanne Engelke, Assistant Transportation Planner
Jason Shykowski, Public Works Director

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Resolution 23-063
Reimbursement agreement
Ordinance 6616
Budget Adjustment
RESOLUTION NO. 23-063

APPROVING A REIMBURSEMENT AGREEMENT, BY AND BETWEEN THE CITY OF

ROSEVILLE AND ANTHEM UNITED CREEKVIEW DEVELOPMENTS LIMITED

PARTNERSHIP, AND AUTHORIZING THE CITY MANAGER TO EXECUTE IT ON

BEHALF OF THE CITY OF ROSEVILLE

WHEREAS, a City/Developer Reimbursement Agreement for the Creekview – Benchmark Drive Post and Cable project, by and between the City of Roseville and Anthem United Creekview Developments Limited Partnership, has been reviewed by the City Council.

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Roseville that said Reimbursement Agreement is hereby approved and that the City Manager is authorized to execute it on behalf of the City of Roseville; and

PASSED AND ADOPTED by the Council of the City of Roseville this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR

ATTEST:

City Clerk

ORDINANCE NO. 6616

ORDINANCE OF THE COUNCIL OF THE CITY OF ROSEVILLE
AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2022-23

BUDGET AND DECLARING THIS ORDINANCE TO BE IMMEDIATELY

EFFECTIVE AS AN APPROPRIATION MEASURE

THE CITY OF ROSEVILLE ORDAINS:

SECTION 1. The City of Roseville Annual Budget, Fiscal Year 2022-23, is hereby amended as listed on the attached budget adjustment for the Creekview Bike Trail Open Space C-50 and C-51 project.

SECTION 2. This ordinance is hereby declared to be an appropriation measure, immediately effective pursuant to the provisions of Section 5.03 of the Charter.

SECTION 3. The City Clerk is hereby authorized and directed to post a true copy of the foregoing ordinance in each of three (3) conspicuous locations in the City and she shall immediately after such posting enter in the ordinance book, under the record of the ordinance, a certificate under her hand stating the time and place of such publication by posting.

PASSED AND ADOPTED by the Council of the City of Roseville, this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk
1/30/20239:46 AM
1 REQUEST FOR BUDGET ADJUSTMENT
REQUESTER NAME & TITLE: Ed Scofield, Alternative Transportation Manager FISCAL YEAR: 2022-23 PREPARER NAME & TITLE: Suzanne Engelke, Assistant Transportation Planner COUNCIL DATE (if applicable): 2/15/2023 DEPARTMENT/DIVISION: PW / Alternative Transportation ORDINANCE:

EXPENDITURES/EXPENSES/TRANSFERS OUT
BUDGET ($)
Fund Account Center Project Adjustment
3323 6587 84001 500328 31,850
31,850

REVENUES/TRANSFERS IN
BUDGET ($)
Fund Account Center Project Adjustment
-
31,850

FUND BALANCE
BUDGET ($)
Fund Account Center Project Adjustment
3323 3601 0 (31,850)
(31,850)
Justification for Budget Adjustment:

REQUESTING DEPARTMENT HEAD / DESIGNEE DATE BUDGET MANAGER / DESIGNEE DATE

CHIEF FINANCIAL OFFICER / DESIGNEE DATE CITY MANAGER / DESIGNEE DATE

POSTED BY DATE
Revised: June 24, 2019
TOTAL
TOTAL

ACCOUNT STRING DESCRIPTION
Establish construction budget for the Creekview Open
Space C-50 and C-51 Bike Trail
Reduce Bike Trail - Creekview Fund Balance

NET ADJUSTMENT

ACCOUNT STRING DESCRIPTION
REQUIRED APPROVALS:

BUDGET DEPARTMENT USE ONLY:

This budget adjustment is requested to establish project #500328 - Creekview Bike Trail Open Space C-50 and C-51. This budget will pay for the reimbursement agreement with Anthem United Creekview Developments Limited Partnership to construct a Class I trail in Creekview Specific Plan Parcels C-50 and C-51. The funding for this trail project comes from fees collected in Fund 3323 - Bike Trail - Creekview Fund Balance. There is no impact or cost to the General Fund for this project.

DESCRIPTION
TOTAL

ACCOUNT STRING

COUNCIL COMMUNICATION
CC #:
2539
File #:
0201 & 0201-01
Title:

Fiscal Year 2022-23 - Budget Adjustments
Contact:

Scott Pettingell 916-746-1306 [email protected]

Meeting Date: 2/15/2023
Item #: 7.16.

RECOMMENDATION TO COUNCIL
Staff recommends that the City Council adopt an ordinance to approve adjustments to the Fiscal Year (FY) 2022-23 budget.

BACKGROUND
Staff recommends the following adjustments to the FY2022-23 budget:

1. Community Facilities District (CFD) 3 Municipal Services Fund - The recommended budget adjustment includes the
transfer of $134,880 in available funds from the CFD 3 Municipal Services Fund (Fund 2112) to the General Fund (Fund 1001), which is the result of the net amount available, after administrative expenses, from the tax payment that was received in August and accounted for in the CFD 3 Municipal Services Fund. Revenue from the CFD 3 Municipal Services Fund is used to offset the cost of Police and Fire General Fund expenditures.

2. Youth Sports Coalition (YSF)
- Beginning in FY2019-20, expenditures made on behalf of the YSC were charged to the Citywide Park Fund (Fund 3303) without the appropriate offsetting reimbursement from the YSC Fund (Fund 1201). This budget adjustment will correct the reimbursement by moving funds from the YSC Fund to the Citywide Park Fund to ensure the fund balance reflects actual spending by the Youth Sports Coalition.

3. Maidu Sports Complex Turf Conversion
- The Maidu Soccer Complex Turf Conversion project is completed and ready to be closed. This budget adjustment will increase project funding by $6,277 in the Parks Recreation and Library Capital Projects Fund (Fund 3130) due to project costs coming in slightly above the $529,000 budget in this fund. This budget adjustment will also remove the remaining budget of $49,876 in General Capital Projects Fund (Fund 3110) to close the project and transfer these funds to the Parks Recreation and Library Capital Projects to prepare Fund 3110 for the closure.

4. Traffic Safety Fund
- This budget adjustment is to correctly reflect the revenue budget for the Traffic Safety Fund (Fund 2321), which is funded by vehicle code fines, parking violation fines, and other fines and penalties received by the City. Due to an oversight, this $210,000 revenue budget was not included in the FY2022-23 budget.

5. Vernon St. Roundabout Project Cancellation
- On January 18, 2023, the City Council approved the Vernon Atlantic Multimodal Safety Improvement project. This project replaces the Vernon St. Roundabout project. This recommended budget adjustment will return $85,871 to the fund balance (Fund 2305 - Highway Users Tax) due to the cancelation of the Vernon St.

Roundabout project.

6. Enterprise Resource Planning (ERP)/Timekeeping Project Closure - The ERP and Timekeeping projects were completed
and are ready for closure. The remaining unspent funds, totaling approximately $306,000 in the ERP project and $570,000 in the Timekeeping project, are recommended to be returned to the funds that contributed to the projects.

FISCAL IMPACT
The recommended adjustments to the FY2022-23 budget will result in the following changes in budget and available resources.

There are adequate resources available within all of the impacted funds.

Combined, the recommended budget adjustments will
increase available resources in the General Fund by $528,850.

Budget Adjustment
Fund
Change in
Expenditure/Expense
Budget
Change in
Revenue
Budget
Change in
Available
Resources

1. Community Facilities District
General Fund (1001)
$ -
$ 134,880
$ 134,880

1. Community Facilities District
(CFD) 3 Municipal Services Fund
General Fund (1001)
$ -
$ 134,880
$ 134,880
CFD 3 Fund (2112)
$ 134,880
$ -
$ (134,880)

2. Youth Sports Coalition (YSF)
Citywide Park Fund
(3303)
$ -
$ 46,039
$ 46,039
Youth Sports Coalition
Fund (1201)
$ 46,039
$ -
$ (46,039)

3. Maidu Sports Complex Turf
Conversion
General Capital Projects
Fund (3110) *
$ -
$ -
$ -
Parks Recreation and
Library Capital Projects
Fund (3130)
$ 6,277
$ 49,876
$ 43,599

4. Traffic Safety Fund
Traffic Safety Fund
(2321)
$ -
$ 210,000
$ 210,000

5. Vernon St. Roundabout Project
Cancellation
Highway Users Tax
(2305)
$ (85,871)
$ -
$ 85,871

6. Enterprise Resource Planning
(ERP) /Timekeeping Project Closure
General Capital Projects
Fund (3110) *
$ -
$ -
$ -
Various Funds
$ -
$ 876,144
$ 876,144
* Recommended budget adjustment nets to zero within the General Capital Projects Fund (3110)

ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to activities that will not result in a direct or reasonably foreseeable indirect physical change in the environment, or is otherwise not considered a project as defined by CEQA Statute §21065 and CEQA State Guidelines §15060(c)(3) and §15378. Approval of the recommended adjustments to the FY2022-23 budget meet the above criteria and are not subject to CEQA. No additional environmental review is required.

CITY COUNCIL STRATEGIC PLAN/OVERARCHING GOALS
Goal A - Remain fiscally responsible in a changing world

Respectfully Submitted,
Scott Pettingell, Assistant Finance Director
Dennis Kauffman, Assistant City Manager/Chief Financial Officer

_____________________________
Dominick Casey, City Manager
ATTACHMENTS:

Description
Ordinance 6615
1 - Budget Adjustment - CFD #3
2 - Budget Adjustment - Youth Sports Coalition
3 - Budget Adjustment - Maidu Turf Conversion
4 -
Budget Adjustment - Traffic Safety Fund Revenue
5 - Budget Adjustment - Vernon St. Roundabout
6 - Budget Adjustment - ERP/Time Keeping Project Closure ORDINANCE NO. 6615

ORDINANCE OF THE COUNCIL OF THE CITY OF ROSEVILLE
AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2022-23

BUDGET AND DECLARING THIS ORDINANCE TO BE IMMEDIATELY

EFFECTIVE AS AN APPROPRIATION MEASURE

THE CITY OF ROSEVILLE ORDAINS:

SECTION 1. The City of Roseville Annual Budget, Fiscal Year 2022-23, is hereby amended by transferring an additional appropriation to and from the activities indicated on the attached budget adjustments.

SECTION 2. This ordinance is hereby declared to be an appropriation measure, immediately effective pursuant to the provisions of Section 5.03 of the Charter.

PASSED AND ADOPTED by the Council of the City of Roseville, this day of , 2023, by the following vote on roll call:

AYES COUNCILMEMBERS:

NOES COUNCILMEMBERS:

ABSENT COUNCILMEMBERS:

MAYOR
ATTEST:

City Clerk

REQUEST FOR BUDGET ADJUSTMENT
REQUESTER NAME & TITLE: Scott Pettingell, Assistant Finance Director FISCAL YEAR: 2022-23 PREPARER NAME & TITLE: Natalya Lakhno, Budget Analyst COUNCIL DATE (if applicable): 2/15/23 DEPARTMENT/DIVISION: Finance ORDINANCE:

EXPENDITURES/EXPENSES/TRANSFERS OUT
BUDGET ($)
Fund Account Center Project Adjustment
2112 6801 10001 134,880
134,880

REVENUES/TRANSFERS IN
BUDGET ($)
Fund Account Center Project Adjustment
1001 4801 10001 134,880
134,880
-

FUND BALANCE
BUDGET ($)
Fund Account Center Project Adjustment
1001 134,880
2112 (134,880)
-
Justification for Budget Adjustment:

REQUESTING DEPARTMENT HEAD / DESIGNEE DATE BUDGET MANAGER / DESIGNEE DATE

CHIEF FINANCIAL OFFICER / DESIGNEE DATE CITY MANAGER / DESIGNEE DATE

POSTED BY DATE
Revised: June 24, 2019

ACCOUNT STRING DESCRIPTION
Transfer available funds in CFD 3 (Fund 2112) to the
General Fund (1001)
TOTAL

ACCOUNT STRING DESCRIPTION
Transfer available funds in CFD 3 (Fund 2112) to the
General Fund (1001)
TOTAL
TOTAL

NET ADJUSTMENT

ACCOUNT STRING DESCRIPTION
Increase in available resources to Fund 1001
Decrease in available resources to Fund 2112
The recommended budget adjustment includes the transfer of available funds in CFD 3 (Fund 2112) to the General Fund (1001), which is the result of the net amount available, after administrative expenses, from the County tax payment that was received in August for Fund 2112 (CFD 3, Municipal.

Services). Revenue from CFD 3, Municipal Services is used to offset the cost of Police and Fire General Fund expenditures (Fund 1001).

REQUIRED APPROVALS:

BUDGET DEPARTMENT USE ONLY:

EXPENDITURES/EXPENSES/TRANSFERS OUT
BUDGET ($)
Fund Account Center Project Adjustment
1201 6801 10001 46,039
46,039

REVENUES/TRANSFERS IN
BUDGET ($)
Fund Account Center Project Adjustment
3303 4801 10001 46,039
46,039
-

FUND BALANCE
BUDGET ($)
Fund Account Center Project Adjustment
3303 46,039
1201 (46,039)
-
Justification for Budget Adjustment:

REQUESTING DEPARTMENT HEAD / DESIGNEE DATE BUDGET MANAGER / DESIGNEE DATE

CHIEF FINANCIAL OFFICER / DESIGNEE DATE CITY MANAGER / DESIGNEE DATE

POSTED BY DATE
Revised: June 24, 2019

ACCOUNT STRING DESCRIPTION
Transfer funds from Fund 1201 to Fund 3303
TOTAL

ACCOUNT STRING DESCRIPTION
Transfer funds from Fund 1201 to Fund 3303
TOTAL
TOTAL

NET ADJUSTMENT

ACCOUNT STRING DESCRIPTION
Increase in available resources
Decrease in available resources
Beginning in FY 2019-20, expenditures made on behalf of the Youth Sports Coalition (YSC) were charged to Fund 3303 (Citywide Park) without the appropriate offsetting reimbursement from Fund 1201 (YSC). This budget adjustment will correct the reimbursement by moving funds from Fund 1201 to Fund 3303 to ensure the fund balance reflects actual spending by the Youth Sports Coalition.

REQUIRED APPROVALS:

BUDGET DEPARTMENT USE ONLY:

EXPENDITURES/EXPENSES/TRANSFERS OUT
BUDGET ($)
Fund Account Center Project Adjustment
3130 5301 84001 500087 6,277
3110 6587 84001 500087 (49,876)
3110 6801 10001 49,876
6,277

REVENUES/TRANSFERS IN
BUDGET ($)
Fund Account Center Project Adjustment
3130 4801 10001 49,876
49,876
(43,599)

FUND BALANCE
BUDGET ($)
Fund Account Center Project Adjustment
3130 43,599
43,599
Justification for Budget Adjustment:

REQUESTING DEPARTMENT HEAD / DESIGNEE DATE BUDGET MANAGER / DESIGNEE DATE

CHIEF FINANCIAL OFFICER / DESIGNEE DATE CITY MANAGER / DESIGNEE DATE

POSTED BY DATE
Revised: June 24, 2019

ACCOUNT STRING DESCRIPTION
Increase budget for Maidu Soccer Complex Turf
Conversion project
Transfer fund balance to prepare Fund 3110 for
closure
TOTAL

ACCOUNT STRING DESCRIPTION
Transfer fund balance to prepare Fund 3110 for
closure
Remove remaining budget - close project 500087
TOTAL
TOTAL

NET ADJUSTMENT

ACCOUNT STRING DESCRIPTION
Increase in available resources
The Maidu Soccer Complex Turf Conversion project is completed and ready to be closed.

This budget adjustment will increase project funding by $6,277 in Fund 3130 - Parks Recreation and Library Capital Projects due to overage. It will also remove remaining budget of $49,876 in Fund 3110 - General Capital Projects in order to close the project. And transfer these funds from Fund 3110 - General Capital Projects to Fund 3130 - Parks Recreation and Library Capital Projects to prepare Fund 3110 for closure.

REQUIRED APPROVALS:

BUDGET DEPARTMENT USE ONLY:

� (!«:,J
ROsE'V1ttE REQUEST FOR BUDGET ADJUSTMENT

CA LIFORNIA
REQUESTER NAME & TITLE: Mark Peinado/ Management Analyst FISCAL YEAR:

PREPARER NAME & TITLE: _M _a _rk_Pe_i _na_d _o _/ _M_a_n_a-g�e _m _e _n _t A_ n_a_ly�s _t _______ COUNCIL DATE (if applicable):

DEPARTMENT/DIVISION: Police ORDINANCE: -------------------

EXPENDITURES/EXPENSES/TRANSFERS OUT
ACCOUNT STRING BUDGET($) DESCRIPTION Fund Account Center Project Adjustment

TOTAL -

REVENUES/TRANSFERS IN
ACCOUNT STRING BUDGET($) DESCRIPTION Fund Account Center Project Adjustment 2321 4551 10001 45,000 Increase Revenue for Vehicle Code Fines 2321 4555 10001 15,000 Increase Revenue for Parking Violation Fines FY2022-23
2321 4590 10001 150,000 Increase Revenue for Other Fines and Penalties TOTAL 210.000
NET ADJUSTMENT (210,000)!

FUND BALANCE
ACCOUNT STRING BUDGET($) DESCRIPTION Fund Account I Center I Project Adjustment 2321 210,000 Increase available resources
-
TOTAL 210,000
Justification for Budget Adjustment:

This budget adjustment is to correctly reflect the revenue budget under the Traffic Safety Fund for Vehicle Code Fines, Parking Violation Fines, and Other Fines and Penalties received by the Roseville Police Department. Due to an oversight, this revenue budget was not included in the FY2022-23 budget.
� .. ·�¥0--

REQUESTING DEPARTMENT HEAD/ DESIGNEE

CHIEF FINANCIAL OFFICER/ DESIGN EE

POSTED BY
Revised: June 24, 2019
12/20/20222:11 PM
REQUIRED APPROVALS:
t 2..\ u,( 2-2-
DATE• BUDGET MANAGER/ DESIGNEE DATE

DATE CITY MANAGER/ DESIGN EE DATE
BUDGET DEPARTMENT USE ONLY:

DATE

EXPENDITURES/EXPENSES/TRANSFERS OUT
BUDGET ($)
Fund Account Center Project Adjustment
2305 5080 84001 500118 (85,871)
(85,871)

REVENUES/TRANSFERS IN
BUDGET ($)
Fund Account Center Project Adjustment
-
(85,871)

FUND BALANCE
BUDGET ($)
Fund Account Center Project Adjustment
2305 85,871
85,871
Justification for Budget Adjustment:

REQUESTING DEPARTMENT HEAD / DESIGNEE DATE BUDGET MANAGER / DESIGNEE DATE

CHIEF FINANCIAL OFFICER / DESIGNEE DATE CITY MANAGER / DESIGNEE DATE

POSTED BY DATE
Revised: June 24, 2019
BUDGET DEPARTMENT USE ONLY:

On January 18, 2023, the City Council approved the Vernon Atlantic Multimodal Safety Improvement project. This project replaces the Vernon St.

Roundabout project. This recommended budget adjustment will return $85,871 to fund balance (Fund 2305 - Highway Users Tax) due to the cancelation of Vernon St. Roundabout project.

REQUIRED APPROVALS:

TOTAL
TOTAL

NET ADJUSTMENT

ACCOUNT STRING DESCRIPTION
Increase in available resources

ACCOUNT STRING DESCRIPTION

ACCOUNT STRING DESCRIPTION
Reduce budget for Vernon St Roundabout Project
TOTAL

Page 1 of 3 ends

Roseville City CouncilFebruary 15, 2023

Roseville City Council
February 15, 2023